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HomeMy WebLinkAbout1998-02-18 PacketMINUTES OF THE UKIAH CITY COUNCIL Regular Meeting - February 4, 1998 A regular meeting of the Ukiah City Council, the agenda for which was legally noticed and posted, convened at 6:31 p.m. in the Ukiah Civic Center Council Chambers, 300 Seminan/Avenue, Ukiah, California. Roll was taken and the following Councilmembers were present: Chavez, Ashiku, Kelly, Mastin, and Mayor Malone. Abaent: None. Staff present: Public Utilities Director Barnes, Community Services Director DeKnoblough, Assistant City Manager Harris, City Manager Horsley, Public Works Director Kennedy, Associate Planner Lohse, City Affomey Rapport, Planning Director Sawyer, Senior Pis-mar Stump, Police Operations C3ptain Williams, and City Clerk Henderson. Mayor Malone announced item Sa, as it relates to the Claim for Damages made by Kad Selitsch, and item Sd, Award of Bid for 175 KW Generator at the Hydro Plant, were removed from the agenda. He noted Public Works Director Kennedy requested an urgency matter be added to the agenda. The matter regarded a budget amendment and authorization of additional work in the Forensic Analysis and Rehabilitation Design Study for a portion of Airport Park Boulevard. MIS Ashiku/Kelly to add an additional item, Approval of a Budget Amen~;Iment ~uthodzation of Additional Work in ~ Forensic Analysis and Rehabilitation Design St~:fo~:::~:.~.~6rtion of Airport Park Boulevard, to the agenda,. The motion carried by ~e foll~g :i~f!~Call vote: AYES: Councilmembers Chavez, Ashiku, Kelly, Mastin, and Mayof~one.~OES~:i!ii~one. ABSTAIN: None. ABSENT: None. The matter will be heard as item 2. Pledge of Alle_aiance Councilmember Kelly led the Pledge of Allegiance. 3. AJ~oroval/Cormction of Minutes ~..,...:-..~::. Sa. ReGular Meeting of jlnuarv 21. 1998 ~i!!iiii!i~:!i!ii[~iii~iiii!ii!::i~ MIS Mastin/Chavez to approve the Minu~;~'of the~.!~gdi~i:i~iMeetti~'~ of Janua~/21, 1998, as submitted, carded by the following roll call ~: AYE.s?C0'~~bei;s Chavez, Kelly, Mastin, end Mayor Malone. NOES: None. ABSTAIn'!' coun.~embe~A~k~. ABSENT: None. ...:...:.:..:.:.:.: As previously"~q :~'Mayor M';k~;?~":ciaim for Damages made by Karl Selitsch under item Sa and item Sd, the::AWard ~:Bid for the~: t~V Generator at the Hydro Plant, were removed from the M/S ~e~i'n/Kelly to apl~:~:~:~nsent Calendar as follows: a. :~:?' Denied Claim for ~n~ges received from Smell's Used Cars, and referred to Joint Powers ~i!iiiiiiiiii!!' Authority, Redw~d Empire Municipal Insurance Fund; ~:i~:ii!iii!!il !:ii;: Approved C, ity:~[~ncil action dates within the Schedule for Fiscal Year 1998-99 Budget; and ~iiiiiiiiiiii!iiii~?.~ii~),pproved ~get Amendment for Planning Department General PLan computer Mapping .::::::::: ~;~:~ ::::!::<':.?... :~: ~e ~T.: · ... i:!:?i:i:':.'!:." ..... ............... :~ 'ed by the o owl g roi call vote: AYES: Councilmembers Chavez, Alhiku, Kelly, Mastin, and Mayor Malone. NOES: None. ABSTAIN: None. ABSENT: None. 6. AUDIENCE COMMENTS ON NON-AGENDA ITEMS No one came forward to address the Council. As it was not yet time for the scheduled Public Hearing, the council moved on to UNFINISHED BUSINESS. Regular Meeting - Ftbrulry 4, 1998 Page 1 UNFINISHED BU~INES~ Aooroval of Settlement Aareements. City of Uklah v. Invest Financial Corooretion. et This matter was considered after the Closed ~ession, see below. Bb. Aooroval of Bud_eat Amendment and Authorization of Additional Work in the Forensic Analysis and Rehabilitation Desi_~n Study for s Portion of Aim_ orr Park Boulevard Public Works Director Kennedy noted additional work needed to be included in the Forensic Analysis ·nd Rehabilitation Design Study for the portion of Airport Park Boulevard fronting Friedman Brothers Hardware Store in order for that portion of Airport Park Boulevard to be accepted into the City maintained street system. The asphalt concrete portion of the roadway appears to contain an excess amount of air voids which apparently resulted from inadequate compaction of the asphalt layers. An analysis end testing of the asphalt material was not included in the odgin·l scope-of-work to be performed by Chec Consultants. He requested a budget amendment in the amount of $1,000 to fund a change in the scope of services being performed under contract with Chec Consultants for the study. City an·gar Horsley noted the agenda summary report on th~.~ matte~~ll of the technical aspects of the problem. ~.~.~.iiii~i~i!iii~:. ~!ili!ii??~iii!!?i~ .... S · y stin to approve the budget amendment Ind;...i!~thorize a~°n~ii~::ih~e Fo~iic Analysis and Rehabilitation Design Study for a portion ~ Airport::~ Boule~;: ~.i!~ :the following roll cell vote: AYES: Councilmembers Chavez,~iku.,.~:~'lly, Mastin, ·ne[iM~[Nlalone. 9. NEW BUSINESS 9a. Amend Ukiah Municioal Code _~9661 to Desiottate the~Clt'v'~Eneineer ·s the Flood Plain Planning Director Sawyer noted th~ Uklah M~:~'~$~n~ed ~::~mmun~ Development Dire~or ss th~ Flood P~in Administrator even'i}thOugh ~'i:lUli~ and :r~onsibilities as$ocisted with the position, end articulated in §9662.::~:'the FI~ Pl~?Mahagement ordinance, are more engineering than planning related. Tb&~e dutiej'~re mo~ effectively administered by the City Engineer and his staff than by the P ~._:..~i'ng De~ment. ";:i:i:i::;:::: ::::::" ~....::: ::: ~:: · MIS MalonelAshiku to ~ntroduc..~;~he ord~na:.~i: by tit!~:~ly, carded by the following roll cell vote: AYES: Cou..:ncilmembers ~v..'~, Ashik~i~>.i~e~i!:~Stin, and Mayor Malone. NOES: None. City Cle~i~nde'aon read"~i~n~ of the City Coundl of the City of Ukiah Amending Division 9, Chapter 6:i~!~cieii~i~iSectioYi:~.~::i~i~e Uklah City Zoning Code. M/S Ashiku/Ma~ni~':.~duce thegn·hca Amending Division 9, Chapter 6, Article 4, Section 9661, of ~?~ah ~:'~ i~e, ~$ignating the City Engineer ·s the Flood Plain Administrator, cerried..,~lhe following ~!i~l~te: AYES: Councilmembers Chavez, Ashiku, Kelly, Mestin, ·nd May~!Malone. NOES: ~eL::i~i~STAIN: None. ABSENT: None. iiiii:' Consideration ~Ground Lease with the Uklah Men's Golf Club ~unity Servi~:~i~rector Del(noblough noted there is · waiting list for cart storage facilities ~'the:.~iah::~Pal Golf Course. The City Golf Enterprise Fund is not adequate to finance the ~~0,O00:~ssary to construct · second storage facility. The Ukiah Men's Golf Club has off~ed,~o:r~nance and build such a storage facility on City land adjacent to the existing storage shed at the Golf Course. The terms of the lease would be et I;1 per year for the first ten years, I;250 in year 11, end escalating $2,50 per year through year 15. At the end of 15 ye·rs, the ownership and maintenance and operation responsibilities would be returned to the City. Paul Shimmin, representative of the Uklah Men's Golf Club, noted the design of the shed would be approved by the City before construction began. He mentioned some of the construction labor would be borne by volunteers and some of the construction materials would be donated in order to minimize financing of the project well under $60,000. MIS Kelly/Mastin to enter into a ground lease with the Ukiah Men's Golf Club for properly at the UkJah Municipal Golf Course, in order for the Club to construct · cart storage facility, carded by the following roll cell vote: AYES: Councilmembers Chavez, Ashiku, Kelly, Msstin, and Mayor Malone. NOES: None. ABSTAIN: None. ABSENT: None. Regular Meeting - February 4,1998 Page 2 10. CITy GOUNCIL REPORTS Councilmember Ch·vez had no report. Councilmember Ashiku mentioned he attended the Northern California Power Agency (NCPA) strategy meeting, ·t which new directions for the Agency in light of electdc industry deregulation were considered. He also attended a meeting with representatives of the State aimed at developing programs to train health care workers. It became evident to him such training should be employer ddven in this community. The Employers Council olans to become involved. Counciimember Kelly inquired regarding NCPA's position on the use of ~anta Rosa's wastewater for regeneration of the steam fields at the Geysers. Public Utilities Director Barnes noted NCPA has been using Lake County wastew·ter for some time for its facilities at the Geysers, however, too much water injected in the area would cool down the steam fields too much. Councilmember Kelly reported she attended an Economic Developmept Finan..~i=~':Corporation meeting. All but $30,000 of its revolving loan funds have been disburs~i:l~ M~elin Holtkamp is officially serving ·s Executive Director of EDFC. Councilmember Kelly ~ed!~e made · strong effort ·t Mendocino Council of Governments (MCOG) to pro~:the ~s ~s'~n not to direct all regional transportation funds to the Willits bypass project. H....~'er, her e.~s:~r:e.!not successf~: She attended a meeting sponsored by the County of MendS0 regardi~::!~he;~dSne Treatmi~;it Facility to be located It the Public Health Clinic on Law~ii~:~.:.v. enue. ~'left th~i':i~etih~:~ced Councilmember Masfin ·trended · Mendoclno Solid Wa~:~e~Management Authority (MSWMA) meeting ·t which recycling goals were discussed. He p~i~.ed ~::::group with an update on the Taylor Drive Transfer Station ·nd noted the group was ~ing t(~e:!ithe':North Forks Improvement Group a 60-day extension for filing its appeal of the...m~nt Cou'~:!:~~;iin its litigation against MSVVMA. He attend a Mendocino Transit Autho~A)i:~eeting l't:i~i:.SB 45 was discussed. MTA asked MCOG to use local transportation:~.ii~nie::~adety of tr~P°rtation modes, not just highway construction projects. He may be · ~on ~i~s~s.:KZ..y....~ii~dio program on February serving ·s the League of Californii'Cities c~rr!uni~:::~ices Committee chairman; he attended · meeting of:that committee..:~::Or~rio. The ~~Empire Division quarterly meeting scheduled for Saturd·~:in!::Forl Bragg:m~: be cancele~li::d~:tOthe impending stormy weather. 7a. A~_~ea! of Planninq Commissloi~':Denlal of Use Permit Amendment No. ":~:~::: ::i..: :: ........ ............... '~iii iiii::ili::i iii? tO ~Stablished ff all members I~d viewed the site of this appe·l. All Cou~embers i~~:i~y h·d done a site view of the property at Talmage ·nd state t ":"::':':':" ';'";':':':':':';"::'":':':':': :':':':':':':'" Platting Director sa~i~ed the appeal before the Council was for the establishment of a take- out':irestaurant.., kitchen (~ec Grill) ·t the Chevron Station located at the intersection of Talmage R.~d: and South st·te~treet. Staff is supportive of the basic concept of siting such facilities ~e~r. however, fe..~is particular site was not adequately configured to do so. ~l'6~::::~~" Lohse reported the project was reviewed by the Planning Commission and de,ediT: i~h~:Ptanning Commission ·nd staff were in agreement that · take-out restaurant would req~i~::;~j"0r more additional parking stalls thereby causing additional congestion and circulation problems on a site that is already constrained by its size ·nd the amount of existing development on the lot. Mayor Malone opened the Public Hearing at 7:34 p.m. Robert Axt, Eastside C, alpell· Road, representative of the proponents of the project, noted the proposal for take-out food service was not · new use of the property and did not vary significantly from the type of service offered by the Buskin Robbins operation at the Shell Station at Airport Park Boulevard and Talmage Road. He noted the owner~ of the gas station feel the denial of the proposal is an unfair imposition on their food service operation. As to the matter of congestion on the site, it is a valid concern and, in that regard, the employees of the station have agreed to park offsite in order to relieve some of the congestion. Regular Meeting - February 4, 1998 Page 3 The Public Heating was dosed at 7:42 p.m. Discussion ensued regarding the type of food service offered and allowed at the station as well as at the new Shell Station at Airport Park Boulevard and Talmage Road. Planning Director Sawyer noted a traffic study was done which applied to both parcels. M/S MalonelAshiku to uphold the Planning Commission's findings and deny the appeal of Use Permit Amendment No. 97-39, carded by the following roll call vote: AYES: Councilmembers Chavez, Ashiku, Kelly, Masfin, and Mayor Malone. NOES: None. AM,STAIN: None. ABSENT: None. ¶ 1. CITY MANAGER/DIRECTOR REPORTS City Manager Homley noted she spoke with Bill Friedman of Friedman Bmthem Hardware Store and he assured her his company was doing well in Ukiah and had no plans of selling its facility. She mentioned recent weather reports call for three to five inches of rain in the next few da~:~. So far with the last phase of storms, the City has had no power outages. If the ground.becom~.~o saturated, the Landfill will close temporarily. She urged Councilmembem to ma~'~!!~e ~:~lule of budget meetings on their calendars and to inform her soon if they were unabl.e.'.'i~6'i?.itte~d these important sessions. She met with County Administrator Mike Scann~!~!~ay. ~'ii~ned there was an effort being made in Sonorna County to convince PG&E to ~i divertin~."::~ter~i~ the Eel Ri .v....~ into the Russian River. She will inform the Council as s~as she ~ ~f;~:iR~ond Em~e Division of the League of C, alifomie Cities meeting, s~uled fo~s' wee~ii!~;.::i~i~i is 12. CLOSED SESSION The Council adjourned to Closed Session et 7:58 p.m...~e ~i:.~.vened in Open Session City_ of Uklah v. Invest Financial C0.~mtion..i~tll::'~Sln Mateo Su_Defior Court Case Ne, '12b. G.C. Section 54956.8 - on erence ~h Real euotlator. Pro_~erty: AP No, ¶ 70-050-13. Ne_uotiator: i?~iCand&ce Horsla_v. :~}nder Neootiation: Terms ~a. ADD':~I ~f::iSettlemi~:AS~ments. Cltv of' Uklah v. Invest Financial Comoretion. et MIS Mas~A~'hiE~:**~::::*~/6~. Seffi~ment Agreements and Releases of Claims with Meridian Capita!.,:~rkets, Grenf!!!i~Bg~, end the City of Ukiah, ~nd authorize the Mayor to sign the ~gree.~nts, carried by ~i~!~'g mil call vote: AYES: Councilmembers Chavez, Ashiku, Kelly, Ma~:: ,nd Mayor Malo*i: '~ES: None. ABSTAIN: None. ABSENT: None. Colleen B. Henderson, City Clerk Regular Meeting - Februa~ 4, 1998 Page 4 ITEM NO. DATE Sa February 18, 1998 AGENDA SUMMARY REPORT. SUBJECT: REPORT OF DISBURSEMENTS FOR THE MONTH OF JANUARY 1998 Payments made during the month of January 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: 102534-102644, 102762-102914, 103042-103122, 77466-77467 Payroll check numbers: 102416-102533, 102645-102761,102915-103041 Direct Deposit numbers: 2134-2351 Void check numbers: None This report is submitted in accordance with Ukiah City Code Division 1, Chapter 7, Article 1. RECOMMENDED ACTION: Approve the Report of Disbursements for the month of January 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: Klm Sechrest, Accounts Payable Specialist Attachments: Report of Disbursements Ap p ROVE D L_~~- ~:;'~. , -/~~'~--, Candace Horsley, City~/lanager AGENDA.WPD/krs CITY OF UKIAH REPORT OF DISBURSEMENTS REGISTER OF PAYROLL AND DEMAND PAYMENTS FOR THE MONTH OF JANUARY 1998 Demand Payments approved: Check No. 102534-102644, 102762-102914, 103042-103122, 77466-77467 FUNDS: 100 General Fund $107,935.35 660 661 140 Park Development 663 141 Museum Grants 142 National Science Foundation 665 150 Civic Center Fund 670 200 Asset Seizure Fund 675 201 Asset Seizure (Drug/Alcohol) 678 220 Parking Dist. Rev. Fund $918.35 679 260 Downtown Business Improv. $166.79 693 270 Signalization Fund $345.00 695 301 2107 Gas Tax Fund $8,083.02 696 310 Special Aviation Fund 921,1 55.19 697 332 Federal Emergency Grant 98,936.25 698 340 SB325 Reimbursement Fund 91,237.65 800 341 S.T.P. 9573.00 805 410 Conference Center Fund 96,339.37 820 550 Lake Mendocino Bond 900 555 Lake Mendocino Bond Reserve 910 575 Garage 91,186.91 920 600 Airport 924,919.21 940 610 Sewer Service Fund 950 611 Sewer Construction Fund 960 612 City/District Sewer 938,242.00 962 615 City/Dist Sewer Replace 965 652 REDIP Sewer Enterprise Fund 966 PAYROLL CHECK NUMBERS 102416 - 102533 DIRECT DEPOSIT NUMBERS 2134 - 2203 PAYROLL PERIOD 12/14/97 - 12/27/97 PAYROLL CHECK NUMBERS 102645 - 102761 DIRECT DEPOSIT NUMBERS 2204 - 2276 PAYROLL PERIOD 12/28/98 - 1/10/98 PAYROLL CHECK NUMBERS 102915 - 103041 DIRECT DEPOSIT NUMBERS 2277 - 2351 PAYROLL PERIOD 1/11/98 1/24/98 Sanit. Disp. Site Sanitary Disposal Replace Countywide JPA Refuse/Debris Control U.S.W. Billing & Collections Contracted Dispatch Services Public Safety Dispatch MESA (Mendo Emerg Srv Auth) Clubhouse Renovations Golf Warehouse/Stores Billing Enterprise Fund Fixed Asset Fund Electric Street Lights Water Special Deposit Trust Worker's Comp. Fund Liability Fund Payroll Posting Fund General Service Community Redev. Agency Redev. Housing Fund Redevelopment Cap Imprv. Fund Redevelopment Debt Svc. TOTAL DEMAND PAYMENTS TOTAL PAYROLL VENDOR DEDUCTION CHECKS TOTAL PAYROLL CHECKS TOTAL DIRECT DEPOSIT TOTAL PAYMENTS VOID CHECK NUMBERS - None 935,475.40 91,698.82 9134,918.00 91,885.44 91,667.32 93,024.25 92,021.06 910,504.94 9566,844.77 99,086.50 947,493.28 915,723.98 940,107.23 9139,717.37 9983.92 91,994.21 958.73 91,500.53 91,234,743.84 971,281.94 9296,117.16 9244,306.54 91,846,449.48 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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DATE: February 18, 1998 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF ORDINANCE AMENDING UKIAH MUNICIPAL CODE §9661 TO DESIGNATE THE CITY ENGINEER AS THE FLOOD PLAIN ADMINISTRATOR SUMMARY: On February 4, 1998, the City Council introduced on a 5-0 vote an ordinance amending Ukiah Municipal Code {}9661 to designate the City Engineer, rather than the Community Development Director, as the City's Flood Plain Administrator. Accordingly, this ordinance is now ready for City Council adoption. RECOMMENDED ACTION: Adopt the ordinance amending {}9661 of the Ukiah Municipal Code to designate the City Engineer as the City's Flood Plain Administrator. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Do not adopt the ordinance amending {}9661, thereby maintaining the "Community Development Director" (Planning Director) as the City's Flood Plain Administrator. 2. Amend {}9661 in some other manner as may be articulated by the City Council, and direct staff to re-introduce the revised ordinance at a future Council hearing. Citizen Advised: N/A Requested by: Candace Horsley, City Manager Prepared by: Robert Sawyer, Planning Director Coordinated with: Candace Horsley, City Manager; Mike Harris, Asst. City Manager; David Rapport, City Attorney; Rick Kennedy, City Engineer/Public Works Director Attachments: Ordinance Amendment ([}9661) Candace Horsley, Cit(-y'~nager ORDINANCE NO. ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING DIVISION 9, CHAPTER 6, ARTICLE 4, SECTION 9661, OF THE UKIAH CITY ZONING CODE The City Council of the City of Ukiah hereby ordains as follows: SECTION ONE Ukiah City Code Section 9661 shall read as follows: §9661: DESIGNATION OF FLOOD PLAIN ADMINISTRATOR: The City Engineer or his/her designee is hereby designated the Flood Plain Administrator to perform the duties of the Flood Plain Administrator and implement the provisions of this Chapter. SECTION TWO This ordinance shall be published as required by law in a newspaper of general circulation and shall become effective thirty (30) days after it is adopted. Introduced by title only on February 4, 1998, by the following roll call vote: AYES: Councilmembers Chavez, Kelly, Ashiku, Mastin, and Mayor Malone NOES: None ABSENT: None ABSTAIN: None Passed and adopted on February 18, 1998, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Sheridan Malone, Mayor ATTEST: Colleen B. Henderson, City Clerk Sc ITEM NO. MEETING DATE: February 18, 1998 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR ANNUAL CONTRACT FOR CHLORINE PRODUCTS REPORT: Each year it is necessary to purchase chlorine products in 150 lb. and 1 ton cylinders. Chlorine is a chemical necessary to meet State of California Water Quality standards and is used in the daily operations of the water and wastewater treatment facilities. A Request for Quotation for the purchase of chlorine products on an as needed basis was written for firm unit prices within one year from date of award. Bid packages were mailed to five suppliers. Three bids were returned and opened by the City Clerk on February 10, 1998. All Pure Chemical Company is the Iow bidder with a bid price of $63.49 for 150 lb. cylinders and $387.49 for 1 ton cylinders. This equates to a total annual estimated cost of $28,394.10. RECOMMENDED ACTION: Award bid to All Pure Chemical Company for the amount of $63.49 for 150 lb. cylinders and $387.49 for 1 ton cylinders. ALTERNATIVE COUNCIL POLICY OPTIONS: Postpone award of bid. Acct. No. (if NOT budgeted). N/A Acct. No.- 612-3580-520 Appropriation Requested: N/A 820-3908-520 Citizen Advised. N/A Requested by: Darryl Barnes, Director of Public Utilities Prepared by: George Borecky, Water and Sewer Operations Superintendent Coordinated with' Candace Horsley, City Manager Attachments: Bid Tabulation APPROVED: Candace Horsley, Citt Manager 5d ITEM NO. MEETING DATE: February 18. 1998 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR LIQUID FERRIC CHLORIDE REPORT: Each year it is necessary to purchase approximately 150 tons of liquid ferric chloride for use at the wastewater treatment plant. Liquid ferric chloride is used as the primary coagulant in the advanced wastewater treatment process. Total quantities are an estimate of annual usage. Orders are placed on an as needed basis by wastewater treatment plant personnel. Requests for Quotations through the formal bid process were sent to nine chemical suppliers. Three bids were returned and opened by the City Clerk on February 10, 1998. The bid from Kemwater for $318.45 per dry ton is the Iow bid. Staff recommends that the bid be awarded to Kemwater for $318.45 per dry ton which equates to an annual estimated cost of $47,767.50. $122,000 was budgeted in the Sewer account 612-3580-520 for the purchase of chemicals. RECOMMENDED ACTION: Award the bid for Liquid Ferric Chloride to Kemwater for the amount of $318.45 per dry ton. ALTERNATIVE COUNCIL POLICY OPTIONS: Postpone award of bid. Acct. No. (if not budgeted)' N/A Acct. No.' 612-3580-520 Appropriation Requested: N/A Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Prepared by: George Borecky, Water/Sewer Operations Superintendent Coordinated with' Candace Horsley, City Manager Attachments: Tabulation of bids Candace Horsley, City Manager 0 I- C) C) C) '- ~ r- ~ n 0 ITEM NO, 5e DATE: February 18_. 1998 AGENDA SUMMARY REPORT SUBJECT: BUDGET AMENDMENT FOR CITY MANAGER TRAINING AND GENERAL SUPPLIES FUNDS - CITY MANAGEMENT DEPARTMENT Staff is requesting a budget amendment to the City Manager's account, General Fund 100.1201, for both the 640 Training Expense and 690 Special Supplies line items. The amount adopted in the City Manager's training account was used for City-wide supervisorial training regarding communication with line staff and how to better understand different personalities as well as techniques to deal with employees. Currently, there is a need for additional training on an individual basis for several management level employees and staff is requesting an additional $500 in the 640 Training Expense account. In addition, the 690 Special Supplies account had an unexpected expenditure of $275 from a delay in expense accounting from the previous year. This request is to add $300 to the 690 Special Supplies line item to compensate for this past expense. Total request for the budget amendment to department 1201 is $800. RECOMMENDED ACTION: Approve the amendment to the 1997/98 Budget for City Manager training and special supplies, increasing expenditures in Account No. 100.1201.640.000 by $500, and 100.1201.690.000 by $300. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine budget amendment is not appropriate and take no action. Acct. Nos. 100.1201.640.000, and 1001.1201.690.000 Appropriation Requested: $800 Citizen Advised: N/A Requested by: Candace Horsley, City Manager Prepared by: Candace Horsley, City Manager Coordinated with: Gordon Elton, Director of Finance Attachments: 1. Budget Amendment Worksheets. APPROVED: ~-~ Candace Ho~'sley, Cit~ Manager mmm ~ ~ ~ ~~ > ~ ~'m ~ ~ ~ m ~~~ E~E E E E E E E E'~ E~ ~ ~ ~ m 5 ~ >~ m m ~ ~ ~ ~,~ ~ ~ ~.~x x x x x x x x x ~ __mm ~ ~ ~ ~ .... ~~ 0 0 o m · ~ ~ oo~ ~ o~~ ~ ~ o o o ~ o o~ o oooo~q .~ .~~q .. . .ooo .oo .o ~~~,~oooo- ~ ~ ~ ooo~R~~~o~ ~E ~~o~ ~'~~:~'~ooo~o~~o~~~ ~ ~ '~~~ '~~ oo~.~~ '°°°~°~°~°°°'.. ,'~°°° 0000000000000000 ~ 00 ~ ~ ~ ~ ~ 0000 ~ 0 ~ 0000000000000000~00~~~~0000000 0 ~ ~000000~0~0~000 0000000 00~0 ~ ~ ~ ~ ~ ~ ~ 0 ~ ~ ~ ~ ~ 0 ~ ~ ~lO'~ ~ ~ ~ ~ ~ ~ 0000 ~ ~ 0 ~ 0 oooo o :o 0 0~ ~ ~ ~ ~ ~0~ ~ ~ ~ 0 ~ ~ ~ ~ ~ 0 0 0 0 0 0 ~ o~ o . oo oo, o .o ~ · O0 O0 ' 0 O0 O0 0 ~ ~ ~ ~ ~0 I 0 ~ ~ ~ ~ ~ ~~ ~ O~ 0~0 ~ ~ O~ 0 ~ ~ 000 0,-- ~ ~ ~o~ o ~m ~ ~ ~ ~ ~ ~ 0 0 O~ 0 0 ~~ ~ ~00 00 0~ 0 GENERAL FUND #100 Budgeted amounts: Beginning fund balance 7/1/97 ~,evenue budgeted Expenses budgeted Transfers In/(Out), at net Loans to other funds Budgeted ending fund balance 6/30/98 $ 509,388 $ 6,308,310 $ (6,609,488) $ 2O5,775 $ - $ 413,985 Adjustments made during the fiscal year: Date Proposed 7/1/97 8/6/97 8/6/97 8/20/97 8/20/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/19/97 12/17/97 12/17/97 1/21/98 2/4/98 2/18/98 2/18/98 Change in beginning fund balance per audit Storm drain videotaping project South State Street repair City Clerk compensation adjustment Street portion of Garage cleaner/solvent contract Traffic Safety Grant Revenue Firefighters Association Donation Fees for services to Mendocino District Attorney Sale of Surplus Fire equipment Traffic Safety Grant Expenses Reduce personnel costs Reduce fire apparatus costs Reduce Special Supplies costs Delete radio equipment replacement and modifications Fire hoses and fittings Animal Shelter property appraisal Animal Shelter property appraisal reimbursement Legal services for Civil Service hearings Consultant services for General Plan map conversion Supervisorial training Special supplies Account No. 100.3110.250.000 $ 100.3110.250.000 $ 100.1101.110-156 $ 100.3110.303.000 $ 100.0600.488.911 $ 100.0900.900.911 $ 100.0800.616.911 $ 100.0800.625.002 $ 100.2101 .XXX.911 $ 100.2101.110-157 $ 100.2102.303.001 $ 100.2101.690.000 $ 100.2102.800.006 $ 100.2101.690.001 $ 100.1201.250.000 $ 100.0600.489.000 $ 100.1601.250.000 $ 100.1501.250.000 $ 100.1201.640.000 $ 100.1201.690.000 $ (4,000) (13,500) (741) (285) 20,175 2,100 2,500 2,000 (29,242) 75O 3OO 417 1,000 (1,832) (2,8oo) 1,400 (6,622) (4,ooo) (5oo) (3oo) Revised Budgeted Ending Fund Balance 6/30/98 $ 380,805 RESERV98.XLS 2/11/98 Page 1 Funds 100; 110; 115; 130; 131 5t: ]~tem No. Date:_Eebruary 18. 1998_ SUBJECT: Notification of Award of Bid to Jackson Equipment Corn~ $ 9,808.00 to perform required maintenance and repair at the Lake Mendocino Hydro Facility. Maintenance of various generating and electrical equipment at the hydro facility has been deferred for several years. Some of these items have not been inspected since the initial plant start-up. Maintenance has been deferred in order to maximize plant operation, since the units would need to be shut-down for a period of time in order to conduct the required inspections and work. Due to flow restrictions resulting from the damage suffered in the release valves, all water is currently by-passing the facility. Therefore, the generating units cannot be operated until flows are reduced. We will be able to resume generation once the flows are lowered to a level that can be handled by the generating units. As a result, it was felt that this would be an opportune time to conduct the required maintenance and inspection of the generation and electrical equipment. In the past, crews from the Northern California Power Agency have performed work at the hydro facility under a contract with the City of Ukiah. However, NCPA no longer performs work outside of jointly owned NCPA member generating facilities. Members of Jackson Equipment Company are employees of NCPA's hydro maintenance department and therefore, have a working knowledge of our facility. In addition their rates for the work to be performed were compared with other proposals received to pedorm sirniliar work and were found to be the lowest rates. Attached is the scope of work to be performed under this purchase order. In addition we have requested that Jackson Equipment develop a recommended action plan and estimated cost for any additional repairs identified as a result of their inspections. As required by our purchasing policies, this report is to give Council notification of an award of bid to Jackson Equipment Company in an amount of $ 9,808. Funds are available within the 800-5536-250 for this work. RECOMMENDED-'-----ACTION: Accept Notification of Award of Bid. ~TIONS' Terminate Remainder of Work. ALTERNATIVE cOUNCIL POL · Citizen Advised: N/A Requested by' Darryl L. Barnes, Director of Public Utilities Coordinated with: Candace Horsley, City Manager Attachment:l) Scope of Work APPROVED: ~ ~ ~y, City tv~nager JACKSON EQUIPMENT CO. Post Office Box 669 Middletown, California 95461 (707) 987-3660 January 13, 1998 Mr. Daryl Barnes Director of Electric Utility 300 Seminary Drive Ukiah, CA 95482 Dear Mr. Barnes In response to your recent request for quotation concerning work on the Lake Mendocino Hydroelectric Project, Jackson Equipment Company submits the tbllowing. J&R Energy Associates, Inc., will be utilized as a subcontractor to complete this work. J&R inspected both units on December 12 and reviewed the most recent operation and subsequent trip of Unit 2. It appears the existing oil in the hydraulic systems has been in service since original startup. Many of the temperature and pressure devices have not been calibrated recently, this could initiate false trips or hold systems out of service. Unit No. 1 turbine has not been run for an extended period and should be inspected internally. With these criteria in mind, Jackson Equipment proposes to; 1. Drain both Unit I and 2 hydraulic systems of existing oil. 2. Flush both systems utilizing kerosene to assist in removing grit, varnish and other contaminants. 3. Inspect hydraulic system components for wear, corrosion and serviceability. 4. Check all hydraulic system settings and dimensions. 5. Calibrate all pressure and temperature devices. 6. P, cplace all hydraulic oil with new oil. 7. Visually inspect Unit 2 thrust bearing. This thrust bearing alarm and trip were activated during last unit trip action. 8. Visual inspection of both turbines, utilizing the inspection hatches. 9. Startup and stabilize both units. Present water flow will only allow operation of' Unit 1. 10.Carry out necessary protective relay trouble shooting for both units to return to service. This work should require five work days of nine hours each, with a labor cost $9,808.00. Oil and kerosene to be furnished by the City of Ukiah. Material, supplies and freight are not quoted for this work and will be charged at cost plus 15%. We are unable to quote parts cost without disassembly, but we do not anticipate maior problems in this area. Any major purchase will be discussed with and approval obtained from the City of Ukiah before proceeding. Jackson Equipment, utilizing J&R Energy Associates as the prime worker, is prepared to start this work within five clays of notification. J&R has recently completed successful major overhaul work at the Indian Valley Powerhouse, on units similar to those at Lake Mendocino. Thank you for the opportunity to quote this work. Should you have any questions please contact us. Sincerely, // Was;ne son Genera ~ l~akr~n°enr AGENDA SUMMARY ITEM NO. Sa DATE:FEBRUARY 18, 1998 REPORT SUBJECT: RECEIVE REPORT REGARDING THE ACQUISITION OF CONSULTANT SERVICES PURSUANT TO SECTION 1522 OF THE UKIAH MUNICIPAL CODE FOR TRAFFIC SIGN INVENTORY AND REFLECTIVlTY STUDY This is to report that consultant services exceeding $5,000 in cost, but less than $10,000, is being acquired to create a traffic sign inventory and to perform a traffic sign reflectivity study (the Project). Pursuant to the provisions of Ukiah Municipal Code Section 1522, the Purchasing Officer (City Manager) will award the consultant service contract to TJKM as recommended by the Director of Public Works. The Project will be funded under the Mendocino Council of Government's 1997/98 Transportation Planning Work Program as Work Element No. 11 up to a maximum of $8,000. On November 19, 1997, the Ukiah City Council approved a budget amendment for the receipt of the revenue and the expenditure of funds. TJKM has proposed to perform the work as described in the Request for Proposal (RFP) for the fixed fee of $8,000. Five (5) proposals were received by the deadline of February 6, 1998 in response to the Department's RFP. The following criteria were used in evaluating the consultants proposals: CONTINUED ON PAGE 2 RECOMMENDED ACTION: Receive report. ALTERNATIVE COUNCIL POLICY OPTIONS: None. 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 Scope-of-Work. Ca'dace Ho;sley, City~.lanager R: 1 \PW:kk ATJKM Receive Report Regarding the Acquisition of Consultant Services Pursuant to Section 1522 of the Ukiah Municipal Code February 18, 1998 Page 2 I · Consultant's specialized experience and technical competence applicable to the services specified· J Consultant's performance record on similar projects. . Consultant's capacity to perform the work on time. Adequate work plan and project team. , Consultant's familiarity with the type of problems applicable to the project. 5. Reasonableness of consultant's proposed fee. The above evaluation criteria comply with the requirements of the Municipal Code and Section 4526 of the Government Code which requires that this type of consultant service be awarded based on demonstrated competence and the possession of the necessary professional qualifications needed for the satisfactory performance of the work. The proposed fee may be one factor in the evaluation. Based on the above criteria, TJKM's proposal rated the highest amongst the proposals submitted. The other proposers were W-Trans (Whitlock and Weinberger), Rau and Associates, Inc., Ruzicka Associates, and SHN Consulting Engineers. R:I\PW ATJKM CITY OF UKIAH REQUEST FOR PROPOSALS FOR TRAFFIC SIGN REFLECTIVITY AND INVENTORY INTRODUCTION/PROJECT LOCATION The City of Ukiah is requesting proposals from qualified firms to complete a traffic sign reflectivity study and inventory. All project work is located within the City limits of Ukiah, California. The City of Ukiah is approximately 4.5 square miles in size and has a total maintained street length of approximately 52 miles. DESCRIPTION OF PROJECT The successful firm will be responsible for conducting and completing a traffic sign reflectivity study and inventory for the City. The reflectivity study shall be performed during night-time hours, from one hour after sunset to one hour before sunrise. Work shall also be limited to nights without measurable precipitation or fog to prevent the elements from otherwise interfering with the reflectivity measurements. The contemplated work to be performed by the selected consultant is indicated in the Scope of Work. The Consultant's proposal must address at a minimum the scope-of-work indicated. For proposal purposes, please note the following: The successful firm will be required to meet with City staff before commencing work. Proposals may also include any value engineering recommendations which may result in cost savings to the City. SCOPE OF WORK Traffic signs shall be surveyed for reflectivity. An inventory for these signs shall be prepared including the following as a minimum' sign location, sign type and size, reflectivity of sign, and type of sign post. Milepost or footage location of signs will not be required. However, sign locations may be identified per the following format examples: 1) stop sign at SW corner of Cypress Avenue and North Oak Street and 2) speed limit sign on the north side of East Perkins Street between Main Street and Mason Street. The inventory must also indicate whether the reflectivity warrants sign replacement or whether the sign face can be cleaned (graffiti/stickers removed) to enhance reflectivity. The sign inventory shall be provided in a printed format as well as a Microsoft Excel spreadsheet format on diskette. In general, reflectivity shall be determined by the ability of the driver to recognize and read signs during night time driving conditions utilizing the Iow-beam headlight setting. For example, stop signs must be adequately reflective to permit the safe stopping sight distance for the speed zone of the respective street. Work Task 1: All regulatory and all warning signs within the City limits will be surveyed at night for reflectivity and tabulated for a sign inventory. Work Task 2: All guide and all street-name signs within the City limits will be surveyed at night for reflectivity and tabulated for a sign inventory. PROJECT BUDGET The City has received an allotment of $8,000 from the Mendocino Council of Governments for performance of the work identified in this request for proposals. The City does not anticipate providing any separate funds to supplement the funding for this project. Therefore, the work has been separated into two tasks with the first task listed as the first priority of the City for work to be completed. Consultants shall identify in their proposals the cost to complete each task. The City reserves the right to award a professional services agreement for just one of the above work tasks should the cost proposals prohibit completing both work tasks. SCHEDULE Proposals will be received until 5:00 p.m. February 6, 1998. Review of proposals: February 6 - 18, 1998. City of Ukiah City Council awards professional services agreement for traffic sign reflectivity and inventory February 18, 1998. Consultant signs agreement and submits insurance certificates: February 19, 1998 to March 2, 1998. Consultant initiates and completes work March 2, 1998 through April 30, 1998. CONSULTANT'S PROPOSAl Proposals shall be labeled "Proposal- Traffic Sign Reflectivity Study and Inventory". Proposals shall be submitted to: City of Ukiah Department of Public Works Attention: Richard J. Seanor, Deputy Director of Public Works 300 Seminary Avenue Ukiah, CA 95482-5400 Four (4) copies of the PROPOSAL are required. Proposals must be received prior to 5:00 p.m. February 6, 1998. Proposals shall include the following as a minimum: , Name and brief resume of the individual who will be in responsible charge of the project. , Name and brief resume of the firm's staff who will be assigned to the project. , An estimate of the cost with a breakdown of fees to complete each specified work task identified in the scope of work and a cost not to be exceeded for each work task. , A copy of the consultant's project cost itemization and current fee schedule to be made a part of the agreement. . A list of similar projects (including references and phone numbers) completed by the firm. EVALUATION OF CONSULTANT'S PROPOSAL The following evaluation criteria will be used in evaluating and selecting candidates: , Candidate's specialized experience and technical competence as applicable to the services required. Resumes must be furnished for the proposed team members and team leader. , Candidate's past record of performance, on similar projects, including control of costs, quality of work, and completion of work in a timely manner. o Candidate's capacity to perform the work in a timely fashion. A proposed work plan and organization chad should be included. . Candidate's familiarity with the type of problems applicable to the project. 5, Candidate's estimated fee, proposed fee schedule, and method of compensation. SUPPLEMENTAL INFORMATION Attached please find the following: 1. A site location map, "Attachment A". 2. City of Ukiah Insurance Requirements, "Attachment B". Questions shall be directed to Mr. Richard J. Seanor, Deputy Director of Public Works, City of Ukiah, Department of Public Works, 300 Seminary Avenue, Ukiah, CA 95482-5400, (707) 463-6296. AGENDA SUMMARY 5h ITEM NO. DATE:FEBRUARY 18, 1998 REPORT SUBJECT: RECEIVE REPORT REGARDING THE ACQUISITION OF CONSULTANT SERVICES PURSUANT TO SECTION 1522 OF THE UKIAH MUNICIPAL CODE FOR PAVEMENT ANALYSIS ON PERKINS STREET This is to report that consultant services exceeding $5,000 in cost, but less than $10,000 has been acquired pursuant to the provisions of Section 1522 of the Ukiah Municipal Code for the performance of engineering work related to pavement analysis and rehabilitation recommendations for the Perkins Street Reconstruction project. The consultant services have been acquired from Chec Consultants and an amendment to their current Consultant Agreement has been issued. This was a sole source acquisition for a portion of the services needed (Dynaflect). Chec's services were sought because engineering expertise to determine the most cost effective rehabilitation method for Perkins Street from US 101 southbound off-ramp to Main Street is needed. Compensation for services rendered will be made on a time and expense basis not to exceed $7,410. The consultant services to be rendered is an engineering expense and it will be expensed from the project budget of $313,145 in budget Account No. 300.9646.250.000. Consultant will begin work on February 17, 1998, weather permitting; work in the street will be performed after the evening rush hour. RECOMMENDED ACTION: Receive report. ALTERNATIVE COUNCIL POLICY OPTIONS' None. 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. Authorization request and consultant's proposal. 2. Amendment to Agreement. APPROVED. Candace anager R: 1 \PVV:kk APERKINS M .E .M .0 .R .A .N .D .U .M DATE: February 3, 1998 TO: Candace Horsley, City Manager FROM: Rick H. Kennedy, Director of Public Works/City Engineer REQUEST TO AWARD PRELIMINARY ENGINEERING WORK TO A SOLE SOURCE (CHEC CONSULTANTS) IN THE AMOUNT OF $7,410 FOR PAVEMENT ANALYSIS/REHABILITATION RECOMMENDATIONS FOR PERKINS STREET RECONSTRUCTION PROJECT The attached proposal was submitted at my request. I am seeking engineering expertise to determine the most cost effective rehabilitation method for Perkins Street from US 101 southbound off-ramp to Main Street. Because of its high crown, we cannot rehab the road by constructing a structural asphalt overlay. We will need to grind a pre-determined depth of existing asphalt concrete and replace it with new asphalt concrete. The depth of removal is dependent on many factors. 1. Depth of existing structural section. R value of basement soils. Establishment of a reasonable traffic index. The cost of this work is an engineering expense, and is to be taken from the project budget of $313,145 in budget Account No. 300~9646.250.000. To my knowledge, Chec Consultants is a sole source for the non-destructive portion of the services needed (i.e. Dynaflect) in northern California. The other day you asked me about the schedule for the Perkins and Orchard Reconstruction Projects. In order to complete these projects this summer, we need to act now. An engineering proposal from Chec for analysis of Orchard Avenue from Perkins and Gobbi is forthcoming. We cannot proceed with a cost effective repair without the proposed consulting services. Civil Consulting Pavement Management Asphalt Technology Construction Services Asset Management February 2, 1998 Job No. 98033 City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Attn' Mr. Rick Kennedy, P.E. Director of Public Works/City Engineer Subject: Proposal for Engineering Services Pavement Analysis/Rehabilitation Recommendations Perkins Avenue - 100 ft. east of Orchard Avenue to Main Street Gentlemen: At your request, we have prepared the following proposal to provide rehabilitation design and recommendations for the mentioned street. Due to the costs and inconveniences of reconstruction, the City has requested that a rehabilitation option using surface profile grinding be considered for re-establishing an acceptable crown. Our proposal is largely based on performing extensive pavement corings (an estimated 40 cores) to measure the pavement thickness at various locations throughout the section to determine if a combination grinding and structural asphalt concrete overlay can be placed. CHEC proposes to provide pavement coring for the estimated 2400 lineal foot section, deflection testing using our DYNAFLECT non-destructive testing device and analysis for State design, safety traffic control operations, surveying of the crown and curb & gutter elevations, and a design report detailing the pavement grinding and overlay sections and construction recommendations. We will obtain subgrade soil samples to be saved for possible R-value testing, should reconstruction be necessary. Table I provides a detailed cost estimate breakdown for each of the above engineering tasks. Our proposed fee for this project, $7,410, is to cover the engineering services outlined under the scope of services and is a not to exceed amount without prior approval from the City. Although the cost for this investigation may seem to be high, it is minimal when considering the cost savings during construction for using overlays verses reconstruction. CHEC CONSULTANTS INC. ,~,;79f, ,,\IRP()RT R(),,\1-), R['I')I)IN(;, CAI IF( )RNI,,r\ 9~",0/)2 I':) I I~) 222-222~, (,BO()~ 52 ~-22_2 ~ F,&\ (916) 222-,~26() City of Ukiah February 2, 1998 Page 2 If you have any questions or comments, please call (800) 523-2223. Very~truly yours, Gerald Kracher, P2E. Associate Engineer TABLE 1 ESTIMATED COST BREAKDOWN ENGINEERING SERVICES PERKINS AVENUE REHABILITATION JOB NO: 98033 Field Work- Based on a 2 man crew for 10 hours a day 2 hours Staff Engineer @ $90/hr. 16 hours Coring @ $105/hr. (estimated 40 cores) 4 hours DYNAFLECT Testing @ $200/hr. 4 hours Surveying - 2 man crew @ $100/hr. 20 hours Traffic Control @ $60/hr. Mobilization @ Lump Sum (Includes Travel Time, Fuel, Vehicle) Materials - Paint, photos, patch materials, etc. 4 days Per Diem @ $95/day Subtotal Section Design, and Report 12 hours Staff Engineer @ $90/hr. 4 hours Associate Engineer @ $100/hr. 2 hours DYNAFLECT Input/Analysis @ $100/hr. 2 hours CADD Drafting @ $65/hr. 2 hours Senior Engineer @ $105/hr. $180 1680 800 400 1200 7OO 5O 38O $5,390 $1,080 4OO 2OO 130 210 Subtotal $2,020 ESTIMATED TOTAL $7,410 CHEC reserves the right to transfer units between tasks as some tasks may take longer than estimated and others may require less. C?TY OF UKIAH AMENDMENT TO AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES DATED DECEMBER 17, 1997 TERMS AND CONDITIONS All terms and conditions of the Agreement for Professional Consulting Services between City of Ukiah and Chec Consultants, Inc., dated December 17, 1997 shall remain in force and effect except as modified by this and previous executed amendments. AUTHORIZATION Upon execution of this Agreement, consultant is authorized to perform the work described under "Scope-of-Work" of the amendment on a time and expense basis not to exceed the total amount of compensation indicated for the work task. SCOPE-OF-WORK Section 2.0, Scope-of-Services, is hereby amended by the addition of the following: Consultant shall provide field, technical and professional services needed to evaluate existing pavement conditions and to recommend rehabilitation design for Perkins Street from 100 feet east of Orchard Avenue to Main Street, approximately 2400 lineal feet. The services shall include pavement core drilling, deflection testing utilizing the consultants Dynaflect non-destructive testing device, analysis for the required pavement section based on Caltrans design practices, traffic control for field work, surveying of the crown and curb and gutter, the preparation of a design report detailing the pavement grinding and overlay sections and obtaining soil samples of the road sub- grade for potential R-value testing should reconstruction of the road be necessary. This scope-of-work does not include lab costs for the R-value testing. A more detailed scope-of-work is identified in the consultants proposal dated February 2, 1998, and it is hereby included in this Amendment. Resource allocation for each work task is estimated on Table 1 of the proposal. The work of this Amendment shall be completed within 45 calendar days from the date of execution of this Amendment. The date of the Agreement is the date that the City Manager executes this Amendment. COMPENSATION Compensation for the work of this Amendment shall be made on a time and expense basis not to exceed a maximum total compensation of $7,410. Labor rates and expenses shall be those identified in the proposal. The resource allocation for each work task provided in Table 1 of the proposal is for estimation purposes and the costs for individual work item may be more or less than the indicated estimated costs. CHEC CONSULTANTS, INC. CITY OF UKIAH Authorized Agent Candace Horsley, City Manager B:I~AGREEMENT CHEC2.AMD Date 5i ITEM NO. DATE: FEBRUARY 18, 1998 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION AMENDING RESOLUTION NO. 98-24 ESTABLISHING PROCEDURES FOR CONDUCTING ADMINISTRATIVE HEARINGS REQUESTED PURSUANT TO VEHICLE CODE SECTION 40215 At their January 21 meeting the City Council adopted Resolution No. 98-24 establishing procedures for parking citation administrative hearings. Staff has identified some technical amendments regarding the community service provisions and is recommending the City Council modify the procedures. Council action to implement these changes is to adopt a new resolution amending the original resolution and incorporating the modifications. The proposed revisions are identified in the attached resolution by strikeover and underline. RECOMMENDED ACTION: Adopt Resolution Amending Resolution 98-24 Establishing Procedures for Conducting Administrative Hearings Requested Pursuant to Vehicle Code Section 40215. ALTERNATE COUNCIL POLICY OPTIONS: 1. Determine modifications to the proposed procedures are not necessary, and take no action. Acct. No. (If NOT budgeted): Appropriation Requested: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: Acct. No. N/A N/A N/A ~ Michael F. Harris, Assistant City Manager David Rapport, City Attorney and Candace Horsley, City Manager 1. Resolution for adoption, pages 1-8. APPROVED: mfh:asrcc98 0218PARKING Candace Horsley, C[t~ Manager RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING RESOLUTION NO. 98-24 ESTABLISHING PROCEDURES FOR CONDUCTING ADMINISTRATIVE HEARINGS REQUESTED PURSUANT TO VEHICLE CODE SECTION 40215. WHEREAS, 1. Division 17, Chapter 1, Article 3 of the Vehicle Code (commencing with section 40200) ("Article 3") provides administrative procedures and civil remedies for enforcing parking restrictions in cities and counties; and 2. Vehicle Code Section 40215 requires agencies issuing parking citations (an "issuing agency") under Article 3 to review a citation and conduct an administrative hearing at the request of any person; and 3. Vehicle Code Section 40215 contains requirements and procedures governing such a review and administrative hearing. However, under that section the City Council is required to adopt a written procedure to allow a person to request an administrative hearing without payment of the parking penalty upon satisfactory proof of an inability to pay the amount due. In addition, the City is required to conduct the administrative hearing in accordance with written procedures approved by the City Council; and 4. The City conducts reviews and administrative hearings as required by Article 3; 5. This resolution modifies the procedures prescribed by City of Ukiah Resolution Number 98-24 adopted on January 21, 1998 and thus that resolution is now superseded. NOW, THEREFORE, BE IT RESOLVED as follows: 1. General: The City shall conduct its review of parking citations requested by any person and any requested administrative hearings in full compliance with Vehicle Code Section 40215 as it now reads or as it may be hereafter amended ("Section 40215"), and this resolution. This resolution will not restate procedures or requirements contained in Section 40215, which are incorporated herein by this reference as though set forth in full. (A copy of Section 40215 as it now reads is attached hereto as Exhibit "A.") As used herein "days" means calendar days, unless otherwise stated. 2. Procedure to request hearing without payment of parking penalty. Except as provided in this section, any person requesting an administrative hearing ("claimant") must first pay the parking penalty owing under the notice of violation. If paying the penalty would impose a financial hardship on the claimant, the City shall conduct the hearing Resolution No. Page 1 of 8 without requiring the claimant to pay the penalty in advance. A. Standard of financial hardship. Payment will constitute a financial hardship if claimant establishes that his or her family receives public assistance, has income of no more than 80% of the median family income for Mendocino County, or paying the penalty would result in the family lacking sufficient income that month to pay for the basic necessities of life, taking into consideration its existing debts and expenses. Basic necessities includes food, shelter, clothing, utilities, transportation, and medical care. B. Procedure. A claimant may request waiver of the payment requirement by completing and submitting to the finance department the financial declaration, a copy of which is attached to this resolution as Exhibit "B"). The hearing examiner shall review the form and determine whether claimant is entitled to an administrative hearing without paying the parking penalty. The hearing examiner shall make his or her decision within two working days after receipt of the financial declaration. The hearing examiner shall notify the finance department and the claimant in writing whether or not payment is waived. If payment is not waived, the City shall not conduct an administrative hearing until the claimant pays the penalty. The hearing examiner shall uphold the citation without conducting a hearing, if the claimant has not paid the penalty before the scheduled hearing date. C. Notice. The City finance department shall provide a copy of this resolution to each person who requests a review of a parking citation. If the request is made by telephone, the finance department shall obtain the claimant's address and mail a copy of the resolution and Exhibits A and B to that address along with its decision after conducting the initial interview. Thereafter, all notices required by this resolution shall be mailed to that address, unless the notice is personally served on the claimant or the claimant notifies the City in writing of a different address. Notices shall be deemed served and received when personally delivered or when deposited in the United States mail with proper first class postage affixed and addressed as stated in this subsection. 3. Administrative hearing procedure. A. The City Manager shall designate the hearing examiner. The hearing examiner shall satisfy all of the requirements set forth in Section 40215(c)(4). The City Manager may designate a city employee who satisfies said requirements or may contract with an independent contractor. B. A claimant has a right to request an administrative hearing in person, in writing or by telephone. C. Requests for hearings whether made in person, by telephone or by mail Resolution No. Page 2 of 8 shall be made to the City's finance department, which shall transmit the request to the hearing examiner for further processing. D. The hearing examiner shall schedule the hearing within the time required by Section 40215 and notify the claimant in writing of the date, time and place of the hearing no later than 10 days before the scheduled hearing date. The notice shall inform the claimant of his or her right to request one continuance of the hearing date. The hearing examiner shall provide written notice of the continued hearing date not less than five days before the scheduled date. E. If the claimant requests a hearing by mail, the hearing examiner shall base the decision on the notice of parking violation, any information received from the Department of Motor Vehicles, and any written submission from the claimant. The hearing examiner may provide a copy of the written submission from the claimant to the officer or person who issued the notice of violation and request a written response from that officer or person within 10 working days. If the officer or person submits a timely written response, the hearing examiner shall consider the response before making a final decision. Within 10 days of declaring the hearing closed, the hearing examiner shall issue his or her written decision and serve it on the claimant. F. If the claimant requests a hearing in person, it shall be conducted in accordance with the following rules. (1) The hearing shall be tape recorded and the tape preserved for a period of 45 days after the hearing examiner serves his or her final decision on the claimant. If the claimant files an action to review the decision pursuant to Vehicle Code [}40250, the hearing examiner shall preserve the tape until a final, non-appealable judgment has been rendered in that action. A copy of the tape shall be made available upon request to the claimant or the official representing the City in the court proceeding. The City may charge the reasonable cost of copying the tape. (2) The hearing examiner shall preside at the hearing and base his or her decision on the evidence presented at the hearing, including the notice of parking violation issued to the claimant. At the beginning of the hearing, the claimant shall be asked and shall declare whether he or she admits liability for the parking penalty, admits such liability with an explanation, or denies liability. If the claimant admits liability or admits liability with an explanation, he or she may present any extenuating circumstances he or she contends warrant a reduction of the penalty or supports payment of the penalty in installments or through community service. In all cases, the claimant may present argument, comments or explanations, and evidence in the form of personal testimony, the testimony of witnesses and documents. Copies of documents shall be admissible (originals are not required) and marked as exhibits, if accepted as evidence. All documents offered or accepted into evidence shall be preserved for the same length of time as the tape Resolution No. Page 3 of 8 recording of the hearing. The technical rules of evidence shall not apply. Witnesses shall be sworn prior to testifying. The person or officer who issued the notice of parking violation shall not be required to appear and testify, but he or she shall be given not less than five working days' notice of the hearing date, time and place. The hearing examiner shall permit the officer or person to participate and testify at the hearing. The hearing examiner shall issue a final written decision within 10 days after declaring the hearing closed. G. A decision rendered under sections 3. E or F of this resolution shall either determine the claimant liable for the penalty or not liable. If the hearing examiner determines that the claimant is liable for the penalty, he or she shall determine the date by which payment must be made, and whether the penalty shall be reduced, paid in installments or paid through the performance of community service. If the claimant requests a penalty reduction or community service based on financial hardship, the hearing examiner shall require the claimant to complete and file Exhibit B, if not already filed. Community service shall be offered if the claimant satisfies any of the criteria for financial hardship in section 2.A of this resolution or the service to be provided is determined to be of greater benefit to the City than financial remuneration. A copy of the decision shall be furnished to the finance department for purposes of enforcement. Community service may be allowed only with the written agreement of the claimant. The amount of community service shall be determined at an hourly {he rate,.,,'-' ,,,,.,.'"~ "'"',.,,., ~,~,'-'-- h~ur divided into the amount of the parking penalty imposed on the claimant. The hourly rate shall be commensurate with the City's temporary hourly rate for the type of service to be performed. PASSED AND ADOPTED this 18th day of February, 1998, by the following roll call vote: AYES: NOES: ABSENT: ATTEST: Sheridan Malone, Mayor Colleen Henderson, City Clerk Resolution No. Page 4 of 8 CODE · ~.' : It. 1 § 40215 . ~ ~¢u~ cot)g! the notice of psrki~ ~ or copy ~ snd tnfor'm~on rec~imt ~m ~e ~~ o~ ~ · ... . , ~ ~~I~~~.~[:~ ',.. . . la-~,'~.~ .... :~,.~ ..-~. .:,. ..~: .;~, ..~ ...... · ~ '::-~,..~; f; ~a~.. ~ ~ ~:~ '~:i ~.:~.~ ,;,.p .a · . ..: .. ~..:...... ...=i ~ ~ ~~ ~ .... -: ... .,...: .. ~.. ~.i · - :~,: " ' ~ -. ~'~ I ' , ~ ~ ~ ~~ e.' l~ (~.~X '[l~.- ~~V~~ .... ¥: ...... ~'";.~ .... -~ ........ ' : ...... : :~.i~ ".m,~ ..... · ~ ~ (~ t ~~ ~ L.'"~byS~c' 1~ ~ i .. · "' '~*'*'~:' '~ ....... ~i~* S~f,'~'. ~ .. **""~;=. ~.. · . '~.e , 'U~.'*'.=~": '~ ~ ~ · ' ' .' ~': ~' .'~.~b'~.~L~ ~~ "" · - ..,%..~, · · ~ ...;~ .:~..~: ~.~. "'~ ".. ',:~' " -..~... +~,,'.. ' · ~d~~~s~~t~m~ '~ ':=~ .... ' .... "- .' "~q-', ,...,. b ~Y f~ ~ ~ ~n ~ ~ ~ . "~ ~v.~~(~ 6~ I~)~ ndtnh~ hem-lng.' ~ v. C~ty of Mon~-t.y ~ 6 1995) 43 C~LI~x4, ~a 911, ~ CJ. LApp. ith ~ EXHIBIT A, P.2 of 2 --THIS FORM MUST BE KEPT CONFIDENTIAL-- tATTORNEY OR PARTY WITHOLIT ATTORNEY (Name ATTORNEY FOR (Name) NAME OF COURT. STREET ADDRESS: MAILING ADORE SS CrI'Y ,aND ZIP CODE: BRANCH NAME: PLAINTIFF or PETITIONER: DEFENDANT or RESPONDENT: APPLICATION FOR WAIVER OF COURT FEES AND COSTS TELEPHONE NO.: FOR COURT USE ONLY CASE NUMBER; I request a court order so that I do not have to pay court fees and costs. 1. My address and date of birth are (specify): 2. ~ I am receiving financial assistance under one or more of the following programs: a. ~ SSI and SSP: The Supplemental Secudty Income and State Supplemental Payments Programs b. [---1 AFDC: The Aid to Families with Dependent Children Program c. ~ Food Stamps: The Food Stamps Program d. [---] County Relief, General Relief (G.R.) or General Assistance (G.A.) Ill you checked box 2 above, sign at the bottom of this side and DO NOT fill out the rest of the form.] 3. [-'-1 My gross monthly income is less than the amount shown on the Information Sheet on Waiver of Court Fees and Costs available from the clerk's office. Ill you checked box 3 above, skip 4, complete 5 and 6 on the back of this form, and sign at the bottom of this side.] 4. r-'l My income is not enough to pay for the common necessaries of life for me and the people in my family I support and also pay court fees and costs. [If you checked this box you must complete the back of this form.] WARNING: You must immediately tell the court if you become able to pay court fees or costs during this action. For the next three (3) years you may be ordered to appear in court and answer questions about your ability to pay court fees or costs. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Date: (S~NA TURE) Form Adopted by the Judicial Council o! Cahfor~ia APPLICATION FOR WAIVER OF COL, FiT FEES AND COSTS ~..e..'5, 68511 3 (In Forma Pauparis) ~cl, t "l o~= ~ CEB PLAINTIFF: DEFENDANT: CASE NUMBER: FINANCIAL INFORMATION [---! My pay changes considerably from month to month, lit you check this box, each of the amounts reported in 6 should be your average for the past 12 months,] My monthly income: a. My gross monthly pay is: ........................... $ b. My payroll deductions are (specify purpose and amount ): (~) $ (2) $ (3) $ (4) $ My TOTAL payroll deduction amount is: $ c. My monthly take-home pay is (a. minus b.); ............................................. d. Other money I get each month is (specify source and amount): (1) $ (~). s The TOTAL amount of other money is: e. MY TOTAL MONTHLY INCOME IS (c. plus d.): ........................................................ $ f. The number of people in my family, in- cluding me, supported by this money is: I---'! I am not able to pay any of the court fees and costs. [---I I am able to pay only the following court fees and costs (specify): . . My monthly expenses are: a. Rent or house payment & maintenance b. C. d. Food and household supplies ................. Utilities and telephone .............................. Clothing ..................................................... e. Laundry and cleaning ......... : ...................... f. Medical and dental payments ................... g. Insurance (life, health, accident, etc.) h. School, child care ...................................... i. Child. spousal support (prior marriage) j. Transportation and auto expenses (insurance, gas, repair) ............................. k. Installment payments (specify purpose and amount); (1) $ (2) $ (3) s The TOTAL amount of monthly installment payments is: ........................... I own the following property: a. Cash .......................................................... b. Checking, savings and credit union accounts (list banks); (1) $ (2) s (3) S c. Cars, other vehicles and boat equity (list make, year of each): (1) $ (~) s (3) $ mo no Amounts deducted due to wage assign- ments and earnings withholding orders Other expenses (specie) (1) S (~). $ (3) $ (4) $ (5) s (6) $ The TOTAL amount of other monthly expenses is: ...................................................... $ MY TOTAL MONTHLY EXPENSES ARE (add a. through m.): ........................................... S e. Other personal property - jewelry, furniture, furs, stocks, bonds, etc. (list separately): d. Real estate equity ..................................... $ 10. Other facts which support this application are (describe unusual medical needs, expenses for recent family emergencies, or other unusual expenses to help the judge understand your budget). If more space is needed, attach page labeled attachment 10. WARNING: You must immediately tell the court if you become able to pay court fees or costs during this action. For the next three (3) years you may be ordered to appear in court and ans_wer ClUeS~ions about your ability to pay court fees or costs. [Rev January 1. 1~85] APPLICATION FOR WAIVER OF COURT FEES AND CO5'1'5 . (In Forrna Pauperis) Plgetwo ITEM NO. DATE: FEBRUARY 18, 1998 AGENDA SUMMARY REPORT SUBJECT: REPORT OF TRAFFIC CALMING DEVICES ON FORD STREET AND CLARA AVENUE SUMMARY Submitted for the City Council's information is a report on the traffic calming devices installed on Clara Avenue and Ford Street. Staff has conducted speed surveys to verify if reductions to vehicle speeds have been achieved by reason of the calming devices. The speed surveys confirm that the traffic calming devices in all but one case have successfully reduced vehicle speeds in the vicinity of the devices by at least 5 M.P.H. There have been two (2) reported vehicle accidents involving the traffic circles; both incidents occurred on Clara at Sidnie. The first incident involved a drunk driver and it occurred the first night after the completion of the traffic circle on November 9, 1997. The second incident involved a hit and run and occurred on January 21, 1998. A summary of the before and after speed reductions in the 85th percentile speed at each traffic calming device are as follows: CONTINUED ON PAGE 2 RECOMMENDED ACTION: Receive report and allow public input and comment at the meeting, and continue demonstration project for at least six months. ALTERNATIVE COUNCIL POLICY OPTIONS: Provide other direction to Staff such as removal of all or some of traffic calming devices. Appropriation Requested: N/A Citizen Advised: Wagonseller Committee Requested by: Candace Horsley, City Manager Prepared by: Rick H. Kennedy, Director of Public Works/City Engineer Coordinated with: Candace Horsley, City Manager Attachments: 1. . Speed Survey Results before and after installation of the devices. Comments from public. Candace l-~°rsley, City Man!ger R:l\pw:kk ACLARA Report of Traffic Calming Devices on Ford Street and Clara Avenue February 18, 1998 Page 2 85th PERCENTILE SPEED M.P.H. Location Device Before After Clara at Orchard Avenue Clara and Sidnie Clara and Hamilton (potential site) Clara and Mason Ford at Orchard Avenue Ford and Sidnie Ford and Myron Chicane 19.8 13.9 Traffic Circle 30.9 25.6 None .... 30.6 Constriction .... 26 Traffic Island 21.1 15.1 Traffic Circle 28.2 17.9 None .... 25.9 The posted or prima facia speed limit for Ford Street and Clara Avenue between Orchard Avenue and State Street is 25 M.P.H. BACKGROUND In conjunction with the approval of the K-Mart project, the City Council adopted a resolution committing to the funding of traffic calming devices to be constructed on Ford Street and Clara Avenue. These devises were to be a demonstration project in response to citizen concerns that existing traffic on these streets not only exceeded volumes appropriate for a residential local road, but were exceeding the speed limit of 25 M.P.H. established for the residential district. The citizens were concerned that the K-Mart project would generate additional traffic on these two streets making the existing situation worse. After several meetings between the City staff and representatives of the Neighborhood Action Committee (The Wagonseller Committee), a plan for the construction of three traffic circles, one constriction at Clara and Mason, a traffic island at Ford and Orchard Avenue, and a matching bulbout to conform to the modified chicane being constructed on the south side of Clara Avenue west of Orchard Avenue was submitted to the Traffic Engineering Committee for a recommendation to the City Council. Initially only one traffic circle was recommended by the Traffic Committee because of its perception that a traffic circle in the middle of the intersection would not receive support from motorists and the entire neighborhood, and that it would inhibit a proper left-turn. The Traffic Engineering Committee reconsidered the issue and the original plan was recommended to and approved by the City Council. Report of Traffic Calming Devices on Ford Street and Clara Avenue February 18, 1998 Page 3 K-Mart's contractor completed the south portion of the chicane on Clara in October, 1997 and under contract with the City, Ferranti Construction completed the traffic island on Ford Street at Orchard Avenue, the north portion of the chicane on Clara at Orchard Avenue, and the traffic curb restriction on Clara at Mason in October, 1997. The materials for the traffic circles were ordered by the City and the two circles at Sidnie were assembled by members of the Wagonseller Committee. The materials for the third traffic circle, to be located at Ford and Myron, have not arrived and it is contemplated that a proposal to locate the circle at another location will be forthcoming. Upon completion of the two traffic circles, it was learned that the school bus route was affected by the traffic circles because the school buses cannot complete a left-hand turn around the circle. The School District revised the bus route to accommodate the circles at Sidnie, however, the third proposed circle at Myron and Ford would completely disrupt any reasonable or practical route. A possible location for the third traffic circle maybe on Clara at Hamilton, however, before any firm location is proposed, the School District and MTA will be consulted. The scope-of-work for the traffic constriction on Clara at Mason was downsized because of design complexities which were beyond a solution befitting a project of demonstration status. Originally it was envisioned that the constriction would include, curb, gutter, and sidewalk reconstructed in a manner which would eliminate parking on both sides of the street and would constrict the traveled way to 20 feet for two- way traffic. Because of the disruption to street drainage and bicycle access through the intersection and other conflicts, City Staff elected to construct curb only directly on the surface of the pavement. This would facilitate the easy removal of the traffic calming device should it not perform as intended. It is now Staff's belief that the device as constructed does not achieve slower vehicle speeds, but that the railroad at-grade crossing is achieving the desired affect. The constriction is difficult to see and many vehicles have straddled the device. It is also noted that the northern portion of the constriction affects access to the mail box in front of the residence at the northwest corner of the intersection. This device may cause more problems than it is supposed to resolve. Since construction of the traffic calming devices, other features have been added by the Street Department such as additional curb painting, traffic signing, and traffic markers to increase the night time visibility of the devices. There has been considerable inut from the community regarding this entire project. A sample of the written and verbal comments received from the public are attached including a community letter signed by many residents. Report of Traffic Calming Devices on Ford Street and Clara Avenue February 18, 1998 Page 4 Staff recommends that the demonstration project continue for a least six (6) months at which time another speed survey will be conducted. Should the traffic circles continue to reduce vehicle speeds, the City Council may wish to convert the temporary traffic circle into permanent structures. The contents of this report was discussed with the Traffic Engineering Committee on February 10, 1998, and the Committee recommends that the demonstration project continue. R: 1 \PW ACLARA 85 th % '1998 1994 Tfl[ET HAMILION .... 85 th % 1998 ~O.b 1994 I~IYRON 85 th 1994 $1DNIE 85 th % -- 1998 1994 85 th 1998 1994 A 85 th 1998 1994 85 th % 1998 / ~". I 1994 ~LI ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 1994 CUMULATIVE SPEED CURVE NORTHBOUND ORCHARD AVE. I LEFT TURN ONTO CLARA AVE. 90 80 ...... 19.8 MPH 85TH PERCENTILE z u.i U.I 70 60 50 40 30 ---e---- SPEED CURVE 10 MPH PACE 20 10 0 SPEED RANGE (MPH) REPORT NO.: CL94-1 .XLS no,Ga ~o.._~ t S~EED SlJRVE'h"' er, _ _ oA.r~ ~.Z../_~,C..~..T~ Ma,...._.,, Me~docino County, D.I',W. ~[~- Bs PCRCCHTI[C _ , . _U~' _ ' ~--~-- " - -- - ' ~ - i , 1, NUMBER OF VEHICLES S lO ] 5 ~0 PERCE~ C~ULATI~ ~ M.P.H. OF TOTAl. PERCENTAGE1 ., . ... , , . ,,,, ..... , , . ~ . _ ~ , -- ,,' 41 , .,, ., , , ,, ,_ . , . ~ 44 , , , , A 1 ,., , ,, , .. = ' 3,'' i i Z · . .,, i ., . ~ .,. ~. . ~ , J J ' ' l I I ' . -- ~ I I ;' 3S ... 34 .. 33 , · ,. i 32 ,,, ,, & · ~ , -- ~ , - . 31 · ' 30 ... ~ ~ " . 29 -- i i , i · ~ ' 27' i i . 26 -. ., . 1 , , :':':' , .... IS ~ % % ~ ~ ~ ~ PCT, OVER,' __ M.P.H. , %, ~ ,. ~ .~ ~ ...... ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1122198 100 1998 CUMULATIVE SPEED CURVE NORTHBOUND ORCHARD AVE. I LEFT TURN ONTO CLARA AVE. 9O 80 ...... 13.9 MPH 8$TH PERCENTILE 7O 6O 5O 4O 3O SPEED CURVE 10 MPH PACE 2O 10 SPEED RANGE (MPH) REPORT NO.: CL98-1 .XLS 10 1 ldl IS 16 1 nOAO N.O.~.~ ~,.~1~.,~.~-,,~,7 SURVEY ~r' / 6Y; I:)ATt.._._.._ _ , · i i NUMBER OF VEHICLES M.P.H. S 10 15 20 PERCE~ C~ULATI~ OF TOTAL PERCENTAGE , 54 . . , , 50 _ 49 ,, ,, 47 . .. 46 . 45 ., 42 40 , 39 38 37 ~ . . 36 , 35 .. 34 , 32 $o , , "~"n -- ......... - -'~~" ~ ~ L , ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 1994 CUMULATIVE SPEED CURVE NORTHBOUND ORCHARD AVE. I LEFT TURN ONTO FORD ST. 90 80 .... 21.1 MPH 8$TH PERCENTILE Z UJ 70 60 50 40 30 SPEED CURVE ' 10 MPH PACE 20 10 0 SPEED RANGE (MPH) REPORT NO.: FO94-2.XLS $7- ROAD NO. !WEED SURVEY ev: _ OAT- , NUMBER OF VEHICLES S I0 t S ~0 PERCE~ C~ULAT I~ ~ M.P.H. OF TOTAL PERCENTAGE , ... ,, , . . . ~, ..... -, , ,, , ,~, · ~, ~ , ,, 40 ~ f ~ ., ..'~ j$ · ~ .. . 33 .... --, .... , ,, , I ' 30 ~ ... ' 2g ,. , ' ~o ~ ...... ' .,. _ . ' ~' ,,, .t. /o0, ~ ,,,,,, ,, , ,, , ,, , ~ , , ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 1998 CUMULATIVE SPEED CURVE NORTHBOUND ORCHARD AVE. I LEFT TURN ONTO FORD ST. 9O 8O .... 15.1 MPH 85TH PERCENTILE Z UJ 70 6O 50 4O 3O SPEED CURVE 10 MPH PACE 2O 10 0 SPEED RANGE (MPH) REPORT NO.: FO98-2.XLS ROAO N.O.__.~ '/-I,~~7 . SPEED SURVEY ,J~ ~ eY: .... DATL._...._ _ M.P. I'~////'~ ~>A') ~ S~ 85 PERCENTILE M)~. NUMBER OF VEHICLES M.P.H. 5 10 ] 5 ~0 PERCE~ C~ULATI~ OF TOTAL PERCENTAGE: . . . 54 ,,. 53 52 , . 50 49 , 47 , 46 4~ , 44 43 , 42 , 40 39 38 37 36 35 ,,. , 34 33 32 31 30 .. 29 28 , 27 , ,, ~' I{~J ~, ! ~ TOTAL NUMBER OF VEHICLES u,I ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 CUMULATIVE SPEED CURVE 1994 CLARA AVE. AT SIDNIE ST. 90 80 70 60 50 40 30 20 10 0 SPEED RANGE (MPH) .... 30.9 MPH 85TH PERCENTILE SPEED CURVE 10 MPH PACE REPORT NO.: CL94-3.XLS ROAO M.D. M.P.H. SS S4 S3 S2 S! S0 49 48 47 46 45 44 42 40 39 38 37 35 34 33 32 3! 30 29 28 27 26 25 24 23 22 2] 20 ]9 ~8 ~6 ]4 ]3 12 It ]0 SPEED SURVEY ,~. ~(~ ~/,?/(.,,I ~ ,,~ NUMBER OF VEHICLES S 10 85 P£RCENTII. E M.P.H. 20 PERCENT CUMULATIVE OF TOTAL PERCENTAGE I I0O o qq.~ 7g.~' /:2 ~,. .- g 4 NOTES: PCT. OVER M.P.Hi TOTAL NUMBER OF VEHICLES ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 CUMULATIVE SPEED CURVE 1998 CLARA AVE. AT SIDNIE ST. Z UJ 90 80 70 60 50 40 30 20 10 0 SPEED RANGE (MPH) .... 25.6 MPH 85TH PERCENTILE SPEED CURVE "' 10 MPH PACE REPORT NO.: CL98-3.XLS ROAO NO.__) ~ SPEED SURVEY NUMBER OF VEHICLES - M.P.H. S 10 15 20 PERCE~ C~ULATI~ .... OF TOTAL PERCENTAGE 54 53 52 51 50 , , 49 .. , 48 47 - 46 45 44 43 42 , 40 39 38 ,,, 37 36 35 34 33 ~2 X ~ ~-' /00 ~o ~ I ;~ , ,, ,,~~ xi~ ~ x~ X:x ~' .. ~ /J 37 ...,, ~.~ x~~ ,c,. ovt, ,.p.,. TOTAL NUMBER OF VEHICLES ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 CUMULATIVE SPEED CURVE 1994 FORD ST. AT SIDNIE ST. 90 80 .... 28.2 MPH 8$TH PERCENTILE z 70 60 50 40 30 -------e.--- SPEED CURVE 10 MPH PACE 20 10 0 SPEED RANGE (MPH) REPORT NO.: FO94-4.XLS MJ MJ , i M.P.H. OF TOTAL PERCENTAGE 54 53 , 50 49 4~ 47 46 45 i 44 .. 43 42 40 39 38 37 36 , 35 17 LI ~ 16 i 15 ..... PCT. OVER M.P.H; % ~ ~ '~ ~4 -" 4 · X ,/.~ TOTAL NUMBER OF VEHICLES ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 CUMULATIVE SPEED CURVE 1998 FORD ST. AT SIDNIE ST. 90 80 .... 17.9 MPH 85TH PERCENTILE 70 6O 50 40 30 --.e.-- SPEED CURVE '~'""10 MPH PACE 20 10 0 SPEED RANGE (MPH) REPORT NO.: FO98-4.XLS ROAD NO...__...__, /,~-'~"' SPEED SURVEY OATL .... M.P. .~"d~.2"~- ~_.~./'~, 15 PERCENTILE M)~. ,, NUMBER OF VEHICLES S 10 15 20 PERCE~ C~ULATI~ M.P.H. OF TOTAL PERCENTAGE . , ...... ' " i i 54 , 53 51 50 .... 49 .u ~ , . 47 46 45 i , 43 42 A] , 40 . ,, 39 .... ..... 38 37 36 , , . i, 35 ,, i 34 33 * ' .... 32 31 30 29 , 28 , % ...... , l 26 ~[~~.' / /~o ,, ...... TOTAL NUMBER OF VEHICLES ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 1998 CUMULATIVE SPEED CURVE CLARA AVE. AT HAMILTON ST. 90 80 .... 30.6 MPH 8$TH PERCENTILE z 70 60 50 40 30 SPEED CURVE " 10 MPH PACE 20 10 0 SPEED RANGE (MPH) REPORT NO.: CL98-5.XLS C~.P~ ~- ~'//~ ~//Z~ "' _ nORO NO.__.~ ~T' SPEED SURVEY J~ ~ BY: OATL NUMBER OF VEHICLES M.P.H. S ~0 ] 5 20 PERCE~ C~ULATI~ . . . OF TOTAL PERCENTAGE 54 53 50 49 ,- , 48 , , 47 46 ' 45 44 ' 43 42 40 39 ,. , ~ ,, ,_. 17 ~ 16 ~ NOTES: ' ]3 _ ~~~/o~ ~ ~ /q~" 1o Is ~. tHtT/' TOTAL NUMBER OF VEHICLES ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 CUMULATIVE SPEED CURVE '1998 FORD ST. AT MYRON ST. U.I Z U,I 90 80 70 60 50 40 30 20 10 .... 25.9 MPH 85TH PERCENTILE SPEED CURVE 10 MPH PACE SPEED RANGE (MPH) REPORT NO.: FO98-6.XLS ROAO NO. ,. ~-1'" SPEED SURVEY '~'~, BY: . OAT L___..._ _ M.P. I~ ~//'~""~ ~' I$ PERCENTILE M.PJ-I. ,,, · H i NUMBER OF VEHICLES S 10 15 20 PERCENT CUMULATIV~ M.P.H. OF TOTAL PERCENTAGE ,,, ,, , __ $1 $o .... ,, 4O ,, ,,, -- 35 35 ... · IS PCT. OVER M.P.H. " 0 / ,, _ ~~ ........... ff~c~ /~ ~ TOTAL NUMBER OF VEHICLES ENGINEERING SURVEY AND TRAFFIC INVESTIGATION 1/23/98 100 1998 CUMULATIVE SPEED CURVE CLARA AVE. AT MASON ST. z 90 80 70 60 50 40 30 20 10 .... 26 MPH 85TH PERCENTILE ,..- SPEED CURVE 10 MPH PACE SPEED RANGE {MPH) ZZ i~~ REPORT NO.: CL98-7.XLS ROAD NO. j i~~_ SPEED SURVEY M~. !~~ ~ ~ 85 P~RCENTI~E M~. NUMBER OF VEHICLES PERCE~ C~ULATI~ S 10 15 20 M.P.H. OF TOTAL PERCENTAGE: 53 52 SI 50 ~8 47 d6 t 43 ~., ~2 ~] ~ I I00 ,, ,o ... , - . ,o ., ~9 / ~9 .7,,, :s_ , PCT. OV~. ~.P... ~'~ I 17 TOTAL NUMBER OF VEHICLES ; -.. NOV 2 5 1997 Dear City Planning Commission: CITY OF UKIAH DEPT. OF PUBLIC WORKS As residents of thc neighborhood between Ford and Clara Streets, wc would like to voice our disapproval of the brick circles placed at the comers of Clara and Sidnie and Sidnie and Ford. We believe that these circles are a potential traffic hazard because they are so wide. While passing a circle, drivers must come dangerously close to the side of the street where cars may be parked (not in a restricted red area) or children may be bicycling or walking. Children are also at another disadvantage due to these circles. The Ukiah Unified School District is no longer allowing bus service on Sidnie/Ford streets due to these circles. Because of the circles, the busses do not have enough room to make left turns at the intersections where the circles are located. Children now have to walk west and catch the bus at Myron Street. There are small children who live in the neighborhood. They now have to walk a long block to Myron Street to catch the school bus. There is a much smaller waiting area on the Myron Street comer than where the children used to wait in front of the apartment complex at the Sidnie and Ford Street bus stop. If the speed of traffic or the increased use of these streets is a problem, we recommend that you use speed bumps instead of these circles. Speed bumps actually slow traffic but circles just redirect it towards our children. You must slow down to go over a speed bump if you want to protect your car, but you can careen around a circle without reducing speed. In fact, some people are challenged to go faster through a curve; some even find it fun. Please consider removing the circles and replacing them with speed bumps. Sincerely, More traffic measures To the Editor: Several recent letters have complained about the "traffic calming" measures which have been added to Clara and Ford streets in the Wagensellers neigh- borhood. The initial letters were from non-neigh- borhood residents who lived in Redwood Valley. Lately, however, there have been two letters from Wagenseller resident Mr. Donald Allen who objects to some of the measures; in particular the circular planters which have been placed at the Ford/Sidnie and Clar~Sidnie intersections. As a resident living on Clara, I could not under- stand why Mr. Allen seemed unconcerned about efforts to slow down the traffic on Clara and Ford streets. Every day I was seeing cars and trucks speeding within inches of children and adults who were walking along the edge of those two streets (there are no sidewalks in some areas). So, I looked up Mr. Allen's address on Myron Place and walked over to his home. Mr. Allen lives at the bottom end of a cul-de-sac. There is "zero" moving traffic in front of Mr. Allen's home. This is not to say there are no "other" reasons for Mr. Allen's concerns. But, I would like to invite Mr. Allen, and anyone else who is affected by these "traffic calming" measures, to come over to the comer of Clara and Hamilton, for example, and stand on that comer for about an hour during the morning or early evening. To be safe, be sure you stay on the sidewalk. You will soon begin to realize why something needed to be done. Perhaps the planters are not the solution to slowing this spe~d- mg traffic. Perhaps someone can come up withan · alternative solution. ~ Personally, I would like to see an additioiial planter at the intersection of Clara and Joseph streets. Tom GreenaWay Ukl'hh More on Ford and Clara streets To the Editor: To me the dividers on Ford and Clara after a while will not slow the speeders down. Once they get use to them, they will go on just like before. In 1972, I lost a daughter by a speeding truck. They proved on the witness stand he was speeding. He didn't ever get a ticket. So I know what it's like to lose someone to a speeder. It isn't fun no matter what the persons age is. ~ I hope it never happens on Ford or Clara or any place else. But we just can't stop all accidents, or all speeders. I wish we could. That sure would be great. They should enforce speeding tickets a lot more than they do. Peggy Anderson Ukiah  From ~e desk of ~. ______t LARRY WOODS NOV-14-97 FRI ]4:07 P. O1 Ulci~ Unified School District - Support Services 710 Maple Street Uldah, CA 95482 Phone: 707-4634233 Fax: 707-462-6957 Mr. Richard Kennedy, City Enginoer Ci~ of Ukiah, Engineer~g Department 300 Seminary Ave. Uk~h, CA, 95482 Nov~mb~ ! 2, 1997 Deau Mr, Kennedy: The recent oonstruction of brick planters on Ford and Clara streets has had an adverse affect on the Uldah Unified Transportation Department. Specifically, we can no longer make legal left hand tums onto Sidnie. The real losers, however, are the students. By having to move our stops, students will now have ~o walk from Sidnie to Ford and Myron. This is not a good situation for smaller, younger students. I guess my main concern in this whole issue is the way ii happened. Usually, the school district is notified of any changes that may impact service. It would have been very obvious to us that the planter would have a negative impact. We may have had other suggestions. I assume the purpose of the planters is to slow traffic. Speed bumps were probably considered but the planters were selected. If the decision was based on neighborhood input then qube possibly the entire neighborhood is aware ofthe chanties in our bus routes. However, I don't think this is the case. Yesterday we had 5 calls from people with various questions.., today we had another :5 calls from people with ooncerns. Currently we arc scrambling to change our routes so we can make legal roms. By so doing, however, we have created additional problems. First, chilch'en will have to cross street~ to get on the bus door side, thus nmldng them more prone to accidents. Secondly, the buses will now have to make severe right hand turns, also exporting them to potential accidents. While these ate not insurmo~le problems, they are real things we have to deal with. Please let me know of the status or ~ project and notify me of any future changes. 1 believe we can provide valuable input. Sin°ere~/~rdon~/~~,.,_.__....Bourke, Director of SLpport Services Dr Klm Logan, gupefirnendent, Ukiah Unified Larry Woods, CRy of Ukiah Holly Seeley, UUSD Transportation Dept. C) ~Z c:VII-KJVIART.mem Memorandum Date: To: From: Subject: November 18, 1997 Rick Kennedy, Director of Public Works Roe M. Sandelin, Acting Fire Chief Traffic Calming Measures on Clara and Ford Streets I have received information from Fire Department personnel pertaining to the traffic calming measures on Clara and Ford Streets. Based on testing done in the field, I am satisfied that Fire Department emergency vehicles can safely and successfully maneuver around the traffic calming measures currently installed on Clara at Orchard, Clara at Sidnie, Clara at Mason, Ford at Orchard, Ford at Orchard, and Ford at Sidnie. It is important to note this testing was done with each location free of parked or standing vehicles. Maintenance of red curbs on these streets and cross streets within forty feet of the intersections listed will be necessary to help assure these intersections remain clear. Thank you for working closely with the Fire Department to assure access for emergency response. It is very much appreciated. DATE: TO: FROM: SUBJECT: November 13, 1997 Roe Sandelin~ Acting Fire Chief Bill Woodworth, Engineer Traffic calming measures on Clara St. and Ford St. Per your direction, B-shift investigated the impact of the traffic calming measures on emergency response by Ukiah Fire Department apparatus. We drove the following areas with observation from outside the vehicle in both directions. We also took measurements of traffic lane dimensions around the raised planters at the effected intersections. A. Intersection of Clara and N. Orchard. B. Intersection of Clara and Sidnie. C. Intersection of Ford and N. Orchard. D. Intersection of Ford and Sidnie. The results of our investigation are as follows: 1. Using the fire fighting apparatus with the longest wheel base (6584) FF Williams was able to negotiate all the intersections with legal tums. 2. On Clara at the S curved section, FF Williams was able to comfortably stay to the fight of the solid yellow line at 15 MPH without fear of loss of control (road surface conditions were dry). Some additional points: 1. We heard no positive, unsolicited comments from the public while we were in the area. 2. Traffic did appear to slow down at the planters. 3. Traffic did not appear to slow down at the intersection of Clara and Orchard. In every observed instance, the S curve was straightened out when no opposing traffic was present. The traffic calming measures appear to be having the desired effect, slowing traffic and irritating the "thru traffic" drivers, and with appropriate caution should pose no problems for emergency response. 8a ITEM NO. DATE. February_ 18, 1998 AGENDA SUMMARY REPORT SUBJE~- CONSIDERATION AND ADOPTION OF RESOLUTION APPROVING MEMORANDUM OF UNDERSTANDING FOR EMPLOYEE BARGAINING UNIT - DEPARTMENT HEAD UNIT The City Manager has met with representatives of the Department Head Unit to discuss negotiation items for the 1997-99 fiscal years. The negotiations have resulted in a tentative agreement as previously discussed in closed session which has been ratified by the Unit. The proposed Memorandum of Understanding is being submitted for Council's review and consideration. If the City Council approves the agreement, we would recommend adoption of the attached resolution. RECOMMENDED ACTION- Consideration of MOU and adoption of MOU resolution. ALTERNATIVE COUNCIL POLICY OPTIONS- 1. Do not adopt resolution. 2. Refer to Staff for amendments. Appropriation Requested: N/A Citizen Advised: N/A Requested by: N/A Prepared by: Karl Revheim, Personnel Officer ~/ Coordinated with- Candace Horsley, City Manager Attachments: Proposed resolution. Candace Horsley, VCi~y Manager 3: MOU\ASRMOU 1 5 6 ? 9 10 11 19 14 15 16 19 ~0 21 25 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING THE MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF UKIAHANDDEPARTMENT HEAD UNIT WHEREAS, the Employee/Employer Relations Officer has met and conferred in good faith with representatives of the Department Head Unit; and WHEREAS, a Memorandum of Understanding has been approved by the Department Head Unit; and WHEREAS, said Memorandum of Understanding has been presented to the City Council for its consideration. NOW, THEREFORE, BE IT RESOLVED that the Memorandum of Understanding for the Department Head Unit is hereby adopted and the Employee/Employer Relations Officer is authorized to enter into this Agreement for the Fiscal Years 1997-99. PASSED AND ADOPTED this 18th day of February, 1998, by the following roll call vote: AYES: NOES: ABSENT: ATTEST: Sheridan Malone, Mayor Colleen B. Henderson, City Clerk 3: PER/RES . MOU ITEM NO, 8b DATE: February. 18;199P, AGENDA SUMARY REPORT SUBJECT: AWARD OF CONTRACT FOR CIVIC CENTER HVAC SYSTEM CLEANING IN THE AMOUNT OF $8,020 AND APPROVAL OF BUDGET AMENDMENT The Civic Center Heating, Ventilation, and Air Conditioning (HVAC) system has now been in use for ten years. Dudng that time routine maintenance has been pedormed on the individual units, however, no cleaning or maintenance has been completed on the ductwork which functions as the air distribution system. Due to health concerns resulting from dust, mold, and other disease bearing conditions which accumulate in the ductwork, staff has requested and received bids to have the system cleaned. Informal bids were requested from five maintenance firms with only AC&R of Ukiah and Air Ductors of Fresno, CA responding. AC&R's bid was in the amount of $8,020. Air Ductor's bid was substantially higher at $14,700. Both bids met or exceeded the minimum bid specifications provided by the City. Continued on Page 2 RECOMMENDED ACTION: Approve amendment to the !997/98 budget by increasing expenditures in account 100.1915.301.000 in the amount of $8,020 and award contract to AC&R Services for cleaning of Civic Center HVAC system. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine additional bids are requested and remand to staff for processing. 2. Determine budget amendment is inappropriate at this time and move to not approve. Acct. No. (if NOT budgeted): 100.1915.301 Appropriation Requested: $8,020 Citizen Advised: N/A Requested by: N/A Prepared by: Coordinated with: Attachments: 1. 2. Acct. No.: (if budgeted) Larry W. DeKnoblough, Community Services Director Candace Horsley, City Manager Nora Kennedy, Purchasing Supervisor Bid Sheets Budget Worksheets APPROVED:i~ ~,~.~ ~~ Candace Horsley, Cit LD HVAC.ASR Manager Staff is requesting approval of the budget amendment to increase Acct. # 100.1915.301 in the amount $8,020. AC&R is a local company which has performed work for the City in the past. The firm is able to complete the work during non operating hours so that the public and Civic Center employees will not be disturbed. Staff believes this maintenance function is essential at this time due to health concerns and will be included as a periodic maintenance cost in the future. ~/t998 16:33 January 26, 1998 FROM UKIAH AIR CONDITIONING TO 4636204 "SER VICE WHEN YOU NEED IT" P.02 LIC.//648018 City of Ukiah, Attn: Tammi weselsky 300 S~ Ave Ukiah Ca 95482 We hereby propose to fimfish the material and preform the necessary labor for the completion of.' * Decontamination of all heating and air conditioning duct work at tM City of Ukiah ~ . Civic Center. Inctudes approximately 170 supply and return air registers, which ~ , ~ distribute' ' the air for 19 rooftop heating and air conditioning units. ' ~. ~'~.0~.'~ ~YJ 'T~ ~,,,/.~' *Includes cleaning each of the 170 supply and 'etm~ ~ re~isters. ~~ Includes fogging Soot-Set each of th~ 170 supply and return air registers.., s~'"//~ r"' locations m the building, with the possible exception of Fire Dept., and Police ,~ ' I Dept., as the best time to work in these areas could be during normal day hours. The total price for the above proposal is: Note: The cleaning of the 19 roof-top units are not included as these units are already cleaned on p~odic basis, via a maintenance, contract. Terms are 100% upon com~~~tiT~n. Respectfully Submitted: ._.~/~ 1_ ~~------- Mark A. Mobley Accepted by: Date: HEATING COOLING 539 S. Main Street/P.o. Box 804 · UIG~, CA. 95482 707-462-2021 . FAX: 707-462-0926 PLUMBING INDOOR Am QUALITY TF1TQI P. gl? AIR DUCTOR ENVIRONMENTAL AIR DUCT CLEANINO 42.65 W. KELLY AVE. FRESNO, CA 9372_2. (888) 255-4499 January 23, 1998 Attn: Larry (707) 463-6221, Fax -6204 Project: HVAC system cleaning in the cities main building ~ Ukiah. Bid//98-164 Page 1 of 1 To All Concerned, Air Ductor Envinnental Air Duct Cleaning wishes to submit a bid on the above mentioned project. propose to furnish aH materials and pe~brm all labor to complete the following; (Teaning * of (19) nineteen HFA (' roof top units. (7leaning* of the supply amt return mixing plenums attached to the (19) nineteen units. ('/eamng* qf all metal a.d flex &tct work related to the (19) mt~etee, units. Clean* all return atM supply grills related to the above assemblies. Disassemble, and reassemble return and supply diffusers. Install one sheet metal access panel at each plenum to access coils. bbg all (19) m. eteet~ assemblies with ~?rex. Provide pictures and a written report of problems discovered during the cleaning process. *All above cleaning will be with the DUCT-VAC 225 and Citra Clean A and E. BASE BID COMPLETE TOTAL INCLUDES SALES TAX $14,700.00 To install one hinged access door per unit Add $900.00 to above base bid. Excludes: Demo, Lead/Asbestos Abatement, Hinged Access Doors,Filters, Seals, Gaskets, Testing and Balancing. OPTIONAL: (Phase cleaning) South wing BASE BID $6,314.00 South wing doors Add $270.00 Center (core) BASE BID $4,053.00 Center (core) doors Add $135.00. North wing BASE BID $4,888.00 North wing doors Add $495.00 Confirm BID Standing By paging David Archer (805) 739-8018 LU 0 z 0 ,.,AGENDA SUMMARY ITEM NO. 8c DATE: FEBRUARY 18, 1998 REPORT SUBJECT: SUMMARY CONSIDERATION OF LOCAL TASK FORCE RECOMMENDATIONS RELATED TO SOLID WASTE DIVERSION POLICIES FOR INCLUSION INTO THE AB939 SUMMARY PLAN Submitted for the City Council's discussion and consideration are recommendations from the Local Task Force (LTF) concerning AB939 solid waste diversion policies for inclusion into a mandated document entitled "Summary Plan". The LTF policy recommendations were submitted to the Mendocino Solid Waste Management Authority (MSWMA) Board on January 28, 1998. It was the Board's decision that the LTF recommendations be considered and discussed by each member agency prior to their inclusion into the Draft Summary Plan. The recommended LTF solid waste CONTINUED ON PAGE 2 RECOMMENDED ACTION' Recommend that the MSWMA Board reference the forthcoming Waste Characterization Study in the Summary Plan and state that needed changes, if any, in diversion policies and programs will be made after the results of the Study are presented to the member agencies. ALTERNATIVE COUNCIL POLICY OPTIONS. 1. Approve all or portion of LTF recommendations or formulate and approve other policies, and make recommendation to MSWMA that the City Council approved diversion policies be incorporated into the Summary Plan. Appropriation Requested: N/A Citizen Advised: N/A Requested by.' Mendocino Solid Waste Management Authority Prepared by: Rick H. Kennedy, Director of Public Works/City Engineer Coordinated with: Candace Horsley, City Manager Attachments: 1. Letter of Request from Mike Sweeney. 2. LTF Diversion Policy and Recommendations to be included in the Summary Plan. 3. Correspondence from the CIWMB staff dated October 6, 1997. 4. Correspondence from MSWMA Manager dated December 12, 1997. 5. Approved Work Plan for Waste Characterization Study. 6. Correspondence from City Manager to MSWMA Manager regarding need for diversion Study. 7. Correspondence from Mayor Malone to CIWMB Member Wesley Chesbro concerning Ukiah diversion efforts and request for diversion modifications for rural areas. 8. Table of AB939 Progress. Candace Horsley, Cit~, Manager Consideration of Local Task Force Recommendations Related to Solid Waste Diversion Policies for Inclusion into the AB939 Summary Plan February 18, 1998 Page 2 diversion policies would modify and/or strengthen those diversion policies and programs previously included in the adopted and approved "Source Reduction and Recycling Element" (SRRE). The LTF believes that these policies are needed in order to bring several of the member agencies back on schedule in their diversion efforts and in compliance with the diversion mandate of AB939. The reported 1996 diversion rate for the City of Ukiah is 26.9% which is .2% less than the rate reported for 1995 even though Ukiah's Refuse Collector has reported a increase in diverted materials. The LTF recommended diversion policies are: I · "Develop a maximum diversion program for the Summary Plan to meet the 50% diversion goal with a contingency for .mandatory diversion" (underlined for emphasis). . "A maximum diversion program shall include but not be limited to' al Recycling available at every point of disposal. b· Recycling opportunities for every material for which a viable market exists. Gl Haulers will be required to promote the use of recycling." , "A substantial portion of the savings realized in the switch from landfills to transfer stations be available to improve recycling systems where needed to meet the 50% mandate." Staff is recommending that the City Council defer any action concerning the above recommendations until the new Waste Characterization Study is completed this year by MSWMA staff. BACKGROUND The California Integrated Waste Management Board (CIWMB) staff have communicated to MSWMA staff that the submittal of the Summary Plan for review and approval by CIWMB is overdue. The final Summary Plan was due in August 1996. As communicated to the CIWMB staff, the LTF preferred that the preparation of the Summary Plan be deferred until the required review of and possible revisions to the SRRE were completed. CIWMB staff insisted that the Summary Plan be submitted now and that potential policy and program changes to the SRRE could be incorporated into the Summary Plan. A draft of the Summary Plan has been completed except for the references to potential changes to the diversion programs that are deemed necessary in order to maintain and meet the mandated diversion goals. Consideration of Local Task Force Recommendations Related to Solid Waste Diversion Policies for Inclusion into the AB939 Summary Plan February 18, 1998 Page 3 City Staff recommends that the Ukiah City Council not consider the inclusion of the LTF recommended diversion policies until a Waste Characterization Study is completed by MSWMA staff. Funding and a work plan for the Study was approved by MSWMA Board on January 28, 1998. The purpose of this Study is to verify the actual AB939 diversion rate by establishing a new base year and carefully measuring all waste disposal and diversion. The annual diversion rates submitted to the ClWMB are calculated based on a formula which includes such factors as changes in population, employment, taxable sales, and consumer price index. City Staff believes that the formula produced rate is not representative of our actual effort and accomplishments. The Study should identify those components within the total wastestream which we can target for better diversion performance. Before the City of Ukiah considers mandating recycling, which may be a sensitive issue and a difficult program to enforce, or committing to cost savings which may not materialize from a change in solid waste disposal methods, or before considering other diversion programs or incentives not yet discussed such as weight based collection rates, or converting from a transfer station to a Material Recovery Facility (MRF), it is advisable that the City Council defer commitment to new diversion programs until the Waste Characterization Study is completed and the "true" diversion rate is determined. R: 1 \LANDFILL ALTF Mendocino Solid Waste Management Authority A Joint Powers Public Agency Michael E. Sweeney General Manager P.O. Box 123 Ukiah, CA 95482 Telephone (707) 468-9710 Fax (707) 468-3877 February 9, 1998 Candace Horsley City Manager' City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Dear Candace: On January 28, 1998, the Board of Directors of the Mendocino Solid Waste Management Authority received a statement from the Mendocino Solid Waste Local Task Force (AB 939) concerning the drafting of the AB 939 Summary Plan. This statement is enclosed. The California Integrated Waste Management Board has advised MSWMA that the Summary Plan should encompass any revisions that Mendocino County jurisdictions seek to make in the recycling policies that were originally set forth in their Source Reduction & Recycling Element. Prior to giving me direction on what policies the Summary Plan should be drafted to include, the MSWMA Board decided that the Local Task Force recommendations should be sent out to the jurisdictions for consideration. That is the purpose of this letter. It should be noted that the draft Summary Plan, when available, will be sent to each jurisdiction for approval. Sincerely, Mike Sweeney enclosure Mendocino Solid Waste Local Task Force (AB 939) c/o Anne Crowder, Secretary P.O. Box 1413 Willits, CA 95490 January 27, 1998 Mendocino Solid Waste Mangement Authority County of Mendocino City of Ukiah City of Willits City of Fort Bragg City of Point Arena California Integrated Waste Management Board The Local Task Force ~net on January 22, 1998 and reviewed the status of AB 939 cotnpliance in Mendocino County and discussed the drafting of the Summary Plan. The following motions were passed: 1. The LTF reco~nmends that MSWMA develop a maximum. diversion program for the Summary Plan to meel. the 50% diversion goal with a contingency for mandatory diversion. AYES: Ooodrick, Ward, Oalli, McFarland, Madrigal, Beebe, Steffen, Skezas, Altaras, Crowder and Gridley. NOES: None. ABSENT: Cayler, Healy, Morley 2. A maxi~num diversion progrmn shall include, but shall not be limited to: A. Recycling available at every point of disposal; B. Recycling opportunities for every material for which a viable market exists; and C. Haulers will be required to promote the use of recycling. AYES: Goodrick, Galli, McFarland, Madrigal, Beebe, Steffen, Skezas, Altaras, Crowder and Gridley. NOES: Ward. ABSENT: Cayler, Healy, Morley (1) 3. The LTF recommends that a substantial portion of the savings realized in the swit. ch I'rom landfills to transfer stations I}e available lo improve recycling syste~ns where needed to mecl the 50% mandat,e. AYES: Ward, Galli, McFarland, Madrigal, Beebe, Steffen, Skezas, Altaras, Crowder and Gridley. NOES: Goodrick. · ABSENT: Cayler, Healy, Morley .. Anne Crowder, Secretary Me~,docino Solid Waste Local Task Force (AB 939) (2) 12:11 707468387780 HSNHA88 PAGE 82 Governor Cai~EPA October 6, 1997 En~lronmenlal Callrornll Envlmnmenl&l Protection A~,ency lnt,grati, d Wo~te Managemtnt Board 8800 Cai Center Drive Sacramento. C.M !/.~I20 (9169 235-2200 II'II'H'. c h(,mb es.gev Mr, M. iahael fiweeney Mendoclno County Solid Waste Management P. O. Box 123 Ukiah, CA 95482-012:t P~: Status of Summary Plan Submittal Dem'.Mr. Sweeney: Staff uf ti,~ CM;f,,,,,;,, htttArated Wasio Monaltoment Board'~ (Board) Office, nfi a;lll Assistance have been directed to follow up on those jurisdictions that have not submitted a Summary Plan($P). Each County is required to submit its Incally adopted SP to the Board for approval per Public Resources Code section 41791(b). The final, locally adopted Eh:m~,ts were due to be filed with the Board no later than August 1996. Your jurisdiction is one of those from which we have still not yet received rite SP. We are sending this letter to those counties which have not filed their SP to determine thc status of their submittal p,u~ees, including the reason(s) th~ documents have not been filed, and a compliance schedule identifying certain mileslnn~s and th~ nrRj¢ipated sub,nittal date. You are requested to inform the Office of Local Assistance staff of the ntatua of your juri~diction'~ filing of in SP hy Octnhcr 13, 1977, T0 ll~;ist you, a sample Compliance Schedule form is attached to this letter. Please contact your liaison at the Board's Office of Local Assistance, or call (916) 255- 2555 no later than October 17, 1997 to develop the required compliance schedule, and to identify any particular needs for technical assistance. Sincerely, Judith J. Friedman, Deputy Director Diversion, Planning and Local Assistance Division California Integrated Waste Management Board Attachment Chair, Board of Supervisors 501 Low Gap Road, Room 1090 Ukiah, CA 95482 / a/ / 01/06/1994 12:11 707468387700 MSWMA00 PAGE 03 December 12, 1997 Judith J. Friedman, Deputy Director Diversion, Planning & Local Assistance Division California Integrated Waste Management Board 8800 Cai Center Drive Sacramento, CA 95826 RE: Status of Summary Plan Dear Ms. Friedman: I am responding to your letter of October 6, 1997, requestlng information on Mendocino County's schedule for submittal of the AB 939 Summary Plan to the California Integrated Waste Management Board. This matter was discussed by the Local Task Force on October 23, 1997, The LTF believed that preparation of the Summary Plan should be deferred until after a forthcoming review and possible revision of the SRRE. When this was communicated to your office, I was advised that the Summary Plan should be submitted as soon as possible, and that it can incorporate any anticipated changes in the SRRE. Accordingly, I will be preparing a draft Summary Plan as soon as possible and submitting it to the LTF. Important policy decisions may be involved in adopting a Summary Plan at this time, so it is difficult to anticipate how long the process will take. However, I will suggest to the LTF and jurisdictions a target date of March 1, 1998 for completion of the preliminary draft Summary Plan. Michael ,-. ~weeney / Manager Mendocino Solid Waste Management Authority Chairman, Board of Supervisors Members, Mendocino Solid Waste Local Task Force (AB 939) Mendocino Solid Waste Management Authority Agenda Summary Report Item ~(~'~/~ 'Meeting date: January 28, 1998 Topic: Workplan & Budget for Waste Characterization Study Prepared by: Mike Sweeney The member jurisdictions have asked MSWMA to conduct a Waste Characterization Study in conformance with the AB 939 regulations. The purpose of the study would be to verify the true AB 939 recycling rate by establishing a new base year and carefully measuring all waste disposal and diversion. The jurisdictions are interested in such a study because the current projections, derived from the 1990-91 base year, show a stagnant or declining recycling rate for all jurisdictions except the City of Fort Bragg. The primary objective of the study will be to measure the total "municipal waste generation" of the participating jurisdictions for the new base year of 1997. The wastestream is defined as DISPOSAL + DIVERSION = WASTE GENERATION Only waste materials which are (or were) normally received at municipal landfills are counted as part of waste generation. The California Integrated Waste Management Board has detailed rules which specify what can be counted. Disposal measurement will include: 1. Tonnage as reported by local disposal sites 2. Cubic yardage as reported by local disposal sites, with verification of most accurate yardage to tonnage conversion factor. 3. Tonnage which was exported to other jurisdictions, including formerly recycled items such as tires which are now being landfilled. 4. Separate estimate of commercial, industrial and residential sectors of waste disposal for each jurisdiction, based on bin size. Agenda Summary--Waste Characterization Study-- Page Diversion measurement will include: 1. Recycling weights reported by franchised haulers and disposal sites. 2. Recycling weights reported by other recycling centers. 3. Direct out-of-county recycling shipments by large chain stores and other businesses (e.g., banks, factories) , Recycling collection by independent recycling collectors (e.g., Smurfitt Recycling .) 5. Recycling shipments by scrap metal collectors and tire dealers. 6. Any municipal solid waste received at composting facilities. 7. Source reduction by businesses and agencies (including thrift stores). 8. Source reduction by residences (primarily backyard composting). 9. Any other waste diversion for which credit can be obtained. Three survey forms which were used in the 1990-91 study are attached as examples of the kind of survey work that will be done. These forms will be reevaluated and possibly revised before they are used again. The characterization of the disposal wastestream by material type will be done using the "default" method allowed by the ClWMB, which is to use a statistical model the Board has developed that projects the probable characterization of Mendocino County's waste. This will be supplemented by observation of waste at the landfill to note presence of significant quantities of recyclables. I propose that our long-time canvasser and researcher, Karen Gridley of Willits, be rehired as a part-time temporary Researcher at $12 per hour to do the bulk of the work under my direction. The overall budget would be: Researcher wages (520 hours) Taxes & insurance Mileage Telephone Postage & copying Manager (.16 time for 6 months) TOTAL $6,240 1,040 465 600 250 4,000 $12,595 Agenda Summary--Waste Characterization Study-- Page 2, These expenditures would require the following revisions to the adopted 1997-98 MSWMA budget: Payroll expenses +7,280 Vehicle mileage +1,040 Telephone +600 Postage +250 [Manager salary is already budgeted] These amounts can be absorbed within the budgeted surplus for 1997-98 year. There is a possibility that the City of Fort Bragg will not feel that it is necessary to do a new study of its wastestream, because projections show Fort Bragg at close to 50% official diversion. I recommend that the project be funded at 25¢ per ton out of the existing surcharge and that any jurisdiction that does not wish to participate pay a reduced surcharge or receive a payment towards its landfill postclosure obligations. attachments Agenda Summary--Waste Characterization Study--Page 3 LARGE STORE QUESTIONNAIRE CITY OR ~ TELEPHONE: ~3-ol/~q DATES CONTACTED: ~/tq,/~t CONTACT PERSON: · Do you recycle cardbod~~.~c~----~ a. Who hauls(it? ~~£~'~, ~~[~ b. 3Jnounts J~~.~to present 2. Do you recycle grocery bags(paper or plastic)? a. quantities Jan 1990 to present. 3. Do you set aside food wastes for alternative use? a. type of use b. quantities diverted 4. Do yOu recycle any other material?-~f%[~ a. name of hauler(direct haul out of county?) b. quantities 5. Do you sell permanent canvas or string shopping bags? ~/~ a. monthly sales 6. Do you offer an incentive for shoppers to provide own bag? a. average number of shoppers who do it 7. Has store taken any other steps ~o reduce waste or recycle? (DETAILS ~:OTED ON REVERSE ~l ~ ) ~ TELEPHONE QUESTIONNAIRE ON SOURCE REDUCTION Hello. The County of Mendocino and the City of are conducting a survey to find out how residents are handling their trash. I'm with Keep Mendocino Beautiful, and we've been hired to do this survey. May I ask you a few questions about this? Do you live in the CITY or COUNTY /~ ? / - 1. Do you compost any of.your yard wste or food waste in your backyard? /~ If YES, can you estimate the amount? YARD WASTE: trash cans full of yard waste per month FOOD WASTE: gallons of food waste per week 2. Is there.a baby in diapers in your household? If yes, what kind of diapers do you use mostly? Disposable diapers~ Cloth washable diapers~ 3. Do you use a .permanent canvas or plastic bag to carry groceries when shopping? /~ THANKS FOR YOUR HELP FIELD SURVEY OF MAJOR GENERATOR DATE: ~/~/~/ NAME OF GENERATOR: ~'~,'~ ~-& .~° ~./~z,~. TELEPHONE: ADDRESS:77~ ~. ~~ ~'~~ ~.'~. ~. CONTACT PERSON: CITY OR COUNTY? GARBAGE HAULER:~~~~ SIZE~ z & FREQUENCY OF SERVICE: 1. MATERIAL: VOLUME OR PERCENT 2. MATERIAL: VOLUME OR PERCENT 3. MATERIAL: VOLUME OR PERCENT. 4. MATERIAL: d~[~3. VOLUME OR PERCENT 5. MATERIAL: VOLUME OR PERCENT: 6. MATERIAL: VOLUME OR PERCENT: 7. MATERIAL: VOLUME OR PERCENT: 8. MATERIAL: VOLUME OR PERCENT: CONTINUED ON REVERSE ca · ~DMIN. 707/463.6200 · PUBLIC SAFE'IY 463-6242/6274 · FAX It 707/463-6204 · October 28, 1997 Mike Sweeney, Manager Mendocino Solid Waste Management Authority P.O. Box 123 Ukiah, CA 95482 Dear Mike, Thank yOu for your letter offering to perform a waste characterization study at the Ukiah Landfill. The City of Ukiah agrees with the importance of performing another study and would like to request consideration for the funding of a waste characterization study at its facility. Using the method of calculation determined by the California Integrated Waste Management Board, the City of Ukiah has seen a decrease in its waste diversion rates from 27.1% in 1995 to 26.9% in 1996. The City, as well as its hauler, Ukiah Solid Wastes, feel our waste diversion rates are higher than that indicated by the Waste Board's method of calculation. In 1991, waste generated was based on the City's then current method for determining waste disposed. Since then a scale has been placed at the landfill which reflects that a different quantity of waste may have been disposed than that previously indicated. We believe that performing a new waste characterization study and establishing a new base year might more accurately depict the waste generated and quantity diverted by the City of Ukiah. In addition, a new waste characterization study would establish which waste sector (residential, commercial, construction/demolition and/or multi-family) should be targeted for additional emphasis on recycling and source reduction. I have attached a letter written by the City of Ukiah to the Waste Board indicating our concern about reaching the 50% diversion goal by the year 2000. In addition, I have attached a historic data sheet on the collection of recyclables as provided by Solid Waste Systems. Thank you for your consideration to this request. Sincerely, Candace Horsley, City Manager '\~,'r, Arn I-Iorp To July 28, 1997 Wesley Chesbro Board Member Integrated Waste Management Board 8800 Cal Center Drive Sacramento, CA 95826 Dear Mr. Chesbro, This letter is in response to your letter dated July 8, 1997 requesting assistance from local governments developing a state strategy for reducing our waste stream 50% by the year 2000. It is the City of Ukiah's belief that meeting the 50% waste reduction goal by the year 2000 ultimately depends on recycling markets. Tim continued Iow prices for rccyclablcs have litnitcd the incentives to the public to make greater efforts in recycling. 'l'i~e City of Ukiah has not seen an increase in diversion rates over the past year even though recycling progrmns including yardwaste, clothing, cardboard, l.mperboard, ~nagazines, office paper, ju~flc mail, ~mWSlmpcr, glass bottles, aluminu~n, tin cans, m~d all types of plastic bottles have bccn i~nplc~ncntcd anti dctermined to be successful. I have attached a copy of tim City's program implementation schedule to empl~asize tim City's em'nest efforts to meet AB 939 recyclin ,g/diversion goals at a reasonable cost to its constituents. We have developed and implemented the highest level of recycling programs in our region. Under current circumstances, it is our belief that the City of Ukiah will reduce its waste sa'cmn by 30% by the ye,'u' 2000. Although fl~e City recognizes the benefits of AB 939 and the State mandated diversion goals, we would like to suggest that the California Integrated Waste Management Bo,'u'd modify its requirements for the more rural areas like Ukiah, in consideration of flmir remoteness ,'md limited resources. The Bo,'u'd's consideration of this request or od]er assistance enabling die City of Ukiah to meet 50% diversion would be greatly appreciated. We look forward to working with you in making this goal a reasonable reality. · Sincerely, ..~.-, ,, ,~~/~ ~, ~ Shenrlan Ma one, /' Mayor ~ City o£ Ukiah 7/31/978:35 AM CITY OF UKIAH - AB 939 PROGRESS HISTORIC DATA ON COLLECTION OF RECYCLABLES (Information provided by Solid Wastes Systems Inc. based on their collection records) Program/C°mmodity 1992 1993 I 1994 1995 1996 1997 .,. B__U_uy Back Center Aluminum 66,694 61,064 71,1 78 84,482 87,365 ._ Batteries 10,065 11,220 14,520 Cardboard 70,740 453,624 432,424 344,943 '"Glass 306,49~' 335,496 310,357 481,781 271,1 41 ..... Mixed Paper .... 27,085 110,925 473,688 399,934 Motor Oil 38,610 47,931 47,315 ..... Newspaper 151,075.. 307,288 386,698 341,339 637,142 . .. Plastic-Tin 28,813 66,259 58,047 88,312 197,594 __ Milk Cations 4,826 5,312 Tires 4,977 -- Subtotal 553,078 867,932 1,444,330 1,966,489 2,004,931 Commercial Curbside Collection' Aluminum 1,67~ 758 333 Cardboard 1,055,400 2,145,783_ 1,431,171 1,996,440 1,997,930 Glass 1,233 72,964 8,883 116,550 -- .... M.ix.e_d_P_aper 64,460 132,430 226,755 217,186 516,612 N.e w sp_ a_p_e r 185,582 131,274 186,036 Plastic-Tin 5,699 18,493 46,965 50,788 Metal 5,660 Tires 193,090 265,324 Milk Cartons 4,111 4,575 -- Yard Waste 198,500 443,408 595,770 523,340__ Subtotal 1,119,860 2,483,645 2,384,160 3,200,601 3,656,913 .. Residential Curbside Collection -- Aluminum 8,27-~- 3,511 6,699 1,538 1,284 Cardboard 61,907 94,320 220,180 111,523 194,337 G'la---~s 346,668 378,954 360,311 429,455_ 396,331 ., Mixed Paper 51,135 36,438 Newspaper 669,633 535,101 495,256 817,626 368,050 _ Plastic-Tin 11,755 126,999 82,004 162,060 118,488 Yard Waste 1,343,477 2,580,000 2,789,530 2,150,664 .2,097,040 Subtotal 2,441,714 3,718,885 3,953,980 3,724,001_ 3,211,968 Landfill Recycling Program Aluminum -- 190 907 4,186 672 596 Cardboard 33,395 47,161 113,407 235,647 123,473 Glass - 28,600 111,851 89,607 111,495 332,840 .... '- ~ ix~gd- ~a'FJ~---- 2,975 35,612 50,121 49,518 Newspaper ... 57,575 150,437 114,079 122,440 152,380 Plastic-Tin 4,865 49,736 27,548 54,582 71,380 Metal 313,400 381,460 300,990 395,810 406,860 Tires 11,110 22,382 Milk Cations 2,063 2,340 Subtotal 438,025 744,527 687,492 984,217 1,1 59,429 TOTAL POUNDS** 4,552,677 7,814,989 8,469,962, 9,875,308 10,033,241 Estim_ _C.. i_t yi§~.~_o_ta!- .p__o.u._nd_s- ........... ~_,_!!_2_,4~_3._ ...... _7 ~09_5:5_5__3- 7,259,618 8,203,306 8,250,568 "Total pounds calculated based .on City's po.!tion of collect.od materials: 1992/93 60% buyback ctr materials collected from City of Ukiah, 40% from County; 1994-present 40% buyback ctr materials collected from City, 60% County (Empire Waste Buyback ;in operation); landfill recyclables (curb-side items) - assume 50% City 8, 50% County based on % of City/County self-haulers. _ 1995 - Residential/Commercial Programs expanded to include all plastics, magazines and paperboard included with cardboard). Tires diverted by Oxford prior to 1994, not maintained/diverted by USW until 1995. , ITEM NO. 8d DATE: February. 18,1998 AGENDA SUMMARY REPORT SUBJECT: APPROVAL OF BUDGET AMENDMENT FOR HEATING SYSTEM REPAIRS AND INSTALLATION OF NATURAL GAS SYSTEM AT CIVIC CENTER The fire apparatus bay in the Civic Center contains two electrical, ceiling mounted heater units, one of which has recently become inoperative. While determining the degree of repair necessary it was discovered that the units had been improperly installed at the time of original construction. Repairs to the units to bring them to current code standards would include a complete rewiring, new circuit breakers, and switch boxes. These repairs would be approximately $4,500 per unit and would have to be completed as soon as possible as the apparatus bay contains vehicles stocked with medical supplies which must be maintained at minimum temperatures. Staff also acquired estimated costs of converting the units to more efficient natural gas as well as installing the natural gas infrastructure throughout the Civic Center. Staff met with PG&E and Roberts Mechanical, the City's current heating, air conditioning and ventilation system (HVAC) service provider, and it was determined that the Civic Center could be serviced by a single one inch high pressure line from Clay Street to the north side of the building. PG&E's cost for meter and service installation would be approximately $1,500 to $2,000. Continued on page 2 RECOMMENDED ACTION: Approve amendment to the 1997/98 Budget by increasing expenditures in Account No. 100.1915.800.000 in the amount of $16,000 for installation of natural gas system at the Civic Center and replacement units in fire apparatus bay. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine budget amendment is inappropriate at this time and move to deny. Acct. No. (if NOT budgeted): 100.1915.800 Appropriation Requested: $16,000 Citizen Advised: N/A Requested by: Prepared by: Coordinated with: Acct. No.: (if budgeted) Larry W. DeKnoblough, Community Services Director ,~.__u,.)~ Candace Horsley, City Manager Darryl Barnes, Utility Director John Yeast, Electric Technician Attachments: 1. Roberts Mechanical Bid 2. Budget Worksheets APPROVED.(~ ~,_ Candace Horsl(~y, ~ty Manager Installation of the gas line through the Civic Center to the apparatus bay, including all necessary connections for the future conversion of the main building's HVAC system, and regulators for new units would be $7,074.99. $6,313.08 is the cost for the installation of two replacement units in the fire apparatus bay. $500 is for additional ductwork and $111 is for project contingencies. Based upon discussions with Utility Director Darryl Barnes and Roberts Mechanical, savings would be significant on the Civic Center utility costs if the electrical HVAC system were converted to natural gas. While the total conversion of the entire building would be accomplished over a number of years, ultimately this project could save the General Fund up to $20,000 annually. As the fire apparatus bay is considered an emergency repair it would be done immediately. The installation of natural gas and conversion of the HVAC system has been studied by staff in the past. However, as the existing system is reaching its life term and increased repair and/or replacement of individual units is occurring, staff believes this is the most opportune time to proceed with the installation and ultimate conversion to the more efficient natural gas system. Staff is requesting approval of the budget amendment in the amount of $16,000 to Account No. 100.1915.800.000 and approval of the installation of the natural gas system at the Civic Center by Roberts Mechanical. rap al P~,~o. 1 of 1 Pages Roberts Mechanical & Electrical Inc., d.b.a. ROBERTS SERVICE & CONSTRUCTION "Service is Our Business" SANTA ROSA BRANCll UKIAtl BRANCII 4649 Dowdell Avenue 189 Wabash Avenue Santa Rosa, CA 95407 Ukiah, CA 95482 (707) 584-5880 CONTRACTORS UCENSE NO. 556014 (707) 462-3290 PROPOSAL SUBMIT/ED TO PHONE [ DATE City of Ukiah 463-6221 ] 2/2/98 STREET JOB NAME 300 Seminary Ave. Fire House Heating and Gas Line Instal 95482 CITY, STATE and ZIP CODE Uk i ah, CA ARCHITECT JOB LOCATION Civic Center DATE OF PLANS I I JOB PHONE We hereby submit specifications and estimates for: 150,000 BTU input, natural gas unic heaters equipped with electronic ignition pilot systems. Price includes complete installation including all necessary electrical, plumbing and venting. $6,313.08 · ' 7 feet of 1~ as line from N W corner 2. Installation of approximately 4 0 ¥ g .................... ~ ......... ~ ..................................................... of Civic Center extending through both HVAC equipment wells and termin- ating at fire station truck bays. Installation of 6-12 line taps for future use, including gas cocks. Price includes two (2) 1 lb. to 8" W.C. pressure regulators for fire station furnaces. $7,074.99 3. Additional ductwork for office to include installation of 1 T-Bar ....... ;~Y~u~th;~b.u~er~r~a~.~[a~.e.~.~i~i.;a~.~[i~n~;~[.~;~.~.t~.r~e~ t° midnight of th~ i~ii;~J i~si~'~'~'~ ~i'~y' 'a'~; ii~'~i;~'"~"'i'h'i';'"~'~;~'~';~'~';d'~': ............................... See the attached notice of cancellation form for an explanation of this right." {~£ ~rap05r hereby to furnish material and labor -- complete in accordance with above specifications, forthesum of: Thirteen Thousand, Eight Hundred Eighty Eight and 07/100-~011ars($13,888-07 ). Payment to be made as follows'. Upon Completion and Billing. All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado and other necessary insurance. Our workers are fully covered by Workman's Compensation Insurance. Authorized~----'~"~r' ///.. F/~/.~~'''''''''' Signature Note: This proposal may be 6 0 withdrawn by us if not accepted within ~'~Cr~pt~"Cl~~ _l;Ir0V~aI -- The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. Date of Acceptance: Signature Signature U.I ""-- ~ A · ~ rog; E E E E E E E E ~ ~ ~ ,,- ,,- ,,- -c .,,.., N ,- ,- ,.- C ,-- ,.- ,- ~ .-= .... g ~~i~ · ~ .~~ooooooo oo'~ ~o 'o ~ ~ u.m,,,,,,,,,,,, u.m,,,,uJ LU'~ ---- m ., ' · . . 0 0 0 . 0 0 0 0 -- .... E om.: ~ m ~~ ~ .oo ~ o.~ ~ o ~ ~ . ~.~ o o,~ o o o 0~0 0 0 010 ~ ~ 0 0 ~ 0 0 0 0 0 ~ 0 0 ~ ~ ~ ~ ~ ~ ~ ~ 0 0 ~ ~ 0 ~ 0 0 0 0:00 0 0 0 0 O0 0 0 0 0 ~ O0 ~ ~ ~ ~ ~ ~ ~ 0 0 0 0 ~ 0 ~ oooo,oooooooooooo~oo~m~~ooooooo ~o~o~moom~o~oooomoooom~:~~mooo~~ ~ ~0~1~~ ~00~~~0000~0~0~~0~~~ . ~ ~0000000~0~0~0000~000000000~00~0 - ~~~o~~~o~~o~~~~oooo~o~o oooooo~~om~~mm~mooooooooooo~~ 0 ~~ oo oO ) oo ooooo o 0 · ~ 0~0 O00 .0 Eom ~m: : ~ : ~ : : o~:~ : : : : ~ ~ o omo o _ ~ ¢ J J ~ J J ~ Xj J ~ ~ J ~ ~ ~ J J J J ~ ~ J J J ~000 ~o ooo ~ ~ ~ 0 000 0 N ~~~ ~ ~oo oo oE II GENERAL FUND #100 Budgeted amounts: Beginning fund balance 7/1/97 Revenue budgeted Expenses budgeted Transfers In/(Out), at net Loans to other funds Budgeted ending fund balance 6~30~98 509,388 6,308,310 (6,609,488) 205,775 - $ 413,985 Adjustments made durin.q the fiscal year: Date Proposed 7/1/97 8/6/97 8/6/97 8/20/97 8/20/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/5/97 11/19/97 12/17/97 12/17/97 1/21/98 2/4/98 2/18/98 2/18/98 2/18/98 2/18/98 2/18/98 2/18/98 2/18/98 2/18/98 Change in beginning fund balance per audit Storm drain videotaping project South State Street repair City Clerk compensation adjustment Street portion of Garage cleaner/solvent contract Traffic Safety Grant Revenue Firefighters Association Donation Fees for services to Mendocino District Attorney Sale of Surplus Fire equipment Traffic Safety Grant Expenses Reduce personnel costs Reduce fire apparatus costs Reduce Special Supplies costs Delete radio equipment replacement and modifications Fire hoses and fittings Animal Shelter property appraisal Animal Shelter property appraisal reimbursement Legal services for Civil Service hearings Consultant services for General Plan map conversion Supervisorial training Special supplies Install gas line to Civic Center Replacement HVAC units in the fire apparatus bay Install gas meter and service Installation of additional ductwork Civic Center HVAC cleaning Allowance for unanticipated costs of gas system installatio Account No. 100.3110.250.000 $ 100.3110.250.000 $ 100.1101.110-156 $ 100.3110.303.000 $ 100.0600.488.911 $ 100.0900.900.911 $ 100.0800.616.911 $ 100.0800.625.002 $ 100.2101 .XXX.911 $ 100.2101.110-157 $ 100.2102.303.001 $ 100.2101.690.000 $ 100.2102.800.006 $ 100.2101.690.001 $ 100.1201.250.000 $ 100.0600.489.000 $ 100.1601.250.000 $ 100.1501.250.000 $ 100.1201.640.000 $ 100.1201.690.000 $ 100.1915.800.000 $ 100.1915.800.000 $ 100.1915.800.000 $ 100.1915.800.000 $ 100.1915.301.000 $ 100.1915.800.000 $ (4,000) (13,500) (741) (285) 20,175 2,100 2,500 21000 (29,242) 750 300 417 1,000 (1,832) (2,800) 1,400 (6,622) (4,000) (5oo) (300) (7,075) (6,314) (2,000) (500) (8,020) (111) Revised Budgeted Ending Fund Balance 6/30/98 $ 356,785 RESERV98.XLS 2/13/98 Page 1 Funds 100; 110; 115; 130; 131 J_T_FJ~_[~I_O~_ 8e DATE: February 18,1998 AGENDA SUMMARY REPORT SUBJECT: APPROVAL OFAGREEMENT WITH MENDOCINO COUNTY TO PROVIDE EMPLOYEE PARKING A long term issue which has impeded downtown revitalization has been the use of convenient, on- street parking by employees within the commercial core. This issue has been widely identified in several studies and community plans such as the Redevelopment Implementation and Downtown Revitalization Plans. Due to the Board of Supervisors approval of funds for the acquisition of permits for County employees, City and County staff have been meeting to develop an agreement by which County employees would be provided designated parking either off-street or outside the commercial core. County Administrative staff has indicated their desire to enter into a multi-year agreement in order to continue providing this benefit to their employees beyond the current years budget. A draft agreement has been completed and is attached to this report for Council's consideration. The proposed agreement provides for a maximum of 130 parking permits to be issued to the County of Mendocino at the monthly rate of $7.50. Parking Lot C which is located east of Main Street will provide 90 of the required spaces. 35 other employees currently hold permits in municipal lots and would be allowed to continue to park in their present locations. Should there be a fee difference between the employees preferred location and the fee paid by the County, the employee would pay the difference to the City. The employees located in the Drug and Alcohol Prevention Center outside the downtown, will receive on-street permits in their area. Continued on Page 2 RECOMMENDED ACTION: Approve agreement with Mendocino County to provide employee parking and authorize City Manager to execute necessary documents. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine agreement requires revision and approve as revised 2. Determine agreement is inappropriate at this time and do not approve Acct. No. (if NOT budgeted): N/A Acct. No.: Appropriation Requested: N/A (if budgeted) Citizen Advised: N/A Requested by: County of Mendocino Prepared by: Larry W. DeKnoblough, Assistant Redevelopment Director Coordinated with: Candace Horsley, City Manager Patsy Archibald, Customer Service Supervisor Attachments: 1. Proposed Agreement APPROVED' ~ ~~, Candace Horsley, Ci~ Manager A sedes of meetings have been coordinated by Bruce Moordhorst, Deputy County Administrator, City staff, and county employee groups in order to provide information and receive employee input regarding the proposed agreement. While the employees were enthusiastically supportive of the agreement, they did express concern over the safety issue of lighting in the area. In response to those concerns, the electric utility has increased the lighting on Smith Street and will be increasing light in the lot pdor to implementation of the agreement. The placement of county employees into designated parking represents a significant improvement in parking conditions and will further reduce unnecessary vehicle activity downtown. The proposed agreement also provides an opportunity to work cooperatively with the County to our mutual benefit and to the benefit of the community. Staff is recommending approval of the agreement and authorization of the City Manager to execute the necessary documents. LD COUNTY.ASR AGREEMENT BETWEEN THE CITY OF UKIAH AND COUNTY OF MENDOCINO FOR EMPLOYEE PARKING WITHIN UKIAH PARKING DISTRICT # 1 THIS AGREEMENT is made and entered into effective March 1, 1998, by and between the CITY OF UKIAH, a municipal corporation, acting by and through its City Manager, hereinafter referred to as "City"; and the County of Mendocino, hereinafter referred to as "County" WITNE S SETH: RECITALS: A. Ci~ operates Municipal Parking District #1 for the purpose of providing off-street public parking within its downtown commercial district. B. County has requested of City the permitted use of a maximum of 130 parking spaces within the Parking District in order to provide parking for County Employees working within the downtown. C. City desires to provide said spaces pursuant to the terms of this agreement. AGREEMENT: NOW, THEREFORE, IN CONSIDERATION of the terms, covenants, and conditions herein expressed, to be kept and performed by the parties hereto, IT IS MUTUALLY AGREED BY THE PARTIES AS FOLLOWS: 1. Permitted Parking. City does hereby agree, and County does hereby hire from City the parking spaces necessary to provide parking for a maximum of 130 of County's employees working within the areas of Parking District #1 designated on the diagram attached hereto as Exhibit "A", incorporated herein by this reference. Individual employees may elect to park in additional locations within Parking District #1 subject to availability and prevailing rates provided the employee agrees to and does pay City the difference between the prevai_'ling monthly rate and the $7.50 paid by the County. 2. Term. The term of this agreement shall two (2) years and four (4) months, commencing March 1, 1998 and ending June 30, 2000. This agreement may be extended for additional terms if mutually agreed to by both parties. 3. Fee. The County shall pay for the spaces provided to its employees under the terms of this Agreement at the rate of $7.50 per month for each employee the County requests the City to issue permits. The County shall pay City fees in advance as follows: By March 1, 1998, for the first four months of the Agreement to and including June 30,1998; By July 1, 1998, for the next six months; By January 1, 1999 for the next six months; and By July 1 and January 1 for each succeeding six month period thereafter. At the end of each such period the City will determine the actual number of permits issued to County employees during the period. If the actual number was less or greater than the number of permits requested by the County at the beginning of the period, the City shall notify County of the difference. The County shall either increase or decrease its payment for the next period by the amount of the difference. Upon termination of the Agreement, the City shall refund or the County shall pay to City the difference, if any, then outstanding. 4. l_ermiaatio~ This agreement may be terminated upon one hundred (180) days written notice by either party for any reason. 5. Use. County or its permitted assignees, shall comply with all applicable local codes and ordinances in connection with the use of the permitted parking spaces during the term of this agreement. County and City shall take all necessary steps to assure that County's employees utilize the designated parking provided by this agreement. 6. Desi_maation of Spaces. In accordance with the City ordinances and Resolutions, City shall provide, install, and maintain signage in appropriate locations which designates the spaces identified in this agreement as permit parking only. 7. Waiver. No waiver by any party hereto of any breach of any term or condition of this agreement is to be construed as a waiver of any subsequent breach or as a modification of any term of this agreement. 8. Remedy for Breach. In the event that County should fail, refuse, or neglect to pay when due any installment of fees, or fail or refuse to keep, perform, or observe any covenant, agreement, or condition of this agreement, City shall have the right to terminate this agreement immediately. 9. Notices. Any notice which either party may give or be required to give may be given by mailing such notice by regular mail with postage prepaid and addressed as follows: of Attn: City Manager 300 Seminary Avenue Ukiah, CA 95482 County of Mendocino Attn: County Administrator Low Gap Road Ukiah, CA 95482 !0. Legal Proceedings. Any legal action between the parties concerning this agreement shall be filed in the State Court in Mendocino County with subject matter jurisdiction, each party waiving any objections they may have to venue in Mendocino County 11. Binding Effect, This agreement benefits and is binding upon both parties, their successors, legal representatives, and assigns of. 12. Countexparts. This agreement may be executed in any number of counterparts which taken together shall constitute the same agreement. IN WITNESS THEREOF, the parties hereto have executed this agreement at the date and place indicated below. CITY OF UKIAH COUNTY OF MENDOCINO By By City Manager County Administrator II Ii UJ II HENRY PERKINS CHURCH STEPHENSON CI~Y SEMINARY