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HomeMy WebLinkAbout1998-12-16 Packet ITEM NO. 3a MEETING DATE December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: Presentation of New Hurst Tools Received from Grant Funds (Jaws of Life) Almost two years ago the Ukiah Fire Department requested assistance in purchasing extrication equipment from the Office of Traffic Safety (OTS). We were awarded a $22,000 grant for ambulance preparation, a set of Hurst rescue tools, extrication equipment, traffic safety education and bike helmets. This evening we wish to present this new equipment to the City Council and explain the status of the grant. RECOMMENDED ACTION: ALTERNATIVE COUNCIL POLICY OPTIONS: Acct. No.: N/A (if NOT budgeted) Appropriation Requested' N/A Citizen Advised: N/A Requested by: Roe M. Sandelin, Fire Chief ~ Prepared by: Chuck Yates, Engineer Coordinated with: Candace Horsley, City Manager Attachments: None Acct. No.' APPROVED BY City- Manager ITEM NO. 3b(J.) MEETING DATE December 16. 1998 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION OF NEW EMPLOYEE MICHAEL TODD, FIREFIGHTER/PARAMEDIO 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 FD. Mike became interested in firefighting as a career after visiting a friend at Bodega Bay FD. 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: N/A ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Requested by: Roe M. Sandelin, Fire Chief ~ Prepared by: Roger A. Sprehn, Fire Captain Coordinated with: Candace Horsley, City Manager Attachments: None APPROVED BY City Manager ITEM NO. 3b~ ii) MEETING DATE December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION OF NEW EMPLOYEE BRIAN LANE, FIREFIGHTER/PARAMEDIC Honorable Mayor and Council Members I am pleased to introduce Firefighter/Paramedic Brian Lane the newest member of the Ukiah Fire Department and" B" shift. Brian is a graduate of Pioneer High School in San Jose. Brian also attended Butte Junior College in Oroville, California. Brian relocated from Oroville to Santa Rosa to attend the Firefighter Academy through Santa Rosa Junior College. After completing the Fire Academy Brian began working as an EMT with Ace Medical Transportation in Santa Rosa, all while working full-time at Home Depot. Brian left his job with Home Depot in 1995 to work for Sonoma Life Support (SI_S). SIS handles all 911 emergency medical calls for the City of Santa Rosa. While workinq full- time with SIS, Brian attended the Paramedic Program at Santa Rosa Junior College. Brian completed his field internship with the San Francisco Department of Public Health. Brian was then promoted to full-time paramedic with SIS where he continues to work part-time. Brian has also trained and worked with the Gold Ridge Fire Department in Sebastopol for about a year. Brian and his wife Lisa were married in June of 1997, and currently live in Rohnert Park. Brian enjoys the outdoors and photography in what little spare time he has. RECOMMENDED ACTION: N/A ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Requested by: Roe M. Sandelin, Fire Chief A~ Prepared by: Mark S. Hilliker, Fire Captain Coordinated with: Candace Horsley, City Manager Attachments: None APPROVED BY City Manager ITEM NO. 3b(iii) MEETING DATE December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION OF NEW EMPLOYEE MICHAEL "SCOTT" CORDIS, FIREFIGHTER/PARAMEDIC We are pleased to introduce to the City Council and the community Scott Cordis. Scott was assigned to the full-time position of Firefighter/Paramedic on September 13 of this year. He has been with the fire department since 1994 when he came on board as a volunteer firefighter. During his stint as a volunteer he also served as a temporary paid firefighter as well as a temporary equipment mechanic. It was also during his time as a volunteer that Scott took it upon himself to become trained as a swiftwater rescue technician, a fire engineer and a paramedic. With these skills added to his natural abilities, Scott placed himself near the top of the most recent hiring list. In his off-duty time Scott works for Neal's auto repair. In his spare time he enjoys skiing, scuba diving, backpacking, caving -- just about any outdoor activity. His plans for the future include completing his probation, moving up to an Engineer position and beyond. Personal plans include "eventually" marriage and a family. (He's got the truck for it!) Utilizing and unfailing good humor, enthusiasm and positive outlook, Scott, or "Wolfy" as he is affectionately known to his A-shiftmates, has fit right in and became a part of the team. RECOMMENDED ACTION' N/A ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Requested by: Roe M. Sandelin, Fire Chief ~ Prepared by: Bill Webster. Fire Captain/Paramedic Coordinated with: Candace Horsley, City Manager Attachments: None APPROVED BY City Manager ITEM NO. 3b ( i v) DATE: December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION OF NEW EMPLOYEE - CATHY ELAWADLY, ADMINISTRATIVE SECRETARY We are pleased to introduce Cathy Elawadly to the City Council. Cathy was hired as a part-time Administrative Secretary in October of this year, to fill the vacancy created when Meeting Transcriber Marge Giuntoli retired. Cathy has an extensive business and educational background. She has worked nine years in the banking industry, nine years in law firms, and received her Bachelor of Arts degree from Humboldt State University in Business. She also has studied in Counseling and Legal Assistant programs. Her many diverse talents have already proven very valuable and she has easily adapted to a variety of projects she has undertaken for several different departments. Her versatility, teamed with her contagious enthusiasm, has provided a delightful addition to the Secretarial Pool. Cathy is finding she really enjoys working for the City and states, "1 have found my job very rewarding. I work with wonderful, supportive people, and I am very happy. Most importantly, working for the City has allowed me the freedom to be creative, productive, and versatile, which is necessary for me to feel successfully challenged." I wanted to put this statement in writing so that I can remind her of it after she has 100 sets of Planning Commission minutes behind her! Cathy has two children, Nihal, who is 17, and Eric, who is 9. Cathy's parents, Cordes and Marie Langley moved to Ukiah in 1950, where her father pursued a career in lumber. Her late great uncle, Edgar Dutton, owned and operated a pear ranch in Ukiah. Cathy appreciates the benefits of having been raised in a rural community and has chosen the same for her children. Cathy's interests include running horses, reading, music, and gardening. RECOMMENDED ACTION: Council join us in welcoming Cathy Elawadly. ALTERNATIVE COUNCIL ACTION: N/A Citizen Advised: N/A Prepared by: Karen Yoast, Executive Assistant Coordinated with: Candace Horsley, City Manager Attachments: None. Candace Horsley, City I~anager 4/Sec:ASRKelaw.dly ITEM NO, 3b (v) DATE' December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION OF NEW EMPLOYEE: SHERRIE SMITH-FERRI, MUSEUM DIRECTOR The Community Services Department is honored to introduce our new Museum Director, Sherrie Smith-Ferri. Although being introduced this evening as a new employee, she is certainly not new to the Sun House/Grace Hudson Museum. Sherrie's services have been welcomed by the City in various capacities in the past including; Acting Museum Director, Curator, and Project Director for several projects, exhibits, and grants. Sherrie is also to be congratulated on her recent accomplishment of acquiring her Ph.D. from the University of Washington. The City of Ukiah is very fortunate to bring a person of Sherrie's background, experience, and reputation to the Museum and we look forward to the many accomplishments and enhancements she will bring to the Museum in the future. RECOMMENDED ACTION: Welcome Sherrie Smith-Ferri to the City of Ukiah as Director of the SunHouse/Grace Hudson Museum. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: N/A Requested by: Prepared by' Larry W. DeKnoblough, Community Services Director Coordinated with: Candace Horsley, City Manager Attachments: 1. Resume for Sherrie Smith-Ferri Candace Horsl LD2 SHERRIE.ASR Manager CURRICULUM VITAE SHERRIE SMITH-FERRI 2920 Mill Creek Road, Ukiah, CA 95482 (707) 467-0468 EDUCATION: Umversity of Washington, Seattle, WA Sociocultural Anthropology University of California, Davis, CA B.A., High Honors SELECTED WORK EXPERIENCE: Acting Director Grace Hudson Museum, Ukiah, CA Curator Grace Hudson Museum, Ukiah, CA Project Director Hudson Ethnographic Papers Documentation Project, NSF Grant #SBR-9601131 Ethnographic Collections Documentation Project, NSF Grant #SBR-9408796 Grace Hudson Museum, Ukiah, CA Project Co-Director/Scriptwriter "Roots of Beauty" Video Sun House Guild; Independent Producers Services, Berkeley, CA Member, Vetting Committee Evaluation for Plans for Permanent Exhibitions in New Building on the National Mall National Museum of the American Indian, Smithsonian Institution, Washington D.C. Exhibit Consultant "The Fine Art of California Indian Basketry" Crocker Art Museum, Sacramento, CA Exhibit Consultant "Pomo Indian Basket Weavers, Their Baskets & the Art Market" The University Museum of Archaeology and Anthropology, University of Pennsylvama, Philadelphia, PA Project Director Native American Graves & Repatriation Act Collections Survey, Inventory, Summary Report Grace Hudson Museum, Ukiah, CA Conference Organizer, Indigenous Women's Conference American Indian Studies Dept, Women Studies Dept. University of Washington, Seattle, WA Guest Lecturer, Anthropology and American Indian Studies Depts. University of Washington, Seattle, WA Santa Rosa Junior College, Santa Rosa, CA Sonoma State University, Cotati, CA College of the Redwoods, Fort Bragg, CA 1998 1990 1983 Dec. 1997-present Jan. 1996-Dec. 1997 1996-98 1994-96 1997-1998 Oct. 1997 1994-96 1994-98 Aug 1993-Oct 1993 June 1991 1987-98 SELECTED PUBLICATIONS & PRESENTATIONS: "The Development of the Commercial Market for Pomo Indian Baskets" In Expedition Magazine. "The Human Faces of Pomo Indian Basketry,," Introduction to Reissue of Pomo Indian Basketry_, by S. A. Barrett, The Phoebe Hearst Museum. "'Hidden at The Heard:' The Harvey Company Pomo Collection," In The Great Southwest of the Fred Harvey Company and the Santa Fe Railway. The Heard Museum/The University of Arizona Press. "Indian Basketry," In The Encyclopedia of the American Indian. D'Arcy McNickle Center/Houghton Mifflin Co. "Basket Weavers, Basket Collectors & thc Market: Joseppa Dick, A Case Study" In Museum Anthropology. "Curators and Consultants: Harmony and Dissonance" Invited Member, Curator's Roundtable, Western Museum Association Conference San Diego, CA "Pomo Basket Weaving During the 1940's" Invited Paper for Museum Anthropology Panel, American Anthropological Association Meeting, San Francisco, CA "Pomo Collections Documentation Project" Invited Paper, Native American Art Studies Association Biennial Conference Tulsa, OK "Exhibit Curators & Native American Consultants: A Collaborative Approach to Exhibit Planning," Panel Member American Association of Museums Annual Meeting, Philadelphia, PA "Henry 1~. Henshaw's Photographs of Pomoan Communities and Peoples" Paper, co-presentor, Dr. Sally McLendon, California Indian Conference Humboldt State University, Arcata, CA "Basket Weavers, Basket Collectors & the Market: doseppa Dick, A Case Study" Invited Paper for Museum Anthropology Panel, American Anthropological Association Meeting, San Francisco, CA "Women, Creativity & Culture in the Modern American West" Panel Member, New Mexico State University Museum, Las Cruces, NM FELLOWSHIPS, GRANTS & HONORS: National Science Foundation, Systematic Anthropological Collections Program Skaggs Foundation Research Award University of Washington Graduate School Dissertation Fellowship Ford Foundation Dissertation Fellow Dorothy Danforth Compton Fellow Smithsonian Summer Internship, National Anthropology Archives TRIBAL AFFILIATION: Dry Creek Pomo/Coast Miwok Winter 1998 1996 1996 1996 June 1993 Sept. 20,1997 Nov. 20,1996 Oct. 21, 1995 May23,1995 Oct. 15, 1994 Dec. 3, 1992 March 5, 1992 1994-96, 96-98 1994 1993 1991-92 1989-90, 1986-87 1988 MINUTES OF THE UKIAH CITY COUNCIL Regular Meeting Wednesday, December 2, 1998 The Ukiah City Council met at a Regular Meeting on December 2, 1998, 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 Chavez, Ashiku, Kelly, Mastin, and Mayor Malone. Staff present: Public Utilities Director Barnes, Commugi~y Services Director DeKnoblough, Finance Director Elton, City Manager Elorsley~*blic Works Director Kennedy, City Attorney Rapport, Planning Director Sawye.~i~.li...c.-.~'hief Williams, Executive Assistant Yoast, and Recording Secretary K..i~h. Councilmember Chavez led the Pledge of Allegi~e. a. Reoular Meetino of November 18. 199~- '~~.--.-.-. M/S Kelly)-Mastin to apl~rove the minutes Of the-~i.~.of November 18, 1998, as submitted, carried by the following roll call v~.~e: A~~jlmembers Chavez, Ashiku, Kelly, Mastin, and Mayor Malone. N.~~one. ~".- None. ABSENT: None. .~ii~:.--~i~i '~¢~'"""" 4. PRESENTATIONS ~? ........ .~!iiiii!::''~iii~~'''': a. i n f R I i n D ...~ii~in ::'="'":':'? I ~ii~*'~:':~"""i lEI i n f N v m r 3; 1998 and Swearino I~mon~r Mavo.~i~im Mastin, Councilmember Phil M/S Ash~..e...lly to a~~lution ~'"~i~eclaring Results of Municipal Election of No~~[i~.199~~iiil.b...:y the '~~'"'ng roll call vote: AYES: Councilmembers ChaveZ?~''' ~!.;.'.~elly, '~~~....d.... Mayor Malone. NOES: None. ABSTAIN: None. Mayor M.a.~~.Ji~stin as the City s new Mayor, and introduced County Clerk .M..~'ha Wha~ii~}iii..:..-'..-..-:. M~a Wharll swore~!~ior,Jim Uastin and Coundlmembers Kelly and Baldwin. The ..s.of Office wero~i"'":~ned and the new Council took their seat. tak~~ the following Councilmembers were present: Councilmembers ~i~~'shiku, Kelly, and Mayor Mastin. b. Introduction O~ New Employees: I. Sa~e San~ia¢omo. Community Sentices Supervisor Parks and Recreation Director DeKnoblough introduced Sage Sangiacomo, who has lived in Ukiah for the past 20 years. Sage began his employment with the City as a Lifeguard in 1988. He continued to work at the Municipal Pool during the summers December 2, 1998 Page 1 between High School and College and eventually became the Pool Manager. He graduated from U.C. Davis with a degree in Environmental Policy, Analysis, and Planning with minor course work in Political Science. He is also a volunteer CPR and First Aid Instructor with the American Red Cross. Mr. Sangiacomo stated that it was a pleasure to be back with the City of Ukiah and living in the community again. He thanked his predecessor, Tammi Weselsky, for all her hard work to promote the many worthwhile community programs that Ukiah currently enjoys. ii. Ina Ford, Administrative Secretary Executive Assistant Yoast introduced new Administrative Se~ primarily for the Planning and Building Divisions. Ina .bas live, 27 years and worked for the Economic Development her job with the City. who works County for to taki~ .&M:-'" Administrative Secretary Ford stated it has bec past five months. working !hese iii. Mil City Manager Horsley introduced Mr. Fled and th~ position in the Budget this year. She noted where he was the Assistant to the City UCLA and a masters in public admin ~ thi ~cil for including this City of Burbank in Public Law at rnia State University, Northridge. She highlighted past aw~ Mich...a.'.'~l h while working in Burbank and noted how proud she is of the. ~::' 's enti~'::~*' team Mr. Flad noted he has only b~'""?~;~sid~?~or six ~'S! He is looking forward to getting To work and doing a good,.j.~b~;~'''' 5. ,~~MATI~i~,:.~ a. ~~on t~~i!~House '~uild On Its 20th Anniversary Mayor M~~.~iE.rocl~i.N..ancy Baltins, President of the Su~ House Guild. Ms. Balti~~.u. ncil"~'ntroduced Sherrie Smith-Ferri, Director of the Grace Hudso.~seum. ~'""~~..t. ed that the Guild feels very fortunate to have the strong supp:~*'of the City of ~~cilmember Kel~noted that she is the Council liaison to the Guild and it has been ~inct pleasure f~ii~'er to work with this group. She noted their exemplary fundraising ~~:.and how~"dedicated they are to doing their part. ~~ APPEAL DECISION M~~tin reviewed the appeal process. 7. CONSENT CALENDAR Councilmember Ashiku requested that Agenda Item 7a be pulled from the rest of the Consent Calendar for a separate vote. December 2, 1998 Page 2 M/S Ashiku/Kelly approving Items b - f of the Consent Calendar as follows' bo C. d. e. Received Report of Acquisition of Heavy Equipment Repair Services from Paterson Tractor in the amount of $9,486.28; Ratified Contract with Leonard Charles & Associates for the Preparation of an Environmental Impact Report for the Orr Creek Bridge/Orchard Avenue Extension Project; Awarded Software Contract Purchase, in the amount of $32,895, to the Omega Group to Provide Crime Analysis Software and Training to the Ukiah Police Department; Approved Budget Amendment for the Purchase of He n and Air Conditioning Units for Civic Center; ...¢...:. Awarded Bid to Total Corporate Services~? to r Lap-To...9 Computers for $13,929.42 and Five Lap-~':::"Comp~ 64.46 ~ Approve Budget Amendment. The motion carried by the following roll call vote: Ashiku, Kelly, and Mayor Mastin. NOES: None. ~ncilmembers Bi Libby, lone. ABSENT: None. Discussion followed regarding Item 73. Councilmember Ashiku wanted to with his vote on this item when it was on to remain consistent .~..'.:.:'ii~:." Councilmember Libby noted th is in preserving historical sites. When reading the ordinance it to ~'verly b especially as it reads on page 2, items 53 through 5c. She f~ e c~i:a unde.~iii, the Demolition Permit Review Committee will be basing tbei~i rr ~jon~::"too broad, very cumbersome, and a burden to ~i~...ell-meaning~ own~~:~ reasons she would have a hard time voting f~~:,.., M/S l(eli~,e ad~ ~¢ No. 1014 Amending Section 3016 of Article 3, Chapter 1, DiO~iiThe t. Ji ~'"{Uipal Code (Demolition Permit Review), carried by the followi.~i~iii~..;.. AY~?~3ouncilmembers Baldwin, Kelly, and Mayor Mastin. NOES~"ncilm~i~,.y. and Ashiku. ABSTAIN: None. ABSENT: None N '":~e came forward'~ address the Council. ~~::.Mastin ~~ item 9d to this time to accommodate members of the audience. ~ii~~? For Citv Particil~ation In New'-Welcome to Ukiah" Entrance Sion~ "~~"'~ADDroval of'Budc~et 'Amendment City Manager Horsley advised that the Ukiah Main Street Program and Make a Difference Committee have been working on the entrance signs, located north and south of town. At the last report given to the Council, the signs were going to be made of cement, but the bids for those signs came in too high. They revised the sign's design to be constructed December 2, 1998 Page 3 of durable wood material that the manufacturer states will last 20 years or longer, depending on maintenance. The Chamber of Commerce has agreed to include a fund within their annual budget for maintenance. She explained the size, design, and cost for the signs. She stated the signs will be an enhancement to the entrance to the City of Ukiah and requested Council's approval of a budget amendment in the amount of $4,000, with $1,500 for the sign at the south entrance at Cox Schrader Road, and $2,500 pledged for the second sign to be later constructed north, of town. She distributed a copy of a document that shows the General Fund beginning balance, the adjustments made during this fiscal year, and the ending balance should Council approve the budget.amendment. · Discussion was had relative to the size of the sign as compared t~:..e... ~~:~ Ukiah signs currently in place. · ~i::. ~~: Judy Pruden, 304 S. Hortense, representing Make ~i'erenc~i~~i~.a. dvised .t-~ the signs will be 16 feet by 12 feet, with an overall h~i~!~t of 20:~ ~~'-h....t.b.~i':~ln is larger than what Caltrans allows, they will allo~~..be~:~dfather~~ it is a reduction of what is currently there. She noted thin'rent sign will ~:~lished. Councilmember Libby determined that the Make a::~mmitteeii has contributed nearly $3,000 to the signs and they continue to s~ii"'~it fu~~..o, ther individuals and agencies for the signs. ~.:-..:.:~::. Discussion was had relative to the col~~eige.~'"~r with the darker color being maroon, and that the Committe~i::i"be a~~unty of Mendocino Board of Supervisors for assistance with ~"'sign t~e noVOn. Councilmember Baldwin no~:"wo .~i'ke to ~ii"' at a future date, the Council pass a resolution calling for the ~nal g~.me~;~i~::give back to local governments the power ove~i.:...::!ocal signs.~~as co~~" sign at the north entrance might be sandwi~~tween ·~i~.f othe~~:~ive commercial bi Ilboards. Council~~y q~~b..ether there was a possibility of the sign at the north entrance cor~~i!i[.e..ss th'~~b0. Ms. pr~:""'expi'~:~iii~p tl~':~ constraints placed on them from the County, they antici~'"b needing th'~~:unt. ~'ssion followed r~tiv'~ to fundraising activities and it was noted that the staff report ~!~ts up-to-date fJ~"res for this project. ~~~'""~amber of Commerce General Manager, explained the Chamber is at t~~:~draising effort for the first sign, and in the late beginning/early middle for th~~:::'~ign. They anticipate being able to raise all the money for the second sign because they have more time to do it, but for the first sign construction is beginning within the next 11/2 months. Discussion was had relative to the unknown location for the second sign, that there are no December 2, 1998 Page 4 in-kind donations that would be appropriate for the first sign, and that it is unknown whether there would be the possibility of in-kind donations for the second sign. M/S Kelly/Ashiku to approve request for the City to participate in new "Welcome to Ukiah" entrance signs and approve budget amendment, in the amount of $4,000. Councilmember Ashiku noted his hope that the Board of Supervisors will waive County fees for the signs. Councilmember Libby felt it would be appropriate to have the pnv~.e sect~':hd the sign and she would like to see the Council hold off in giving a monet~..o~~, but instead offer an in-kind donation when needed. .~ii.--~,~ ~!~:~' Councilmember Baldwin added that he would lik~i¢~'ee the.~~-~he first ~' because he is concerned with the massive amount ~i?:billboa~'n th~~,:,:~~n already. He will offer a "yes" vote but hopes that ~~.Q.8~ill go to t~~nly. Discussion was had regarding the timeline for constr~~e first sign. There are test loads they need to do on the existing poles an.~~the rain stops they are prepared to go fo~ard. For the sign no~h of to~:'ther~~~!jne set as they have not secured easement and maintenance cont~~:.the o~~ossibly some time ne~ spring. ~~~~~::. ~ .... After discussion, Commissioner ~h¢~ithd~¢"'~~d ' Councilmember Kelly seconded that withdrawal. .~? ~?' '~? ~S ~hiku/Baldwin to appro¢~et ~ndme~?;:'n~¢~ the amount of $1,500 for the first sign only, carried by the faJlo~ roll c~te:..~S: Councilmembers Baldwin, Libby, Ashiku, K~.and May~~n. NO~~BSTAiN: None. ABSENT: None. 9a. AD'~~~ctio~~t~Streets for Rehabilitation Work To Be Funded Publiq,~ks Dir~~ngineer Kennedy explained the City has a ve~ unique oppo~i~ to utilize s~~deral funds to rehabilitate some local roads. These funds ara'ming from an ad~{~~,. ~1 appropriation through the recent federal highway bill, TEA 2~e explained th~ange that occurred at the federal level to allow for this one-time ~~g oppo~uni~?MCOG will decide how 75% of the funds traditionally spent on ~~ ~pital.j~Svements will be spent. At a recent meeting the Technical Adviso~ ~~:'to MCOG made a recommendation which would provide the City of ~~"nt of $1,023,345, and that recommendation will be considered by MCOG at {"~:~:~:~::':':'~ecember 7, 1998 meeting. If the recommendation is approved, it will be necessaw for the City to submit a list of projects proposed for rehabilitation no later than Januaw 8, 1999. A Project Study Repo~ (PSR) must be submi~ed for each project, and due to the fact that there will be a lot of work involved with completion of those repo~s, staff is requesting Council consideration and approval of the list of streets being proposed December 2, 1998 Page 5 for rehabilitation. He noted the streets being recommended are the worst streets as indicated by the Pavement Management System. He noted Orr Street and Brush Street were excluded from staff's recommended list. Discussion followed relative to whether the list had to be determined today and Mr. Kennedy advised that staff has to prepare a PSR for every project and each PSR is about five pages in length. If Council were to wait until the December 18 meeting, all of the PSR's may not be completed in time for submittal. Extensive discussion was had relative to the various streets in the City an~t the lower the Pavement Condition Index (PCI) rating in the Pavement M~.g{ ~' System, the worse condition the road is in. It was noted that Orchard~Avenu~~ ~rrently included as it is under contract to begin construction tentativ~i-":;Apri~ ~¢. permitting. ;... Councilmember Kelly expressed the desire to rest~"the fu~:~at"'"'"'~ ~.9~;n for road construction back to the General Fund. ~ii~i!i~:... ~#":" Further discussion was had relative to the list ~~:.and it was noted that the approximate cost for each project is not an Enginee.~~.t:,.e' but are budget costs. Budget unit costs are input into the program ~'~:d the~!~i~,g, enerates the costs depending on what the PCI is for the t. '~? Councilmember Kelly questioned wh~ of the work. Mr. Kennedy explained that the Ci' and under that authority City $25,000. There are, howew Council and your Public .. substanti, c~ to do adoS8 the [nnot d~ew wor do do o Cost Accounting Procedure rehabilitation work greater than if there is a 4/5 vote of the City crews can do the project for City does not have the manpower projects under $25,000. It was these funds, problem backfill ,cts the p~bility of doin~ wit ~'..-:~'ese funds. all of the Orchard Avenue project could be funded with the timeline for receiving funding could create a contract and STIP monies cannot be used to been completed. Further discussion was had regarding of the Orchard Avenue project and funding the other 10% ~!~ttorney Rapp~?advised caution against breaking the binding contract that the City ~~.r.:.,:Orchard ~ue. He noted that the Contractor could be entitled to damages for "to hold up the contractor while seeking other funding. For that reason, if~~i~' cost more than could be ultimately gained for the General Fund. Councilmember Ashiku felt that the Council should not add Orchard Avenue to the list and should go with what staff has worked hard to come up with as he felt it was very comprehensive. December 2, 1998 Page 6 Mr. Kennedy advised that the survey was taken 31/2 years ago and many of the streets have deteriorated very badly since that time. Councilmember Libby questioned why Council was given such a short timeline to consider this item. Mr. Kennedy explained that the federal government was looking at four or five different highway bills and the final version, TEA 21, was not passed until the middle of this year. City Manager Horsley advised that the TAC only voted on the ..r..ecom~'ed funding amounts in November to present to the COG. She further explain..~iii.:.t:.b~~ Council is in fact voting on this item in anticipation of the COG's fin~{ii~yote ~'ber 7. Councilmember Kelly asked if the City runs over ~'"~Sts for~~jll it ha~ make up the difference? Mr. Kennedy advised staff will write the specifi~~, call for a ba~'""i'hat will include 80 percent of the project, and the remainder ~!~jll be additive items. If we get a Iow bid and can do the additive items, we W[~"=~~ii~.[Jl be also be prudent to not award the entire million because there could '~ som~s. Mayor Mastin, at 8:04 p.m., questioned if in t~~ience that would like to address this item. Richard Shoemaker addressed State Street. He advised that widened, and rebuilt in 1995. been done yet. If you look bottom of ~...=...h.. ill to and he the Cou for amounts are the in to $3..~i'"'"'~)00 more. He as ~ owns property at 825 N. Stre~.t?was scheduled to be signalized, ,0.0...~!~[Jnded for that project and it hasn't from the intersection down to the will se is in as bad of condition as Orchard, He also addressed Council as a Board the only dissenting vote on the TAC Committee was Director. He advised there were different formulas explained the different scenarios and possible ned the City of Ukiah and County of Mendocino Jt together by the TAC, and advised the City could get up ~'r Mastin advis~hat the POI for Brush Street is 11. ~ii~nedy e~!~d the reasons for the TAC recommendation. The philosophy behind ~ii~~ii~ amount to the smaller organizations was to allow them enough money t~i!~~i::'"and he further explained the concurrence he had with the other cities on th~~l that is going before MCOG. He noted there was another proposal that would have provided approximately $600,000 for Ukiah. He feels the current proposal is fair to all of the cities. Councilmember Kelly felt it might be prudent to delay a final determination until December 2, 1998 Page 7 December 16. Mr. Kennedy advised there is a considerable amount of work to be done. The COG will need to act on the PSR's in the form of an RTIP, which will then be sent to the state staff for the STIP formulation, and then it is forwarded to the CTC in February. He suggested Council direct staff to add some streets, if and when there are additional funds. Councilmember Kelly noted she felt fine with getting the ball moving as long as there is an understanding that when Council gets firmer information they can still add other projects. Aisc, if we get a better date on when the funds might b.e comi~ and if it is possible to work towards not spending General Fund monies on ,~~i'"":~he would like to further discuss that possibility. City Manager Horsley requested Council approve t~:~rrent I~~...get sta.~ on their work and if there is substantially more mon~pprove~:is it(~'~~"ck at the seco nd meeting in December for further dis~ii.on~'~iiiii~'"'"" Discussion followed regarding not being able to su'~'"'......~..ts to the COG that exceed funding levels or that cannot be completed, that on ..c~. ;~~its the projects to RTIP the projects are irreversible, and that the next p~d for'":~~'"~S might be available will be 2002. Mr. Kennedy elaborated that the fun~;:;~~..e..02 .~i?be through the SB 45 process. There has been a competi~i!"~3roce~i~~~'ach agency will submit to the TAC their recommended proje~ili~hich ~i!ii~ur c~"'"~)e some collector or arterial road for rehabilitation work or wi~~. Th~:ity will b~¢competing with the County, other cities, and the State of Califor~''':''~'?' ..:~:'? M/S Ashik~...B...aldwin to ~' the se~;~al!i streets for rehabilitation work to be funded f..~~itionat~~&onies, ~i~'mended by staff, pending the 1998 STIP Amend~ii~!i.~t adj~:~i!~iii~:....the fun~'ing become apparent, that Council be notified so the list '~~~ded~~i....,,t. he following roll call vote: AYES: Councilmembers Baldwin, Lib~~., Kell~~tyor Mastin. NOES: None. ABSTAIN: None. ABSENT: ..,.'~!ii~!i~i.-'.-'~,:.., '"'~?' 9b...::~lection an~'"~nent of Vice-Mayor M/~Shiku/Baldwin,~':~inate Councilmem~)er Kelly as Vice-Mayor, carried by the foJ~ing roll call vote~i~YES: Councilmembers Baldwin, Libby, Ashiku, and Mayor Mastin. ~: None. A~AIN: Councilmember Kelly. ABSENT: None. ~;' break at 8:24 p.m. Th"~~ii' reconvened at 8:31 p.m. 9c. Appointment of City. Council Members To Committcc/Commission Assignments Mayor Mastin opened the discussion relative to Council assignments. He noted that December 2, 1998 Page 8 whoever becomes the City's representative to the Mendocino County Inland Water and Power Commission (IWPC) needs to be aware that there will be a tremendous amount of work associated with this assignment. The recommendation was for the two new Councilmembers to take this assignment, and he questioned if they were comfortable with the tremendous amount of work that will be involved in the assignment relative and this very complex issue. Councilmember Baldwin questioned the authority and/or jurisdiction of this Committee. City Attorney Rapport explained that it is a Joint Powers Agency ~nd it ~'"'~iven some authority to consider projects, including such things as purch~g.~::"Potter Valley Project. Any recommendation it makes would hav~iii[p co~~ the respective Councils for approval. ~ii?::: "~:-~.'.;-'i!~iiii!~i.:~:... ,..:.:.. City Manager I-Iorsley explained that when the S~i"0n 7 p~'";s S~~e Endangered Species Act, the Sonoma County wat~~~d a contr~":~ the biological study, and there were different policy ~~s involved. ~ili~:~Pc was basically seen as the Mendocino County represe~~:.people were chosen from that, as opposed to Board of Supervisor members ~ii~~. .~~..Sonoma County. There is an overall view that the IWPC represents the I~¢~er s~~8.docino County. Councilmember Baldwin expressed his~ii.e..n~i the ~~'ttee. City Attorney Rapport advised t~:~oun~i!i~':'":~ sits on the respective committees has a burden to keep.., t~!::'Coun~:'nform'~~'hat is going on and passing along information that is impel? He ~:itionall~;oted that the water issue is very complicated and whoever get~~ived~ a lot ~:0mework to do in a short period of time. Counci~r Li~~.ed th~~:""'Council wanted a more experienced Councii~~~:.the ~~~.this C~'mmittee, that would be fine. She is, however, i nte rested'~:..~~:..H ou ~:.~:.~~.m mittee. Discussio.n...~~~.as d"~ined Kathy Libby would be an acceptable alternate. The Cit~'nager ~~~ every meeting. C~ilrnember Ashi~~d that whoever sits on NCPA would get some insight on the e!~c utility industry ~'d would need to drive to Sacramento once a month. The meeting I~i:..approximately~ hours. He noted he would be willing to accept the assignment if ~i!~ie... else was.~:~ested. ~'~"ssion followed relative to the various committees and the assignments w~:"~i~i!i~~:' as follows: Chamber of Commerce Liaison, Councilmember Baldwin; City/County Leadership Group, Mayor Mastin and City Manager Horsley; City Selection Committee; Mayor Mastin; Council/County Supervisor Committee, Mayor Mastin and Councilmember Kelly; Courthouse Facilities Planning Committee, Councilmember Ashiku; County Overall Economic Development Committee, City Manager Horsley; Disaster December 2, 1998 Page 9 Council, Councilmember Libby and City Manager Horsley; Investment Oversight Committee, Mayor Mastin and Councilmember Ashiku; League of California Cities Policy Committees, Councilmember Kelly (Community Services); Local Agency Formation Commission, Councilmember Ashiku; Main Street Board of Directors; Councilmember Libby; Mendocino Council of Governments, Councilmember Kelly, Alternate- Councilmember Libby; Mendocino County Film Advisory Board, Councilmember Libby; Mendocino County Inland Water and Power Commission, Councilmember Baldwin, Alternate-Councilmember Libby; Mendo¢ino Solid Waste Management Authority, Mayor Mastin; Mendocino Transit Authority Board of Directors, Mayor Mastin; Northe..rn California Power Association and Transmission Agency of Northern California,,:....~Electric.:~i'~ity Director Barnes, Alternate-Councilmember Ashiku; Recreation Center ~..u.~~uncilmember Kelly; Russian River Watershed Community Council, C.~ncilm~~i~!~'idwin, alternate- Councilmember Libby; Skateboard Park Committee~hcilm':~~~[y; Solid Was.t..e... Committee, Jim Mastin and Phillip Ashiku; Sun Hous~'ild ex o~!i~..-[athy Li~'"i Ukiah Valley Sanitation District, Councilmemb~shiku~rn~~'er Baldwin. For Redevelopment Agency Committees ~as d~:h3ined tha~~':~nent would be made as they are not currently meeting. ~i~ommittee ass~r~;is were as follows: Economic Development & Financing ~~.n, Councilmember Libby; Finance Review Committee, Chairman Mastin ~::'~':~~~.o_ ner Ashiku, alternate- Councilmember Baldwin. "~:?' '~~:..::.~ Discussion followed relative to the various.~~d the .......... times they meet. Mayor Mastin recommended approving~ the.~~:imembers who sat on the various Committees if the new me~rs had~h u~:':*'::~!'':::'' ....... ::: ....... ::~! Y q ...... ~.. C ty Manager Horsley offered .~wde .~utes of.,.~ast meetings for anyone interested, and further requested that the ~ncilm~,ers rae her with a copy of the agenda for their meeti.~:.s so she c~!~b~ them ~~i of Council. M/S ~~.::..t.o a~~j.:.ntmen'i:~:':'i'O the various Committees, as outlined above, carried bY;"~.E, voice;.:..... 10. ~ITY::!~~EPO ~~::'' Cou~~ember Li~~ed that she attended an Economic Development and Fin~:ing Authority (E~~eeting to introduce herself. ~i~cilmember B~vin had nothing to report as yet. . ~i~~hiku advised Mendocino County s Air Quality Study is complete and ~~{0re the Board of Supervisors on December 15 for approval after a Public H~~i~'~;' noted the report is not quite as extensive regarding mitigations as he would have liked to have seen. The history of this study was discussed for the benefit of the new Councilmembers. December 2, 1998 Page 10 Councilrnember Kelly also expressed her disappointment in the extent of the document and the lack of contact with Councilmembers and/or staff for the City's input. She advised there were supposed to be at least two public meetings held as part of the agreement with the contractor to develop this document and she is checking whether this actually took place, as well as whether all other conditions of the RFP were addressed. She further reported that she attended the EDFC meeting where Kathy Libby was introduced. During the meeting there was a report on the audit. All the loan recipients are paying on time and they have money to lend out again. They will be s 3onso..r:.i, ng an event at the Airport on December 16 for Community Air where there may.,:,be air~ rides over the valley. She noted that she, Larry DeKnoblough, and Can¢iYnet ~~..ateboard Pa..r.:..:~ Committee and they are looking at putting together Park site. She was invited to attend a meeting of t~i;[ocal G~::i:nm~~.~is Saturday in Hopland. This is a group of elected offi~,,...W~¢~ve provi~;i"'~ the past for projects where different entities cooperate ~ii~-'"'~:~i~s...,~:,:::~j.¢.,.:::....:.. The Schoo'~~'"f~t's- n ew school site at Montgomery Wards, where the City a~~,.are working in cooperation with the School District to provide a recreation ce~ii~.S..tructure for that project, is the type of project they like to support. '%?' She further noted there is an ad-hoc com~~corat~~:;uncil office. It is an ongoing process and open for feedba~8~'"'~~~, u~'"'"~":~e office. She thanked everyone for the honor of being app~d Vic~~?: Mayor Mastin again congratul ' n~'"'":'Counc~'~'~nbers. He addressed various ~ssues relative to conducting woul~"lp him, and noted that he does not have a problem with any stretch thei Is during they the advis~ Fire St; Police Ch ri., PAL event, Decem Chri and walking around if they need to that MTA is testing new vehicles and :h of ue as a testing ground. He further ~eir ribbon cutting on November 20 at the former North He noted this Saturday he will be attending the hting and Trucker's light parade, as well as the of time. The City Employee's Christmas Party is Cafe. 11 C ger Hors!~~' tl~'anked Councilmembers Libby and Baldwin for attending the orientation sessfons with City staff. She further addressed the issue of the County's Plan an.~.:..:~¢~?negative press associated with it. She advised City staff will attend meeting and discuss the history of the City's General Plan working. She noted if anyone has concerns about this item to let her Discussion was had relative to the General Plan the County will be adopting. It was noted that it is similar to the City's, but those portions that apply to the City will be deleted. For the most part the Plan will remain fairly intact. December 2, 1998 Page 11 9e. Consideration and Adoption of Resolution Approving Memorandum of Understanding for Employee Bargaining Unit- Electric Unit The City Council went into Closed Session at 9:15 p.m. to consider this item. See item 12 a for the action taken relative to this item after Closed Session. 12. CLOSED SESSION a. G.C. §54957.6- Conference With Labor Ne(~otiator Employee Unit: Electric Unit Negotiator: Candace Horsley The Council returned to Open Session at 9:29 p.m. ~...:... ~"'"'" M/S Kelly/Ashiku to adopt Resolution No. 99-~:. Ap~~emorandum of Understanding for Employee Bargaining Unit- Elec¢~it,~ c~i~ following r.? call vote: AYES: Councilmembers Baldwin, Libb¢!~shiku, ~i~~or M~'. NOES: None. ABSTAIN: None. ABSENT: 13. ADJOURNMENT ~~~~;;. There being no further business the meeting wa~i~~31 p.m. Karen Yoast, Deputy City Clerk .,.~il;!';, ~?' December 2, 1998 Page 12 ITEM NO. 6a DATE December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: REPORT OF DISBURSEMENTS FOR THE MONTH OF NOVEMBER 1998 Payments made during the month of November 1998, are summarized on the attached Report of Disbursements. Further detail is supplied on the attached Schedules of Bills, representing the four (4) individual payment cycles within the month. Accounts Payable check numbers: 109150-109302, 109409-109472, 109512-109617, 77479-77480, 77482-77492 Payroll check numbers: 109038-109148, 109149, 109303-109408 Direct Deposit numbers: 3913-4086 Void check numbers: 109473-109511, 77481 This report is submitted in accordance with Ukiah City Code Division 1, Chapter 7, Article 1. RECOMMENDED ACTION: Approve the Report of Disbursements for the month of November 1998. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Appropriation Requested: N/A Citizen Advised: N/A Requested by: Candace Horsley, City Manager Prepared by: Gordon Elton, Director of Finance Coordinated with: Kim Sechrest, Accounts Payable Specialist Attachments: Report of Disbursements APPROVED: ~,~ ,),Z~. Candace Horsley, C~x Manager AGENDA.WPD/krs CITY OF UKIAH REPORT OF DISBURSEMENTS REGISTER OF PAYROLL AND DEMAND PAYMENTS FOR THE MONTH OF NOVEMBER 1998 Demand Payments approved: Check No. 109150-109302, 109409-109472, 109512-109617, 77479-77480, 77482-77492 FUNDS: 100 General Fund $2,085,829.85 660 Sanitary Disposal Site Fund 110 Special General Fund 661 Sanitary Disposal Replace 141 Museum Grants 665 Refuse/Debris Control 142 National Science Foundation 670 U.S.W. Billing & Collections 143 N.E.H.1. Museum Grant 675 Contracted Dispatch Services 150 Civic Center Fund 678 Public Safety Dispatch 204 Federal Asset Seizure Grants 9775.60 679 MESA (Mendo Emerg Srv Auth) 205 Sup Law Enforce. Srv. Fd (SLESF) 91,069.28 695 Golf 206 Community Oriented Policing $525.78 696 Warehouse/Stores 220 Parking Dist. //10per & Maint 9770.88 697 Billing Enterprise Fund 300 Gas Tax Fund (2106) 9287,576.50 698 Fixed Asset Fund 301 Gas Tax Fund (2107) 9527.21 800 Electric 303 Gas Tax Fund (2105) 917,188.19 801 Electric Revenue Fund 310 Special Aviation Fund 912,065.72 805 Street Lighting Fund 332 Federal Emerg. Shelter Grant 910,628.82 806 Public Benefits Charges 410 Conference Center Fund 914,097.04 820 Water 550 Lake Mendocino Bond 9695,874.47 900 Special Deposit Trust 555 Lake Mendocino Bond Reserve (952,609.42) 910 Worker's Comp. Fund 575 Garage 9801.35 920 Liability Fund 600 Airport 926,920.38 940 Payroll Posting Fund 610 Sewer Service Fund 950 General Service (Accts Recv) 611 Sewer Construction Fund 960 Community Redev. Agency 612 City/District Sewer 934,110.66 962 Redev. Housing Fund 615 City/Dist Sewer Replace 965 Redevelopment Cap Imprv. Fund 640 San Dist Revolving Fund 966 Redevelopment Debt Svc. PAYROLL CHECK NUMBERS 109038 - 109148 DIRECT DEPOSIT NUMBERS 3913 - 3997 PAYROLL PERIOD 10/18/98 - 10/31/98 PAYROLL CHECK NUMBERS 109149, 109303-109408 DIRECT DEPOSIT NUMBERS 3998 - 4086 PAYROLL PERIOD 11/1/1998 - 11/14/1998 TOTAL DEMAND PAYMENTS TOTAL PAYROLL VENDOR DEDUCTION CHECKS TOTAL PAYROLL CHECKS TOTAL DIRECT DEPOSIT TOTAL PAYMENTS VOID CHECKS NUMBERS 109473-109511 (bank samples), 77481 (9618.78) 92,645.32 9132,602.21 9934.79 98,517.33 964,593.78 91,048.03 93,898.59 91,489.28 9211,037.51 912,240.29 939,212.24 96,773.99 9157,558.24 9618.82 924,058.66 95.99 9100.14 9301,300.26 94,104,169.00 966,406.02 9172,035.68 9176,960.90 94,519,571.60 CERTIFICATION OF CITY CLERK This register of Payroll and Demand Payments was duly approved by the City Council on City Clerk APPROVAL OF CITY MANAGER I have examined this Register and approve same. CERTIFICATION OF DIRECTOR OF FINANCE I have audited this Register and approve for accuracy and available funds. 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0E4 MU H0 H Oo H ~-~0 HO U · 0 I 0 r-'lo O0 O0 oo i.~o oc~ r-lO 00(~0 oo oo 0 0 {J oo oo oo · · oo HH o I o HH H E-lO ~ HO ~.~ ~ · o ~ 0 0 0 ~ o 0 o u o u 0 o E4o~ ~ 0 ~u~ Ot~ ~ Oc~ ¢~a~ n~ ITEM NO. 6b DATE: December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION WAIVING THE 60-DAY NOTIFICATION REQUIREMENT FOR ESTABLISHING A COUNTY FACILITY IN THE CITY, PURSUANT TO GOVERNMENT CODE {}25351 SUMMARY: The Mendocino County General Services Department has requested a waiver from the 60-day notification requirement, as established by Government Code [}25351, to lease and use additional office space within the City limits. Government Code {}25351 provides for such a waiver if the City Council adopts a Resolution to this effect. (Continued on page 2) RECOMMENDED ACTION: Adopt the Resolution waiving the 60-day noticing requirement pursuant to the provisions contained in Government Code [}25351. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Do not adopt the waiver Resolution, thereby require the County to wait 60 days to lease the balance of the office space at 631 Orchard Avenue. Citizen Advised: N/A Requested by: Pete Halstad, County General Services Director Prepared by: Robert Sawyer, Planning Director Coordinated with: Candace Horsley, City Manager Attachments: Resolution Halstad Letter APPROVED' ('~~ Candace Horsley, City anager Page 2 The County Social Services Department intends to expand an existing job-readiness training program at 631 South Orchard Avenue by using the balance (approximately 3,000 square feet) of an existing office building. As the attached request letter indicates, waiving of the 60 day notification requirement will enable the landlord to begin the necessary remodeling work, thereby avoiding costly delays and burdensome costs otherwise anticipated by the County. The subject site is zoned for commercial office use, and lies amidst a commercially developed area. It was previously used as an insurance office building, and much of it is currently used by the County for the subject job-readiness training program. Hence, staff can find no reason to oppose the proposed expansion of use of the subject office building, and, accordingly, believes that the 60-day noticing waiver is in order. RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH WAIVING THE 60-DAY NOTIFICATION REQUIREMENT FOR ESTABLISHING A COUNTY FACILITY WITHIN THE CITY LIMITS, AS REQUIRED BY GOVERNMENT CODE §2535'! WHEREAS, 1. Government Code [}25351 requires that a County notify a City in advance of its intent to locate a County facility in the incorporated area; and 2. Government Code [}25351 further requires that said advance notification occur at least 60 days prior to use and occupancy of the County facility, unless the City Council waives the notification requirement by Resolution; and 3. The Mendocino County Department of Social Services has requested a waiver of the 60-day notification requirement to amend its existing lease and use of property located at 631 South Orchard Avenue in order expand its current job- readiness program by leasing and using the balance of the existing building (approximately 3,000 square feet); and 4. The granting of the waiver will enable the landlord to proceed with the necessary remodeling of the unoccupied portion of the building, thereby avoiding costly delays and burdensome costs otherwise anticipated by the County; and 5. The property located at 631 South Orchard Avenue is zoned for commercial use; lies amidst a commercial district; and has previously been developed with a commercial office building, thereby making the site, and the expansion of the existing facility, compatible with the intended County use, and not detrimental to any City code, policy, or anticipated use of the subject site. NOW, THEREFORE, BE IT RESOLVED that the City of Ukiah grants the County of Mendocino a waiver of the 80-day notification requirement so as to immediately make the necessary improvements to the property at 631 South Orchard Avenue, and expediently expand its job-readiness training program. PASSED AND ADOPTED on December 16, 1998, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: Jim Mastin, Mayor ATTEST: Marie Ulvila, City Clerk Peter W. Halstad, Director Purchasing Agent Telephone: (707) 463-4291 FAX: (707) 463-4673 Buildings & Grounds Fleet Maintenance Printing/Duplicating Purchasing/Stores Telecommunications COUNTY OF MENDOCINO GENERAL SERVICES DEPARTMENT 841 Low Gap Road Ukiah, California 95482 December 4, 1998 City Council City of Ukiah 300 Seminary Avenue Ukiah CA 95482 Re: County Lease of 631 South Orchard Avenue Agenda Item for December 16 City Council Meeting Honorable Council Members' The County of Mendocino, which leases the premises at 631 South Orchard for its Social Services/Job Alliance Program, and subleases a portion of those premises to the State's Employment Development Department, wishes to amend the lease to allow for the County's occupancy of the remaining unleased portion of the building (approximately 3,000 square feet). By way of this letter, we hereby request that the City Council adopt a resolution waiving the 60-day notification requirement (reference Government Code Section 2535 l(b)). Your cooperation in granting this request will enable the landlord to proceed with the necessary remodeling of the unoccupied portion of the building, which is a prerequisite to the County's occupancy. In the absence of such waiver, the County is at risk of incurring burdensome costs and delays. Thank you for your cooperation in this matter. If you have any questions, please feel free to contact me. Yours truly, Pete Halstad Director, General Services cc: Joyce Beard, Clerk of the Board Alison Glassey, Director, Social Services ITEM NO. DATE: 6c December 16, 1998 AGENDA SUMMARY RE PORT SUBJECT: BUDGET AMENDMENT REVISION FOR THE COPS MORE 96' GRANT PURCHASE OF LAPTOP COMPUTERS PREVIOUSLY AUTHORIZED On December 2, 1998, the Council approved Item 7f which included a budget amendment identifying the source of matching funds for the grant supported purchase of laptop computers. Additional authorization is necessary to fully authorize all aspects of the transaction contemplated by the action taken. Due to various grant accounting requirements and generally accepted accounting principles, a transaction more complex than was specified in Item 7f, must be recorded to maintain appropriate accountability of all money involved in the transaction. The action recommended in this report will allow these accounting requirements to be met. Additional elements: 1) The movement of money from Fund 205 to Fund 206 must have a distribution recorded in Fund 205 and a receipt recorded in Fund 206. 2) The expense budget making the purchase must have a budget for the entire amount of the purchase cost rather than only the amount of the matching funds. Action as authorized 12/2/98 Fund #205 (SLESF) Capital expense 205.2001.800.000 ($3,483.00) Fund #206 (COPS MORE) Capital expense 206.2016.800.000 $3,483.00 (Continued on page 2) RECOMMENDED ACTION: Approve the revised budget amendment as proposed: 205.2001.250.000 $3,483; 205.2001.800.000 ($3,483); 206.0600.488.016 $10,447; 206.0600.490.001 $3,483; 206.2016.800.000 $13,930. ALTERNATE COUNCIL POLICY OPTIONS: 1. 2. Requested by: Gordon Elton, Finance Director '//~/ Prepared by: Gordon Elton, Finance Director Coordinated with: Candace Horsley, City Manager; Chris Dewey, Police Department Citizens advised: None Attachments: Agenda Report #7f, dated 12/2/98. Budget Amendment Worksheets, Fund 206 & Fund 207 ~d~ce Horsley, City APPROVED: GE:COPSMORE.AGN Manager Revised authorization proposed Fund #205 (SLESF) Contract services 205.2001.250.000 Fund #205 (SLESF) Capital expense 205.2001.800.000 $3,483.00 ($3,483.00) Fund #206 (COPS MORE) Grant revenue 206.0600.488.016 $10,447.00 Fund #206 (COPS MORE) Misc. Support 206.0600.490.001 $3,483.00 Fund #206 (COPS MORE) Capital expense 206.2016.800.000 $13,930.00 The proposed amendment accomplishes the objectives identified in the prior action and establishes budget levels for all of the accounts in which transactions will be recorded when the purchase is complete. GE:COPSMORE.AGN Page 2 AGENDA SUMMARY ITEM NO. 7f DATE: December 2, 1998 REPORT SUBJECT: AWARD OF BID TO TOTAL CORPORATE SERVICES, INC. TO PURCHASE FOUR LAP-TOP COMPUTERS FOR $13,929.42 AND FIVE LAP-TOP COMPUTERS FOR $11,164.46 AND APPROVE BUDGET AMENDMENT SUMMARY: As presented at the March 18, 1998 City Council Meeting, the Public Safety Technology Enhancement Project plans include the purchase of a new computer network, designed to meet specifications for a Windows NT computer network servicing all of the Public Safety Departments. Purchase of lap top computers to assist officers in preparing report information from field locations was also included in this overall plan. The COPS MORE 96' Grant, awarded on June 6, 1997, authorized the purchase of four lap-top computers with an overall federal budget not to exceed $16,000. In addition to the COPS MORE 96' grant, the City of Ukiah has been awarded the School-Based Partnership Grant (revenue and expenditure budget amendment approved at November 18 City Council meeting). Within this grant is the p_urchase of five lap-top computers with an overall budget of $13,925. Finalization of the lap-top computer specifications was held until the technology computer project hardware was in place. Bids were then solicited from vendors and opened November 25th, 1998, by the City Clerk. Three bids were submitted, with two meeting specifications. After reviewing the proposed bids, system qualifications, support, reliability, and overall design features, the MIS Coordinator and Police Department representative recommend the purchase of Panasonic lap-top computers from Total Corporate Services, Inc. This proposal best meets the design criteria of: functionality, durability, quality, and system requirements, and the proposed cost of these computers is within the allowed federal budgets. The 25% matching funds ($3,482.36) for the COPS MORE 96' purchase is to be taken from account 205.2001.800.000 Supplemental Law Enforcement Service Funding. The School-Based Partnership Grant does not require matching funds. RECOMMENDED ACTIONS: 1. Award Bid to Total Corporate Services, Inc. To Purchase Four Lap-top Computers for $13,929.42 and Five Lap-top Computers for $11,164.46 2. Approve Amendment to 1998/99 Budget Decreasing Account 205.2001.800.000 by $3,483 and Increasing Account 206.2016.800.000 by $3,483. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Reject all bids and direct staff to reissue the RFP. 2. Do not approve budget amendment. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: APPROVED: N/A Public Safety Departments - Police, Fire and Dispatch Chris Dewey- Police Sergeant Candace Horsley, City Manager, Gordon Elton, Director of Finance, Mike Harris, Risk Manager/Budget Officer, and John Williams, Police Chief. 1. Bid Tabulation 2. Budget amendment worksheet Candace Horsley, Cit~Manager COMMUNITY POLICING GRANTS #206 Budgeted amounts: Beginning fund balance 7/1/98 Revenue budgeted Transfers budgeted Expense Budgeted ending fund balance 6/30/99 $ $ 138,673 $ 103,021 $ (241,694) $ - Adjustments made durinq the fiscal year: Date Approved Account No. 7/1/98 Change in beginning fund balance per audit 11/18/98 School Based Partnership grant revenue 206.0600.488.026 $ 114,590 11/18/98 Travel Expense 206.2026.160.000 $ (400) 11/18/98 Part-time School Coordinator 206.2026.250.001 $ (5,393) 11/18/98 Partners Student Group 206.2026.250.002 $ (8,522) 11/18/98 Student Coordinator Stipend 206.2026.250.003 $ (4,616) 11/18/98 Part-time Case Worker (MCYP) 206.2026.250.004 $ (14,000) 11/18/98 Project Evaluation - Mendocino College 206.2026.250.005 $ (7,500) 11/18/98 General Supplies 206.2026.420.000 $ (2,000) 11/18/98 Training Expenses 206.2026.640.000 $ (6,735) 11/18/98 Capital Equipment - Federal 206.2026.800.000 $ (41,500) 11/18/98 Capital Supplies - Federal 206.2026.800.001 $ (23,924) 12/2/98 Computer purchase 206.2016.800.000 $ (3,483) 12/16/98 Reverse 12/2/98 approval 206.2016.800.000 $ 3,483 12/16/98 COPS More grant revenue 206.0600.488.016 $ 10,447 12/16/98 Contribution of matching funds from Fund #205 206.0600.490.001 $ 3,483 12/16/98 Laptop computer purchase 206.2016.800.000 $ (13,930) Revised ending fund balance 6/30/99 $ - RESERV99.XLS 12/9/98 Page 4 Funds 200 through 280 LOCAL LAW ENFORCEMENT GRANT #207 Bud.qeted amounts: Beginning fund balance 7/1/98 Revenue budgeted Transfers budgeted Expense Budgeted ending fund balance 6/30/99 14,665 1,835 (16,500) Adjustments made durin.q the fiscal year: Date Approved 7/1/98 Change in beginning fund balance per audit 12/2/98 Reduction in capital expenditures 12/16/98 Contribution of matching funds to the COPS More grant Account No. 205.2001.800.000 $ 205.2001.250.000 $ 3,483 (3,483) Revised ending fund balance 6/30/99 RESERV99.XLS 12/9/98 Page 5 Funds 200 through 280 ITEM NO. 6d DATE: December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: AWARD CONTRACT TO STEVE ROBERTS ROOFING FOR THE RE- ROOFING OF THE STREET, WATER, AND ELECTRIC SERVICE BUILDING AT THE CORPORATION YARD IN THE AMOUNT OF $10,980.38 SUMMARY: The City Street Department worked with the Purchasing Department to obtain bids for the re-roofing of the corporation yard service building. Nine companies received requests for quotations. Three quotes were received and opened on November 23, 1998. The Iow bidder, Steve Roberts Roofing, met all of the requirements of the City's specifications. Steve Roberts has informed staff that his company can meet the City's insurance requirements in addition to the prevailing wage requirements for this work. The Iow bid of $10,980.38 is more than the Corporation Yard Department budget amount of $9,500. Therefore staff recommends an internal transfer of $1,500 within subaccount 100.3301.250.000 from the funds allocated for the hydrogeologic investigation. If the contract is awarded, the Director proposes to submit a request for change order to the contractor eliminating the requirement that the existing roofing material be removed. It is possible that a savings of $1,584.38 to the project could result and that the need to utilize funds from another project would not be necessary. continued on page 2 RECOMMENDED ACTION: Award contract to Steve Roberts Roofing for the re-roofing of the street, water, and electric service building at the corporation yard in the amount of $10,980.38. ALTERNATIVE COUNCIL POLICY OPTIONS: None. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Kennedy, Director of Public Works/City Engin. eer Rick Seanor, Deputy Director of Public Works ~7~ Rick Candace Horsley, City Manager Rick Kennedy, Director of Public Works/City Engineer 1. Fiscal Year 1998/1999 budget sheet APPROVED: ,Js:AGcY,ooF.su, Ca--nda~e Horsley, ~it~Manager Page 2 Award contract to Steve Roberts Roofing for the re-roofing of the street, water, and electric service building at the corporation yard in the amount of $10,980.38 December 16, 1998 Tabulation of Quotes - Service Building Re-Roofing Company Quote Amount Steve Roberts Roofing Ukiah, CA $10,980.38 (20 yr. shingles per spec.) Lucerne Roofing & Supply, Inc. Lakeport, CA $13,600 (20 yr. membrane, hot) $12,400 (25 yr. shingles) Mendocino Roofing, Inc. Redwood Valley, CA $14,976 (20 yr. shingles per spec.) o o o o o o o 0 .r' 0 0 0 0 · t- O ITEM NO. DATE: December 16. 1 998 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR SODIUM BISULFATE PRODUCTS TO PRESSURE VESSLE SERVICE, INC. FOR THE SUM OF $525 PER TON REPORT: Each year it is necessary to purchase approximately 25 tons of sodium bisulfate for use at the wastewater treatment plant. Sodium bisulfate is used to neutralize the chlorine in the treated effluent to meet the wastewater discharge requirements of our operating permit. Total quantities are an estimate of annual usage. Orders are placed on an as needed basis by wastewater treatment plant personnel. Requests for Quotations through the formal bid process were sent to eight chemical suppliers. Bids were opened by the City Clerk on December 8, 1998. The only bid received was from Pressure Vessel Service, Inc. for the amount of $525.00 per ton totaling $13,125 for the estimated 25 tons. $122,000 was budgeted in the Sewer account 612-3580-520 for the purchase of chemicals. RECOMMENDED ACTION: It is recommended that the City Council award the bid for Sodium Bisulfate to Pressure Vessel Service, Inc. for the amount of $525.00 per ton. ALTERNATIVE COUNCIL POLICY OPTIONS: Postpone award of bid Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Z~/-/---~--~ Prepared by: George Borecky, Water/Sewer Operations Superintendent Coordinated with: Candace Horsley, City Manager Attachments: None APPROVED~. ~ Candace Horsley, C y Manager ITEM NO. 6f DATE: December 1 6. 1998 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR THE PURCHASE OF CLARIFLOC C-309 LIQUID POLYMER PRODUCT TO POLYDYNE, INC. FOR THE SUM OF $.60 PER POUND Clarifloc C-309 liquid polymer is an essential chemical used to aid the filtering of the effluent water at the wastewater treatment plant. It is estimated that 30,000 pounds of Clarifloc C-309 liquid polymer will be needed to treat the anticipated inflow. Orders will be placed on an as needed basis by wastewater treatment plant personnel. Requests for quotation through the formal bid process were sent to five chemical suppliers. Three bids were received and opened by the City Clerk on December 8, 1998. Polydyne, Inc. was the Iow bidder with a price of $.60 per pound totaling $18,000 for the estimated 30,000 pounds. $122,000 is budgeted in Account 612-3580-520 for the purchase of chemicals. RECOMMENDED ACTION: It is recommend that the City Council award the bid for Clarifloc C-309 liquid polymer product to Polydyne, Inc. for the sum of $.60 per pound. ALTERNATIVE COUNCIL POLICY OPTIONS: Postpone the award of bid Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities /~-- Prepared by: George Borecky, Water/Sewer Operations Superintendent Coordinated with: Candace Horsley, City Manager Attachments: Bid Tabulation Ca~'~ace Horsier/, !ity Manager I,- 0 I- 0 0 0 E 0 0 0 E 7 0 0 J~ ITEM NO. 6g DATE: December 1 6. 1 998 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR THE PURCHASE OFSW-057 LIQUID POLYMER PRODUCT TO POLYDYNE, INC. FOR THE SUM OF $1.20 PER POUND SW- 057 liquid polymer is an essential chemical used to aid the filtering of the effluent water at the wastewater treatment plant. It is estimated that 12,000 pounds of SW-057 liquid polymer will be needed to treat the anticipated inflow. Orders will be placed on an as needed basis by wastewater treatment plant personnel. Requests for quotation through the formal bid process were sent to five chemical suppliers. Three bids were received and opened by the City Clerk on December 8, 1998. Polydyne, Inc. was the Iow bidder with a price of $1.20 per pound totaling $14,400 for the estimated 12,000 pounds. $1 22,000 is budgeted in Account 61 2-3580-520 for the purchase of chemicals. RECOMMENDED ACTION: It is recommend that the City Council award the bid for SW-057 liquid polymer product to Polydyne, Inc. for the sum of $1.20 per pound. ALTERNATIVE COUNCIL POLICY OPTIONS: Postpone the award of bid Citizen Advised: N/A Requested by- Darryl L. Barnes, Director of Public Utilities ~~-'~- Prepared by: George Borecky, Water/Sewer Operations Superintendent Coordinated with: Candace Horsley, City Manager Attachments: Bid Tabulation Candace Horsley, City, Manager 0 I- ITEM NO. 6h DATE: July 15.1998 AGENDA SUMMARY REPORT SUBJECT: REPORT TO CITY COUNCIL REGARDING PURCHASE OF COMPUTER LEASING SERVICES FOR UKIAH VALLEY CONFERENCE CENTER IN THE AMOUNT OF $5,682.16 Section 1522 of the Municipal Code requires that a report be filed with the City Council regarding purchases between $5,000 and $10,000. Pursuant to that requirement staff is filing with the City Council this report regarding the purchase of computer leasing services for the Ukiah Valley Conference Center. A purchase order for the lease has been issued to DCR Inc., in the amount of $5,682.26. The expenditure will be charged to Account No. 410.6190.690.000. The computers are being leased for a two month period as part of a training seminar held at the Conference Center by a specific client. The cost for the lease will be passed on to the client as part of the Center's normal billing for services. RECOMMENDED ACTION: Receive Report ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: N/A Requested by: N/A Prepared by' Larry W. DeKnoblough, Community Services Director Coordinated with' Bruce Jenney, Conference Center Manager Nora Kennedy, Purchasing Supervisor Attachments: 1. Purchase Order APPROVED'~. O ('~~~Ci. Manager Candace Horsley, , LD2 COMPUTRS.ASR CITY OF UKIAH SUBMIT DUPLICATE INVOICES TO: ACCOUNTS PAYABLE 300 SEMINARY AVENUE UKIAH, CA 95482 Accts Payable: (707) 463-6230 Purch Dept.:(707) 463-6233, Fax: (707) 463-6234 . PURCHASE ORDER PURCHASE ORDER "Ub~ERS MUST APPEAR ON ALL ~N~E.{~t.A..ND PACKAGES. PURCHASE.~. ORDER 1NUMBER VENDOR' , 0".1.5795 DCF, '" N,7¢A'i:O SHIP TO: .. . 0 0 O 0 0 4 DELIVER BY 11/30/'1998 SHIP VIA TERMS TAX F.O.B. ! FREIGHT. I CANC,EL DATE :.. :, . o~;/o,i/o,~.,,., CONFIRM TO PHONE EXT. · · . , · , .: ~000)OOO-0000 ~1' .- O.Or)" co~u.~er ~en~als: 11/19/..8.~ ,rhz:u. 3/2~/99 , - .O0 410,6190,690~000 ' Monthly .Cha~qe: $2,841,08. ~. , . , . . . . , . , . . , , . . . , . . . , . ~ . . . . . . . , . . ' .. ~ . . ,. . . . , , R~OOISITION 'DATE DECT. ' REQuEsTED BY SUBTOTAL · ~ . . [ PR~ECT REFEB DELIVER TO CbDE 1 CODE 2 .;, TAX APPROVED ~o,,,,, '^~ ~ ~¥:"'' ..... :'"i"::' ': CONTROL NO. ~33~ PUROH COPY 1265 ~'~'~;~:~''~ ITEM NO. 8a DATE; December 16,1998 AGENDA SUMMARY REPORT SUBJECT: DISCUSSION AND APPROVAL OF ACQUISITION OF REAL PROPERTY, ASSESSOR'S PARCEL No. 003-330-66, AND AUTHORIZE CITY MANAGER TO EXECUTE PURCHASE AGREEMENTS Several weeks ago staff was approached by a property owner in possession of a parcel of land adjacent to the southwest boundary of the airport. This individual is in the process of divesting several land holdings in the Ukiah area and expressed an interest in selling an approximately 1.95 acre parcel to the airport for future expansion and the subject property is identified in the Airport Master Plan for acquisition for that purpose. Subsequent to meeting with that individual, staff requested and received authorization from the Council during a previous closed session to proceed with an appraisal of the property. That appraisal is now completed and is consistent with the seller's asking price. Staff is now bringing this item back to the Council for further discussion and authorization to proceed with the acquisition. Further details will be presented by staff during closed session item 12b. RECOMMENDED ACTION: Approve acquisition of Assessor's Parcel No. 003-330-66 and authorize City Manager to execute purchase agreements. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine further negotiations are necessary and remand to staff with direction. Citizen Advised: N/A Requested by: Prepared by' Larry W. DeKnoblough, Community Services Director Coordinated with: Candace Horsley, City Manager Attachments: N/A APPROVED: ~_~"~ Can-dace Horsley,'~itt LD2 RYAN.ASR Manager DATE: ITEM NO. 9a December 16, 1998 AGENDA SUMMARY REPORT SUBJECT: RECEIVE REPORT ON AIR QUALITY STUDY PREPARED BY THE MENDOCINO COUNTY AIR QUALITY MANAGEMENT DISTRICT SUMMARY: Over the past several years, concern about the quality of air in the Ukiah Valley has surfaced during the review of proposed development projects, as well during our long-range planning efforts. In response to this concern, the Mendocino County Air Quality Management District (MCAQMD) commissioned the preparation of a study to evaluate the quality of air in Mendocino County. Staff recently received a copy of the draft Air Quality Study for review. The MCAQMD had originally intended to present the study to the County Board of Supervisors at their regularly scheduled meeting on December 15, 1998, but recently rescheduled it for sometime in January, 1999. This will afford the City an opportunity to provide formal written comments on the study if the Council directs staff to do so. The deadline for written comments is January 8, 1999. A full copy of the Air Quality Study is attached for the Council's review and use. Staff has prepared the following discussion to provide the Council with a general idea of the findings and conclusions contained in the study. Purpose of Study The purpose of the study was to determine and examine the sources of pollutants in our local air, and to propose ways in which the county could mitigate the impacts of growth on air quality. To accomplish this, the authors studied past, present, and future ozone formation (and transport) in the county; evaluated the current emissions inventory and prepared projections for the future; and identified mitigation measures appropriate to Mendocino County for both ozone and particulate matter. (continued on page 2) RECOMMENDED ACTION: Receive report on the MCAQMD air quality study. ALTERNATIVE COUNCIL POLICY OPTION: 1. Do not receive report and provide direction to staff. Prepared by: Charley Stump, Senior Planner Coordinated with: Candace Horsley, City Manager and Bob Sawyer, Planning Director Attachments: 1. MCAQMD Air Quality Study -- C a n cra c~' H o'rsYey~~,C ity Manager Introduction The study finds that the current quality of air in the Ukiah Valley (Little Lake Air Basin) is generally good. There is a problem, which is common throughout California, with large particulate matter (PM10), and perhaps a growing problem with small particulate matter (PM2.5). While ozone levels in the late summer remain a current concern, they are expected to improve over time, even as we grow, due to improvements in technology and the normal turnover of older cars and trucks. A key underlying theme throughout the study, which places a strong caveat on its findings, is that there are several critical uncertainties and knowledge gaps regarding emission patterns, air quality data, and meteorological observations. The authors indicate that the information on air quality in Mendocino County is not sufficient to precisely quantify the contribution of local emissions, and therefore they can only provide "commentary" on likely or possible relative contributions from local emissions and transported pollutants. Pollutants of Concern Ozone: The study makes a number of key findings regarding ozone. First, as we know, ozone concentrations in the recent past have been measured close to the state standard. While the frequency of peak concentration events has been decreasing, the actual number of hours above natural background levels are showing a distinct trend upwards. Second, while this trend is cause for concern, the study interestingly found that using future year projected emissions, ozone levels are expected to decline or remain the same. This is due primarily to the projected decrease in on-road mobile source emissions resulting from the gradual elimination of older vehicles and the increase in newer, cleaner vehicles. In fact, the study projects dramatic decreases in the ozone precursors produced by vehicles (nitrogen oxide and reactive organic gases) between 1995 and the year 2020 even as we grow according to the General Plan. The nitrogen oxide (NOx) produced by vehicles is expected to decrease 64%, and the reactive organic gases (ROG) are expected to decrease 87%. PM10: The study confirms that while there have been no Ukiah Valley exceedances for the State PM10 standard for annual average (mean), there have been exceedances for the State 24-hour standard. These exceedances occur in the winter months and are primarily due to emissions from wood burning stoves. Other major contributors include dust from unpaved roads and gross-polluting vehicles. In terms of future projections, PM10 emissions are expected to increase approximately 27% over the next 20 years. This is due to expected increased emissions from the growing service industry and increased manufacturing activities, as well as the continued presence of wood-burning stoves, agricultural operations, and unpaved roads. Emissions Inventory The study found that the current Emission Inventory is based on highly uncertain emission factors, statewide or regional averages, and extrapolated or interpolated estimates. The authors indicate that past future projections are based on fundamental underlying assumptions regarding future socio-economic growth patterns in the county, which are "highly uncertain by their nature." The study lists a number of ways in which the emission estimates and overall inventory can be improved. Most notably, it is recommended that a new and detailed bottom-up inventory assessment be performed to examine the number, type, size, and activity of various emission sources within the county. Improved Monitorin~ The study also concludes that current air quality stations do not provide sufficient data to fully understand the causes of ozone formation and transport in the region. Additionally, the authors found that the stations monitoring particulate matter are not situated in ideal locations, and therefore could be underestimating the regional PM10 air quality. A number of recommendations are included in the study to improve data collection and overall monitoring. These include adding an ozone station at the southern border of the county to aid in assessing transport; adding an ozone station in a more rural location in the valley; enhancing the surface meteorological measurement network in the Ukiah Valley to better assess ozone transport and recirculation; and a number of other improvements with significant budgetary ramifications. Miti_~ation Measures The study includes a listing of "preliminary" conclusions regarding possible mitigation (control) measures to improve the quality of local air. The authors are quick to note that these conclusions are subject to the major areas of uncertainty and information gaps discussed in the study. The listed "possible" control measures address residential wood combustion, man-made dust sources, on-road mobile sources, gross polluting vehicles, other mobile sources, solvent evaporation, lawn, garden, and charbroiling equipment, and petroleum production and marketing. Specifically, these measures include such things as requiring EPA-defined clean burning fireplaces in new homes; requiring a variety of dust control measures for development projects, particularly those on unpaved roads; synchronizing traffic signals to prevent stop-and-go traffic; restricting the use of highly volatile asphalt mixes; and encouraging the use of chimney-type charcoal starters instead of lighter fluid. Conclusions The study concludes that air quality in the Ukiah Valley is generally good. However, occasional exceedances of the 24-hour PM10 standard, and longer episodes of elevated ozone levels suggest the need for an air quality program to address these factors. In order to formulate an effective strategy, the MCAQMD needs to consider meteorology, transport conditions, emissions patterns, biogenic (naturally occurring) emissions, socio-economic considerations, and analytical uncertainties. As indicated in the study, to successfully address these considerations, and generate the information needed to quantify pollutant sources, an investment must be made to improve and increase the number of on-ground monitoring stations. In addition, the authors suggest that the District could begin upper-air meteorological and air quality sampling programs, and could initiate a research program to study local motor vehicle use patterns. It appears that the County decision makers have a number of options before them. One option would be to decide to significantly expand the monitoring and information gathering capabilities of the District. As indicated in the study, this would provide quantitative data needed to fully understand the true sources and dynamics of air pollutants in the region. It is anticipated that a line of discussion at the January, 1999 Board meeting will be to determine if this approach is warranted at this time or if it is premature. Applicability to the City Regardless of the lack of definitive and quantitative conclusions in the study, staff has found portions of the study meaningful. It provides a good introduction into the science of air quality, and an interesting description of individual ozone episodes, potential for ozone transport, and current PM10 air quality. Staff will be able to draw from this study, along with our other resources, to generally describe air quality in the Ukiah Valley, and evaluate impacts resulting from development proposals during the preparation of environmental documents. As is our standard practice, we will continue to suggest feasible and reasonable mitigation measures when potential air quality impacts are identified, as well as the potential cumulative impacts to the quality of our local air. AGENDA ITEM NO. 9b DATE: DECEMBER 16, 1998 SUMMARY REPORT SUBJECT: AUTHORIZE BUDGET AMENDMENT IN THE AMOUNT OF $17,134 TO FUND REQUIRED AND COMPLETED CHANGE ORDER WORK FOR THE EAST PERKINS STREET RECONSTRUCTION PROJECT - SPECIFICATION NO. 98-11 AND ACCEPT THE PROJECT WORK AS COMPLETE AND AUTHORIZE THE FILING OF THE NOTICE OF COMPLETION Summary Submitted for the City Council's authorization is a budget amendment in the amount of $17,134 which is needed to fund required and completed Change Order work for the East Perkins Street Reconstruction Project, Specification No. 98-11, (the Project). Staff recommends that the requested budget amendment to the Project Account No. 300.9646.250.000 be accomplished by utilizing a portion of the unobligated fund balance in Fund 300 (Gas Tax Fund 2106) which currently is estimated at $22,250. It is also requested that the City Council accept the work as complete, and authorize the filing of the Notice of Completion. CONTINUED ON PAGE 2 RECOMMENDED ACTION: Authorize a budget amendment and expenditure of $17,134 from Fund 300 (Gas Tax Fund 2106) to the Project Account No. 300.9646.250.000 for the purpose of funding the required balance of Change Order work. Accept the Project work as complete and authorize the Mayor and City Clerk to execute and file the Notice of Completion. ALTERNATIVE COUNCIL POLICY OPTIONS: Authorize a budget amendment and expenditure from another fund. Appropriation Requested: Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A N/A Rick H. Kennedy, Director of Public Works/City Engineer Rick H. Kennedy, Director of Public Works/City Engineer Candace Horsley, City Manager 1. Budget Amendment Worksheet. 2. Progress Payment No. 2. 3. Issued Change Order with Cost Summary Reports. Candace Horsley, City Manager R:l~W:kk APERKINS Authorize Budget Amendment in the Amount of $17,134 to Fund Required and Completed Change Order Work for the East Perkins Street Reconstruction Project - Specification No. 98-11 and Accept the Project Work as Complete and Authorize the Filing of the Notice of Completion December 16, 1998 Page 2 Background The work of the Project was completed in substantial conformance with the approved plans and specifications on November 24, 1998, within the contract time allowed and at a total cost of $553,266.86. The contract was awarded at a total bid of $504,933 on September 2, 1998, based on unit item prices bid and estimated item quantities. The original contract work was completed at a cost of $505,967.48 based on unit item prices bid and actual item quantities installed. The contractor was directed to perform Change Order work which was completed at a cost of $47,299.30. To accomplish Project goals and to ensure that the Project was constructed and completed as intended, it was necessary to direct the Contractor to perform work that was above and beyond the work that was specified in the approved contract documents. The majority of the extra work involved the removal of unsuitable subgrade material (the ground on which the new roadway structural section is constructed) and the placement of engineering fabric and/or additional asphalt concrete for the purpose of increasing the supporting capability of the basement soils. In order that the work be completed on time and that delays to the Contractor be kept to a minimum, it was necessary that the Contractor be directed to perform the needed extra work prior to receiving funding authorization from the City Council. On October 28, 1998, staff received funding authorization for four (4) Change Orders and one (1) pending potential claim. The four (4) Change Orders were estimated to cost $22,500 and the potential claim submitted by the Contractor was estimated at $8,700. The City Council authorized a budget amendment to the Project account by the amount of $31,200. These funds were transferred from the unobligated fund balance in Gas Tax Fund 2105 to the Project Account Number 300.9646.250.000. The Change Order work presented to Council on October 28 were entered as Change Orders 1, 2, 3, and 5, and the actual cost to perform the extra work as described in these Change Orders has been confirmed at $18,501.12. The potential claim submitted by the Contractor and dated October 22, 1998, for an incident which occurred on October 15, 1998, was determined to be a legitimate change in the character of the work. The cost of the claim has been confirmed to be $2,743.56 and this claim against the Project has been entered as Change Order No. 8. Subsequent to the funding approval received on October 28, 1998, differing site conditions consisting of very unstable subgrade conditions were again encountered along various segments of the two westbound traffic lanes despite the placement of engineering fabric as called for in CCO No. 3. At various locations it was necessary to replace the recently installed select aggregate backfill with 6" of asphalt concrete. At one location it was Authorize Budget Amendment in the Amount of $17,134 to Fund Required and Completed Change Order Work for the East Perkins Street Reconstruction Project - Specification No. 98-11 and Accept the Project Work as Complete and Authorize the Filing of the Notice of Completion December 16, 1998 Page 3 necessary to remove and replace the recently placed asphalt and aggregate backfill with a deeper section of asphalt concrete. This extra work was entered as Change Order No. 4 and the cost of this work has been confirmed at $24,459.84. The work of Change Order No. 4 delayed the Contractor in completing the first course of asphalt concrete over the two westbound traffic lanes between Orchard and the railroad tracks. Because of the forecast of inclement weather which would potentially damage the completed subgrade reinforcement, the Contractor was directed to work overtime to complete the asphalt concrete surface. The overtime hours were included in Change Order No. 6 and the additional cost has been confirmed at $929.86. During the removal of the existing structural section within the westbound traffic lanes the Contractor encountered abandoned pipe lines which were not shown on the plans and which caused the Contractor additional effort and expense to remove and dispose of the interfering portions. This additional extra work was included in Change Order No. 7 and the cost has been confirmed at $665.00. The total cost for those Change Orders issued after the funding approval for Change Orders No. 1, 2, 3, 5, and 8 is $26,054.70. When considering the cost difference between the bid total awarded and the total contract cost based on actual quantities installed ($1,034.48) and the cost difference between the estimated cost for the Change Orders funded on October 28, and the actual cost to perform the extra work ($9,955.32), the amount of $17,134 in additional funding for the Project is needed. A summary of the Change Orders issued and the Project funding balance is as follows: Submitted & Revised Verified Costs Funding Estimated from Extra Approved Costs Work Reports by Council CCO No. 1 Remove unsuitable subgrade and place engineering fabric various locations eastbound lanes. $5,000 $ 3,820.34 $5,000 CCO No. 2 Remove first lift of asphalt and select backfill material and replace with 8-1/2" of asphalt concrete at various locations in eastbound lanes. $6,400 $ 6,322.33 $7,000 Authorize Budget Amendment in the Amount of $17,134 to Fund Required and Completed Change Order Work for the East Perkins Street Reconstruction Project - Specification No. 98-11 and Accept the Project Work as Complete and Authorize the Filing of the Notice of Completion December 16, 1998 Page 4 CCO No. 3 Remove unsuitable subgrade and place geotextile stabilization fabric westbound lanes. CCO No. 4 Remove 6" of select aggregate backfill material and replace with 6" of asphalt concrete on new geotextile stabilization fabric. CCO No. 5 Remove existing detector leads and install five (5) new detector cables. CCO No. 6 Work overtime to complete work delayed by Change Order work prior to forecasted inclement weather. CCO No. 7 Remove existing and abandoned pipes located within the area of street section to be replaced and which were not shown on the plans. CCO No. 8 Potential claim dated October 15, 1998 Total All Change Order Work Revised Estimated Costs $7,900 $24,700 $ 1,000 $ 1,000 $ 700 $ 8,700 $55,400 Submitted & Verified Costs from Extra Work Reports $ 7,805.68 $ 8,450.08 15,325.86 683.90 $24,459.84 $ 552.77 $ 929.86 $ 665.00 $ 2,743.56 $47,299.38 Funding Approved by Council $7,000 $3,500 $ 8,700 $31,200 Bid award Amount Contract amount based on actual quantities installed at contract item prices Difference $504,933.00 $505,967.48 $ 1,034.48 Authorize Budget Amendment in the Amount of $17,134 to Fund Required and Completed Change Order Work for the East Perkins Street Reconstruction Project - Specification No. 98-11 and Accept the Project Work as Complete and Authorize the Filing of the Notice of Completion December 16, 1998 Page 5 Cost of Change Order work directed and verified. $ 47,299.38 Difference between contract award amount and contract amount based on actual quantities installed. $ 1,034.48 Less funds approved by City Council for Change Order work and potential claims. ( $31.200) Additional funding needed for reimbursement of work completed. $ 17,133.86 The estimated unobligated fund balance in Fund 300 (Gas Tax Account No. 2106) is $22,250. It is recommended that the total of $17,134 of this unobligated fund balance be utilized to accomplish the needed budget amendment to Project Account No. 300.9646.250.000. The contract amount and the currently funded Change Order work are currently funded under the following budget accounts: 300.9646.250.000 (Gas Tax Fund 2106) 303.9646.250.000 (Gas Tax Fund 2105) 250.9646.250.000 (Special Project Fund) $313,145.00 $168,055.00 $ 81,504.00 Subtotal Project Funds as of October 28, 1998 Less design fees $562,7O4.OO 26,571.00 Total project Funds for construction as of October 28, 1998 $536,133.00 · Final construction cost $553,266.86 · Funds needed ($17,133.86) R:l~PW:kk APERKINS BUDGET AMENDMENT WORKSHEET GAS TAX #2106 - FUND #300 Budgeted amounts: Beginning fund balance 7/1/98 Revenue budgeted Transfers budgeted Expense Budgeted ending fund balance 6/30/99 $ 448,395 $ 74,000 $ - $ (500,145) $ 22,250 Adjustments made during the fiscal year: Date Approved 7/1/98 Change in beginning fund balance per audit 12/15/98 East Perkins St. Reconstruction change orders Account No. 300.9646.250.000 $ (17,134) Revised ending fund balance 6/30/99 $ 5,116 RESERV99.XLS 12/10/98 Page 1 Funds 300; 301; 302; 303 CITY OF UKIAH, DEPARTMENT OF PUBLIC WORKS PROGRESS PAYMENT NO. 2 EAST PERKINS STREET RECONSTRUCTION SPECIFICATION NO. 98-11 CONTRACTOR: PARNUM PAVING INC. PURCHASE ORDER: 31206 PO BOX 970 FUND/ACCOUNT NUMBER: 300-9646-2504X)0 UKMJ'I, CA 9548243970 CONTRACT WORK COMPLETED AS OF NOVEMBER 30,1998 ITEM BIO ACTUAL UNIT NO. QUANTITY UNIT DESCRIPTION % COMPLETE QUANTITY P~ICE AMOUNT I I LS Co~stru<:tlon Area Signs 100 LS $13,815.00 $13,815.00 2 19 EA Con~ructk)n Sign - 1 Post 100 19 $400.00 3 2 EA Co~ructto~ Sign -2 Po~t 0 0 $500.00 4 I LS Traffic Control System 100 LS $50,000.OO $30,000.00 6 I EA Adjust Sewer Cleano~t to Grade 100 I $400.0O $4OO.OO ? 16 EA Adjust Waeer V,~e Cov~ to Gra~e 100 23 $350.OO $a,0OO.00 6 2 EA Adjust Misc. Frame~, Corem & Boxe~ to Gra~e 100 2 $500.OO $1,OO0.OO 6 I EA Adjust Electric Vaults 100 1 $OO0.OO $OO0.OO 10 14 EA, Adjust Sewer Mauhole to Grade 100 13 $450.00 $5,850.00 11 3,529 CY Roadway Stmctoral Sectio~ Removal 100 3~9 $20.00 $70,5~0.OO 12 1,060 CY U~f~itab~ Ma~fial Excavstk~t t00 t,044 $2.3.00 $24,0t2.00 14 $,1Z2 TON Type B A~phait Com=rste Pavemeflt 100 5,155.84 $47.00 $242,324.48 t6 2,219 $F Thermolda~Ic Pavement Marking 100 2,325 $4.00 $6,300.00 16 1,573 EA Pavement Marke~ (Nofl-ReflectIve) 100 1,676 $3.OO $5,028.00 17 306 EA Paw, meet Merker (Reflective) 100 356 $3.50 $1,246.00 18 I LS Signals ~md ~ 100 I.S S23,516.OO S23,818.OO The ~ ite~ Ire ide~.ified in co~tract charade o~der number ofle. The follov~ng items are identified in contract change order number two. 1. I LS remove unsuitable aubgrade (124nche~) and install t00 I $1,179.16: $1,179.16 124flche~ of ~ect aggregate tmckfl(! material (grindings) 2. 3,500 SY install geotextlle stabilization fabric 100 2313.26 $2.00 $6,626.52 The f0~owif~ i~ems are identified in co(~-act chan<de order number fo4Jr. 1. I LS remove 64nch~ of I~ect/ggregste b~ckfll! (grindings) mtd100 1 $23,775.94 $23,775.94 2. t LS remove 6.54(tches ~ph~t (~c, eete mtd 64riches of u~uitable 100 I $683.90 $683.90 .ubgrade mate~ai aud rep~tc~ with t4.54nch*~ of ~sphalt iThe follow~ Ire identified in eo~tract chan<je order r~mber six. I I RECOMMENDED FOR PAYMENT: Richard J. Sea~o~ ~/~ DATE TOTAL CONTRACT WORK COMPLETED (A) TOTAL CONTRACT CHANGE ORDER WORK COMPLETED (B) CONTRACT CHANGE ORDER WORK FUNDED BY CITY COUNCIL ACTION (C) TOTAL FOR THIS PAY REQUEST (A) * (C) LESS PREVIOUS PAYMENT TOTAL AMOUNT DUE THIS PAYMENT ORIGINAL CONTRACT AMOUNT LESS TOTAL PAID TO DATE INCLUOING THIS PAYMENT (SS2A'~.TS) paoo,7~2.1q $171 .S4 $47S~620.73 DEPART AL: Date and Time Printed: 12/8/9~ at 8.'09 AM Filename: P2PY9811.XLS / ~,~ / CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 1 DATE (CHRONOLOGICAL) October 23, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 Owner City of Ukiah, 300 Seminary Avenue, Ukiah, California, 95482 To (Contractor): Parnum Pavinq, Inc., Post Office Box 970, Ukiah, California, 95482 You are hereby directed to make the herein described changes from the contract plans and specifications or do the following described work not included in the contract plans and specifications: ;han~e requested by: City Engineer ESTIMATED ESTIMATED Description of Changes -Itemized Breakdown DECREASE INCREASE To Contract To Contract Amount Amount 1. As and where directed by the Engineer excavate the 6-inches of asphalt concrete grindings (placed in accordance with contract documents) over a 15-foot wide section from Station 13+12 to 14+37. Dispose of asphalt concrete grindings at locations determined by the Engineer. Upon Estimated acceptance of subgrade, place approved engineering fabric over the 15-foot wide section. Cost Construct new base layer with 6-inches of asphalt concrete. Work shall be paid at force account pursuant to the provisions of Section 9-1.03 of the Standard Specifications. $5,000.00 TOTALS $0.00 $5,000.00 ESTIMATED NET CHANGE IN CONTRACT PRICE $5,000.00 Justification (Detailed and Concise): Changes are required to eliminate unsuitable material from the road structural section. The amount of the Contract will be (de~/increased/~) by the estimated sum of: five thousand dollars and no cents ($5,000.00). The contract total including this and previous Change Orders will be: five hundred nine thousand nine hundred thirty three dollars and no cents ($509,933). The contr~provided for completion will .be 0ncreased/decreased/unchanged): and shall remain November 23, 1998. This docui'qent[ "'will bc~,,.ome a ~.id'~~to tl~ contract and all provisions will apply hereto. Approved B~.' '~~~/,_~ ( i n ~ ~ / ' ~ ~ /Date / ~Contractor) Date II Thisin~rmati~nwi~beissuedasarec~rd~fanychan~est~the~ri~ina~c~nstructi~nc~ntract~ I1 O~ , , , O' ~o CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 2 DATE (CHRONOLOGICAL) November 18, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 Owner City of Ukiah, 300 Seminary Avenue, Ukiah, California, 95482 To (Contractor): Parnum Pavinq, Inc., Post Office Box 970, Ukiah, California, 95482 You are hereby directed to make the herein described changes from the contract plans and specifications or do the following described work not included in the contract plans and specifications: ~hancje requested by: City Engineer ESTIMATED ESTIMATED Description of Changes -Itemized Breakdown DECREASE INCREASE To Contract To Contract Amount Amount 1. As directed by the Engineer remove first lift of asphalt concrete (2W') and 6" of select aggregate backfill material (grindings), all of which have been placed in accordance with the contract documents, and replace with 8~" of asphalt concrete at the following locations within the eastbound lanes. Work to be performed prior to the placement of the second lift of asphalt concrete. Approximate Limit of Removal & Replacement Approximate width in feet 10 + 60 to 10 + 75 10 14 + 28 to 14 + 42 4.0 14 + 85 to 14 + 94 4.5 15 + 47 to 15 + 87 4.0 15 + 87 to 16 + 40 Varies from 4 to 6 16 + 40 to 16 + 96 4.0 17 + 43 to 17 + 60 4.0 Estimated 18 + 05 to 18 + 26 4.0 Cost Work shall be paid at force account pursuant to the provisions of Section 9-1.03 of the Standard Specifications. $6,400.00 TOTALS $0.00 $6,400.00 ESTIMATED NET CHANGE IN CONTRACT PRICE $6,400.00 Justification (Detailed and Concise): Changes are required to eliminate unsuitable material from the road structural section. The amount of the Contract will be (~5'-~/increased/~) by the estimated sum of: six thousand four hundred dollars and no cents ($6,400.00). The contract total including this and previous Change Orders will be: five hundred fifteen thousand two hundred thirty three dollars and no cents ($515,233). The contract period provided for completion will be (increased/decressed/unchan...qed): one (1) day and shall become November 24, 1998. Approved By: ~ ....... · ' '~ ' r .... J /Date" Accepted: '~~~(~ '. (~ontractor) ~ Date !1 This information will be issued as a record of any ch an.es to the ori.inal construction contract. 0 8~88 8~ooo~m CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 3 DATE (CHRONOLOGICAL) November 18, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 Owner City of Ukiah, 300 Seminary Avenue, Ukiah, California, 95482 To (Contractor): Parnum Paving, Inc., Post Office Box 970, Ukiah, California, 95482 You are hereby directed to make the herein described changes from the contract plans and specifications or do the following described work not included in the contract plans and specifications: .~hancje requested by:,City Enc. lineer ESTIMATED ESTIMATED Description of Changes -Itemized Breakdown DECREASE INCREASE To Contract To Contract Amount Amount 1. As directed by the Engineer, remove unsuitable subgrade material down 12" below the planned subgrade surface, place geotextile stabilization fabric, and install 12" of select aggregate backfill material at the following locations prior to the placement of the geotextile stabilization fabric as described in item 2. below. Approximate Limit of Removal & Replacement Approximate width in feet 8 + 77 to 9 + 08 6 Estimated 9 + 30 to 9 + 63.5 7 Cost Work shall be paid at force account pursuant to the provisions of Section 9-1.03 of the Standard Specifications. $900.00 2. As directed by the Engineer, furnish and install geotextile stabilization fabric on the westbound lanes from station 5 + 75 to station 19 + 75, approximately 22.5 feet in width prior Estimated to the placement of the 6" of select aggregate backfill material (grindings). Approximately 3,500 Cost square yards of geotextile stabilization fabric. Extra work to be performed at agreed unit price of $2.00 per square yard of roadway surface covered. $7,000.00 TOTALS $0.00 $7,900.00 ESTIMATED NET CHANGE IN CONTRACT PRICE $7,900.00 Justification (Detailed and Concise): Changes are required to eliminate unsuitable material from the road structural section. The amount of the Contract will be (~'reas~/increased/~) by the estimated sum of: seven thousand nine hundred dollars and no cents ($7,900.00). The contract total including this and previous Change Orders will be: five hundred twenty three thousand one hundred thirty three dollars and no cents ($523,133). The contract period provided for completion will be (increased/d~cr~s~d/~nc,hsn§ed): one (1) day and shall become November 25, 1998. This docum~~ and all will apply hereto. Approved By: '""----~ ~., ~~o~ provisions Accepted: '. (C~ntractor) Date Il Th isinf~rmati~nwi~~beissuedasarec~rd~fanychangest~the~rigina~c~nstructi~nc~ntract~ Il 0 \\\ IIIIIIIIIIIiiiiiiiiiiiiiiiiiii ~ 0 D ,, ii I i i i I i i ii i i I I i i i i i ii ii i i ii i i i i \ · i i i i i i i i i i i i i i ii ii i i . i i ! i i i I CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 4 DATE (CHRONOLOGICAL) November 18, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 Owner City of Ukiah, 300 Seminary Avenue, Ukiah, California, 95482 To (Contractor): Parnum Paving, Inc., Post Office Box 970, Ukiah, California, 95482 You are hereby directed to make the herein described changes from the contract plans and specifications or do the following described work not included in the contract plans and specifications: .;handle requested by: City Engineer -- i ESTIMATED ESTIMATED Description of Changes - Itemized Breakdown DECREASE INCREASE To Contract To Contract Amount Amount 1. As directed by the Engineer, remove 6" in depth of select aggregate backfill material (grindings) which has been placed in accordance with the contract documents and replace with asphalt concrete 6" deep, on new geotextile stabilization fabric at the following locations prior to the placement of the first lift of asphalt concrete. Approximate Limit of Removal & Replacement Approximate width in feet 5+77to6+15 8 7 + 18 to 8 + 10.5 11 8+41 to8+ 76 11 10 + 00 to 10 + 43 12 10 + 43 to 10 + 60 15.5 10 + 70 to 10 + 80 4.5 11 + 00 to 11 +70 18 13 + 04 to 13 + 31 5 13 + 78 to 14 + 45 12 14 + 45 to 14 + 58 17 14 + 58 to 14 + 64 12 15 + 30 to 17 + 00 13 17 + 25 to 18 + 16 11 Estimated 18 + 59 to 19 + 84 9 Cost Extra work shall be paid at force account pursuant to the provisions of Section 9-1.03 of the Standard Specifications. Approximate cost by reason of the extra work is $24,000. $24,000.00 2. As directed by the Engineer, remove 8~" of asphalt concrete, remove unsuitable subgrade material down 6" from the planned subgrade surface and replace with 14~" of asphalt concrete Estimated from station 11 + 48.5 to station 11 + 69, approximately 4 feet wide, on geotextile stabilization Cost fabric. Extra work shall be paid at force account pursuant to the provisions of Section 9-1.03 of the Standard Specifications. Approximate cost by reason of the extra work is $700. $700.00 TOTALS $0.00 $24,700.00 ESTIMATED NET CHANGE IN CONTRACT PRICE $24,700.00 Justification (Detailed and Concise): Changes are required to eliminate unsuitable material from the road structural section. The amount of the Contract will be (deereased/increased/~) by the estimated sum of: twenty four thousand seven hundred dollars and no cents ($24,700.00). The contract total including this and previous Change Orders will be: five hundred forty seven thousand eight hundred thirty three dollars and no cents ($547,833). ____ Page 2 CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 4 DATE (CHRONOLOGICAL) November 18, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 The contract period provided for completion will be 0ncreased/,.,~,.., ~oo~,.,,,,, ,,., ,,:,, ,ut,.,). two (2) days (one holiday and one working day) and shall become November 27, 1998. This document~will be~me/a~u.pp~contract and all provisions will apply hereto. Approved By:~ (~X~. k,,J ~~[~c:~_,...~..~ //a~te/<::~,,~<::~ Accepted: .~.~W V -- //' g~'~ (Contr~tor) Date II This inf~rmati~nwi~beissuedasarec~rd~fanychan~est~the~ri~ina~c~nstructi~nc~ntract~ II O~ 0 ddd 0 'DHI DNIA~d ~]N~d ~4dZ§:E 866I'9I'AON CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 5 DATE (CHRONOLOGICAL) November 18, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 Owner City of Ukiah, 300 Seminary Avenue, Ukiah, California, 95482 To (Contractor): Parnum Paving, Inc., Post Office Box 970, Ukiah, California, 95482 You are hereby directed to make the herein described changes from the contract plans and specifications or do the following described work not included in the contract plans and specifications: .~hange requested by: City Engineer ESTIMATED ESTIMATED Description of Changes -Itemized Breakdown DECREASE INCREASE To Contract To Contract Amount Amount 1. Remove existing detector lead cables and install five (5) new detector lead cables from the controller cabinet to the applicable traffic control pull boxes for the west bound advance detector and presence detector loops at the East Perkins St. and Orchard Ave. intersection. Other traffic control conductors within the same conduit runs are not required to be re-pulled as required in the Standard Specifications. Estimated Cost Extra work shall be paid at force account pursuant to the provisions of Section 9-1.03 of the Standard Specifications. Approximate cost by reason of the extra work is $1,000. $1,000.00 TOTALS $0.00 $1,000.00 ESTIMATED NET CHANGE IN CONTRACT PRICE $1,000.00 Justification (Detailed and Concise): Changes are required to replace existing detector cables. The amount of the Contract will be (deefeased/increased/~) by the estimated sum of: one thousand dollars and no cents ($1.000). The contract total including this and previous Change Orders will be: five hundred forty eight thousand eight hundred thirty three dollars and no cents ($548,833). ! The contract period provided for completion will be (increased/dec;'~ased/unchanged): and shall remain at November 27, 1998. (d'ity Ei Accepted: ~ (Contra ;tor) supp"~ ~ent to th,e contract and all provisions will apply hereto. Date II This inf~rmati~n~i~beis~uedasarec~rd~fan¥chan~e~t~the~ri~ina~c~nstructi~nc~ntract~ II 0,~ IIIIIlllllllllllllllllllllllll 0 0 0 Nov 19 98 10:46a , Harold Smith 707-444-S747 Specification No. 98-11 EXtra Work Installing 5 new lead-in cables Report by sli.D~ng wires - not repulling all wires F__ ST PERKINS STREET RECONSTRUCTION Report No. 2 Date 11 - 17-98 Contractor- Smith Electric Construction - For PARNUM PAVING, INC. Sub Equipment Hrs,ST His eT Tot Total Equipment & Marl, No. Description RT Rate eT Rate Equip cost This 12 PICKUP 2.5 8.08 6.06 20.20 Report 229.36 13 TRUCK 00-12 9.92 . 7.44 0.00 14 TRUCK 12-20 12.49 i 9.37 0.00 t$% markup 34.40 HYLFT BOOM 25-49 17.10 ~ 11.29 0.00 15 2AXL DMP TRK 2.5 22.87 18.07 57.18 Total Labor & 10 2AXL DMP TRK 22.87 ' 18.07 0.00 Subsistance 197.51 T-1 TRLR 00-12 8.08 6.08 0.00 Skid Loader >50B 13.99 ~;, 10.91 0.00 33% markup C-1 AIRCP PORT 4-16 1 7.78 5.76 7.78 Labor & subs. 65.18 SAWCO ABOP 33-45 6.65 4.26 0.00 ELGEN GEN 003-008 1.19 0.00 TOTAL THIS REPORT 526.45 TOTAL 85.16 Materials Type B Lead-in cable I030 0.14 144.20 0.00 ,' 0.00 ~ 0.00 TOTAL 144.20 LABOR Hrs ST Hfs COIDESCRIPTION RT Wage eT ELC Doug Smith 2.5 36.80 LAB Jon Williams 2.5 27.66 Sub Total Sub Total SubsSubs eT S.T. eT Rate Amount Wage Labor Labor 49,577 92.00 0.00 4 5.30 37.66 69.15 0.00 4 5.30 NOTE: Had to recharge batteries in th& tv~ flashing units under trees - solar panels can not keep up TOTAL 161.15 $0.00 10.60 Markup 15% ~, 13% 24.17 $0.00 15% 1.59 Sub Total .' 185.32 $0.00 12.19 CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 6 DATE (CHRONOLOGICAL) November 18, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 Owner City of Ukiah, 300 Seminary Avenue, Ukiah, California, 95482 To (Contractor): Parnum Paving, Inc., Post Office Box 970, Ukiah, California, 95482 You are hereby directed to make the herein described changes from the contract plans and specifications or do the following described work not included in the contract plans and specifications: ;handle requested by: City En.qineer - . ESTIMATED ESTIMATED DECREASE INCREASE Description of Changes - Itemized Breakdown To Contract To Contract Amount Amount 1. Due to the extra work required through contract change order number four combined with the forecasted rain the City has directed the Contractor to work on Saturday, October 31, 1998. The City will pay for the difference between the overtime labor rate and the straight time labor rate for labor performed on this date. Estimated Cost Extra work shall be paid at force account pursuant to the provisions of Section 9-1.03 of the Standard Specifications. Approximate cost by reason of the extra work is $1,000. $1,000.00 TOTALS $0.00 $1,000.00 ESTIMATED NET CHANGE IN CONTRACT PRICE $1,000.00 Justification (Detailed and Concise): Changes are required due to extra work and pending rain. The amount of the Contract will be (~/increased/~) by the estimated sum of: one thousand dollars and no cents ($1,000.00). The contract total including this and previous Change Orders will be: five hundred forty nine thousand eight hundred thirty three dollars and no cents ($549,833). The contract period provided for completion will be (increased/d~crsa$~d/unch~n§sd): one (1) day and shall become November 28, 1998. This document,,(_ Approved By: (~ Accepted: _..~a ~the contract and all provisions will apply_heret9. i i e r ' /Date (Contractor) Date I! Th isinf~rmati~nwi~beissuedasarec~rd~fanychan~est~the~ri~ina~c~nstructi~nc~ntract~ II O~ 0 IIIIIlll|lllllllllllllllllllll CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 7 DATE (CHRONOLOGICAL) December 8, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 Owner City of Ukiah, 300 Seminary Avenue, Ukiah, California, 95482 To (Contractor): Parnum Paving, Inc., Post Office Box 970, Ukiah, California, 95482 You are hereby directed to make the herein described changes from the contract plans and specifications or do the following described work not included in the contract plans and specifications: .~hange requested by: City En§ineer · ESTIMATED ESTIMATED Description of Changes -Itemized Breakdown DECREASE INCREASE To Contract To Contract Amount Amount As and where directed by the Engineer remove four abandoned pipes located within the Estimated structural section of the street for the westbound lanes between Station 6+00 and Station 8 + Cost 25. Extra work shall be paid at force account pursuant to the provisions of Section 9-1.03 of the Standard Specifications. Approximate cost by reason of the extra work is $700. $700.00 TOTALS $0.00 $700.00 ESTIMATED NET CHANGE IN CONTRACT PRICE $700.00 Justification (Detailed and Concise): Changes are required due to unforeseen abandoned utilities located within the structural section. The amount of the Contract will be (~'-easeel/increased/~) by the estimated sum of: seven hundred dollars and no cents ($700.00). The contract total including this and previous Change Orders will be: five hundred fifty thousand five hundred thirty three dollars and no cents ($550,533). The contract period provided for completion will be (~ncr~sed/d~cre~scd/unchanged): and shall remain November 28, 1998. This docu~ecog::~ a~ent to. the contract and all provisions will apply hereto. Approved~' ~~~By~ '~City Engir~e~r) / ..... ~ date Accepted: (Contractor) Date This information will be issued as a record of an), changes to the original construction contract. \ Imllllillllllllllllllltlllllll C~ ~ 0 ~ (--, CITY OF UKIAH CONTRACT CHANGE ORDER ORDER NO. (NUMERICAL) 8 DATE (CHRONOLOGICAL) December 8, 1998 Contract for (Description of Facility) East Perkins Street Reconstruction, Specification No. 98-11 Owner City of Ukiah, 300 Seminary Avenue, Ukiah, California, 95482 To (Contractor): Parnum Paving, Inc., Post Office Box 970, Ukiah, California, 95482 You are hereby directed to make the herein described changes from the contract plans and specifications or do the following described work not included in the contract plans and specifications: :hange requested by: City Engineer ESTIMATED ESTIMATED DECREASE INCREASE Description of Changes - Itemized Breakdown To Contract To Contract Amount Amount Force account reimbursement for work described in attached Notice of Potential Claim dated October 22, 1998. The total cost for this extra work is $2,743.56 as documented by the submitted and approved extra work reports. $2,743.56 TOTALS $0.00 $2,743.56 ESTIMATED NET CHANGE IN CONTRACT PRICE $2,743.56 Justification (Detailed and Concise): Extra work required due to unforeseen underground steel I-beams structurally attached to a box culvert. The amount of the Contract will be (deefeased/increased/~) by the estimated sum of: two thousand seven hundred forty three dollars and fifty six cents ($2,743.56). The contract total including this and previous Change Orders will be: five hundred fifty three thousand two hundred seventy six dollars and fifty six cents ($553,276.56). The contract period provided for completion will be (increased/decreased/unchanged): and shall remain November 28, 1998. This do~ecpm~.a s~o the contract and all provisions will apply hereto. Approved By:~ ~ _, _~,'~.,~ ,/,~b~_~ ~--~ '(City Engineer) / 'Dat~ Accepted: (Contractor) Date II This inf~rmati~nwi~beissuedasarec~rd~fanychangest~the~ri~ina~c~nstructi~nc~ntract~ II STATE OF CALIFORNIA · DEPARTMENT OF TRANSPORTATION NOTICE OF POTENTIAL CLAIM DC-CEM~6201 (OLD HC-11 REV 6/93) FOR STATE USE ONLY : : Received by Date (For Resident Engineer) TO Rick Kennedy CONTRACT NUMBER 98-11 DATE 10/22/98 (Resident Engineer) This is a Notice of Potential Claim for additional compensation under the provisions of Section 9-1.04 of the Standard Specifications. The act of the Engineer, or his/her failure to act, or the event, thing, occurrence, or other cause giving rise to the potential claim occured on DATE 10/15/98 The particular circumstances of this potential claim are described in detail as follows: On the left of Station 22+00 at approximately 10:37 a.m., the grinder hit several steel I beams in both lanes eastbound on Perkins Street that were 2" (inches) above subgrade. The I beams were apparently to support a box culvert under the roadway. Nothing indicating the I beams were there was identified on the plans, in the specials, nor in the field to allow us to prevent the down time or the damage to the grinder. The reason for which I believe additional compensation may be due are: Standard Specifications Section 4-4 Changes in Character of Work, 19-2 Buded Man Made Objects, 5-1.116 Diffedng Site Conditions. All of these Specifications indicate as to compensation due the contractor for circumstances out of the scope of the contract and for work which he or she has no control over. The nature of the costs involved and the amount of the potential claim are described as follows: (If accurate cost figures are not available, provide an estimate, or describe the types of expenses involved.) 6 1/2 hours welding on grinder- two men Parts on gdnder 5 1/2 hours down time on gdnder production 5 1/2 hours down time on trucks (x5) and clean up crew 5 1/2 hours maintain traffic- 3 flaggers, I pickup Rented metal detector - $75.00 per week + $1,000.00 $600.00 $2,500.00 $3,000.00 $1,3oo.oo $3oo.oo $8,7oo.oo The undersigned certifies that the above statements are made in full cognizance of the California False Claims Act, Government Code sections 12650-12655. The undersigned further understands and agrees that this potential claim, unless resolved, must be restated as a claim in response to the States proposed final estimate in accordance with Section 9-1.07B of the Standard Specifications, in order for it to be further considered BY PARNUM PAVING, INC. " ~ ~ed Ret~'o~entativo) Mark Graves CF_M~DO1 (OLD HC-I 1 REV. 6/93) 0 ~li ~',~00 Z ~) LI.] o o ~ o E ~ ::::::::::::::::::::::::::::::::::::::: . ===================================================================== ................. :.:.: ........... · :.:.:,:.:.:.:.:.;.:.:.:.;.:.;.;.:.:. ~,- ;.:.:.:. · :::: :::::::::;:;::: ::::::::::::::::::::::::::::::::::::::::::::::::::: ...... ,CZ z AGENDA SUMMARY ITEM NO. 9c DATE: DECEMBER 16, 1998 REPORT SUBJECT: REQUEST FOR CITY PARTICIPATION IN THE 1999 MARTIN LUTHER KING, JR., DAY CELEBRATION We have received the attached letter from LaCretia Peoples, Committee Organizer for the January 17, 1999, Martin Luther King Day celebration. The Martin Luther King Day Planning Committee is "asking the City of Ukiah for financial support" for their annual expenses which range between $3,000 and $5,000. The celebration has been an annual event for the past six years, where Dr. King has been honored through music, speeches, movement, and awards. In the past, we have waived the insurance fee for the State Street banner, provided accounting and financial services at no cost, and offered a discounted rate for the use of the Conference Center. In addition, the City made donations of $500 in 1994 and $500 in 1997. In speaking with Ms. Peoples, she indicated that the Planning Committee has not raised any other additional funds this year, and their current account balance is $622.85. Should the Council decide to donate towards this celebration, one funding source is the Council's Special Event/Projects account which currently has $856.73 remaining for fiscal year 1998/99. It should be noted that while the Planning Committee is asking for the continued waiver of the banner insurance fee, they have not requested the use of the Conference Center this year. In addition, staff will inform the Committee of the City's Community Grant Program and encourage them to apply for funds next fiscal year. RECOMMENDED ACTION: Discuss the request for City financial support of the Martin Luther King Day celebration and direct staff accordingly. ALTERNATIVE COUNCIL POLICY OPTIONS: Determine the request requires further consideration and remand to staff with direction. Appropriation Requested: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: LaCrisha Peoples, Committee Organizer Candace Horsley, City Manager Michael S. Flad, Assistant City Manager Candace Horsley, City Manager 1. Letter from LaCretia Peoples. 2. Account Balance General Fund. APPROVED:' ~ ,/-~~.~.,... Ca~--~ce ~)rsley, City !anager R:l\CM:kk AKING MARTIN LUTHER KING DAY Planning Committee Candace Horsley, City Manager City of Ukiah 300 Seminary Ave. Ukiah, CA 95482 Rev. Dr. Martin Luther King Jr. Observance in Ukiah For the past six years members of the Martin Luther King Jr. Planning Committee has provided a free family annual event in Ukiah in honor of Rev. Dr. Martin Luther King Jr. birthday. We, of the Martin Luther King Jr. planning committee have donated hundreds of hours each year through this annual observance in our commitment to making Dr. King's dream a reality. It is known that with awareness, understanding and embracing diversity that we can allow racial unity to happen. At this annual observance we've honored Dr. King through music, speeches, drama movement and awards. We have offered a $500.00 scholarship award for the past four years to an individual "who shows the potential to set their life's path on the course of racial harmony and has demonstrated a sincere interest in working to achieve these goals through peaceful means. We have also established a Citizenship Award to be given to an individual in our community who has demonstrated "Exceptional Service in the Struggle for Social Justice and Freedom", the recipient these awards are acknowledge at the observance. People from Mendocino and Lake Counties have embraced this annual observance in their effort to letting freedom ring and the continue struggle to elimination of prejudice of all kinds. Over 500 people attend this celebration and look forward to January, where this free event of Dr. King's birthday is celebrated and is the only one of it's kind in Mendocino County. We plan to continue this free family observance to our community, but we are in need of financial support. In the past we relied on money from advanced ticket sells from the soul food dinner, which we are on longer providing. We were also fortunate to have Real Goods Trading Company donated a one time $2,000 in 1996 for the scholarship fund, which in now depleted. The City of Ukiah has been generous in waiving the insurance fee for the State Street banner, which we appreciate and would like that to continue. Our annual expense is between $3,000 to $5,000. We, of the planning committee at this time is asking the City of Ukiah for financial support. Thank you for your consideration. Sincerely, /~ ~_ cc~. ~:~ L'aCretia Peoples, 467-9294 Committee Organizer GENERAL FUND #100 Bud.qeted amounts: Beginning fund balance 7/1/98 Revenue budgeted Expenses budgeted Transfers In/(Out), at net Loans to other funds Budgeted ending fund balance 6/30/99 $ 1,245,621 $ 6,695,385 $ (6,810,226) $ (364,856) $ 765,924 Adiustments made durin.q the fiscal year: Date Proposed 7/1/98 Change in beginning fund balance per audit 8/5/98 Additional MESA cost, not budgeted 9/2/98 Transfer funds for Perkins St reconstruction 10/7/98 Replacement computer for Engineering 10/7/98 Transfer from Disposal Site for Engineering computer 10/21/98 Video camera & tripod - Police Dept 11/18/98 Civic Center generator repairs 12/2/98 Welcome to Ukiah signs 12/16/98 Replace Council Chambers sound system Account No. 100.1990.260.000 $ 100.283.250 $ 100.3001.800.000 $ 100.281.660 $ 100.2001.800.000 $ 100.1915.302.000 $ 100.1945.651.000 $ 100.1915.800.000 $ (1,586) (81,504) (2,200) 2,200 (1,000) (3,125) (1,500) (8,ooo) Revised Budgeted Ending Fund Balance 6/30/99 $ 669,209 RESERV99.XLS 12/11/98 Page 1 Funds 100; 110; 115; 130; 131 ITEM NO. 9d DATE: December 16.1998 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID TO SOL DIAL SOUND FOR THE REPLACEMENT OF THE CITY COUNCIL CHAMBERS SOUND SYSTEM AND APPROVAL OF BUDGET AMENDMENT IN THE AMOUNT OF $8,000 As the Council is aware from recent meetings, the sound system in the Council Chambers has broken down and is in need of replacement. Staff has been working with John Beatty of Sol Dial Sound, to provide an interim system and acquire replacement components. Due in large part to the age of our current system, compatible components are not available and as such replacement of the entire system is necessary. Mr. Beatty has provided a proposal for replacement and a breakdown for the cost of the individual components within the system. He has also examined the system in the recently completed County Administration Building and proposed for the Council Chambers a system of comparable high end quality. Should the Council approve the bid, the system will also include a handheld cordless microphone which will facilitate more effective presentations by staff and the public. The microphones at the Council dais will be removable to ease replacement in case of failure or damage. In addition, Mr. Beatty's proposal includes a cooling fan to be mounted in the component rack which will ventilate the system extending the life of the components. This type of fan was not installed in the original system which contributed to its demise. Continued on page 2 RECOMMENDED ACTION: Award bid to Sol Dial Sound for replacement of Council Chambers Sound System in the amount of $7,559.91 and approve budget amendment to increase the 100.1915.800.000 account by the amount of $8,000. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine proposal requires further consideration and remand to staff with direction. 2. Determine replacement of sound system is inappropriate and move to deny award of bid. Citizen Advised: N/A Requested by: Prepared by: Larry W. DeKnoblough, Community Services Director Coordinated with: Candace Horsley, City Manager Attachments: 1. Sol Dial Proposal 2. City of Ukiah Request for Quotation 3. Budget Worksheet Candace Horsley, LD2 SOUND.ASR Manager In order to ensure a fair bid on the new system, the City's Purchasing Division issued a request for quotations for the "same or equal quality" components and received the quote, which staff has included in this report as attachment #2. The quote received by Purchasing was in the amount of $7,094.73 which compares to Sol Dial's bid of $7,052.41. The difference between the two bids is $42.32. Staff also requested that the proposal include the cost of a wireless lapel system, however, it is recommended to not include this item in the purchase. The lapel system requires a separate battery power pack and is prone to damage, as opposed to the wireless handheld which is sturdier and more easily transferred from party to party. Excluding the lapel system, the price for the replacement system is $6,559.91, plus $1,000 for installation and $440.09 for contingencies. Staff is recommending award of bid to Sol Dial Sound, in the amount of $7,559.91 and approval of a budget amendment to increase Account No. 100.1915.800.000 in the amount of $8,000 to fund the expenditure. 12-1-98 S O L D-I A L S O U N D P.O.' BOX318 C A L P E L L A, .C A. 95.41.8 (7 0 7) 4 8 9=0 2 3 6 AttaChment #1 IARRY DE KN0~ JOHN RFATI~ [ZIAH ~ ~ C59~_ k~S AUDIO SYSTE~ Upon testing and troubleshooting the various components of the Council Chamber's audio system I found that: 1. All of the major components in the audio rack in'the. A/V closet to be either defective or failing~ i~.e. intermittent, resulting in poor or intelligible sound quality. · 2. All of the microphones in the Council Chambers, although working, are of dated manufacture and design also resulting in poor sound quality. 3. All of the wiring exterhallof the various components seems to be in good workJ order and should not need replacement. Therefore I am recon~nending the replacement of the components in the rack of the A/V closet as well as the microphones in the Council Chambers with the fOllowing: TOA P912MK2 POWER AMPLIFY.. (REPLA~ TOA Ag06A PWR. AMP. ) TOA M01F MIC INPUT M~DULE (Nmm~E~;ER ABOVE P912MK2 ) I TOA MB25B RACK ~ KIT 36.00 0.. 00 (N~EDfD TO MOUNT P91~MK2) 820.00 374.00 374.00 86.00 00.00 0.00 N/C I SHURE FP16A DISTRIBUTION AMPL~'!~:~ 645.00 483.75 (REPLACES SAME) 1 DBX 2031 ~ 1/3 OCTAVE H~%LI.Z~R 549.95 395.00 (REPLACES JBL/UREI #5549A ") 2 SHURE SCM 810 8 CHANN~. MICROP}]0NE MIXER 1,650.00 1,217.70 (REPLACES J~L/UREI #7510A) 2 SHURE RKC 800 RACK MDUNT XLR ~ PAN~. 225.00 174.00 ( NEFD~ FOR SC~810 INSTAT J ATION) o. oo 483.75 395.00 2,435.40 348.00 8 SHURE MX 418C MI(~OFf/~ ~ 18" 290.00 160.23 (REPIACES S~JRE #561 MICROP~) 4 SHURE MX412C MICRDlm',RX DESKTOP GOOS~k~CK 12~' 386.00 (REPLA SHURE S155B M CROPHONES) 160.23 1,281.84 640.92 ~ ~ CR~2-120 O::)O~,Tk~ ~ · · , 226.00 89.00 89.00 1 852. O0 · 512. O0 512. O0 0.00 0.00 ~ ]~'5~T.T.A~_'_q~O~I ~ YCIR ~T.T. 40 ~ @ $25.00 ~ BOOR $1 ~ 000. O0 IF Y(IIHAV~Alq~IIkI~~~~~~~ 489-0236, eR H iR # 466-3535. F'rom: Full Compass Sgstems, LTD 8001 Terrace Avenue Hiddleton HI 535§2-3194 608-831-7330 Fax ~ 608-831-6330 Toda§'s Or: 1Z/O~/lgg8 1~:05:~5 Sa~e No: 533183 Sale or: 1~/08/1998 li:50:15 Operator: chris Bill: Customer ~ 178830 BEATTY, JOHN PO BOX 318 CALPELLA 707-468-8910 S~ip To: Cus/Adr ~ 178830 O1 8EATTY, JOHN CiO UKIAH VALLEY CONF CTR EO0 sOUTH SCHOOL STREET PO · ',Order B~j I30HN Part PglSMK2 1.000 120W AMP ! Port MO1F 1.000 Mic-Preamp, F-XLR MB~5B 1.000 Rkmt A&pgoB, gl2, AgO3, mgOOmk2 FPI§A I. O00 lx6 distribution amplifier 2031 1.000 Mono 1/3 Octave Equalizer SCMBIO 2. 000 8 ch automatic mixer RKCBO0 2.000 XLR adapter panel MX41B/C 8.000 Gooseneck Mic 18" Cardioid XLR MXqi2/C 4.000 Gooseneck Mic 1~" C~rdloid XLR LXlq 1.000 Wireless bodypack sgstem WL185 1. OOO Lay mic For Wireless, Cardioid L×84/58 1.000 Wireless handheid sustem, div ~SlsPsn [Ship Vi~ ~F.O.B. ~Freight ibexes ~Ty~Login ' 0 ~E ~chrls ~chris ~UPS GRND TRAEK ~HIDDLETON ~ND CHRG m ........................ Otg Ordr Wh Bin Os Tx Unit Price Exten Price L 013E X Y 374, 000 L N160 X Y L HIOE 05 X Y L HOBA O~ X Y L E16E X Y LG] 2D X Y L F16B X Y L EIOC 01 X Y L CllC Oq X Y L S02D X Y L 305E X Y L TO1B X Y 0,000 0,000 483.750 395.000 1217.700 174.000 160.230 160.230 416.850 76.850 512.000 374.000 0.000 0.000 483.750 395.000 2435.400 348.000 1281.840 840.920 416.250 76.~50 518.000 Page 0001 -- Continued on next page F¢om: Full Compass Sgstems, LTD - 8001 Terrace Avenue MiddleLon HI 535d~-31flq 608-831-7330 Fax ~ §08-831-§330 Today's Bt: 12/08/1DOB 12:05:16 Sale No: Sale Or: operator: customer ~ 178830 BEATTY, JOHN PO BOX 318 CALPELLA 707-468-8910 Ship To: CUs/Adr # 178830 O1 BEATTY, JOHN C/O UK!RH VALLEY CONF CTR 800 SOUTH SCHOOL STREET CA 9Sql8 UKIAH CA PO · ',Order By I~OHN ~SlsPsn [Ship Vio ~F. O.B. [Freight ~Boxes [Ty[Login ' 0 Ichris IUPS GRND TRACK IMIDOLETDN INO CHRG ......................... Part # Btu Ordr Nh Bin Ds Tx Unlt Price Exten Price CFM-2-120 i. O00 Rack Fan Module/2 Fans X Y 8g. O00 Tax NTX NO TAX PaymenLs Pay Info Terms COD-CASH aL Subtotal 7052.41 Shipplng 0.00 Insurance 0.00 0.00~ Tax 0.00 Total 7052.41 Paid 0.00 Prepaid 0.00 BALANCE OUE 7052. 41 12/04/98 FRI DEC 04 TO: Attachment #2 16:09 FAX 608 831 6330 FULL C03IPASS '9~ 0B:0~'~ CZT"," OF LIK'rRH PURCHR$'~N6 DEPT.~,~. ~001 2I=,i CITY of UKI&i~' / a.4' ~ i~I1JRN 1HI~ I=01~ ~ z$ ~07 ~ Oiu)131 FULl. COMPA.~ SYSTI~M~, LTD 8001 Terrace Avenue Mlddleton, WI ~35~2-3~ ~4 t~D8-631-73,t0, Fax: ~38-831.6330 SI-I.4~l,L BE F.O,B. C~ I~R/Cl~ IOfAJ. #MOtF MtC-Pre~ ~,F-XLR l Ix6 Dis~bu~ioa 1 2 8 1 1 ~031 Mono 1/3 C~tav~l~.~ S$LX24/58 Wh'ele~ ~~d Sy_m.m; Dtv i , . "-- IIm t INCLUDE ALL $~ COSTS; _ q/.u_: --_ ...'?~.,,¢5 ,?3 '-I - 12/04/98 FRI 16:10 FAX 608 831 6330 FULL CO~IPASS ~002 **** ESTIF~TE From: Full Compass Systems, LTD 8001 Terrace Avenue Middleton 608-831-.7330 FaX ~ 608-831-6330 Bill: Customer 9 248688 UKIAH CITY OF WI 53562-3194 Today's Dr: 12/04/1998 16:33:25 Sale No: 534305 Sale Dr: !2/04/1998 16:25:46 Operator: juli Ship To: Cus/Adr ~ 248688 AA UK!AH CITY OF 300 SEMINARY AVE UKIAH 707-463-6233 CA 9548 PO ~ REQ NO: AUDIO IOrder By iSlsPsn IShip Via iF.O'B' IFreight 15~°xes lTy[L°gin I I ijuli IUPS GRND TRACK iMiDDLETON iNO CHRG I 0 IE IJuIi I Park $ Qj~L_Q~ P912MK2 1.000 120W AMP 1 Port M01F 1.000 Mic-Preamp, F-XLR MB25B 1.000 Rkmt A&P906,912,A903,m900mk2 FP16A 1.000 lx6 distribution amplifier 2031 1 000 Mono 1/3 Octave Equalizer SCMS10 2 000 8 ch automatic mixer RKC800 2 000 XLR adapter panel MX418/C 8 000 Gooseneck Mic 18" Cardioid XLR MX412/C 4 000 Gooseneck Mic 12" Cardioid XLR LXl4 I 000 Wireless bodypack system WL185 1.000 Lav mic for Wireless, Cardioid LX24/58 1.000 Wireless handheld system, div Wh Bin Ds T ~Y~~' Price- L DI3E X Y 389.000 389.000 L N16D X Y L H10E 05 X Y L H08A 02 X Y L E16E X Y L G12D X Y L Fi6B X Y L E10C 01 X Y L CllC 04 X Y L S02D A Y L J05E X Y L T01B A Y 5[!~.000 51.000 22.970 22.970 469.000 469.000 401.000 401.000 !179.000 2358.000 182.000 364.000 160.230 1281.840 160.230 640.920 416.250 416.250 76.250 76.250 532.500 532.500 Page 0001 -- Continued on next page 12/04/98 FRI 16'11 FAX 608 831 6330 FULL CO~IPASS 003 **** ESTIMATE **** From: Full Compass Systems, LTD 8001 Terrace Avenue Middleton WI 53562-3194 608-831-7330 Fax # 608-831-6330 Today's Dt: 12/04/1998 16:33:26 Sale No: 534305 Sale Dr: 12/04/1998 16:25:46 Operator: juli Bill: Customer ~ 248688 UKIAH CITY OF Ship To: Cus/Adr ~ 248688 AA UKIAH CITY OF 300 SEMINARY AVE UKIAH CA 9548 707-463-6233 PO # REQ NO: AUDIO IOrder By ISlsPsn ISnip via I~.o.z. IFreight iBoxes ITylLogin I Raft # Oty Ordr Wh ~in Ds Tx Unit re:ice Ex,eh Price CFM-2-120 1.000 X Y 92.000 92.000 Rack Fan Module/2 Fans Tax NTX NO TAX at Type 9 Payments Date AU Pay Info Terms COD-CASH Subtotal 7094.73 Shippinw 0.00 Insurance 0.00 0.00% Tax 0.00 Total 7094.73 Paid 0.00 Prepaid 0.00 BALAi~E DUE 7094.73 Attachment #3 GENERAL FUND #100 Bud.qeted amounts: Beginning fund balance 7/1/98 Revenue budgeted Expenses budgeted Transfers In/(Out), at net Loans to other funds Budgeted ending fund balance 6/30/99 $ 1,245,621 $ 6,695,385 $(6,810,226) $ (364,856) $ 765,924 Adjustments made during the fiscal year: Date Proposed 7/1/98 Change in beginning fund balance per audit 8/5/98 Additional MESA cost, not budgeted 9/2/98 Transfer funds for Perkins St reconstruction 10/7/98 Replacement computer for Engineering 10/7/98 Transfer from Disposal Site for Engineering computer 10/21/98 Video camera & tripod - Police Dept 11/18/98 Civic Center generator repairs 12/2/98 Welcome to Ukiah signs 12/16/98 Replace Council Chambers sound system Account No. 100.1990.260.000 $ (1,586) 100.283.250 $ (81,504) 100.3001.800.000 $ (2,200) 100.281.660 $ 2,200 100.2001.800.000 $ (1,000) 100.1915.302.000 $ (3,125) 100.1945.651.000 $ (1,500) 100.1915.800.000 $ (8,000) Revised Budgeted Ending Fund Balance 6/30/99 $ 669,209 RESERV99.XLS 12/11/98 Page 1 Funds 100; 110; 115; 130; 131 AGENDA SUMMARY ITEM NO. 9e DATE: December 16, 1998 REPORT SUBJECT: DISCUSSION OF CITY OF WILLITSCITY COUNCIL ACTION ON FORECLOSURE OF NORTH COAST RAILROAD AUTHORITY LOAN AND EFFECT ON UKIAH DEPOT SITE The Willits City Council considered the matter of foreclosing on their loan to NCRA at their council meeting of December 9, 1998. Collateral for the loan included portions of the Ukiah and Willits depot sites. MTA representatives Jim Mastin and Bruce Richards were in attendance, as well as NCRA board members who requested that the Council not foreclose on the loan, as MTA has submitted an offer to the NCRA board to purchase a portion of the Ukiah depot site for a regional intermodal transportation center. Foreclosure of the loan would allow the property to be put up for sale within six weeks of the decision and MTA would not be able to participate at this time. The Council voted to continue with the foreclosure proceedings and sale of the properties. The Willits Council decision was based on several valid concerns. NCRA is in a very delicate position with their contract rail operator and have just been given an order by the Federal Railroad Authority to stop operating for safety concerns. If they are forced to cease operations for a long period of time without further state and federal funding, they may not be able to pay Willits back on the loan or have the subject property to give them as collateral. The MTA proposal has a time requirement included within it to allow them to research the answers to several major problems at the Ukiah site. The deadline for escrow closure is July, 1999. Willits is concerned that this would be too long of a time period to hold off on foreclosure to insure the payment of their loan and MTA may decide not to purchase the property after fully researching the conditions of the property. (Continued on Page 2) RECOMMENDED ACTION: After Council discussion, direct staff relative to whether further action should be taken. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. N/A Citizen Advised: N/A Requested by: Mayor Mastin Prepared by: Candace Horsley, City Manager Coordinated with: N/A Attachments: 1. City of Willits Agenda Summary Report for 12/09/98 meeting 2. City of Willits Loan Status, dated 12/10/98 APPROVED: 4/Can. ASRDepot.98 Candace HorsleY~ CityX~anager There are actually two loans that are going to foreclosure. The original loan amounts were $80,000 with the Willits depot property for collateral, and $220,000 with the Ukiah depot property for collateral. Current total costs including principal, interest (91A%), penalties, and estimated foreclosure costs equal $106,768 and $289,915 respectively. During the Willits Council meeting, it was suggested by the Council that they would be willing to sell the loan to another agency at the current LAIF interest rate (5.5%) rather then the 9 1/4% with NCRA, and presumably without the penalties and other fees that have been added under the Willits agreement. This could equate to a reduction in total repayment of approximately $36,000. Due to the urgency of this matter, Mayor Mastin has requested that this item be brought to the Ukiah City Council for discussion to determine if there is any interest in assisting MTA in obtaining the property and investigating options for acquiring the loan. The City of Ukiah would have many of the same concerns as Willits. Benefits for Ukiah are that the regional transportation center would be of great value to our citizens and businesses and would be located on now vacant land along one of our main entrance corridors. Several questions that would need to be researched include the appraised value of the land; what happens to the property if NCRA declares bankruptcy; would Willits be willing to separate the Willits and Ukiah loans and let us only deal with the Ukiah portion of the loan; what is MTA's best estimate of when they will be able to make their final determination and close escrow; what funding sources are available to pay off the loan; and what are the options and associated risks involved with each option. Council will need to determine if there is any interest in pursuing further information about the feasibility of assisting MTA in obtaining the property, and to direct staff to assess the options and associated risks. DEC-10-1998 02:S3 CITY OF WILLITS 7074S91S62 P.02/08 CITY OF WILLITS CITY COUNCIL AGENDA SUMMARY TO: HONOKABLE MAYOR & COUNCIL MEMBERS GORDON LOGAN, CITY MANAGER FROM: ROSS WALKER, CITY ATTORNEY COUNCIL AGENDA #: 9-C DATE SUBMITTED: 12/02/95 II. AGENDA DATE: 12/09/9g TIME FRAME: __ URGENT X ROUTINE AGENDA TITLE: DISCUSSION AND POSSIBLE ACTION ON FORECLOSURE ON LOANS TO NORTH COAST RAILROAD AUTHORITY. III. IV. V, VI. VII. ESTIMATED TIME FOR pRESENTATION: 20 minutes. BRIELS].~ffMARY: The City has received notice from thc Trustee, First American Title Insunace Company, that the 90 day period in the foreclosure process has elapsed as to the two unpaid loans to the NCRA. Therefore, the Title Company has requested the City's approval to proceed with a foreclosure sale. Once the City gives the go-ahead for the foreclosure sale, the rifle company will set a date for sale approximately one month after receiving notice from the City. On the $220,000 loan which is socured by the Ukiah Railroad Station, interest owing as of 11/24/98 (at 9.25%) is $39,004.13. Estinmted foreclosure fees on this loan are $3.121.70. As to the $80,000 loan secured by the Willits Train Station, interest as of 11/24/98 is $14,779.61, and the estimated foreclosure fees are $1,773.70. I have been contacted by two NCRA Board Members, David Nelson and AII~u Hemphill, informing me that the NCRA intends to make a proposal to the City requesting that the City hold off on the foreclosure sales and extend the rcpaymcnt period on the loans in return for an assurancc that thc loans will be repaid from the proceeds of the sale of the Ukiah Train Station to the MTA. No specific date was suggested as to when the anticipated sale would be comple~cd. It is my understanding that representatives of the NCRA w/Il attend the December 9 Council Meeting in ordcr to formally present a proposal for extension of the repayment time. As of this date, no written proposal has been received. RECOMMENDED SOLUTION_: No specific written proposal has been received from the NCRA. At this time, in the absence of any specific proposal for a repayment plan, staff recommends that the Council authorize ~ foreclosure sale at the lb-st available opportunity. ALTERNATIVE(S): Postpone any action on authorizing a foreclosure sale. PERSONNEL IMPACT: Minimal. DEC-10-1995 02:$~ CITY OF WILLITS 7074S91S62 P.0~/05 ¢~ of WillJts Council Asend~ Summm'y Me, ting of i::)cr, cmlm 9, 1998 Page 2 VIII. FISCAL IMPACT: On the $80,000 loan, a deposit on the foreclosure fees of $1,416.70 will be required to cov~r the cost ofposting and publication. On the $220,000 loan, a deposit of $2,510.70 will be required. Failure to set a foreclosure sale date will, of course, postpone recovery of'the loan amounts. Extc-nding the repayment time on the loans will allow an increase in the accrual of interest. RECOMMENDED ACTI.QN../MOTION: By Minute Order, instruct the Trustee, First American Title Insurance Company, to continue with foreclosure proceedings by setting a sale date and recording a Notice of Tmstee's Sale for e. aeh of the loans of $80,000 and $220,000 to the NCRA and authorizing the deposit payments of $2,510.70 and $1,416.70 to cover the cost of posting and publication. RESOURCE PERSON: Ross Walker DEC-10-1998 02:5~ CITY OF WILLITS 70T4591562 P.04×08 (70'7) 4ScJ - City Council City of'Willits 111 E. Commercial Street Willits, CA 95490 Re: Willits Loan to NCRA Dear Council Members: December 3, 1998 It is my understanding that on December 9, 1998 you will be discussing with your counsel the appropriate instructions to be given to the Trustee under the Deed of Trust held by the City of Willits. The purpose of this letter is to advise the City Council of recent developments concerning NCRA's ability to retire the subject loan. This letter will also request that you continue consideration of providing instructions to the Trustee for sixty (60) days. Most significantly, in October NCRA received an offer from the Mcndocino Transit Authority CMTA") to purchase the Ukiah Depot site for $1 million. You have probably not heard much about this transaction because your representative to the MTA Board has properly recused himself from these matters. NCRA considered the offer at its October meeting and found that the timelines in the proposed offer were much too long. A subsequent meeting with MTA disclosed that MTA would be willing to proceed with immediate acquisition on the Western portion of the Ukiah Depot site if' it received an option to acquire the Eastern portion. The amount N'CRA would receive from the sale of the Western portion would be more than sufficient tO retire the Willits loanin its entirety. As you know, MTA was funded for land acquisition in the federal NEXTEA legislation and MTA has represented that it will shortly have the capability to close escrow. The MTA Board will be considering the revised offer at its December meeting and NCRA expects it momentarily. With the expectation that this offer will be received in December 1998, NCRA's Board of Directors at its November 18 meeting authorized me to request that the City of Willits postpone the setting of a Trustee's sale until the revised MTA offer can be received. Once the MTA offer is received, it will be considered by the NCRA Board at its December 16 meeting and, if approved, forwarded directly to you for your review. While it is recognized that the performance of MTA is speculative, there is every reason to believe that MTA will submit an acceptable offer in December 1998. To alleviate any concern that the MTA offer is either nm acceptable or is not forthcoming, the Board of Directors of NCRA at its November 18 meeting authorized me to advise the City Council that it is prepared in 9E¢-~0-~95 02:54 ¢~TY OF ~iLL~T$ 707~59~562 P,05/05 City Council- City of Willits December 3, 1998 Page 2 the absence of an acceptable offer from MTA to allocate sufficient funds from the $2 million allocation to NCRA by reason of AB 2872. This Bill was signed by the Governor and chaptered into legislation on September 30, 1998. The legislation appropriates $2 million for: "allocation by the California Transportation Commission to the North Coast Railroad Authority pursuant to thc following: (A) The funds shall be available to provide for the immediate and critical needs of the NCRA..." The Board of Directors of NCRA has determined that rctircra~nt of the Will/ts loan is an "immediate and critical need" of NCRA and will present to the California Transportation Commission at its Sanuary 14-1 $ meeting in Coachella Valley a request to allocate sufficient funds from AB 2872 to retire the Willits loan in full. While this legislation was passed on September 30, 1998, the legislation is not effective until Sanuary 1, 1999. Therefore, CTC staff requested that NCRA staff makes it request at the Sanuary 14 meeting for its interim allocation under thc AB 2872 funds. Therefore, the NCRA plan for retirement of the Willits loan is premised upon utilization of the MTA interest in the Ukiah Depot site as the primary means of resolving this matter. In the event that MTA is not capable of moving forward at this time, or in a time frame acceptable to the City of Willits, NCRA is otherwise committed to pressing the California Transportation Commission for release of sufficient funds at the January 1999 meeting to retire the Willits loan. A sixty (60) day extension is requested to provide sufficient time for receipt and review of the IVlTA offer and consideration of the matter at the December NCRA meeting. In the event an MTA offer is not forthcoming, the extension would provide sufficient time for NCRA to make its request to the CTC at its January 14 meeting and to make the allocation at its regular meeting of Sanuary 20, 1999. David Nelson, an NCRA Board Member, will be in aiiendance at your meeting of December 9 to answer any questions. In the meantime, if you or your staff'has any questions, please feel free to contact me at your convenience. CJN.jen File:2737 ~/~?uly y/ours,__ CHRISTOPI~R J. NEARY CITY OF WILLITS 707~591562 P. 06×05 SERVING MENDOClNO COUNTY SINCE 1976 Mendocino Transit Authority City Council City of Willits 1il East Commercial Street Willits, CA 95490 December attention: Ross Walker Re: ~tTA purchase of NCRA u~iab Depot PToper~y Dear Council Hembers, Although unable to at~end your December 9 meeting, I do wish to convey ~he sincere and strong desire of the Hendocino Transit Authority to complete ~he purchase of the wes=em portion of the Ukiah Depot property from NCRA. MTA has been involved in locating and construc=lng a transi~ center in Ukiah since 1990. Both the City of Ukiah and MTA have selected ~he ~ratn station area as the preferred location for consolidating all ground transportation because of its history, as well as its future, as the rail hub. In addit~on, the potential of a high intensity, ~an~it oriented development is available only at that site. Your concern regarding the timing of the purchase is certainly understandable. Remember that the MTA is a pub.lie agency, including the City of Willits as a partner, and must therefore exercise great diligence in the expenditure of ~l%e public funds =ha~ w~ll be u~ed. However, I can foresee no reason t~at this purchase should not be concluded. We could close escrow before the proposed July 1 date if contingencies are satisfied. One continge~cy, as you know, is forbearance of all foreclosure proceedings a~ainst the subject property. Therefore, I urge the Council to delay a decision on foreclosure, and instead begin working w~th NCRA on a forbearance agreement. Very Truly Yours , Bruce Richard, General Manager MTA Board of Directors Christopher J. Neary 241 Plant Road · Ukiah, California 9541~2 , (707) 462-5765 Fax (707) 462-1760 DEC-10-1995 02:54 CITY OF WILLITS CHRIB'rOPH£R kl. NEARY ATYCI~NgY AT LAW /=AX (?0'7) 4~~) - cjnmlry~ pacifio, nK (?07) ,459 ,, ?0?4591562 P.07/08 Decem~ 3, 1995 City Council City of Willits 111 £. Com_mercial Stre~ Willils, CA. 95490 Re: Willits Loan to NCRA Dear Council Members: It is my understanding that on December 9, 1998 you will be discussing wi~h your counsel the appropriate instrucxions to be given to the Trustee under the Deed of Trust held by the City of Willits. Thc purpose of ~ letter is to advise the City Council of recent developments concerning NCRA's ability to retire the subject loaa. This letter will also request that you continue consideration of providing instructions to the Trustee for sixty (60) days. Most significantly, in October NCRA received an offer from the Mendocino Transit Authority ("MTA') to purchase the Ukiah Depot site for $1 million. You have probably heard much about this transaction because your representative to the MTA Board has properly recused himself from these matters. NCRA considered the offer at its October meeting and found that thc timelines in the proposed offer w~re much too long. A subsequent meeting with MTA disclosed that MTA would be willing to proceed with immediate acq~ition on the Western portion of',he Ukiah Depot sit~ if it received an option to acquire the Eastern portion. The amount NCRA would receive from thc sale of the Western portion would be more than sufficient to retire Re Willits loan in its engrery. As you know, MTA was funded for land acquisition in the federal NBXTEA legislation and MTA has represented that it will shortly have the capability to close escrow. The MTA Board will be considering the revised offer at its December meeting and 1/CRA expects it momentarily. With the expectation that this offer will be received in December 199g, NCRA's Board of Directors at its November lg meeting author{zed me to request that thc City of Willits postpone the setting of a Trustee's sale until the revised MTA offer can be received. Once the MTA offer is received, it will be considered by thc NCRA Board at its December 16 meeting and, if approved, fey, yarded directly to you for your review. ,, While it is recognized fl~_at the performance of MTA is speculative, thare is every reason to believe that MTA will submit an acceptable offer in December 199g. To alleviate any concern fl,.at the MTA offer is either not acceptable or is nol forthcoming, the Board of Directors of NCRA at its November 18 meeting authorized me ~) advise the City Council that ii is prepared in DEC-10-1998 02:55 CITY OF WILLITS ?094591562 P.08/08 City Council- City of Willits December 3, 1998 Page 2 the absence of an acceptable offer from MTA to allocate sufficient funds from the $2 million allocation to NCRA by reason of AB 2$72. This Bill was $it~d by the (}ovemor and chaptered into legislation on Scl:aember 30, 1998. The legislation appropriat~'s $2 million for: 'allocation by the California Transportation Commission to thc North Coast Ralkoad Authority pursuan! to the following: (A) The funds shall be available to provide for the immediate and critical needs of the lqCRA,.. ' The Board of Directors of NCRA has determined that retirement of the Willits loan is an 'immediate and critical need" of NCRA and will present to the California Transportatior~ Commission at its January 14-15 meeting in Coachella Valley a requcst to allocate sufficient funds from AB 25?2 to retire thc Willits loan in full. While this legislation was passed on September 30, 1998, the legislation is not effective until January 1, 1999. Therefore, CTC staff requested that NCRA staff makes it request at thc Sanua.,-y 14 meetin~ for its interim allocation under the AB 2g72 funds. Therefore, the NCRA plan for re~iremem or,he Williis loan is premised upon utilization of the MTA intcrcst in thc Ukiah Depot site as the primary means of resolving this manet. In the event tha! MTA is not capable of moving forward at ti.is time, or in a time framc acceptable to the City of Willits, BICRA is otherwise committed to pressing the California Transportation Commission for release of sufficient funds at the January 1999 meeting ~o retire the Willits loan. A sixty (60) day extension is requested to provide sufficient time for receipt and review of the MTA offer and consideration of the matter at the December NCRA meeting. In thc event an MTA offer is not forthcoming, thc c~c~sion would provide sufficient time for NCRA to make its request to the CTC at its January 14 meeting and to make the allocation at its regular mc~ing of.lanuary 20, 1999. David Nelson, an NCRA Board Member, will be in attendance at your meeting of December 9 to answer any questions. In ~he meantime, if you or your s~affhas any questions, please feel free to comact me at yo6r convenience. CHRISTOPHER. J. N~¥ C.rN..jen Filc:2737 TOTAL P.08 DEC-il-1998 10:50 CITY OF ~ILLITS ?0?4591562 P.02×02 CITY OF WILLIT$ CITY HALL - 111 East Commercial S~reet, (707) 459-4601 · P~x (707) 459-1562 POLICE DEPARTMENT - 125 E. Commercial 5~., (707) 459-6122 · Fax (707) 459-0405 Willits, CA 95490 City of Willits - Loans to NORA Current Status NCRA- City af Willit~. 'l.cmn #3' -. 1,~.~.~/96 Principal 80,000.00 Interest 16,206.83 Penalties 6,785,96 sub-total 104,964.78 estimated foreclosure cost~ 1~773.70 . ,~80~000 12/10/98 City of_Wi!lito - 'Loan ~4' - t2/23/~ Principal 220,000.00 Interest 42,794.75 PermltJes ~ sub-totel estimated foredosure costs 2~6,793.61 3,12t .70 28tA15.3t ........ . -_ -. ~;;~.:; $220.000.00 Proieoted ~12/31/,,9,8: _C_ity of Willits - 'Loan ~t3__"._ - 11/2E/96 Principal 80,000.00 Interest 16,757.97 Penalties 8,785.96 sub-total mCdmated foreclosure 106,643.92 1,773.70 107T317.$2 _C:JtV Of Willits - 'Li~tn #4' - 12/231~ Principal 220.000.00 Interest 44,294.73 Penalties 23~gga~a~_5 sub-total 288~93.$8 estimated foreclosure (mate 3,121.70 $220.000.00 NCRASTA~. XZ,$ 12/11/98 TOTAL P.02 AGENDA SUMMARY 9f ITEM NO. DATE: DECEMBER 16, 1998 REPORT SUBJECT: REVIEW AND DISCUSSION RELATIVE TO THE COST OF LIVING INCREASE FOR CITY COUNCIL During recent employee negotiation discussions, the Council considered many of the employee's concerns and requests. One issue that was brought forward by several employee units, was the recent cost of living raise adopted by the Council in accordance with State statute. The Council had received no increase in their $300 a month salary for 11 years, and at the August 19, 1998 Council meeting, the State-allowed amount of 5% per year was approved, effective this December. I have met with employees in the last several weeks on other various items, and they have expressed that the Council's raise of 5% continues to be an item of discussion among the employees, since the employees received no cost of living increase in 1996 and 1997, and their recent contract for two years averaged less than 5%. In speaking with Mayor Mastin about this, he asked that it be brought back to the Council for further discussion. He also requested information on the compensation averages for the employee units over the last 11 years. The attached table identifies the compensation package increases for each employee unit, the average increase of the units as a whole for each of the 11 years, and a total cumulative average. Before 1996, the cumulative average of employee unit compensation equaled 5.60%. Adding in the two years of no increase, plus the last two years of compensation agreements, the cumulative average equals 4.16%. The recently approved Council increase based on 5%, equates to a total monthly salary of $465. If 4.16% were used, the Council salary would equal $437 a month. This information is provided for discussion, and possible direction to staff. RECOMMENDED ACTION: Discussion and possible direction to staff. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Appropriation Requested: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Jim Mastin, Mayor Candace Horsley, City Manager Candace Horsley, City Manager 1. Table of Employee Compensation. 2. Ordinance No. 1010. APPROVED: L~~ L~. _2~<~~,.~ Canda~e Horsley, City M~nager R:I\CM ARAISE : : i : ~o ~° oO ~° oO ,,oo r.. , , o o 00 o 00 ; . ~ o o o o ,.,,., ~ - i i i i i i r ORDINANCE NO. 1010 ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING UKIAH CITY CODE SECTION 62 ESTABLISHING THE SALARIES FOR COUNCILMEMBERS The City Council of the City of Ukiah hereby ordains as follows: SECTION ONE - FINDINGS AND DECLARATION The City Council of the City of Ukiah finds and declares that this ordinance is enacted pursuant to government code Section 36516 for the purpose of fixing the salary of the Mayor and councilmembers of the City of Ukiah. SECTION TWO - AMENDMENTS Section 62 of Article 2, Chapter 2, Division I of the Ukiah City Code is hereby amended to read as follows: §62: SALARIES: Mayor and Councilmembers: The Mayor and Councilmembers shall be paid four hundred sixty-five dollars ($465.00) per month. Any amounts authorized and paid on behalf of such officers for retirement, health and welfare, and Federal social security benefits shall not be included for purposes of determining salary under this Section. SECTION THREE - EFFECTIVE DATE This Ordinance shall be published as required by law and shall become effective thirty (30) days after it is adopted. Salaries of the incumbent Mayor and Councilmembers shall not be affected until a new Councilmember begins a new term of office. Introduced by title only on August 19, 1998, by the following roll call vote: AYES: NOES' ABSENT' Councilmembers Ashiku, Kelley, Mastin, and Mayor Malone None Councilmember Chavez Adopted on September 2, 1998, by the following roll call vote: AYES: NOES: ABSENT: Councilmembers Chavez, Ashiku, Kelley, Mastin, and Mayor Malone None ne, ATTEST: Marie Ulvila, City Clerk rnfh:resord ORD1010 Ordinance No. 1010 Page I of 1