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HomeMy WebLinkAbout2004-04-21 PacketRESUME CITY OF UKIAH CITY COUNCIL AGENDA Adjourned Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 April 21, 2004 4:00 p.m. 4:00 p.m. - 6:00 p.m. - Pre-Budget Workshop Discuss and provide direction to staff Mayor Read a. Mayor Read b. C. Joy Beeler Diana Steele ROLL CALL PLEDGE OF ALLEGIANCE PROCLAMATIONSIRESENTATIONS/INTRODUCTION Proclamation: National Food Drive Day in Ukiah - May 8, 2004 Proclamation: ukiaHaiku Festival- April 25, 2004 Presentations: Individual Councilmembers Read Selected Poems (Councilmembers Smith and Baldwin, and Mayor Larson) d. Presentation by Ukiah Main Street Program Regarding Downtown Revitalization Activities on Behalf of the City of Ukiah and Ukiah Redevelopment AGency e. Introduction of Public Works Supervisor 4. APPROVAL OF MINUTES MIRC(5-0) a. Budget Hearings: June 23-24, 2003 Mayor ReadS. RIGHT TO APPEAL DECISION Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court. The City has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety days (g0) the rime within which the decision of the City Boards and Agencies may be judicially challenged. Mayor Read 6. CONSENT CALENDAR The following items listed are considered rourine and will be enacted by a single motion and roll call vote by the City Council. Items may be removed from the Consent Calendar upon request of a Councilmember or citizen in which event the item will be considered at the completion of all other items on the agenda. The motion by the City Council on the Consent Calendar will approve and make findings in accordance with Administrative Staff and/or Planning Commission recommendations. MIRC (5-0) Approving Consent Calendar items "a" through "d" as follows: a. Approval of Disbursements for Month of March 2004 b. Approval of Sole Source Procurement From Air Exchange, Inc. to Extend and Upgrade the Current OSHA Mandated Apparatus Bay Exhaust System in the Amount of $32,764.28 and Approval of Budget Amendment c. Approval of Contract with Sterling Codifiers d. Approval of Lease with Nuestra Casa for Community Garden Site Mayor Read 7. AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments in which the subject is not listed on the agenda. 8. PUBLIC HEARING (6:45 P.M.) a. Public Headng Regarding Notification of Award of Supplemental Law Enforcement Services Fund, Citizen's Option for Public Safety (COPS)Grant in the Amount of $100,000 FY 03/04, Reallocation of Funds for FY 02~03 COPS and Discussion of Fund Allocation (Continued from April 7, 2004) MIRC (5-0) authorizing department spending plan for both fiscal year 2002103 and fiscal year 2003104 grants 9. UNFINISHED BUSINESS a. Discussion of Possible Public Safety Sales Tax Ballot Measure on the November Election City to provide meeting place to discuss language for a Public Safety Sales Tax ballot measure and staff will notify the public and welcome citizen input, and invitations to public safety personnel, administrators, and community organizations. b. Discussion Regarding Candidate Interviews for City Commissions and Boards - Councilmember Rodin (Continued from Apdl 7, 2004 meeting) MIRC (3-2) for staff to bring back an Ordinance for Council's consideration within six weeks that each City Councilmember shall appointment a Planning Commission to coincide with their term of office. 10. NEW BUSINESS a. Approval of Voluntary Water Conservation Program MIRC (5-0) approving proposal for voluntary water conservation proc3ram b. Presentation of Proposed Cogenerafion Projects Utilizing Biomass and Biogas Fuels to Produce Electrical Energy for the City of Ukiah MIRC (5-0) determining that further negotiations with COGENTECH and its contractual partners for the development and operation of Biomass and Biogas cogeneration plants for the purpose of generating power for the City of Uklah is advantageous to the City of Ukiah, and authorizing the City Manager to execute appropriate Non Disclosure Agreements and Letters of Intent c. Discussion and Possible Action Regarding Request from County of Mendocino for Support of Federal Legislative Program Funding Requests Staff directed to bring back at the next meetina d. Review and Approve Agreement for Purchase, Sale and Development of Real Property Among Ukiah Redevelopment Agency, City of Ukiah, and Redwood Business Park (Discussed in Closed Session) The City of Ukiah complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. e. Discussion and Direction to Staff Regarding Agreement Between Mendocino County Inland Water and Power Commission and the Mendocino County Water Agency to Act as a "Joint Local Sponsor" for the U.S. Army Corps of Engineers Coyote Dam Feasibility Study Consensus of Council directing Staff to relay Council's comments 11. COUNCIL REPORTS 11. CITY MANAGER/CITY CLERK/DIRECTOR REPORTS Adjourned to Ukiah Redevelopment A;lency Meetin;l:10:55 p.m. Reconvened as City Council and Adjourned to Closed Session: 11:00 p.m. 12.CLOSED SESSION a. Government Code §54956.8~ Conference With Real Property Ne;Iotlator Property: Assessor's Parcel No. 002-232-12, Railroad Depot Property Agency Negotiator: Candace Horsley, City Manager Under Negotiation: Terms and conditions of lease b. Government Code .~54956.8, Conference with Real Property Negotiator Property: A portion of Mendocino County, Assessor's Parcel Nos. 180-110- 02 and 180-110-06 Agency Negotiator: Candace Horsley, City Manager Under Negotiation: Price and terms of payment No action taken 11:30 p.m. 13. ADJOURNMENT **Amended:Item 10e. CITY OF UKIAH CITY COUNCIL AGENDA Adjourned Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 April 21, 2004 4:00 p.m. 4:00 p.m. - 6:00 p.m. - Pre'Budget WOrkshoP 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE 3. PROCLAMATIONS/RESENTATIONS/INTRODUCTION a. Proclamation: National Food Drive Day in Ukiah - May 8, 2004 b. Proclamation: ukiaHaiku Festival- April 25, 2004 c. Presentations: Individual Councilmembers Read Selected Poems (Councilmembers Smith and Baldwin, and Mayor Larson) d. Presentation by Ukiah Main Street Program Regarding Downtown Revitalization Activities on Behalf of the City of Ukiah and Ukiah Redevelopment AGency e. Introduction of Public Works Supervisor 4. APPROVAL OF MINUTES a. Budget Hearings: June 23-24, 2003 B RIGHT TO APPEAL DECISION Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court. The City has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety days (90) the time within which the decision of the City Boards and Agencies may be judicially challenged. Sm CONSENT CALENDAR The following items listed are considered routine and will be enacted by a single motion and roll call vote by the City Council. Items may be removed from the Consent Calendar upon request of a Councilmember or citizen in which event the item will be considered at the completion of all other items on the agenda. The motion by the City Council on the Consent Calendar will approve and make findings in accordance with Administrative Staff and/or Planning Commission recommendations. a. Approval of Disbursements for Month of March 2004 b. Approval of Sole Source Procurement From Air Exchange, Inc. to Extend and Upgrade the Current OSHA Mandated Apparatus Bay Exhaust System in the Amount of $32,764.28 and Approval of Budget Amendment c. Approval of Contract with Sterling Codifiers d. Approval of Lease with Nuestra Casa for Community Garden Site 1 AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on this agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments in which the subject is not listed on the agenda. 8. PUBLIC HEARING (6:45 P.M.) a. Public Hearing Regarding Notification of Award of Supplemental Law Enforcement Services Fund, Citizen's Option for Public Safety (COPS) Grant in the Amount of $100,000 FY 03/04, Reallocation of Funds for FY 02/03 COPS and Discussion of Fund Allocation (Continued from April 7, 2004) 1 UNFINISHED BUSINESS a. Discussion of Possible Public Safety Sales Tax Ballot Measure on the November Election b. Discussion Regarding Candidate Interviews for City Commissions and Boards- Councilmember Rodin (Continued from April 7, 2004 meeting) 10. NEW BUSINESS a. Approval of Voluntary Water Conservation Program b. Presentation of Proposed Cogeneration Projects Utilizing Biomass and Biogas Fuels to Produce Electrical Energy for the City of Ukiah c. Discussion and Possible Action Regarding Request from County of Mendocino for Support of Federal Legislative Program Funding Requests d. Review and Approve Agreement for Purchase, Sale and Development of Real Property Among Ukiah Redevelopment Agency, City of Ukiah, and Redwood Business Park e. Discussion and Direction to Staff Regarding Agreement Between Mendocino County Inland Water and Power Commission and the Mendocino County Water Agency to Act as a "Joint Local Sponsor" for the U.S. Army Corps of Engineers Coyote Dam Feasibility Study 11. COUNCIL REPORTS 11. CITY MANAGER/CITY CLERK/DIRECTOR REPORTS 12.CLOSED SESSION a. Government Code ~i54956.8~ Conference With Real Property Negotiator Property: Assessor's Parcel No. 002-232-12, Railroad Depot Property Agency Negotiator: Candace Horsley, City Manager Under Negotiation: Terms and conditions of lease b. Government Code ~i54956.8~ Conference with Real Property Negotiator Property: A portion of Mendocino County, Assessor's Parcel Nos. 180-110- 02 and 180-110-06 Agency Negotiator: Candace Horsley, City Manager Under Negotiation: Price and terms of payment 13. ADJOURNMENT The City of Ukiah complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. AGENDA ITEM NO: MEETING DATE: April 21,2004 SUMMARY REPORT SUBJECT: PRE-BUDGET WORKSHOP DISCUSSION AND COUNCIL DIRECTION The purpose of this workshop is to give the Council and staff an opportunity to discuss various options for balancing the City's fiscal year 04-05 budget and for the Council to provide direction regarding the development of the draft budget, which will be presented to the Council in June. The attached information is to assist the Council in its discussion of the various options provided by staff to balance the upcoming budget. The proposed measures are being recommended to address the immediate deficit issue that will adversely impact our ability to deliver the quality services the community has become accustomed to. There is a clear need for the public to understand the depth of the problem we are facing and the fact that sacrifices and hard decisions, no matter how unpopular, must be made. The reductions in budget expenditures reflect the percentages of increased deficit between public safety and non-public safety departments. Input was received from Directors, supervisors, and line staff. Suggestions from the employees for balancing the budget have also been included in this report for Council's review. (Continued on page 2) RECOMMENDED ACTION: Discuss and provide direction to staff. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Candace Horsley, City Manager Candace Horsley, City Manager Finance Director, Department Heads 1. Summary of proposed budget cuts 2. Revenue/Expense Changes 3. Planning and Community Development Budget Reductions and Impacts Public Works Budget Savings Engineering Revenue Enhancements . Approved:' .~ ~~-~.-~~~ Candace H0rsley, City~i~anager 4:CAN/ASR.PreBdgtWkshp.0404 Backflround Estimated Deficit--Attachment A delineates the estimated deficit impact to the City's General Fund budget for fiscal year 04-05. The estimated total of $1.2 million includes increases to the retirement system, which are due to the state's downturn in investment returns, salary and benefit contracts with employee units, workers compensation insurance increases, state takeaways and revenue reductions (Attachment 2). There are still unknown factors as a result of the state's budget and therefore assumptions have been made regarding various revenue sources and state take-aways. Staff has included full Vehicle License Fee (VLF) revenue backfill to cities but has eliminated the booking fee reimbursement, as we did last year. May revisions to the Governor's budget will most likely require revisions to our current estimates as Educational Revenue Augmentation Fund (ERAF) and the 'Tdple Flip' impacts are still in flux. The Governor's initial proposal would take another $54,000 in property tax from the City, equaling a total loss over the last ten year of $305,000 in ERAF property tax from the City of Ukiah. The City Manager and Directors have met several times to discuss the potential expenditure cuts as well as revenue enhancements to meet this fiscal shortfall. The obvious cuts, including capital expenditures, training, and deferred projects were made last year. We are now facing the much more difficult decisions with resultant community impacts such as program reductions, facility closures, and additional employee position layoffs and therefore resultant reductions in service levels. Council may choose to direct Staff to proceed with the options discussed below, modify the options or investigate other areas of expenditure reductions and/or revenue enhancements. DISCUSSION The following is a discussion of options, as presented by staff for Council consideration and direction. Vacant positions In anticipation of the looming deficit, in December 2003, the City Manager initiated a freeze on vacant positions to prevent future layoffs of existing employees. Each vacant position was reviewed to determine whether it was an essential position that must be filled or could be left vacant to reduce the deficit in the current and next fiscal year. The eight resultant vacant positions span all but one of the departments within the General Fund, so that no single division will bear the full burden of proposed cost reductions. The vacant positions consist of two firefighters, one police officer, one police records clerk, two public works maintenance I, one parks lead worker, and one part-time planning code enforcement officer. Cost savings: $437,663 Community Services A. Close aquatics facility or operate on a limited basis Staff has presented three different scenarios for Council's consideration. If the facility was closed, the net savings would be $50,000. If day camp participants were allowed to use the pool for afternoon swim, the savings would be $28,184. If the facility was open to day camp swim and group swim lessons, which bdngs in revenue of approximately $19,200, the savings would be $23,279. The savings total in Attachment 1 uses the full $50,000 in cost savings for the pool closure. B. Anton Stadium With the closure of Anton Stadium, there is an associated savings of $47,000. Closure of the stadium will affect the shared facility use arrangement with the Ukiah High School and the Ukiah Unified School District. C. Grace Hudson Museum Eliminating the Museum Curator position and limiting the number of open public hours will save approximately $62,142. Staff initiated discussions with the Sun House Guild in February regarding the anticipated General Fund deficit and the potential impacts from these deficits. Continued discussions with the Guild and Endowment Board for possible financial participation in the museum operations are continuing. Staff is also developing other strategies for assisting the Endowment Board in being able to meet these goals. D. Conference Center Staff is also analyzing potential cost-cuffing measures to be implemented at the Conference Center to be presented during the budget sessions. Cost savings: $159,142 Planning and Community Development A. Fee Increases The Council approved new building permit fees in January 2004. Staff is analyzing the establishment of a fee for projects requiring a re-inspection because the required work was not completed and ready when an inspection was requested. In addition, staff is initiating a fee schedule for code enforcement, and will return to the Council with a planning permit schedule to cover 100% of the costs, rather than the current 75% recovery. Due to the potential increase in revenues, Staff is requesting Council's approval to work on a schedule of potential fees for Council's consideration. B. Meetings with Business Community In addition, staff would like to initiate several workshops with the business community to discuss permit processing, regulations, ways to better support the business community, and stimulate economic development. In addition, the department could prepare and distribute a planning/building department newsletter, describing activities and providing general information to assist the public in better dealing with the department and its processes. C. Charge Mendocino County Tax Assessor's Offices for Services Rendered The Department has proposed that they evaluate and possibly charge the Mendocino County Tax Assessor's Office for services rendered. The Building Division prepares a monthly building permit report at the request of the Tax Assessor's office at no charge. The City is currently charged a fee by the County for collection and distribution of property taxes. D. Operating Budget The Department has evaluated the 2003-04 fiscal year budget and is prepared to reduce their budget, mainly be reduction in consultant services, by $55,000 for fiscal year 2004-05. (Attachment 3). Cost savings: $55,000; revenue enhancement projections pending Fire Department Chief Latipow has been very creative in developing his recommendations. He has been in discussions with the Water Department and offered to provide hydrant-flushing services for $40,000 per year. The Water Department has agreed to pay the Fire Department for this much needed service. The Department has also sent out an offer to all departments for CPR and Hazardous Materials training. The Chief estimates that this could bring in an additional $5,000 to the General Fund. The Department is also reviewing ambulance fees that have not been adjusted for several years to determine if they are competitive with the regional market. There are already two vacant positions in the Fire Department, with those positions being frozen. An additional reduction in force above the two frozen positions would cover the three shifts and would be an additional $64,238 in savings. Cost savings: $109,238; fee analysis pending Police Department The Department has reviewed their individual budget line items, and is recommending a budget expenditure reduction of $15,000. In addition, there is currently one vacant police officer position in the Department that has been frozen. To equalize to the other two shifts, two additional police officer positions not being filled would equate to $144,676. The City Manager is in discussions with the Police Unit representatives regarding the potential of two early retirements that would negate the need for layoffs within the department. Cost savings: $159,676 *It should be noted that if the Council chooses to include a sales tax ballot measure for public safety on the November 2004 election, any layoffs in the Fire and Police Departments should be delayed until after the election results. Public Works The Director has identified potential savings in the Engineering and Streets Divisions totaling $100,046 (Attachment 4). Additionally, there are revenue enhancements through fees for service that are being analyzed for Council's review before the June budget sessions (Attachment 5). Cost savings: $100,046; revenue enhancement projections pending Miscellaneous A. Redeve/oprnent Shifts in staff salaries due to increased activity in the Redevelopment Agency equates to a savings to the General Fund of $57,438. B. C/vic Center Closure Council previously approved the closure of the Civic Center every other Friday to save $10,000 in utility expense. Total savings: $67,438 To.~..I of all recommended savinos: $1,088,203 Projected deficit: $1,200,000 Net difference: 111,797 Revenue enhancements as proposed by the Departments should reduce this net difference significanUy. Staff will report the change in revenue during the .lune budget sessions, l;t should be noted that if the three public safety positions recommended for reduction in force are held over until the November election, additional costs will be incurred. Other oDtions for consideration: a. Furloughs and IVlOLI reopeners: Since employee costs are one of the largest expense factors in the General Fund, a discussion of possible furloughs and employee contract reopeners should be included in this report. Savings for one day of a General Fund employee furlough, excluding public safety, would equate to $10,145. Public Safety furloughs are very difficult to accomplish due to the 24 hour nature of the operations. Exchanges of CI'O or other such plans, have had minimal success in the past. Other consideraUons regarding implementaUon of furloughs include employee morale issues and further reductions in service due to the eliminaUon of posiUons in most General Fund departments, compared to the value in savings. b. /Jbrary Landscape IVaintenance: Several years ago the City offered to take over the landscape maintenance for the public library when the County was experiencing budget reductions. The Council may want to consider if it is now Ume to allow the County to take back this responsibility as our Parks division will experience reduced staffing in the coming year and other City park faciliUes will suffer. c. Park Closures: There are several parks that are in the final stages of completion, including Observatory and Orchard Parks. Though park bond funding and CCC participation assisted in constructing these parks, annual maintenance requirements would normally necessitate an additional staff person. With the proposed reduction of parks staff, the City may need to keep these parks closed until the budget allows for additional maintenance staff. Further :Information, Zmoacts of Deoartmental Savinas ilnd Other Suaaestions From the Dirt~Qr~ The following is a synopsis from each Director regarding the impacts the above cost reductions will have on their departments and service levels. Community Services a. Closure of Anton Stadium--reduced workload will help offset loss of staff positions. Will jeopardize the facility use arrangement with the Ukiah High School and possible use of their gyms for Youth Basketball. b. Possible sale of parks--Giorno, Orchard, Oak Street (next to Ruelle property)-- one time revenues that would also further reduce workload. Also would reduce parklands and open space. c. Suspend negotiations at Depot property and develop skatepark at one of the City's parks. This will relieve the City of land purchase costs and move the project ahead. d. Aquatics Program~losure would have negative impact to Summer Day Camp program and day users. e. Elimination of Curator will impact Museums activities. Staff has been working with the Guild to determine if the position could be covered by the Guild over a three year phase in period. Plannina and Community Develgl~m~nt The impacts of funding reductions in this department are delineated in Attachment 3. a. Consider a fee for code enforcement inspections and re-inspections by the Building Inspector when a contractor calls for an inspection but the work has not yet been completed. b. Reexamine planning permit fees for a 100% cost recovery strategy rather than the current 75% recovery and consider establishing 'new' fees for services previously provided at no cost. c. Consider establishing a 'surcharge' fee on all planning and building permits for the future cost of updating the General Plan. d. Charge a fee for extending building and planning permits that are due to expire. Fire Deoartment a. Staffing--the staffing level in the fire department has not kept pace with service demand. We must maintain a minimum of four personnel to staff the engine and the ambulance. If the department drops below the OSHA mandated '2 in 2 out' requirements for interior fire attack we will have to delay aggressive firefighting. This delay could result in additional property loss and the potential for a fire to spread to other structures. After numerous years of cuts and an ever increasing demand for service we have nothing left to cut but programs. The elimination of the ambulance would save little if any money as the revenue pays for the additional firefighters hired for the ambulance service. If we reduce each shift by one position for a total of three, the department will need to go from a 4 minimum staffing to a 3 minimum staffing level. b. Operations--The department has delayed replacing hose, nozzles, protective equipment, breathing apparatus, critical communications equipment and numerous pieces of fire apparatus. This continued cycle of trying to make due is at a point where we can no longer place these types of purchases on the back burner. The supply of fire hose is grossly inadequate and 50% of what we do have has exceeded its recommended life span. Unfortunately this is just the tip of the iceberg. c. As it is almost impossible to cut positions and maintain a safe fire service, we may need to explore contracting out for service. d. Contracting with CDF for fire dispatch services would save the Fire Department $50,000 per year, but the City still has costs unless the Police Department can contract with the Sheriffs Department for dispatch services. e. Improve revenue tracking of cost and reimbursement for Mutual Aid related overtime. This could lower the actual General Fund impact of department overUme. pQIjce Deoartment a. Over the last several years the police department has been operating on a minimal budget. All furniture and most equipment possessed by the department have been purchased with grant monies or through asset forfeiture. While it may be possible to reduce some of the operating budget, any substantial savings will only be realized through reductions in personnel. Any such reduction will have a severe negative impact on the ability of the department to provide quality law enforcement for the community and will result in a less safe environment. As the area continues to grow, demands on law enforcement will increase. Even at current staffing levels it will be difficult if not impossible to maintain our current service standards. Staff reductions will inevitably lead to diminished services. bm Possible reductions in service include: 1) Response to traffic accidents may be limited to injury collisions only. 2) Victims reporting crimes against property or misdemeanors with no suspects will be mailed a report form and directed to complete and return the completed form to the Police Department. 3) The School Resource Officer will need to be returned to patrol duties. ~,) Only cases with a high solvability rating will receive attention. Other cases that would normally be classified and investigated as criminal matters will be referred back to the victims for them to pursue dvilly. 5) After hour animal control response will be for dangerous animal calls only. 6) The Police department's ability to assist with special events will be limited. Costs for these activities will have to be borne by the event organizers including traffic control and event security. Parades cost the department approximately $1,500 to $2,000 per event. P~l~lic Works a. Hire temporary help during the summer months to water State Street trees or work out agreements with property owners to water the trees in front of their businesses b. Charge for trenching impacts to pavement c. Charge encroachment fees for outdoor dining d. Increase fees for services by Public Works/Engineering (Attachment 5) e. Establish a cost recovery mechanism to pay for street sweeping, required by NPDES, and leaf and tree cleanup through refuse collection surcharge f. Reduction of two positions will result in less street sweeping, few to no large- scale paving projects, and smaller road projects and repairs Employee Submitted Suaaestions for General Fund Cost-Savina Heasures . 2. 3. 4. 5. 6. 7. 8. 9. 10. Reduce housekeeping duties to only three days per week. Close the pool. Reduce the Grace Hudson IVluseum hours and days open to the public. Conduct an auction for any excess equipment. Reopen employee contracts. Determine if new equipment purchases are necessary. Close City Hall every Friday. Require annual encroachment permits for all awnings in the public right-of-way. Require annual encroachment permits for newspaper racks. Increase all encroachment permit fees to more closely cover the cost and time of doing inspections. 11. Drop the City Hall ceiling down and insulate to save energy costs. 12. Contract with CDF for fire dispatch and contract with Mendocino County Sheriff's Office for police dispatch. 13. Allow for standby time to be converted to comp time. 14. Review purchasing contracts to make sure that we're getting the best discount possible. 15. 1;mplement a special event permit fee for all special event applications to cover the cost of street closure, cleanup, and public safety. 16. Charge a re-inspection fee for the Building Inspector for clients who are not ready, even through they have made an appointment. 17. Develop an electric-tampering detection program. 18. Develop a five-year budget model. 19. Establish a break-even cost for various City services. 20. Determine cost-savings for Conference Center operation. 21. Conduct meetings with City and public to explore service provision, budget, and cutbacks. 22. Do not increase demand for services when cutting back on employee numbers and ability to serve. Public perception may be negative. 23. Require all City-travel to be taken in City vehicles, rather than reimbursed for personal vehicles. 24. Read utility meters once every two months and bill bi-monthly. 25. Raise electric and water/sewer rates to fund increase franchise and right-of-way fees to General Fund. CONCLUSION The City is facing a significant deficit for the 04/05 fiscal year. The easy cuts have already been made to where we are now facing elimination of staff positions, program reductions and facility closures. Each one of these options has related impacts that will affect the level of service to the community and strain City resources. These decisions are very difficult to make, as every option chosen will have a corresponding advocate with very good reasons why we should not cut that particular program or position. Staff is presenting the Council with a list of options, which combined, provide an across the board reduction in expense to match the estimated $1.2 million deficit for next year. We are asking for Council's direction on the appropriate course to take so that each department may finalize their draft budget reports in time for the June budget hearings. I have discussed these budget reduction measures with the vadous department Directors and employees during open meetings so that there will be no surprises from the presentation. Many of the items included in the report are products of employee recommendations that were made and supported by the staff. I recognize the hardship approving the recommendations in this report or other reductions in service will place upon the Council and public. However, I also believe it is essential that the Council take the necessary actions to bring clear understanding to the public of the depth and magnitude of this financial crisis. As City Council, your discussion of the issues and direction you provide to staff is cdtical in delivering the message to the public. Attachment One Proposed Budget Cuts Estimated Fiscal Year 2004-05 Deficit before cuts: $1.2 million Frozen Positions: 8 2 Firefighters $128,476 I Police Officer $72,338 1 Police Records Clerk $52,851 2 Public Works Maintenance I $112,726 1 Parks Leadworker $53,850 1 Code Enforcement Officer $17,422 Subtotal $437,663 Municipal Pool Museum (Curator Position) Anton Stadium Planning Dept. Chan,qes $50,000 $62,142 $47,000 $55,ooo Subtotal $651,805 Police Department Changes Flushing Hydrants (Fire) Fire Training Redevelopment Percentage Changes Public Works/Engineering Closing Civic Center (Alternate Fridays) $15,000 $40,000 $5,000 $57,438 $100,046 $~o,ooo Subtotal $879,289 Elimination of 2 Police Officer positions Elimination of 1 Firefi.qhter position $144,676 $64,238 TOTAL $1,088,203 General Fund Revenue/Expense Changes for FY 04~05 as of April 14, 2004 Impact No Change from FY 03-04 1 Workers' Compensation -$120,000 2 Vehicle License Fees (VLF) +$600,000 3 Booking Fees -$65,000 4 Sales Tax +$100,000 5 Interest -$94,000 6 COPS Grant +$100,000 7 PERS -$818,827 8 MOU's -$281,774 9 ERAF -$38,000 Total $1,252~600 State Funding Received FY 03~04: Booking Fees: COPS Grant: Local Law Enforcement: TOTAL: $65,000 $100,000 $29,048 $195,048 4:CAN/RevExpChngs0405.041404 DEPARTMENT OF PLANNING AND COMMUNITY DEVELOPMENT 2004-2005 PROPOSED BUDGET REDUCTIONS DIVISION Planning Planning Planning Planning Planning Building Building Building Building ACCOUNT NUMBER 100.1501.160 (Conference & Training) 100.1501.250 (Contractual Services) 100.1501.262 (Meetings and Memberships) 100.1501.690 (Supplies) 100.1501.800 (Machinery and Equipment) 100.2201.160 (Conference & Training) 100.2201.262 (Meeting and Memberships) 100.2201.690 (Supplies) 100.2201.800 (Machinery and Equipment) 2003-2004 $3,000 $57,628 $150 $2,000 $2,000 $2,000 $400 PROPOSED 2004-2005 $0 $1,000 $8,000 (includes no PC stipend) $0 $1,000 $1,000 $0 $0 $5OO $0 $1,500 (state mandated training) THE EFFECTS OF THE PROPOSED BUDGET REDUCTIONS Planning Division Conference and Training: For many years, the budget for Planning Division conference and training was set at $8,000. This amounted to approximately $1,000 per Planning Commissioner and Staff person to attend classes, conferences, and other training venues. Last year it was reduced to $3,000. We've been reluctant to spend the funds because of the emerging budget crises, but a portion has been used by both the Commission and Staff. This year, we are proposing to eliminate any funding for conferences and training. The affect of this will not be disastrous. We have an experienced Planning Commission and a veteran Staff. We can do without conferences and training in 2004-05. To replace this loss, we are planning to conduct more internal training with the Planning Commission on such topics as CEQA, the importance of findings, community design issues, etc. Building Division Conference and Training: We are proposing to reduce the Building Division conference and training budget from $2,000 to $1,500. The $1,500 is necessary for the Building Inspector to comply with AB 717, which a certain amount requires continuing education. While ideally, more funds would be allocated to enable the Associate Planner/Building Inspector to continue his Building Code education and certifications, we can do without during 2004-05, and plan to fund it in 2005-06. Planning Division Contractual Services: The 2003-04 budget included $57,628 for contractual services. This was earmarked for the preparation of the General Housing Element, application to LAFCO to amend the Sphere of Influence, bicycle and pedestrian plan implementation, and Planning Commission stipend. This year we are recommending $8,000 for consultant services (LAFCO filing fee and Orrs Creek Bridge EIR work). The Housing Element will be completed before the end of the fiscal year, so no funds will be needed for that project. While implementing the Bicycle and Pedestrian Master Plan remains a high priority, we can perform this task in house during 2004-05. While online services such as the League of California Cities Grant Station Insider, as well as our internal knowledge of certain grant opportunities, we hope to team with the Department of Public Works to prepare and submit a grant application for bicycle or pedestrian facility improvements during the 2004-05 fiscal year. It is not believed that elimination of the Planning Commission stipend will affect the performance of the Commission. Two of the Commissioners actually suggested that if it would help the budget picture, they could easily do without the $50.00 per meeting allocation. Building Division Contractual Services: It is necessary to budget these funds for structural engineering and energy conservation plan checking assistance with Building Permits, because we do not have the expertise to perform these mandated services in house. The cost of this service is actually paid for by building permit applicants, and does not come from the General Fund. We do budget for consultant assistance with substitute building inspection services. This is necessary when the Building Inspector is on mandatory military leave or vacation. However, with the emergence of the Associate Planner/Building Inspector (Keefer), we have consistently reduced reliance on this expensive service over the past two years. In fact, very little funds were spent on substitute building inspection services during 2003-04. Planning/Building Divisions Meetings and Memberships: these minor funds be eliminated for the 2004-05 budget. significant hardship for either division. It is recommended that This will not present a Planning/Building Divisions Supplies: It is recommended that these funds be reduced to half the amount budgeted in 2003-04. Both Divisions will take the necessary steps to reduce any waste of supply materials, and only purchase essential items. Planning/Building Divisions Machinery and Equipment: It is recommended that no money be allocated for machinery and equipment for the 2004-05 budget year. No large purchases of machinery and equipment are needed for the 2004-05 budget year. GENERAL FUND BUDGET RECOMMENDATIONS AND RELATED SAVINGS lOO.3OOl Engineering Description Proposed Estimated Budget Savings .110 Salaries - No staffing changes recommended, based on Gordon's $264,785 $ 0 estimate (2) .111 Salaries, Non Regular Any non-regular time will be charged to 0 15,000 projects or non-General Fund accounts .115 OT & Holiday Minimal savings in OT, no other changes (2) 2,900 500 .119-.156 Payroll Adders (2) 55,605 0 .160 Training Reduce to mandated or absolutely necessary 3,000 8,600 .210 Utilities (1) 2,922 0 .220 Telephone Eliminate one cell phone, minimal savings 1,500 0 .231 Printing & Publishing No change 1000 0 .232 Legal Advertising No change 500 0 .250 Contractual Services Reduce to minimum levels $30,000, no special 60,000 18,000 projects, also include speed zone surveys at $30,000 with potential for reimbursement from MCOG. Update fees through Council to maximize cost recovery on developer projects. .260 Dues & Subscriptions ($450 - 1 PE registration, $200 updated 650 510 estimating books) .302 Equipment Repair No change 500 0 .303 Vehicle Repair Minor increase 2350 -736 .305 Building Maintenance (1) 9465 0 .330 Buildings & Land (1) 6840 0 .340 General Insurance (1) 5933 0 .411 Postage- Minimum reduction 500 500 .450 Fuels and Lubricants - No Change 700 0 .690 Special Supplies- Belt tightening 4,000 1,000 .699 Reimbursable Credit (3) 0 0 .711 Contribution to Capital Fund - Continue to No.~t put funds away 0 0 .800 Machinery - Limit expenditures to minimal capital expenditures to 10,000 12,920 GIS, only basic maintenance and minor software upgrades TOTAL ESTIMATED $433,150 $ 56,294 COMPARED TO 04-05 INITIAL 100.3110 Street Department .110 Salaries Freeze 2 - PW 1 positions - with assumptions: 310,000 94,056 Done/less Street Sweeping Do no large scale paving projects Do not water new street trees Do not plant additional or replacement street trees Do more smaller projects and repairs (2) .111 Salaries, Non Regular No temporary help 0 10,400 .115 eT & Holiday No changes (2) 6,748 0 118 Standby Pay 0 0 .119 - .156 Payroll Adders Savings based on above $ (2) 65,100 19,752 .160 Training Reduce to mandated or absolutely necessary 1,500 0 .210 Utilities (1) 1449 0 .220 Telephone No change 750 0 .250 Contractual Services 35,000 2,400 Striping $30,000 Tree trimming $5,000 .260 Dues & Subscriptions Public Works 50 0 .280 Burglar Alarm (1) 345 0 .300 City Owned Equipment As needed 0 500 .302 Equipment Repair No change 0 0 .303 Vehicle Repair Avoid repairs to old sweeper 50,000 12,000 .305 Building Maintenance (1) 567 0 .310 Equipment Rental 1,000 1,000 .330 Buildings & Land 6,455 0 .332 Corp Yard Charges (3) 0 0 .340 General Insurance (1) 22,766 0 .411 Postage Minimum reduction 200 0 .425 Emergency Costs - As needed 0 0 .440 Small Tools 2,000 0 .450 Fuels and Lubricants No Change 19,650 0 .690 Special Supplies 134,000 6,200 .699 Reimbursable Credit (3) 0 0 .711 Contribution to Capital Fund 35,000 0 Continue to not put recommended level of funds away TOTAL BEFORE SWEEPER PURCHASE 559,193 146,308 o o o o o o LI! PROC WHEREAS, across America, in large cit~'es and small touras, letter carriers travel their routes everyday throughout all communities; and WHEREAS, these men and women are keenly interested in the well-being oF their Friends and neighbors and uniquely aware oF the hunger Facing many Families; and WHEREAS, these individuals and the U.S. Postal Service have embarked on an amb itio us project to help Feed the hungry through the ann ual National A~sociatio n o/Letter Carriers (NALC) Food Drive; and WHEREAS, postal customers simply leave Food items in bags by their mail boxes on the Food Drive day and when the city letter carrier delivers mail that day the Food is collected, taken back to a postal station, then delivered to the local Food bank; and WHEREAS, what began as a pilot program in ten cities in 1991 has grown into the largest one-day Food collection in our nation. NOW, THEREFORE, I~ Eric La,son, Mayor o[ the City oF Ukiah, on behal[ o[ my Fellow City Councilmembers Phil Baldwin, Roy Smith, PaulAndersen, and Mari Rodin do hereby proclaim May 8, 2004, as NALC NA TIONAL FOOD DRIVE DA YIN UKIAH and urge all citizens to take part by placing a Food donation by your mail box on Saturday, May 8 so your letter carrier can pick it up and deliver it to the Food Bank. Date: April 21, 2004 Eric Larson, Mayor .'. ... WHEREAS, poetry is elemental to the human psyche, expressed in many di~erent £orms WHEREAS, UZa'ah speZ[ed baclovard is '~haiku', a Medieval £orm o£ Japanese poetry~ growing in popularity throughout the worl~ and WHEREA~ Haiku does not depend upon rhyme or rhythm, but rather is three Iines with only 17syllables captudng a scene in nature in a way which creates a vi~id response in the mind o£ ~ 'i '. ' the reader or listener through bre)4ty and simplicity without extraneous verbiage~ and WHEREAS, it is appropriate for UkJah to hold a Haiku festival to celebrate its myriad and ~aried natural characteristics, expand the opportunlt~'es for local poeti~ expression, and exault in its ~ . unique position o[ reverse spelling with this [orm o£ poetry,, and WHEREAS, "E~tern ~ull moon rise retTecting in a still pool " ukJah haiku' '.' " ., · .,~ NOW, THEREFORE, I, Eric Larson, Mayor o[ the City o[ UkJah, on behal[ oFmy [elIow "~ .... .,... City CounciImembers, Phil Baldwin, Roy Smith, PauI Andersen, and Eric Larson do hereby -'. '. proclaim April 2Y, 2004 as: ukiaHaiku Festival and urge all citizens and latent poets to part~'~ipate in the planned £esti~'ties scheduled within our corem unity. Datet April 21, 2004 Eric Larson, Mayor 3b 3d ITEM NO. DATE: April 21, 2004 AGENDA SUMMARY REPORT SUBJECT: PRESENTATION BY UKIAH MAIN STREET PROGRAM REGARDING DOWNTOWN REVITALIZATION ACTIVITIES ON BEHALF OF THE CITY OF UKIAH AND UKIAH REDEVELOPMENT AGENCY Through an annual performance agreement, the Ukiah Main Street Program partners with the City of Ukiah and Ukiah Redevelopment Agency to implement downtown revitalization programs. Each year Main Street Director Joy Beeler provides an update on activities and programs, which it has either completed or initiated, in the last year. Main Street has requested the opportunity to provide that update at the April 21 meeting. Ms. Beeler will provide written materials at the meeting. RECOMMENDED ACTION: Receive Report ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: N/A Requested by: Prepared by: Coordinated with' Attachments' N/A Larry W. DeKnoblough, Community Services Director Candace Horsley, City Manager None APPROVED: LD/ZIP2 Main Streetupdate04.Asr Candace Horsley, City IV~ager AGENDA SUMMARY ITEM NO. 3e DATE: April 21,2004 REPORT SUBJECT: INTRODUCTION OF PUBLIC WORKS SUPERVISOR Subsequent to the retirement of Public Works Superintendent Jim Looney, the City undertook an open recruitment for the replacement position and received many applications. Many highly qualified individuals went through the panel interview process, and after a round of second interviews, Jerry Whitaker, a Public Works Maintenance II worker in Street Department, was chosen. Jerry was born and raised in Fort Bragg and moved to Ukiah in 1986. He worked at the Louisiana Pacific mill site in Potter Valley as a head lumber grader supervisor until it closed and then transferred to Willits. In 1992, he went to work for Mendocino County as a Heavy Equipment Operator working out of Point Arena. As part of his work duties, he supervised inmate crews performing road maintenance tasks. While employed with the County, Jerry was awarded a Certificate of Commendation for Outstanding Community Service Award from the California Highway Patrol, and a Commendation for Life Saving Actions from the Mendocino County Board of Supervisors, due to his actions at the scene of an accident when a semi-truck overturned on Highway 273. Together with another motorist, he fought the resulting vehicle fire, broke out the windshield, and pulled the injured driver from the burning truck. Jerry started work for the City as a temporary employee at the landfill in 1995 as a Heavy Equipment Operator and six months later became a permanent employee. He transferred to the Street Department in 1998, and was promoted to a Leadworker in 2000. Jerry supervises the Street Department activities, provides oversight to the Garage and is responsible for ongoing maintenance activities at the Landfill. Recently, Jerry and the Street Department crew, along with crews in the Parks Department and the Utilities Department have undertaken several cooperative projects, making the best of a time when their crew sizes are limited. Jerry enjoys many outdoor activities, and together with his wife Denise, enjoy vacation cruises. Please join me in welcoming Jerry Whitaker as our new Public Works Supervisor. RECOMMENDED ACTION: Welcome Jerry Whitaker as the new Public Works Supervisor. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A REQUESTED BY: PREPARED BY: COORDINATED WITH: ATTACHMENTS: Diana Steele Diana Steele, Director of Public Works/City Engineer Candace Horsley, City Manager N/A APPROVED: Candace Horsley, City M~ger MINUTES OF THE UKIAH CiTY COUNCIL Regular Adjourned Meeting of Monday, June 23, 2003 Through Tuesday, June 24, 2003 The Ukiah City Council met at a Regular Adjourned Meeting on June 23, 2003, the notice for which had been legally noticed and posted, at 8:05 a.m. in the Civic Center Council Chambers, 300 Seminary Avenue, Ukiah, California. Roll was taken and the following Councilmembers were present: Rodin, Andersen, Smith, Baldwin, and Mayor Larson. Staff present: Customer Service Su Director Barnes, Water/Sewer Operations Superintenden' Bua; Interim Fire Chief Cohn, Community Services Captain Dewey, Finance Director Elton, Wastewater Activities/Sports Coordinator Greco, Risk Manag~ Director Harris, City Manager Horsley, Ukiah Purchasing Supervisor Kennedy, MIS Superintendent Looney, Accounting Man Community Services Supervisor San,' Public Works Director Seanor, Public Director Stump, Police Captain Walker, Police and City Clerk Ulvila. ,nce Ce inator KlingbE Executive Public Utilities cky, Airport Manager DeKnoblough, Police Plant Supervisor Gall, Harris, Personnel er Jenney, Works Riley, Deputy Engineer 9, Planning illiams, Battalion Chief Yates, 2. PLEDGE OF ALLEGIANCE Mark Hedges, Ukiah ~urnal re lance. 3. RIGHT TO Mayor Larson re~ appeal 4. AUDIENCE ITEMS No one ca~ 5. RATION AND ADOPTION OF FISCAL YEAR A. OF PR~ City M; ,r Horsley and discu~ City's discussed th agreement on t reductions in reve BY CITY MANAGER ;nted the City of Ukiah's Fiscal Year 2003-04 draft budget ected revenue and expenses for Fiscal Year 2003-04. She deficit and noted the legislature has not yet come to get plan. Therefore, staff has presented a best estimate of ~m the State given current information available regarding the State's budget prop Gals. She explained that State mandated reimbursements, State reimbursement for booking fees, interest investments, and miscellaneous receipts, show a loss in projected General Fund revenue. She went on to discuss the Enterprise Funds and provided an overview of the General Fund Summary. Also discussed was the list of capital projects and purchases that the Directors have estimated necessary in the next five to ten years, so that saving mechanisms may be put in place to fund these necessary projects. In summary, she stated that whether the economic downturn is short-term or if the City is entering into a deep financial trough of lowered revenues and state take-aways, the situation calls for extreme conservatism in the City's budget spending. She closed by discussing the need for increased public safety in the form of Regular Adjourned Meeting June 23-24, 2003 Page 1 of 15 additional police officers and looming needs related to infrastructure improvements, transportation, park development and maintenance, facility repairs, equipment replacement, playground upgrades, Electric Utility underground, ADA renovation requirements, traffic pattern realignment, and bridge replacements. The situation of increased expenses with PERS, the Ukiah Conference Center and Ukiah's Landfill closure was also discussed. Public Hearing Opened: 8:30 a.m. There was a general discussion with regard to the General the Special Projects Reserve Fund. Reserve balance and B. REVIEW OF GENERAL BUDGET FIGURES i. or Function and ii. Schedule of Transfers iii. Debt Summary iv. Authorized Personnel v. General Fund Revenues Finance Director Elton discussed the Summa Combining Funds, and the Fund and F explained the purpose of Specia Funds Transfers, Rate Stabilization Fund, ivity or Function, Schedule of Actual Fund Summary. He discussed the Schedule of Tape lb Finance Director El fluctuations of went on to Proposed Fund A FY 2( to the )e propo= General (VLF) and other possible the volatility of the City's revenue. He Revenue Budget and General Fund budget. He reviewed the General nd Proposed Expenditures Budget and les. C. OF i ice Police Cl focusing on Contractual Police Academy, vehicle towing altho~ fENTERPRISE FUND ACCOUNTS ,'ussed the proposed budget for the Police Department, laries including overtime pay, conference and training, and on to discuss the cost of sending an individual to the ,ilingual employees, booking fees, and the cost for abandoned some expenses are recoverable. b. Major Crimes Task Force Police Chief Williams advised that one more officers are assigned to the Major Crimes Task Force. Vice-Mayor Baldwin recommended that money be allocated for another full time patrol officer position. He further discussed the impact of the Task Force on other agencies. Regular Adjourned Meeting June 23-24, 2003 Page 2 of 15 Chief Williams discussed gang and drug related activity and how the Task Force assists the City in those matters. Detective McCutchen discussed the Officer Young case and how the Task Force assisted the City in that situation. Discussion continued with regard to the purpose of the Task Force and the amount of time it's dedicated to gang activity. It was noted by Chief Williams that City Officers are meeting with the Task Force and other cities and counties inate efforts and assistance with major crimes. Tape 2a C. Police Reserves and Cadets Chief Williams explained that the budget officers and cadets, and he discussed the pro! !nses for reserve d. Supplemental and Local Law Chief Williams discussed the Sup noted that the City's firearm range is closed d discuss law enforcement block nding unknown if there will be future fund =ement Service nding. He concerns. He went on to currently have, although it is e. Dispatch Chief Williams to hire another Council. ~re are ic con ~nd thol He expressed the need it should be a priority of the M/S Andersen/Ba to fund a !epartment budget with an amendment City $1 for the first that for the first year, the cost would be about Mayor the positk determine if ,n, and Smith and Rodin expressed interest in funding to make a list of each Departments requests and hie either in the City's budget or elsewhere. Chief Williams with the stipulation that there are grants available for new police officer positions at the end of the grant, the City would fund the position. M/S Baldwin/Andersen to table the motion to a later date so Council can make an assessment if there is money available. Recessed: 10:09 a.m. Reconvened: 10:17 a.m. g. Fire Regular Adjourned Meeting June 23-24, 2003 Page 3 of 15 Battalion Chief/Fire Marshal Yates discussed the maintenance of equipment and its budget for the Fire Department. Not many changes. He discussed applying for a grant with matching funds for a self breathing apparatus. The matching grant fund is 10% of $407,000. It was the consensus of Council that matching grant funds for the Fire Department grant should be added to the list of priorities. h. Fire Volunteers/Explorers Battalion Chief/Fire Marshal Yates advised that there discussed mandated training. 20 volunteers and he ii. ELECTED AND APPOINTED OFFICIALS a. City Council City Manager Horsley advised that Conferen~ cost of supplies has increased. She dis, awarding pins to employees in recognition Training has :ed but the Em ;e Recogr Dinner and Councilmember Andersen was of the opinion spend on the recognition dinner, ing the need to increase, rather than de amoun Training new Councilmembers. a large amount of money to ean budget. He expressed the for Conference and Vice Mayor Baldwin expense and Councilmembers. funds from the recognition dinner and training for new City Council was in proposal. Tape2b year costs. 'k Ulvila di~ -2003 and ot Clerk's Department accomplishments during fiscal coming fiscal year as well as projected election c. Ci' City Manager Treasurer's budg, that there are only minor changes to the City d. City Attorney City Manager Horsley explained that the City Attorney's services are contractual services and she discussed City Attorney Rapport's recent letter proposing a fee increase. Discussion followed with regard to the need for Council to take action at its next meeting concerning a possible fee increase for the City Attorney's services. It was noted 25% of the City Attorney's practice is devoted to City business. Regular Adjourned Meeting June 23-24, 2003 Page 4 of 15 Public Hearing Adjourned at: 10:50 a.m. to the Redevelopment Agency. 7. RECONVENE AS THE CITY COUNCIL Reconvened at: 11:53 a.m. am BUDGET iv. COMMUNITY SERVICES a. General Government Buildings Community Services Director DeKnoblough discussed chairs in the Council Chambers. This item was brought a Council item last year. CONTINUE CONSIDERATION AND ADOPTION OF FISCAL YEAR 2003-2004 ~pital expense for new because it was listed as Considerable discussion followed with regard Council Chambers and how the money elsewhere. There was discussion of holdin, Councilmember Andersen was of the o televised or purchasing a police vehicle is chairs. expense chairs for the d for the be used purchase of the ¢ at this time. City meetings than replacement of the Mayor Larson explained that somt recommended replacing the chairs brother most are uncomfortable. He of time It was the consensus Council Chambers a~ tO 00 budg for the chairs in the ~d towards other projects. b. Director DeKnobh and noted increas, ~intenance of has a conservative budget water consumption. There is also an parks. of th, control. er Horsl in the parl~ liring an Animal Control Officer that would work half of their time would be devoted to animal Tape 3-b There was dis~ cerning the maintenance of Riverside Park as it transitions and is developed active park possible as soon as next year. A grant from the Coastal and from the State was discussed. The issue of vandalism and the amount of time to deal with repairs was discussed. Other items addressed included the roof repair of Anton Stadium which the City has not received funding yet. Community Services Supervisor Sangiacomo explained that the City has received funding for the men's softball field. The City will have a structural engineer evaluate the repairs needed at Anton Stadium. Other issues discussed were the funding of a police officer at the high school and it was noted that the school district has withdrawn its funding for that position. Replacing the Regular Adjourned Meeting June 23-24, 2003 Page 5 of 15 fountain at Alex Plaza was discussed and implementing signs in the plaza restricting skating. c. Park Development Fund Community Services Director DeKnoblough discussed the need to replace playground equipment in various parks. A goal this fiscal year is the completion of Orchard Park. He noted that staff will be meeting with the Kiwanis Club with regard to establishing picnic areas in Orchard Park. Community Services Supervisor Sangiacomo establishing Observatory Park and noted that the installing ADA ramps and paving the sidewalk. re in the progress of orks Department will be d. Recreation, Administration Community Services Supervisor Sangiacl City's recreation program and discussed bilingual. iscussed vario; ~ossibility of having rams of the ram guides e. Recreation, Sports and Pro Community Services Superviso, iacomo of the Men's Softball Sports Progr; ~sed the revenue and expenses f. Aquatics Community Services with the recent pool safety instructor c that offers Red le note( cll for pL this i S. that revenues may change g. City is conducting a water only facility in central Mendocino County Museul acc( :ussed ~lm ~d raising efforts and noted that attendance City O $200,000. ger ;nses. the Guild continues to reimburse the City for advised that the Guild has agreed to pay anything over h. IV ,if Course Community ;ctor DeKnoblough explained that the Golf Course has taken a conse approach to revenues. A five year plan is in place and fee increases will go into affect on July 1, 2003. There have been no complaints about fee increases. i. Ukiah Valley Conference Center Community Services Director DeKnoblough explained that it is a difficult time for economics and individuals are not attending conferences as much as they used to. He discussed social functions at the Center to generate revenue and to use the rooms during off hours. Staff continues to look at new ways for generating rentals of the building. There are needs for capital expenditures in the next few years. Regular Adjourned Meeting June 23-24, 2003 Page 6 of 15 Tape 4a City Manager Horsley advised that there is a need for the City Council to decide whether or not to forgive the Conference Center loan. She discussed the deficit at the Center and the importance of the Center to the downtown area. Councilmember Smith was of the opinion that Council should support staff's recommendation. Councilmember Baldwin was in agreement and that it is the elements because it is an asset to the City and comm~ to protect it from Mayor Larson discussed the difficulty of marketi having a hotel associated with it. He agreed that downtown area. ;nce Center without :er is good for the Council Adjourned at 1:23 p.m. to June at 8:~ .m. JUNE 24 Reconvened: 8:05 a.m. Councilmembers present: Councilmember absent: Baldwin. Smith, Larson. v. PUBLIC Public Works 2003 and ob iscus,' accomp for Fiscal Year 2002- a. Elecl Public Util O for $~ d the City's vari(: and hI conct some would be to staff is trying to hold the line on staff is g replacement of a small bucket truck is operational and maintenance related. He cost and ISO billing. He continued to explain the funds are broken down. He noted his are 20 years old at some substations and that they :here were an outage. City Manager plained the Rate Stabilization Fund and noted that it is available so that1 does not have to use the money and increase rates. She went on to discuss purch, mg power and that the City is very concerned the fund would not be sufficient to cover the utility until the bonds expire. b. Street Lighting Public Utilities Director Barnes discussed the cost related to the operation and maintenance of street lights. c. Electric Public Benefit d. Traffic Signals Regular Adjourned Meeting June 23-24, 2003 Page 7 of 15 Public Utilities Director Barnes explained that this fund is designated for the operation of the traffic signals and the current fund maintains the controller. e. Water Public Utilities Director Barnes explained that the budget reflects the annual operations and maintenance, with the exception of Capital projects for the engineering division. He went on to discuss the projects outlined in the budget, such as replacing the main on Brush Street. Councilmember Andersen requested that staff provide fi regard to charges for increasing water rates. from other cities with f. Sewer Public Utilities Director Barnes explained ti operating accounts and annual projections for Sanitation District. He further explained and the Ukiah Valley Sanitation operational costs of the capital impact fees ~ the near future with regard to those Fund Intains standard the City ~e Ukiah Valley process would work~n the City noted need to some e coming befo~ Council in vi. PUBLIC WORKS a. Engineering and Public Works employees are being explained the ca from other de Councilmember She noted that the for thi: with lnd the G to th~ salaries for non regular contractual services. She ;m and is looking for contributions went on to respond to questioning from structure and how the fees are derived. other jurisdictions. Publ PERS. ince ~s explained that the biggest change is the line item consistent with past expenses. Tape 5b Public W hiring an em questions from as a safety preca[ Engineer Steele advised that the Department is currently and looking for another part time employee. She fielded regard to the cost to install flashing lights in the pavement crosswalks. c. Corporation Yard Public Works Director/City Engineer Steele advised that the largest expense item concerning contract services in the amount of $60,000 to remove contaminated soil. She also discussed the problem with remediation of the soil and the expenses involved. d. Bridge Fund Public Works Director/City Engineer Steele discussed the Orchard Bridge and Orchard Avenue extension project. She noted the need to come to an agreement with the developers and the County so the project could move forward. She discussed some Regular Adjourned Meeting June 23-24, 2003 Page 8 of 15 components of the project that need to be installed now, such as drainage. Possible improvements to Brush Street were discussed. e. Gas Tax and Construction Projects Public Works Director/City Engineer Steele discussed the Gas Tax 2106 Projects and noted that the Department carried over $30,000 from last year for sidewalk repair. She noted that several of the funds are used to assist with street maintenance and engineering functions. She also discussed STIP funding and its affect in the future. Finance Director Elton discussed the requirements of of the funding and noted they are allocated under 9ach individual portion of the state law. Extensive discussion followed with regard to priorities, railroad crossing rehabilitation, STIP f~ by the Department in the budget, and the Concern was expressed for postponing ma' of lack of STIP funding. Discussion those that are just nice projects to do. projects over the years. Further discussion number of years with Caltrans on ~, Gas Tax project reimburs projects listed lent Managem (PMS). 3ce and street imnts because with to essenti ects and sion of capital ~mprovement with regard to working for a proje ,at are not yet completed. f. Municipal Garage Public Works Engine, with mitigation of old ta of funds to assist g. Sol Public Works funds in this divisio~ Quality C~ less co,, Disp Site neer S1 for this explained that there are a number of a proposal to the Regional Water .n Engineered Alternative Cap which is Ta Disc, followed wi1 iability funding. There was a brief discussion of landfill City Manas Director, the discussed o ,ised that, based on the analysis of the City's Finance ~ugh money for closure and post closure. She briefly the City could do once the landfill cap is in place. Recessed: 9:52 a.m. Reconvened 10:03 a.m. vii. PLANNING a. Community Planning b. Building Inspection Planning Director Stump discussed the Planning Department's budget and noted that the Building Division budget is less than last year's budget. He requested funds be carried over from last year's budget for consultants, housing, $5,000 for the Sphere of Regular Adjourned Meeting June 23-24, 2003 Page 9 of 15 Influence project and annexation fees, and bike and pedestrian grant implementation. He went on to discuss increasing the Planning Division's fees and noted that the Building Division's fees were last increased in 1989. He explained that a traffic study is underway and that Special Reserves in the amount of $89,000 will be spent for Riverside Park. He noted that the consultant will continue to watch for grant opportunities that could be available to the City. City Manager Horsley explained that it is recommended that the Permit Coordinator and Code Compliance Officer be kept in place. department is hoping for a much larger grant and that Director Stump is requesting $44,000 to s floodway study and storm water elimination plan to receive from the Conservancy specific to decision should be made in August of this year. Ir explained that the Coastal Conservancy cost and go toward a the City would Conservancy's viii. FINANCE a. Finance and Accountin Finance Director Elton discussed the conb 250, Contractual Services, for infrastructure eva $20,000. that were ad~ 9d to Fund G.A.S.B. 34 in the amount of b. Information Finance Director Elton discussed t concerning expenditures. He computers and it noted emergency, inued to those needing ~ssed pur th6 summary of accounts Iicant decrease in capital aside for the replacement of ~e of equipment is done unless it is an ~lacement of computers and evaluating Counci es his ~ port for the purchase of new computers, need of replacement and upgrading. Cg Fin; ~ctor Elton Improvement District :ussed the Downtown Business Improvement District. Purchasing the Golf Course, savings. She noted a percentage. discussed the purchasing of supplies for City Hall and for that every attempt is made to purchase in quantity for cost at her charges to City Departments are based on time rather than e. Billing and Collection Finance Director Elton discussed the Billing and Collection division's expenses. f. Parking District Community Development Director DeKnoblough discussed the revenues and expenses associated with the Parking District Enterprise Fund. There are no changes in the budget for the Parking District other than $30,000 for purchase of parking meters. Regular Adjourned Meeting June 23-24, 2003 Page 10 of 15 Community Services Supervisor Archibald explained that there are more than 130 parking meters that are audited. The purchase of digital meters will replace the mechanical meters and they new meters will be more easily repaired. Councilmember Andersen advised that he is hesitant to support replacement of meters until the parking study is completed. He recommended a cost analysis of parking meters v. parking permits be prepared by Staff and provided to Council. He questioned whether parking meters are necessary in the area. Tape 6b Discussion continued with regard to the purchase information requested by some Council members contained in the study. It was noted by Staff that of the parking meters, the downtown parking explained that parking meters have been in, involve regulation, collection, and the maintenance The condition of the existing meters and additional ~e meters and items like an analysis with a traffic ,. Staff further as a revenue they meter uire a ree of ~ssed. It was the consensus of the Cou~ study is completed and Council $30,00( Jnity tc remain in the budget until the evaluate the situation. ix. MUNICIPAL AIRPORT AN Airport Manager Bua that revenues and ex port. overall revenue g~ went on to I pu large a conservative approach to port an1 ~ates a slight decrease in the were high and it was fire related. He ness/corporation jets. mm., III, City d from the that the Assistant City Manager position has been ~dget, overall, has been reduced by 30%. rsonnel City per week as time position. di anagement ~ssed the functions of the personnel officer and the 32-hour requesting that the assistant's house be increased to a full to discuss various functions of the Personnel Department c. Adminisb ive Support City Manager Horsley explained that the budget for this division has been reduced by 33% and there has been a reduction in staff due to the loss of coverage at the front desk and the main room. Staff is requesting 10 part-time hours to cover for vacations, sick leave, and when additional coverage is needed. Upon inquiries by Council, she went on to explain that Executive Assistant Riley currently supervises four positions and explained the duties. d. Community Outreach/Public Information Regular Adjourned Meeting June 23-24, 2003 Page 11 of 15 City Manager Horsley discussed accounts #231, Printing and Publishing, #651, Advertising and Promotion, and #690 Supplies. She advised that all of the community based funding this year has been taken out. She noted that funding for the community survey implementation were not included in the budget as staff will wait until more is known and then staff will allocate the funds. Mike McCann, representing the Boys and Girls Club of Ukiah, advised that the Boys and Girls Club is in need of funding. Discussion followed with regard to past funding for non- sharing that cities used to receive from the followed with regard to providing a youth scholarshi was noted by staff that not all money was allocated ~nizations and revenue ent. Further discussion programs. It this year. City Manager Horsley reported that the City Boys and Girls Club representatives to m information on the funding mechanism. provide a ity Hall for the will with further Mayor Larson advised that he would be supp outreach and expand the youth fund, programs, but to include private anizat from such a program. expanding the benefit fund to limit funding to city sponsored ;o that children could benefit Tape 7a e. City Manager H~ Subscriptions, Joint Powers Agen Administrati from explai that ,00 for mt ,ership expense to Fund 260, Dues and Inland Water and Power Commission ~lso discussed Fund 346, Property Tax Property Tax Administration Fee City Man; OTHER FI Equipme Civic iterest and Redemption paying off bonds. c. ;nue City Manager H~ Public Works Director/City Engineer Steele discussed the Special Revenu; revenues and expenses. Discussion was had with regard to expenditures for the Bike/Pedestrian Plan Implementation and revenue from the Millennium Tree Grant. Contractual Services for Federal Highway Transportation Grant for Gobbi should widening project and staff costs for the Railroad Depot project were discussed. d. Federal Emergency Shelter Grant Risk Manager/Budget Officer Harris discussed the funding mechanism and noted that the City subcontracts with the Ukiah Community Center and the Ford Street Project and the City is reimbursed with an administration fee. Regular Adjourned Meeting June 23-24, 2003 Page 12 of 15 e. Community Development Block Grant Risk Manager/Budget Officer Harris explained that this accounts for ongoing Community Development Block Grants. The remaining grant funds are disbursed for jobs/housing balance, homeless services. Plowshares and other items listed in the budget. f. Economic Development Block Grant Risk Manager Budget Officer Harris discussed the Reven the Economic Development Block Grant (EDBG) and for next year. and Expenditures for :here are no proposals g. Community Development Commissi Risk Manager/Budget Officer Harris housing loans and is the vehicle for identi discussed the Danco Project. this repayments for :he HOME He briefly h. Equipment Replacement Risk Manager/Budget Officer Harris briefly Fund Revenues and Expenditures~ ;d in the the Equipment Replacement I~. i. Special Projects Res~ Public Works Engi Projects Reserve and the us~ and Public Works :iai Revenue Fund for istrative, Financial, Planning, City Manager identified in the Ca capital iml for for Stadi and allo ,llowed witl ;pair of bike/! money ,n out of the General Fund for projects up to begin saving money for these the list from the Summary by Project Fund 699. noted that this program has been in place in and savings for future projects. Discussion by of the projects listed. Repair costs for Anton with Caltrans concerning construction of trails ~an improvements on Talmage Road. j. Wl Risk Manag in Insurance Harris discussed Worker's Compensation Insurance. k. Liability I~ Risk Manager/Budget Officer Harris explained that Liability Insurance is charged to various Departments. D. ADOPTION OF RESOLUTION APPROVING CITY OF UKIAH FISCAL YEAR 2003-2004 BUDGET Recessed: 12:06 p.m. Reconvened: 12:18 p.m. Regular Adjourned Meeting June 23-24, 2003 Page 13 of 15 Tape #Sa City Manager Horsley discussed items from the "Departmental Wish List, FY 2003-04". She distributed a pamphlet concerning a home safety emergency plan prep guide as requested by Council last year and discussed its contents. She explained that the cost would be for the pamphlet and would include mailings. She reminded Council of a future needs analysis. She briefly explained the increase in PERS costs Considerable discussion was had by Council and staff budget and Departmental Wish List. In particular, there police officer to the force at the cost of $100,000, Staff Council regarding the development of Riverside Park. slurry seal to the lot behind the Civic Center in the air compressor for the Street Department, and th~ Civic Center. ard to the proposed iscussion of adding a ide further information to ~s also consideration of ,, purchase of a new cost of a system for the Councilmember Rodin voiced her su Civic Center and purchase of an air compr continued grant allocations, she requested ti Department and Planning matching are funded. ~rry seal th. ~hind the h she was pportive of ng grant funds for the Fire grants be held until the grants Mayor Larson discussed his supporl is supportive of re compf on hold until the City State support clerk and preferred to keep as much ~ing to do. Counc confident that discussed ' cut Wish lersen He would Iii funding a police officer position and felt reimbursement would continue. He the lack of preventive policing due to consider other items on the Departmental Moti ;n to and am ~nts is et with the inclusion of one police officer position :lget. Motion died for lack of second. Discussion f, ard to funding one police officer position and it was felt by some Cc there is a need to have more police officers per shift. There was discussion the City's sales tax by one-half cent to pay for three police officer positions, in of one position. Council discussed the importance of educating the public with regard to the current Police Department and the City's budget situation. Councilmember Smith agreed to fund the slurry seal, air compressor, and administrative support. He was not optimistic that booking fees would continue to be reimbursed by the state in the future. Regular Adjourned Meeting June 23-24, 2003 Page 14 of 15 An extended discussion followed with regard to funding police officer positions and the need to place a ballot measure before the voters to increase the sales tax in order to fund public safety services. M/S Smith/Larson adopting Resolution 2003-44, approving the 2003-2004 fiscal year budget for the City of Ukiah as modified to include slurry seal, an air compressor, one administrative support position, and one police officer position pending state funding, carried by the following roll call vote: AYES: Councilmember Rodin, Andersen, Smith, and Mayor Larson. NOES: None. ABSTAIN: None. Baldwin: None. There being no further business, the Ukiah City Council p.m. ~g was adjourned at 1'.05 Marie Ulvila, City Clerk Regular Adjourned Meeting June 23-24, 2003 Page 15 of 15 MEMO Agenda Item: 4a TO: FROM: Honorable Mayor and City Councilmembers Deputy City Clerk Marie Ulvila ,~z_. ~.~_. SUBJECT: City Council Minutes: Budget Hearings-June 23-24, 2003 DATE: April 16, 2004 Every effort will be made to provide Council with a copy of the Draft minutes for the June 23-24, 2003 Budget Hearings on Monday, April 19th, Memos: CC042104 - minutes ITEM NO.: 6a DATE: April 21, 2004 AGENDA SUMMARY REPORT SUBJECT: REPORT OF DISBURSEMENTS FOR THE MONTH OF MARCH 2004 Payments made during the month of March 2004, are summarized on the attached Report of Disbursements. Further detail is supplied on the attached Schedule of Bills, representing the four (4) individual payment cycles within the month. Accounts Payable check numbers: 53623-53819, 53903-53972, 53974-54062 Accounts Payable Manual check numbers: none Payroll check numbers: 53546-53621, 53822-53902 Payroll Manual check numbers: 53622, 53820, 53821, 53973 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 March 2004. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: N/A Requested by: Candace Horsley, City Manager Prepared by: Kim Sechrest, Accounts Payable Specialist Coordinated with:Gordon Elton, Director of Finance and Candace Horsley, City Manager Attachments: Report of Disbursements APPROVED: ,.~) Can~ ' - '~c"~,v ce Horsley, Manager KRS:WORD/AGENDAMAR04 CITY OF UKIAH REPORT OF DISBURSEMENTS REGISTER OF PAYROLL AND DEMAND PAYMENTS FOR THE MONTH OF MARCH 2004 Demand Payments approved: Check No. 53623-53726, 53727-53819, 53903-53972, 53974-54062 FUNDS: 100 General Fund $119,423.91 131 Equipment Reserve Fund 140 Park Development $1,240.00 141 Museum Grants $28,998.75 143 N.E.H.I. Museum Grant $2,163.79 150 Civic Center Fund 200 Asset Seizure Fund 201 Asset Seizure (Drug/Alcohol) 203 H&S Education 11489 (B)(2)(A1) 204 Federal Asset Seizure Grants 205 Sup Law Enforce. Srv. Fund (SLESF) $534.74 206 Community Oriented Policing ($214.50) 207 Local Law Enforce. BIk Grant $1,666.66 220 Parking Dist. #10per & Maint $1,167.32 230 Parking Dist. #1 Revenue Fund $712.00 250 Special Revenue Fund 260 Downtown Business Improvement 290 Bridge Fund 301 2107 Gas Tax Fund 310 Special Aviation Fund 315 Airport Capital Improvement 330 Revenue Sharing Fund 332 Federal Emerg. Shelter Grant $7,174.38 333 Comm. Development Block Grant 334 EDBG 94-333 Revolving Loan $44.46 335 Community Dev. Comm. Fund $563,510.00 341 S.T.P. 342 Trans-Traffic Congest Relief 345 Off-System Roads Fund 410 Conference Center Fund $7,216.58 550 Lake Mendocino Bond 575 Garage $1,356.59 600 Airport 611 Sewer Construction Fund 612 City/District Sewer 615 City/District Sewer Replace 640 San Dist Revolving Fund 650 Spec San Dist Fund (Cap Imp) 652 REDIP Sewer Enterprise Fund 660 Sanitary Disposal Site Fund 664 Disposal Closure Reserve 670 U.S.W. Bill & Collect 678 Public Safety Dispatch 679 MESA (Mendocino Emergency Srv Auth) 695 Golf 696 Warehouse/Stores 697 Billing Enterprise Fund 698 Fixed Asset Fund 699 Special Projects Reserve 800 Electric 805 Street Lighting Fund 806 Public Benefits Charges 820 Water 840 Special Water Fund (Cap Imp) 900 Special Deposit Trust 910 Worker's Comp. Fund 920 Liability Fund 940 Payroll Posting Fund 950 General Service (Accts Recv) 960 Community Redev. Agency 962 Redevelopment Housing Fund 965 Redevelopment Cap Imprv. Fund 966 Redevelopment Debt Svc. 975 Russian River Watershed Assoc PAYROLL CHECK NUMBERS 53546-53622 DIRECT DEPOSIT NUMBERS 19726-19870 PAYROLL PERIOD 2/15104-2128104 PAYROLL CHECK NUMBERS: 53820-53902 DIRECT DEPOSIT NUMBERS 19871-20007 PAYROLL PERIOD 2/29/04-3/13/04 TOTAL DEMAND PAYMENTS TOTAL PAYROLL VENDOR CHECKS TOTAL PAYROLL CHECKS TOTAL DIRECT DEPOSIT TOTAL PAYMENTS VOID CHECK NUMBERS: NONE $14,500.35 $47,383.74 $2,019.49 $2,497.85 $25,251.51 $1,197.56 $18,935.99 $3,140.03 $687.83 $3,489.17 $9,200.05 $583,887.75 $9,086.50 $459.08 $63,491.46 $4,228.14 $385.56 $254,996.06 $1,041.27 $207.06 $22,500.00 $1,066.86 $19,442.11 $1,824,090.10 $62,434.73 $109,771.53 $328,083.65 $2,324,380.01 CERTIFICATION OF CITY CLERK This register of Payroll and Demand Payments was duly approved by the City Council on Deputy 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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i on:: o?????????????~ n~ o~ 0 · o o o o o oo o oo oo oo oo oo o oo oo oo o oooooooooooooo0oooooooo0ooooooo ooo0ooooooooooooooooooooooooooo o oo oo oo o oo oo oo oo oo oo oo oo oo oo oo oo oo oo ~~ ~ oo ~ ~ oo oo o o ~~oo ~ 0 0 0 o 0 o~o 0 0 0 0 0 · , O0 0 · 0 0 · o 0 O0 0 · . , , o~ ~o H n ~ 0000000000000000000000000000000 O~ ~0 ~J . o > 0 O0 O0 o OO oo OO O0 O0 O0 OO 000000o0o0000o000000000o0000o0000o000 ~°~°°~o~oo~oo~o~oo~oo~o~o~oo~~ ~ ~ ~ ~ ~ ~ ~ ~ ~ 0000000000000000000000000000000000000 0000000000000000000000000000000000000 00 00 00 ~ O~ 00 0 0 O0 O0 O0 O0 O0 O0 O0 O0 0 O0 O0 0000000000000000000000000000000000000 ~R~oo ~~°° ~00 ~00 ~00 ~~~~0~0~00~0~0~000~~ 00000~0000~00~~0~000~0~0~000~ 000000000000000000000~0~0~~0000000 0000000000000000000~0~~~0~0~0 0 ~ ~ 0 0 · H 00 O0 © >HHH 0 004 ~0 O~ O~ ~HHNH ~0000 i 0 O0 O0 000000000 0 0 0 O0 O0 0 O0 O0 O0 000000000000000000000 000000000000000000000 ???????????????????oo oo~~ oo~® O0 O0 0 O0 0 O0 O0 O0 O0 0 0 OC~ r.,Jm ~o ~000000000 o~ ~ H ~o O~ ~o > O0 O0 000000 000000 00 00 00 00 o ~ 0'~ oo~~oo 0000000 oo~oo~ 0000000 0000000 0000000 0000000 O0 O0 O0 O0 ~° o o o o o o o o o o o o 0 0 o o · oo~ 0 O0 O0 0000000 o~oo~oo °~°°2~° 0 O0 ~ ~0 HO~HHHO Oc~ ,<o O~ O~ U ~DDDDDDD HHHHHHH ~ O ,<om o o o o o o 120 CO 0 0 · °~ · 0 ~ 0u~ ~ 0 H H rD . 0 0 O~ ~o rJ . o I i I--I "'4' i O~ I.FI o o o o o o o o o o o o o o o o o o o o o o c~ c> o o co c0 o o oo oooooooo oooooooo oooooooo o o o o o o 00 co o o o o o o cq cq ~ o o o o o · o ~ · , o o~ · 0 ~° ~ o · ~o r~ · oo o ~00 ~0 · · 0 · · , . · 00 00 ::> ¢::: ~0 · 0 o o o · 0 i · , ,0 i ~ [.~ ,, ',~ o 0'~ o ,--I o4 · 00~ oo oo~S °° oo~S ~0~0~0~0 o~~ H I~ r-.4 o 0 AGENDA SUMMARY ITEM NO. 6b DATE: April 21, 2004 REPORT SUBJECT: APPROVAL OF SOLE SOURCE PROCUREMENT FROM AIR EXCHANGE, INC, TO EXTEND AND UPGRADE THE CURRENT OSHA MANDATED APPARATUS BAY EXHAUST SYSTEM IN THE AMOUNT OF $32,764.28 AND APPROVAL OF BUDGET AMENDMENT The Fire Department's OSHA mandated vehicle exhaust system is out of compliance due to the fact it is installed in only 50% of the apparatus bay. The result of this limited coverage is the potential for employees to experience emissions of diesel exhaust in excess of the legal threshold. The system was originally purchased and installed through Air Exchange, Inc. thus the extension must include compatible equipment and installation to maintain reliability and effectiveness. Thus this matter is a sole source procurement. Since the North Fire Station has been sold, Staff is requesting the use of $32,764.28 from account 699.1915.800.010, North Fire Station Improvements, to complete the project. Expenditures for this project from this account were not included in the current budget and thus an amendment is necessary. RECOMMENDED ACTION: 1. Approve sole source procurement to extend and upgrade current apparatus bay exhaust system to Award Air Exchange, Inc. in the amount of $32,764.28. 2. Approve amendment to the 2003/2004 budget authorizing $32,765 of expenditures in account 699.1915.800.010 to pay for the improvement of the apparatus bay exhaust system. ALTERNATIVE COUNCIL POLICY OPTION: Reject request of funds and provide staff with alternative action for OSHA compliance. Citizen Advised: N/A Requested by: Fire Department Prepared by: Kurt Latipow, Fire Chief Coordinated with: Candace Horsley, City Manager Attachments: Budget Amendment Worksheet, page 1. APPROVED:" ~"~,~~ ~.,,. Candace Horsley, Cit¥'~anager mfh:ASRCityCouncil 04_App Bay Exhause System E l c- o (D~o ~ 0 o ~ ~ ~ ~ ~ EE~~ ~ 0 o o< o_~. =-~ g ~ ~ ._ ~_ 0 0 8 oo~o~ .- .g <>~zo~<mm m oo xoo ~ ~o x~o o~o~o~oo~ooo . ~ I ~ 0 0'0 ~ ~ ~ ~ 0 ~ 0 ~ 0 ~ 0 ~ 0 , m I I I I I I I I I I I I 1 ~ ~$~o o ~oo o o ITEM NO. 6c DATE: April 21,2004 AGENDA SUMMARY REPORT SUBJECT: APPROVAL OF PROFESSIONAL SERVICES CONTRACT WITH STERLING CODIFIERS, INC. FOR CODIFICATION AND RELATED SERVICES AND AUTHORIZlON FOR THE CITY MANAGER TO SIGN CONTRACT On May 17, 2001, the City of Ukiah entered into a three-year Professional Services Contract with Sterling Codifiers, Inc. for codification services related to the City of Ukiah City Code. The City has been contracting with Sterling Codifiers since January 1991 and staff is very pleased with their services. Staff has researched other codifiers and it would be very expensive for the City to change its codifying process at this time. The only change to the proposed contract from the existing contract is a reduction in the amount of code book supplements from 30 to five that are sent to the City. The City no longer needs as many hard copies since most of the City Staff has the City Code and its updates installed on their computers. The City Attorney has reviewed and approved the proposed Contract. RECOMMENDED ACTION: Approve Professional Services Contract with Sterling Codifiers, Inc. and Authorize the City Manager to Sign the Contract ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine contract is to be modified, identify changes, and approved revised contract. 2. Determine contract is not to be entered into and provide direction to Staff regarding code codification. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Marie Ulvila, Deputy City Clerk Marie Ulvila, Deputy City Clerk ,~z ,~'~ · Candace Horsley, City Manager, David Rapport, City Attorney, and Paulette Klingbeil, MIS Coordinator 1. Proposed Professional Services Contract with Sterling Codifiers, Inc. Candace Horsley, City~anager ASR: Sterling Contract-codification 2004 Page 1 of 1 ^ 1'1 ACHM~ N ~_ / PROFESSI'ONAL SERVICES CONTRACT between STERL.rNG COD.rF_rERS~ _rNc. and the C.rTY OF UK.~AI-i~ CAL_rFORN_rA Section 1. General Provisions. This contract provides for the performance and delivery by Sterling Codifiers, 1:nc., in return for the consideration as stated herein, of the specialized professional services of ordinance codification of the legislation of the city of Ukiah, having been entered into between the city of Ukiah., county of Mendocino, state of California, hereinafter termed "city", and Sterling Codifiers, :[nc., whose principal office is located in the city of Coeur d'Alene, county of Kootenai, state of 1:daho, hereinafter termed "Sterling". Section 2. Subject-Matter. The legislation to be codified will mean the body of administrative and regulatory ordinances and/or local laws of the city that are general and permanent, in existence and in full force and effect, excluding the texts of standard codes adopted by reference (such as, but not limited to, building, housing or fire prevention codes recommended by 1:CBO, BOCA, etc., and state codes or regulations, etc.). Section 3. Materials Furnished by City. Whereas the city is already a client of Sterling and Sterling has a current copy of the code. Ordinances subsequently passed should be forwarded to Sterling upon their passage. 1:f any' materials are available in an electronic format, those disks should also be sent. Section 4. Supplement Procedures. A, Communication Between the City and Sterling. Sterling will provide for an open dialogue between its staff and the city to discuss procedures and to familiarize the city with the scope of services under this contract. B, Supplement Service. Sterling will provide continuous supplement service to the code as ordinances are passed. Tn the process of supplementation, Sterling will analyze ordinances for discrepancies or conflicts with other parts of the code not addressed by the new or amending legislation. Any queStions will be immediately directed to the city and clarified before work on the legislation is completed. The amendments will then be inserted, all changes to the table of contents, index and pages with special tables made, and the contracted number of supplement sets, in hard copy and updated electronic form, forwarded to the city. Sterling Contract - Page The city will continue to forward ordinances to Sterling as adopted, and Sterling will proceed with supplementation to the municipal code using the same procedures outlined above. Section 5. Responsibility of Sterling. Sterling will be responsible for the correctness and accuracy of its work, based upon the materials and information supplied by the city, as reflected in the published code or supplements delivered to the city. Regardless of the city's acceptance of published materials when delivered, Sterling will correct errors found either by the city or Sterling with succeeding supplementation. Sterling's liability for all services will extend only to the correcting of errors in the code or supplementation, not to any acts or occurrences as a result of such errors, and only so long as this contract is in effect. Section 6. Responsibility of City. The city .will be responsible for the correctness and accuracy of the information it supplies Sterling,. for providing Sterling with decisions and answers to questions and problems raised by them, and for the prompt payment of invoices as provided herein, in order for Sterling to adhere to production schedules and meet delivery deadlines, it is necessary for the city to communicate with and provide information to Sterling without delay. Section 7. Electronic Code. Al Computerized Version of the Code. As requested by the city, the code will be provided electronically in Folio VTEWS search and retrieval software. Sterling provides installation, technical support, a user manual and teleconference training for key city personnel. B. The lnternet. Sterling will also host the code on the internet with a link from the city's home page. Section 8. Cost and Payment Procedures. A. Supplement Service. Supplement service will be provided on an ongoing basis to the municipal code at Sterling's prevailing rate. As of the date of this contract, supplement service is available as follows: Supplement service per page; single column Number of hard copy code books to supplement $20 5 B. Shipping and Handling. Shipping and handling charges are prepaid by Sterling and invoiced to the city. Sterling Contract - Page 2 Section 9. Waiver or Modifications. No waiver, alteration or modification of any of the provisions of this contract shall be binding unless in writing and signed by a duly authorized representative of both parties to this contract. Section 10. Governing Law. This contract shall be governed by the laws of the state of California. Section 11. Paragraph Headings. The paragraph headings contained herein are for the convenience and reference only and are not intended to define or limit the scope of this contract. Section 12. Notice. Whenever notice to a party is required by this contract, it shall be deemed given when deposited with proper address and postage in the U.S. mail, or when personally delivered as follows: C1TY Cl'TY OF UKIAH Civic Center 300 Seminary Avenue Ukiah, California 95482 5-1'ERLTNG CODIF]:ERS, INC. Bobbi Rollins 7600 Mineral Dr. Coeur d'Alene, ID 83815 Section 13. Duplicate Originals. This contract may be exeCuted 'in one or more duplicate originals bearing the original signature of both parties and when so executed, any such duplicate original shall be admissible as proof of the existence and terms of the contract between the parties. Section 14. Forum Selection. Sterling and the city stipulate and agree that any litigation relating to the enforcement or interpretation of this contract, arising out of the contractor's performance or relating in any way to the work, shall be brought in the appropriate court in Mendocino County and that venue will lie in Mendocino County. Sterling hereby waives any right it might otherwise have to seek a change of venue based on its status as an out of county corporation, or any other basis. Sterling Contract - Page 3 Section 15. Term of Contract. This contract will be in effect until revoked in writing by either party. The party so desirinq to terminate this contract shall give the other party sixty (60) days written notice of such termination. IN W]:TNESS WHEREOF, Sterling and authorized officials of the city have hereby set their official signatures, at which time this contract shall take force and effect. THIS CONTRACT IS HEREBY EXECUTED by the city of Ukiah, California by its proper officers, this ~ day of ,2004, C.rTY OF UK1'AI-I~ CAL_rFORN.rA By Title Attest: Title: T.I'S C(,~)NTRACT~ AP~PROVED this ~ day of.~, 2004. AND EXECUTED by an officer of Sterling Codifiers, ]:nc. Sterling Contract - Page 4 ITEM NO. 6a DATE: April 21, 2004 AGENDA SUMMARY REPORT SUBJECT: APPROVAL OF LEASE WITH NUESTRA CASA FOR COMMUNITY GARDEN SITE The City of Ukiah has leased a portion of the Sun House property to the Ukiah Community Center for the operation of a community garden. Due to other commitments the Community Center recently informed staff that it would no longer be able to sponsor the garden and has referred the project to Nuestra Casa. Staff contacted Nuestra Casa's Director, Vicki Patterson who indicated the agency was interested in continuing the garden project. The community garden project has been successful by providing garden plots to many organizations and community groups including elementary school classes, Boys and Girls Club, and neighborhood groups from the Cleveland Lane area. Staff believes the continuation of the project would be beneficial and through the proposed agreement, Nuestra Casa has agreed to provide the necessary sponsorship and oversight. For these reasons staff is recommending approval of the lease with Nuestra Casa for the community Garden site. RECOMMENDED ACTION: Approve lease with Nuestra Casa for a portion of the Sunhouse for the continuation of the community garden project. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine approval of lease requires further consideration and remand to staff with direction. 2. Determine approval of lease is inappropriate at this time and do not move to approve. Citizen Advised: Yes Requested by: Nuestra Casa Prepared by: Larry W. DeKnoblough, Community Services Director Coordinated with: Candace Horsley, City Manager Attachment: Proposed Lease APPROVED: v e Horsley, City"~anager LD/ZIP2 NuestraCasaLease.Asr LEASE AGREEMENT This Lease, made this 1 st day of ,2004, by and between the City of Ukiah, State of California, acting by and through its City Council, hereinafter referred to as "Lessor" and the Nuestra Casa a non-profit corporation organized and existing under and in compliance with the laws of the State of California and its officers, hereinafter referred to as "Lessee." RECITALS: 1. Lessor has the authority contained in Government Code { {37380 and 37395 and does determine that the use of certain property owned by the Lessor is not required for its use at this time and is available for Lease, and 2. The use of said property by the Lessee would be and is beneficial for the citizens of the City of Ukiah. 3. Lessee understands that should Lessor require use of the subject property is temporary and should at anytime in the 1. LEASE. LEASE AGREEMENT The parties hereto agree that on the terms and conditions hereinafter expressed, Lessor does hereby let to Lessee and Lessee does hereby hire from Lessor a portion of Assessor's Parcel #002- 281-27 as more specifically described on the attached "Exhibit A". 2. TERM. The term of this Lease is for one year commencing on the date set forth above. 3. RENT. As rent for the term hereby demised, Lessee agrees to pay to Lessor the sum of One Dollar ($1.00) per year in full consideration hereof for the use of said property. -1- 3.1. Lessee specifically represents that it does not intend to make a profit on the use of the leased premises. All income derived from use of the leased premises shall be used exclusively to sponsor or promote community gardening on the leased premises or for improvements to the leased premises. 3.2. Lessee shall maintain regular books of account which it shall make available to Lessor upon demand for inspection or audit. 4. USE AND IMPROVEMENTS. Lessee hereby agrees to install all permanent improvements which shall become part of said property and title to said improvements shall be vested in the Lessor upon termination of this Lease except as set forth herein. 4.1. Lessee shall use the leased premises exclusively as a community garden under the Lessee's sponsorship and supervision. 4.2. Improvements, excavations, removal of any trees, brush, grass or improvements and other modifications to the property shall be the sole responsibility of Lessee and shall be approved by Lessor prior to conducting work 4.3. Lessee agrees to keep the premises and all improvements in good repair and order and to bear the full cost for maintenance of all improvements. 4.4. Lessee shall acquire the necessary and required permits from the appropriate regulating body for the development proposed under this lease. 4.5. Lessee is responsible for the relocation, alteration, removal, construction, reconstruction of any municipal or private facilities, structures or utilities existing on leased premises which are presently in use or abandoned. 4.6. Lessee shall insure that no alcoholic beverages are possessed or consumed on -2- the leased premises at any time. Lessee shall not use or permit the leased premises to be used except in full compliance with all rules, regulations, laws or ordinances of the City of Ukiah and the State of California. Lessee shall not permit use of the property for any reason after the hour of 10:00 p.m. Lessee shall not permit vehicles to park on the premises between the hours of 10 p.m. and 8 a.m., and shall properly post the premises in accordance with Vehicle Code requirements. 4.7. Lessee shall furnish at its sole expense all utilities necessary for use of the leased premises, including, but not limited to, water, sewer service, electricity, natural gas, and garbage collection. 5. ASSIGNMENT. Lessee will not assign this Lease or any interest therein and will not let or underlet the said premises or any part thereof without the prior written consent of the Lessor. 6. INDEMNIFICATION AND INSURANCE. 6.1. Lessor shall not be liable for and is free from the cost of any damages for personal injury or property damage resulting from the use made by Lessee of the demised premises, any defective condition or faulty construction of the demised premises existing at the time of letting or arising thereafter and Lessee covenants and agrees to indemnify and save harmless said Lessor and its officers, agents and employees from and against any and all liability, loss, cost, or other obligation, including reasonable attorney's fee, on account of or arising out of any such injuries or losses however occurring. 6.2. Lessee covenants and agrees during the life of this Lease at Lessee's sole expense to comply with the requirements of Exhibit B, Insurance Requirements for Lessees (No Auto Risks), attached hereto and incorporated herein by reference. -3- 6.3 Notwithstanding the provisions of Exhibit B requiring Lessee to procure workmen's compensation insurance, Lessee need not procure such insurance provided all of the fol- lowing conditions are met: a. It maintains its status as a non-profit tax exempt organization; b. It's Board of Directors takes no action to designate any person providing services or work to the organization as its employee; and c. All persons performing services for the organization do so strictly as volunteers without receiving any compensation whatsoever. Lessee shall immediately notify Lessor if it fails to meet all of the conditions of this paragraph 6.3 and shall immediately thereafter comply with the workmen's compensation provisions of Exhibit B. 7. TERMINATION. 7.1. This Lease or any renewal thereof, may be cancelled for any reason by either party on thirty (3 0) days written notice to the other party. 7.2. Lessor can cancel this Lease immediately for any breach of this lease by Lessee, including, but not limited to, failure to provide insurance, without any prior notice to Lessee. 8. ATTORNEY'S FEES. Lessee shall pay Lessor its reasonable costs and attorneys fees if Lessor prevails in any legal action to enforce any of the terms of this Lease. 9. TIME OF ESSENCE. Time is of the essence of this agreement. -4- 10. WAIVER. City's waiver of any default in Lessee's performance of any condition of this Lease, including the obligation to pay rent, shall not constitute a waiver of remedies available for a subsequent breach of the same or a different condition of this Lease. Acceptance of subsequent rental payments from Lessee or its assignees shall not constitute a waiver of the failure of Lessee to pay rent or obtain prior approval to an assignment of this Lease. 11. NOTICES. Any written notice required hereby shall be deemed sufficient when placed in the United States mail, postage prepaid and addressed as follows: TO LESSEE: TO CITY: Nuestra Casa City Manager Ukiah Civic Center 300 Seminary Avenue Ukiah, CA 95482 12. PARAGRAPH HEADINGS. Paragraph headings are included for the convenience of the parties and are not intended to define or limit the scope of this Lease. 13. PREVIOUS AGREEMENTS. Any and all existing statement or agreements, whether oral or written, or renewals thereof, between the parties hereto, covering the same subject matter, are hereby cancelled and superceded by the terms of this Lease, and such prior agreements, statements or understandings shall have no further force or effect. -5- 14. DUPLICATE ORIGINALS. This Lease may be executed in one or more duplicate originals bearing the original signature of both parties and when so executed any such duplicate original shall be admissible as proof of the existence and terms of this Lease. Entered on the date first written above. CITY OF UKIAH ATTEST' By: City Clerk Ld/Zipagr NuestraCasaGarden.agr NUESTRA CASA By: It's -6- " :@ Z 'l~d '.sod I I I I:~ '1 I I I I · d '44 'N £ .1~d .,tOd C Il A P T E R F I V E Exhibit INSURANCE REQUIREMENTS FOR LESSEES (NO AUTO RISKS) Lessee. shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the Lessee's operation and use of the leased premises. The cost of such .insurance shall be borne by the Lessee. · Minimum Scope of Insurance Coverage shall be at least as broad as: 1. Insurance Servtces Office Commercial General Liability. coverage ("occurrence" form CG 0001). 2. Workers' Compensation insurance as required by the State of California and , Employer's Liability insurance {for lessees with employees). 3. Property insurance against all risks of loss to any tenant improvements or betterments. Minimum Li~nits of Insurance Lessee shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for' bodily injury, personal injury and property damage. If Co~nmercial General Liability Insurance or other form with' a general aggregate limit is used, 'either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required ocdurrence limit. 2. Employer's Liability: $1,000,000 per accident for bodily injury or disease. 3. Property Insurance: Full replacement cost with no coinsurance penalty provision. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, eitlier: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, financial officials, employees and volunteers; or the Lessee shall provide a guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions The general liability policy is to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees and volunteers are to be covered as insureds with respect to liability arising out of ownership, maintenance or use of that part of the premises leased to the lessee. 2. The Lessee's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Lessee's insurance and shall not contribute with it. Insurance R~iuirements · . 0 . C I1 A P T E R F I V E 3. Each insurance policy required by tills clause shall be endorsed to state that coverage shall not be canceled, except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best's rating of no · less than A:VII. Verification of Coverage_ Lessee shall furnish tile City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the City or on other than the City's forms, provided those endorsements or policies conform to the requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time. Insurance It'~i u I remenC~ in Contract~ 28 AGENDA SUMMARY REPORT aa ITEM NO. DATE: April 21, 2004 SUBJECT: PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION SUMMARY: At the April 7, 2004 Public Hearing Council asked that this item be continued to the April 21,2004 Council Meeting because of a number of concerns expressed by Council. Staff's original agenda summary report regarding these issues had been summarized, and this report reflects additional information to assist Council in its deliberations. Assembly Bill 3229, signed into law in 1996, established the Citizen's Option for Public Safety (COPS) Program. This bill authorizes annual funding appropriations for use in augmenting law enforcement agencies. Originally this bill contained a sunset clause, which was removed in 2001, prior to the current state budget crisis. Because of the state budget crisis, and the impacts to local and county government, this funding has remained in question in the state budget since that time. This money was originally granted to law enforcement agencies from the State of California's surplus funds. Other grant funding developed while the state experienced a large surplus (California Law Enforcement Equipment Program [CLEEP] and California Law Enforcement Technology Equipment Program [CLETEP]) similar to these Supplemental Law Enforcement Services Fund (SLESF) funds have already been cut from the state budget. As has been discussed at previous Council Meetings and Budget Hearings, staff has been conservative in their planning for all future grant funding sources because of the state budget deficit, the legislators original source of surplus funding for this program and the others, and the state legislators need to reduce appropriations in future budgets. Historically, staff has used these grant funding sources for one time purchases which will directly impact our ability to provide essential police services, rather than on-going personnel costs which will directly impact the general fund once grant funding ends. (continued on page 2) RECOMMENDED ACTION' 1. Hold Public Hearing for the COPS Grant FY 2003/04; 2. Authorize departmental spending plan for both FY02/03 and FY03/04 grants. ALTERNATIVE COUNCIL POLICY OPTION: Provide staff with alternate direction. Citizen Advised: N/A Requested by: Ukiah Police Department Prepared by: Chris Dewey, Police Captain Coordinated with: Candace Horsley, City Manager and John Williams, Police Chief Attachments: October 16, 2002 Agenda Summary Reports for Items 8b. and 9c. APPROVED: Candace HorsleY, Cit~anager PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21, 2004 Page 2 of 10 In the past, Council has authorized these funds for the purchase of records management software, computers, digital cameras, used detective vehicles, portable alcohol testing units, hostage crisis equipment, summer intern assistance, and equipment for our evidence facility. The money, as outlined in Government Code Sections 30061 - 30065, must be used exclusively in the support of front line police services. As noted in the government code: 1. These moneys shall supplement existing services, and shall not supplant any existing funding for law enforcement services provided by that entity. 2. A public hearing is required. 3. A yearly report will be filed with the Supplemental Law Enforcement Oversight Committee. , Funds received shall be expended or encumbered no later than June 30 of the following fiscal year, and agencies that do not meet this requirement shall remit unspent SLESF moneys to the state. In September 2002, the Council requested staff to research possible funding sources for the implementation of a new traffic officer position within the Police Department. To complete this analysis, staff prepared a detailed proposed 5-year budget for the program, at an estimated cost of $495,472. Staff researched current internal funding sources and external funding grant opportunities available within the next year to fund this program. In October 2002, the City Council authorized using FY 02/03 funding for the creation of a traffic officer position using option #1 of the three funding plans submitted to Council for approval (see attached Agenda Summary Reports 10/16/02). This plan used funding from SLESF for a portion of the cost of the officer position, and would have impacted the City General Fund by $357,897 through the 06/07 budget year. At that time, staff advised Council that the SLESF funds had been planned for the completion of our evidence room transition, and the hiring of a civilian evidence room technician, and recommended that these funds should instead be used for the proposed traffic officer position, to reduce the overall impact to the general fund for the first year of the program. Staff immediately began the hiring process for the new traffic officer position. In December 2002, the traffic officer position was frozen due to the projected state deficit, and the proposed reduction of Vehicle License Fee (VLF) funding to local communities. At that time, Council was advised of the frozen position, and again during the budget goals and objectives workshops, the Council was advised that the traffic officer position was frozen. This position is listed as one of the priorities for this budget year in the department's goals and objectives, FY03/04. This position remained frozen throughout 2003, as the state struggled with the budget crisis, the state recall election, and through the March 2004 state bond issue election. Even with the passage of the Propositions 56 and 57, the state still faces a pending deficit for the coming year PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21, 2004 Page 3 of 10 with projected additional cuts, and the City of Ukiah is struggling with an estimated $1.2 million deficit to the general fund. In December of this year, a vacant officer position was frozen due to this financial situation. Staff has for a number of years stressed the importance of adding officers to the department. The importance and priority of adding additional officers remains essential to provide police services to the community. These factors were expressed in length in the recent Measure G initiative, and continue to be the single most important objective in the future for the department. Staff also recognizes and appreciates the tremendous share of the general fund devoted to police services and our personnel. Personnel costs, throughout the city, account for the single most expensive line item within the city budget. A number of factors were considered when proposing the change in the spending plan for the authorized, but frozen, traffic officer position: 1. The traffic officer position, as approved by Council, will have a $357,897 impact on the general fund for five fiscal years. . To staff this position, the department must remain at full staffing levels throughout the term of the grant period, to ensure the City has supplemented existing police services. . During this deficit situation, the department would not be able to freeze any vacant positions as a potential cost savings device. Throughout our region, other agencies have developed this short-term strategy to avoid layoffs, and assist in reducing general fund expenditures. . Other general fund departments within the city that have already experienced large cuts will be required to assume the police department's portion of any potential budget deficit. . Although the City received SLESF funding for FY03/04, which could be used for the traffic officer program, the cancellation of other similar state grant programs, and the state deficit, continue to place this funding in jeopardy for coming years. . Staff has committed to identify, develop, and academy train a more diverse, long- term officer force for our community, and wishes to avoid layoffs, or reducing officers at all costs. Developing a position tied to an unpredictable funding source, without general fund revenue would not be consistent with this goal. Because of these factors, staff proposed to change our existing spending plan for SLESF funding from fiscal year 02/03, which must be spent prior to June 30, 2004. Staff also recommends the Council adopt the proposed FY 03/04 spending plan. This change, and the new spending plan, incorporate both other critical needs the department must address, and the goals of the Council. It must be noted, that the plan presented here and at the April 7, 2004 Council meeting are PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21, 2004 Page 4 of 10 conservative estimates only for each area. Staff, as is required, will seek competitive bids in each area, and present to Council complete bid analysis during each portion of the plan. For this funding, staff recommends four purposes. It is critical to note, these are consistent with the Council approved, Police Department Goals and Objectives for this fiscal year: 1. Funding for remodeling the space gained from the evidence room move. 2. Funding equipment purchases for the department's application of force training program. 3. Further the bilingual and bicultural goals of the department. 4. Emergency Part-time Dispatch Assistance. 1. Fundinq for remodeling the space gained from the evidence room move Following the evidence room move into the new facility, staff has utilized funding from various grants, including funding from the COPS Grants to equip the new facility with a rolling storage system and updated forensic evidence processing equipment. The move into this facility is being conducted at this time, and the old evidence storage space will require a remodel for use by staff. Staff intends to utilize this space for a multi-purpose room, additional interviewing space, and prisoner booking space. A portion of this funding will be used for this purpose. This expense is critical to the needs of the department. Since the late 1980s when staff moved into the building a substantial safety risk has existed. The old Police Station had a dedicated controlled area for booking prisoners, and this facility does not. Prisoners arrested must be brought through the open facility to be booked and interviewed. The Department of Corrections, during a number of inspections of the facility, required procedural changes of our staff and strongly recommended simple design changes to ensure our facility remained compliant with state laws. The additional space, which staff has planned to utilize for some time, must be redesigned to ensure that potentially violent individuals under arrest will not have access to other areas of the facility. The current design allows for uncontrolled access of the entire facility, if a prisoner were to attack an officer. This danger is most critical in evening hours when a single officer must control suspects in the facility. If multiple suspects are arrested, additional officers must respond to the station to control these subjects. This current activity critically limits officer's availability in the field. The changes include isolating a small area for booking prisoners, adding a small multi-purpose room for meetings with citizens and training purposes, an additional interview location, and creating walls around the current report writing area. The initial estimated cost for these changes was $50,000. This is only staff's estimate of the funds required for this upgrade. Staffwill work to develop an appropriate design solution for competitive bids, and report to council on costs associated with the project. These cost estimates also include a critical video and audio monitoring system for the police lobby and booking areas. After the installation of Mobile AudioJideo Recorders in the police vehicles, the department experienced a significant reduction in the number of complaints regarding officer activity, and a significant drop in the number of assaults against officers. Staff has prioritized PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21,2004 Page 5 of 10 placing video/audio monitoring system in these areas for the same reasons. Violence from arrestees and claims surrounding inappropriate behavior from officers is common in the booking setting. This type of system, installed during the construction of the new booking room will significantly increase officer safety and monitor officer activity against inappropriate behavior. Staff has prioritized this objective above the others because of the long-standing concern for staff safety in the workplace. Because of the space limitations of the department, these changes were not possible until the evidence room move opened up much needed space within the facility. ,, Funding equipment purchases for the departments application of force traininc~ program. It must be stated that collaborative efforts are an extremely important on-going regional issue. Staff has worked closely on a regular basis with our countywide training managers group, each of the other law enforcement agencies, Mendocino College, Santa Rosa Junior College and College of the Redwoods, to develop "in-house" training solutions for our community. This approach has become a necessity to develop cost efficient alternatives to having staff attend training in other areas of the state. Not only has in-house training reduced training expenses and overtime expenses, it has assisted in the development of our personnel, and as a way to comply with the ever-increasing State mandated training, which has become required without funding mechanisms. Use of force and firearms training is one of these training areas. Routine training in the application and use of force is mandated, essential for our staff, and is an area that is not routinely reimbursable through P.O.S.T. The Ukiah Police Department was at the forefront in developing P.O.S.T. approved perishable skills training modules which have been presented to every agency within the county. These perishable skills modules include the use of force, and although not approved for reimbursement, they do meet P.O.S.T. training requirements, significantly reducing travel and overtime expenses for our staff. Our staff developed both in-house instructors for this training, and worked closely with trainers from the adjoining agencies to present this training to the agencies of Mendocino and Lake Counties. These collaborative agreements developed throughout the County have become the backbone to the training the department now receives and future training planned throughout the region. It is a practice throughout the county for agencies to share their facilities and instructors to present this training at little to no cost for every agency in the region. It would be both cost and personnel prohibitive to have each agency develop all the in-house experts and trainers needed to present each of the mandated training requirements to their personnel. This sharing approach, which the Ukiah Police Department actively participates in, ensures that facilities, equipment, and regional instructor experts are available to every agency in the region, as a necessity to present training within our region. The Ukiah Police Department has both enjoyed the use of facilities at little to no cost, and has actively helped to develop new programs and present training for other departments within our region. This proposed solution would be treated in a similar fashion, with the department offering use of these facilities to the other agencies as our past practices, and the practices of the other PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21,2004 Page 6 of 10 agencies in our area have enjoyed. The use of the City of Ukiah's Police Firearms Range has been suspended since the summer of 2002. This suspension was the result of safety concerns at the facility. Staff spent over a year of research on this project, working with all local agencies, attending development meetings, researching with experts at P.O.S.T. and other agencies throughout the state of California, traveling to range facilities in Napa, our adjoining communities, and as far away as the Los Angeles basin to develop this plan. After suspending operations at our existing facility, staff utilized the Willits Police Department range on a temporary basis. During this period staff explored the costs of making necessary safety improvements to our facility, or establishing a long-term contact with another facility for our training. Staff additionally worked with experts at P.O.S.T. to examine our current training curriculum and alternatives, which would be both cost effective and improve the quality of training the officers received. Working with firearms range consultants, staff explored a number of options to improve safety at our existing facility. Staff visited other ranges in our area, which have received safety upgrades to evaluate proposed solutions for our facility. From this research, staff determined that a minimum of $150,000 would be needed for the basic safety upgrades to the firearms range. These upgrades, would only then meet minimum safety standards, and additional measures may be required in the future, if these minimum upgrades did not completely address the safety concerns. This solution, staff determined, would not be appropriate due to the unknown additional costs. Staff also researched the long-term use of another facility for our training needs. Both the Willits Police Department and the Lake County Sheriff's Office offered their ranges, as a one time, short- term solution to our training needs. These agencies declined to enter a long-term commitment for use of their facilities, because of existing over-use at their facilities. The Ukiah Gun Club offered our department use at its facility, but the range did not meet our requirement to train during night hours. Santa Rosa Junior College has built a new criminal justice training center in Windsor, with an in- door shooting facility. To evaluate its use on a long-term basis, staff recently used this facility. The facility meets the needs of the department in all areas, and a contract for its use on a limited basis can be established using existing budgeted training and range equipment funds. This limited use, because of distance and budgetary costs, will meet our basic qualification requirements for firearms and use of force. But, the cost of overtime and travel to this facility on a regular basis prevents it use to meet the state standard for use of force training. To meet the industry standard, staff worked closely with P.O.S.T. use of force experts, to develop a three-part pyramid approach to our training needs. The first level of this training in the pyramid will be the live-fire qualification at the Santa Rosa Training Center. To further develop our officers' skills in dealing with potentially violent situations, including verbal skills and less-lethal options, the department evaluated two additional levels for our training pyramid. The second level of training intended for our staff is the use of computerized simulation training. PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21, 2004 Page 7 of 10 This training has been recognized by experts as being highly effective in placing officers in stressful situations, which require the officer to make real time decisions regarding the appropriate use of force levels. These systems directly address and develop an officer's ability to use verbal commands, non-lethal options and use of force options. Simulation systems also allow the officer to review their actions at the conclusion of the incident. They have proven to be highly effective in police academies and our now required training for both recruits and officers by P.O.S.T. This approach to training is a significant change for our organization. In the past, regular firing of a weapon was performed to ensure that officers were effectively trained. This change includes using this new equipment to develop officer's abilities in dealing with potentially violent situations. This software allows the department to concentrate on situations which additional training will assist an officer in the field. Some examples may help expand on the capabilities of the system: 1. A crisis situation involving a Spanish speaking person can be used to help officers develop and use Spanish during a potentially critical situation. 2. A crisis situation on school grounds involving a weapon can help officers understand both skills and resources available to them in this type of crisis. 3. A crisis involving a mental health patient can assist officers in developing communication skills with the mentally ill. Initial expense of computerized simulation training can be as much as $60,000 to $100,000 depending upon the options considered when purchasing a system. Yet, these systems can take the place of much of our real firearms activities, and have proven to be more effective in training officers to deal with real life situations. These advantages allow for more cost effective training than the safety improvements needed for our existing range facility. While basic safety improvements at the firearms range have been estimated at $150,000, additional funding will most likely be needed for any additional safety improvements which adjoining landowners may desire. Staff has listed a number of the advantages to the computerized simulation system: 1. Although initial cost of a system is expensive, these systems have an extended service life. 2. Training using computerized simulation avoids all potential safety concerns, and environmental issues associated with operating a live-fire facility. . Installing a system within the department allows for frequent interactive, on-duty training. This approach prepares officers on a routine basis, with options for dealing with potentially violent situations, at a significant reduction of cost instead of arranging costly overtime training sessions for officers. 4. With P.O.S.T. approved training curriculum in-place, this training will offset a portion of expensive travel for training outside our area. PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21,2004 Page 8 of 10 a. Each training at Santa Rosa Training Center costs the department approximately $3,600 in overtime and facility use costs. b. The department provides use of force training to its staff every two months. b. By having training in-house the department realizes a $14,400 savings each fiscal year, lowering our cost for training to $7,200 per fiscal year using the Santa Rosa Training Facility. At the top of the pyramid (level 3) most experts agree, is the use of interactive scenarios. The scenarios reflect real life events and situations and most, as in real life, do not require shooting a firearm to solve. In each scenario, officers are equipped with weapons identical to their own weapons that shoot paint-marking cartridges. Officers learn to work through dangerous situations using their tactics to successfully bring someone into custody with the appropriate level of force. P.O.S.T. has endorsed this training as being highly effective. Two of our officers recently received training and are certified by P.O.S.T. to provide our officers training in this area. This training can be conducted safely at our existing firearms facility. Currently, the Ukiah Police Department allows officers to use a wide-range of authorized firearms on-duty. These weapons are purchased by the individual officers and routinely inspected. In our discussions with P.O.S.T., staff learned that this practice, commonly accepted by agencies in the past, is changing as agencies shift training from only live-fire types of training, to incorporating a pyramid structure of training including live-fire, computer simulation, and at the top, interactive paint-marking scenario based training. Because of the numerous training platforms an officer is exposed to during a yearly training cycle, it is essential, P.O.S.T. experts believe, that officers use a single weapons platform for all applications. With the Department's current array of weapons and calibers, it would be cost prohibitive to have each weapons platform available to each officer in each training application. This change, according to P.O.S.T. firearms experts, is essential to establish consistency and a single standard within an agency. Recently, within our own county, Mendocino County Sheriff's Office, Mendocino District Attorney's Office, Willits Police Department and Fort Bragg Police Department have all transitioned to a single approved firearm for departmental use. The initial conservative estimate to issue a single weapons platform, and the interactive paint marking equipment to our officers will be less than $50,000, but over time the City will realize a significant savings in the purchase of single type of ammunition. This savings will occur from both the reduction of ammunition being purchased, by using computer simulation training, and being able to purchase a single type of ammunition. 3. Further the bilinqual and bicultural .qoals of the department The department remains committed to further develop the bilingual abilities of its staff and recruit a diverse department in the future. A portion of these funds will be expended in the following areas: PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21, 2004 Page 9 of 10 Language instruction for staff Interest in participating in Spanish instruction is high among the staff of the department. Arrangements will continue to provide instruction to staff members using these funds to cover both development of a law enforcement related Spanish course and presenting this course to staff. Additionally, the department will continue to look for other associated programs being used by other departments within the state that can assist in Spanish language education for our staff. Community Outreach and Education As previously reported to Council, the department continues to actively participate with many community groups. The department continues to purse avenues to provide education about law enforcement services to the various parts of our community, and will use a portion of this funding in this area if appropriate. Internship Program As previously reported to Council, the department has initiated an active internship program. This mentoring program allows for individuals who have an interest in law enforcement or related service to gain experience and provide the Department with much needed help. Through their participation at the department, individuals will have an opportunity to learn more about the law enforcement culture, receive mentoring from our staff, and be assisted in eliminating potential barriers in the hiring process, which may have deterred their participation in the past. A portion of this funding will be used in this area. Recruitment Process Additional changes that are currently under review include the establishment of a regional or department sponsored set of pre-applicant workshops to assist individuals prepare for and participate in the complex law enforcement hiring process. This concept is new nationally for the law enforcement community. These workshops, focused on law enforcement recruitment and applicant preparation, will allow community members interested in pursuing a law enforcement career: 1. The opportunity to learn about the hiring and testing process; 2. Identify areas they may need to seek additional assistance and provide avenues for individuals to seek this additional assistance; 3. The opportunity to learn critical skills needed to successfully compete for open positions. Staff is working closely with the other law enforcement agencies in our region, human resource and community experts, and P.O.S.T. to develop this program, and prepare a strategic plan for implementation in the future. PUBLIC HEARING REGARDING NOTIFICATION OF AWARD OF SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000 FY 03/04, REALLOCATION OF FUNDS FOR FY 02/03 COPS AND DISCUSSION OF FUND ALLOCATION April 21,2004 Page 10 of 10 4. Emerc~encv Part-time Dispatch Assistance On April 14, 2004, one of our dispatchers learned that she is suffering from a major cancer related illness, and is going to be on sick leave for a significant period of time. The dispatch budget does not include any funding for part-time assistance. It may be necessary in the future to hire a part- time dispatcher to assist with vacations, sick leave, and training requirements of our other staff members. Staff recommends that this purpose be added to the spending plan in the event this becomes needed in the future. Spendinq Plan Summary For this funding, staff recommends four purposes. It is critical to note the first three of these are consistent with the Council approved Police Department Goals and Objectives for this fiscal year: 1. Funding for remodeling the space gained from the evidence room move. 2. Funding equipment purchases for the department's application of force training program. 3. Further the bilingual and bicultural goals of the department. 4. Emergency Part-time Dispatch Assistance AGENDA SUMMARY p,--~-~--~,-W-,t~J ~ ¢ 1 ITEM NO. 8b DATE: October 16, 2002 REPORT SUBJECT: PUBLIC HEARING REGARDING NOTIFICATION OF AWARD O1-- SUPPLEMENTAL LAW ENFORCEMENT SERVICES FUND, CITIZENS OPTION FOR PUBLIC SAFETY (COPS) GRANT IN THE AMOUNT OF $100,000, DISCUSSION OF FUND ALLOCATION, AND APPROVAL OF BUDGET AMENDMENT Assembly Bill 3229, signed into law in 1996, established the Citizen's Option for Public Safety (COPS) Program. This legislation appropriates funds annually for use in augmenting law enforcement agencies. This grant is intended to supplement and enhance existing law enforcement services to communities. For this fiscal year, the Police Department plans to use the $100,000 to fund, in .part, a proposed Traffic Officer position through the current year and FY2003/04. In anticipation of the new Civic Center addition and Police evidence facilities, the Police Department had planned for the addition of an Evidence Technician position to be funded through this grant. However,..because of the immediate need to deploy a Traffic Officer, the Police Department-plans to partially fund a Traffic Officer Position for the next 18 months. As noted in our Traffic Officer report to Council, staff believes this would be the most effective way to fund a new Officer position dudng this current budget year. Staff did not anticipate receiving this grant this fiscal year because of reductions to the State of California budget. The City Council has already established a budget for FY 2001/02 grant funds, but a budget amendment for this new funding and expense is necessary. RECOMMENDED ACTION: 1. Hold Public Headng for the COPS Grant FY 2002/03 anti approve departmental spending plan. 2. Approve amendment to the 2002/2003 budget increasing revenue in account 205.0600.488.003 by $100,000 and expenditures in account 205.2001 .xxx.xxx by $100,000. ALTERNATIVE COUNCIL POLICY OPTION: Provide staff with alternate direction. Citizen Advised: N/A Requested by: Ukiah Police Department Prepared by: Chris Dewey, Police Captain Coordinated with: Candace Horsley, City Manager and John Williams, Police Chief Attachments: 1. Budget worksheet, page 1. APPROVED' ~~%~,Zt~,~~ . Candace Horsley, City'~~,anager AGENDA SUMMARY ITEM NO. 9a DATE: October 16, 2002 REPORT SUBJECT: ' APPROVAL OF FUNDING OPTION FOR TRAFFIC ENFORCEMENT OFFICER At the September 4, 2002 City Council meeting, Council requested staff to research possible funding sources for the implementation of a new traffic officer position within the Police Department. To complete this analysis, staff prepared a detailed proposed budget for the program, and researched current internal funding sources and extemal funding grant opportunities that will be available within the next year. Using this information, staff created three possible funding options for the Council to consider. Based upon our study, Staff recommends that the City Council adopt Option #1. This option results in the least fiscal impact to the General Fund over the length of the program, and.allows the Department to deploy a full-time traffic enforcement officer within, the next few months. Traffic Officer Budget: To fully understand the costs associated with creating a traffic officer position, staff prepared the'proposed budget for a four and one half year program (Attachment #1). This budget includes the salary costs of one sworn officer and associated expenses for training and equipment. Costs for a bicycle safety program and a child safety seat program are also included. The proposed budget includes approved salary and cost of living increases for the next several years. Because grant funding for option #2 will require the City to commit to the program for a 4-year period, this budget is presented through fiscal year 2006/07. Total costs for this program are projected to be $495,472. Option #1: The first option considers the use of existing funding. Asset Forfeiture Education funds are identified for the proposed Bicycle Education Program and Child Safety Seat Program. Regular Asset Forfeiture funds were identified for the purchase of a new patrol car, radio, videotape system, light bar, and associated equipment for the traffic enforcement officer. (Continued on page 2) RECOMMENDED ACTION: 1. Approve Option #1 for implementation of a traffic officer position. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine alternate option is desired and provide staff with direction. 2. Determine traffic enforcement officer position is not to be implemented and take noaction to approve. Citizen Advised: N/A Requested by: Ukiah Police Department Prepared by: Chris Dewey- Police Captain Coordinated with: Candace Horsley, City Manager, John Williams, Police Chief, and Gordon Elton, Finance Director Attachments: 1. Traffic Officer Budget, page 1; 2. Options 1 and 2 Funding Schedules, page 2; 3. Option 3~F%n~ding Schedule, page 3. Candace H0rsley, City I~nager REPORT TO COUNCIL REGARDING FUNDING OP-TIONS FOR TRAFFIC ENFORCEMENT OFFICER October 16, 2002 i3age 2 of 3 The Police Department will receive a State of Califomia, Citizen Option for Public Safety -(COPS), Supplemental Law Enforcement Service Fund Grant in the amount of $100,000 this fiscal year (the spending plan for these funds is the subject of the public hearing, Item 8a, on the October 16 agenda). These funds were planned for the new evidence facility and a proposed Evidence Technician. However,'Staff proposes diverting these grant funds towards the traffic officer salary for the remainder of this fiscal year and next fiscal year. Option #1 would eliminate the burden to the General Fund this fiscal year. Next fiscal year the burden to the General Fund would be $38,487. In future years, the Asset Forfeiture Education Fund will continue to fund the Bicycle Safety Program and Child Safety Seat Program, while the remaining funds for this option would come directly from the General Fund. This option will have an impact to the General Fund of $332,897 through fiscal year 2006/07. Future Grant Options: Dudng the coming months, two opt!ons for other grant funding may become available. The Council should recognize that these grant-funded opportunities fluctuate in response to the overall economy, and funding in the future will become increasingly competitive in light of current economic projections. Last June, dudng the current year's budget process, staff did not anticipate'future grants because of the concem that both block grant and program grant funding would be reduced. Option #2 From 1997 to 2001, the City of Ukiah participated in the Federal Govemment, COPS Universal Hiring Program (UHP) Grant, to hire two sworn officers for our Community Policing Team. This federally funded grant program is still in effect, paying $25,000 per year for a pedod of three years, for a total grant award of $75,000. This grant requires that the City retain any funded position for at least one full budget year following the conclusion of the grant. Applications for this program will be accepted in the spdng of 2003, and the funding for this program, if approved, would begin in August or September 2003. If this option were selected, the City would not be able to hire an officer until funding for the program started. Deployment of the traffic officer position would then be delayed almost a year. Next fiscal year, the burden to the General Fund with this option would be $72,417. In future years, the Asset Forfeiture Education Fund would continue to fund the Bicycle Safety and Child Safety Seat Programs, while the remaining funds for this option would come directly from the General Fund and the UHP Grant. This option will have an impact to the General Fund of $357,897 through fiscal year 2006~07. Option #3 In 1994 and 1995, the City of Ukiah participated in a State of California, Office of Traffic Safety Grant, for Speed Reduction and Enforcement. Currently the Office of Traffic Safety has developed and offers two grant blueprints, a Comprehensive Traffic Safety program, and a Bicycle/Pedestrian Safety Program, that may fit within our needs. These grants are competitive in nature, and proposals for programs are solicited in January of each year; funding begins in October. Both of these program blueprints require specific goals and objectives to be met, and specific requirements will be placed upon the City during the grant implementation period. At the conclusion of the grant cycle, the Police Department will be evaluated relative to its success in meeting these predetermined goals and objectives. These specific grant requirements have been studied from a cost aspect, as noted in Option #3. Funding for these specific requirements would be paid for by the Office of Traffic Safety, and the City would be able to apply for the Federal Universal Hiring Grant (noted in Option #2) as well to assist with the salary of an officer. REPORT TO COUNCIL REGARDING FUNDING OPTIONS FOR TRAFFIC ENFORCEMENT OFFICER October 16, 2002 ~age 3 of 3 Next fiscal year, the burden to the General Fund would be $72,417. In future years, the Asset Forfeiture Education Fund will continue to fund the Bicycle Safety and Child Safety Seat Programs, while the remaining funds for this option would come directly from the General Fund and the UHP Grant. Following our study, this option will also have an impact to the general fund of $357,897 through fiscal year 2006~07. Recommendations Staff recommends the City Council approve Option #1 for funding the traffic enforcement officer position. Option #1 will allow the Department to deploy a traffic officer in the next few months, at no cost to the General Fund this fiscal year. Using Option #1 will allow the Department to .immediately concentrate on specific traffic related issues within our community, including driver, bicycle and pedestrian education and enforcement. Lastly, this option has the least cost to the General Fund over the next five-year period. Both options 2 and 3 will delay the deployment of a traffic officer until the fall of 2003, and will have a greater impact on the General Fund. Option 3 will additionally place specific goals and objectives on the Department, which may prove over time to be an unwarranted burden on the City. I~000 0 !'-- 000 0 ',- 00 mi' 0 0 eO 0'~ 0 0 ~1 0 eO O0 ~ I~0 mi' I~ ~,~ 1.0 ~1 ~ O~l e,,I CO ~o o o0o o I.o o o ~oo o o o AGENDA ITEM NO: ~)a MEETING DATE: April 21~2004 SUMMARY REPORT SUBJECT: DISCUSSION OF POSSIBLE PUBLIC SAFETY SALES TAX BALLOT MEASURE ON THE NOVEMBER ELECTION The City's March public safety sales tax measure received 64% out of the necessary 67% of the votes necessary to pass. Council has asked to agendize a discussion of whether to place a similar measure on the November 2004 ballot. Part of Council's discussion will be to review comments from the public as to why they did or did not vote for Measure G and determine what changes could be made to the ordinance to make the measure more acceptable to the community. According to several committee members who were very involved with the campaign, the following are some of the comments they received regarding the measure: Some people stated they would have voted for the measure if they had known the City would lose police officers if it didn't pass. They understood that officers would be added to the current personnel level, but did not understand that there was a possible reduction in force. There was a theme of general mistrust of government and how it spends money. There were concerns that the City Council would divert General Fund revenue away from public safety once the new sales tax measure was in place. One possible response to this concern is that no funds will be diverted from the current General Fund commitment to public safety until a certain level of ballot measure sales tax reserve is reached. (Continued on page 2) RECOMMENDED ACTION: Discuss and provide direction to staff. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A City Council Candace Horsley, City Manager N/A 1. November 2004 Election Schedule 2. March 2003 Ordinance Approved: ~'~ "~~~ Candace Horsley, ~ Manager 4:CAN/ASR.SalesTaxNov.042104 · Some people weren't clear what the money was going to be used for and why it was needed. Because the public had not yet seen any reductions in City services, there did not appear to be a demonstrated need for additional money for public safety or the other departments. There was no sunset clause. Unfortunately, a sunset clause makes it difficult to fund personnel. When the sunset period is reached, it is likely that the number of public safety officers would have to be reduced, meaning that the measure would simply defer the inevitable. One remedy might be to review the use of funds on a scheduled basis in order to satisfy the public that there is still a need for the sales tax measure funding source. Another question is whether the measure should be a 'general fund' tax and therefore only require a 51% vote rather then the 'special' tax measure that requires a 67% vote. Under a special tax, any percentage of votes between 51% and 67% ensures that the minority wins. · Consideration of going with a quarter cent versus half-cent sales tax increase. Another suggestion was to meet with interested citizens to receive their viewpoints and involve them in the process rather then staff taking the lead in the campaign during their off hours. Council has also received comments in their discussions with community members that they will present orally dudng the meeting. ATTACHME~. [.. TENTATIVE CALENDAR FOR THE NOVE1VIBER 2~ 2004 PRESIDENTIAL GENERAL ELECTION May 3 Send reminder to Cities (approx) E-125 July 30 District secretary to file "Notice of Elective Offices to be Filled", district boundary map, regulation regarding payment of candidate statement and list of officials whose terms expire in December of 2004 E-120 - E- July 5 - Publish Notice of Election 1 time only between dates 90 August 4 for Districts going to election July 19 Resolution requesting consolidation to Clerk of the Board, to be heard by August 3rd E-113 - E- July 12 - Declaration of Candidacy & Nomination Papers 88 August 6 E-88 .August 6 Last day to file candidacy papers, candidate statements and last day for measures to qualify for ballot. E-87- E-83 August 7- Extension period for candidates other than incumbents August 11 August 13 Ballot copy to printer August 23 Press Release regarding last day to register and absentees E-40 Sept 23 First day to mail sample ballots E-29 - E-7 Oct 4 - Oct Absentee period 26 E-15 Oct 18 Last day to register to vote E-14 Oct 19 Last day for write-in candidates E-10 Oct 23 Publish notice of central counting place by this date E-7 Oct 26 Last day to receive absentee ballot applications E-6 - E-0 Oct 27 - Nov Late Absentee period 2 E Nov 2 ELECTION DAY CITY OF UKIAH CITY CLERK'S DEPARTMENT ORDINANCE NO.1050 AN ORDINANCE OF THE CITY OF COUNCIL OF THE CITY OF UKIAH ADOPTING CHAPTER 8C OF DIVISION 1 OF THE UKIAH CITY CODE IMPOSING A TRANSACTIONS AND USE TAX TO BE ADMINISTERED BY THE STATE BOARD OF EQUALIZATION The City Council of the City of Ukiah hereby ordains as follows: SECTION ONE. A new Chapter 8C of Division 1 is hereby added to the Ukiah City Code to read as follows: Article 1. General. §1735: TITLE: This ordinance shall be known as the City of Ukiah Transactions and Use Tax Ordinance. The City of Ukiah hereinafter shall be called "City." This ordinance shall be applicable in the incorporated territory of the City. {}1736: OPERATIVE DATE: "Operative Date" means the first day of the first calendar quarter commencing more than 110 days after the adoption of this ordinance, the date of such adoption being as set forth below. §1737: PURPOSE: This ordinance is adopted to achieve the following, among other purposes, and directs that the provisions hereof be interpreted in order to accomplish those purposes: A. To impose a retail transactions and use tax as authorized by Revenue and Taxation Code Section 7285.91 in accordance with the provisions of Part 1.6 (commencing with Section 7251) of Division 2 of the Revenue and Taxation Code and Section 7286.24 of Part 1.7 of Division 2 which authorizes the City to adopt this tax ordinance which shall be operative if a 2/3 majority of the City Council adopts this ordinance and a 2/3 majority of the electors voting on the measure vote to approve the imposition of the tax at an election called for that purpose. B. To adopt a retail transactions and use tax ordinance that incorporates provisions identical to those of the Sales and Use Tax Law of the State of California .insofar as those provisions are not inconsistent with the requirements and limitations contained in Part 1.6 of Division 2 of the Revenue and Taxation Code. C. To adopt a retail transactions and use tax ordinance that imposes a tax and provides a measure therefor that can be administered and collected by the State Board of Equalization in a manner that adapts itself as fully as practicable to, and requires the least possible deviation from, the existing statutory and administrative procedures followed by the State Board of Equalization in administering and collecting the California State Sales and Use Taxes. D. To adopt a retail transactions and use tax ordinance that can be administered in a manner that will be, to the greatest degree possible, consistent with the provisions of Part 1.6 of Division 2 of the Revenue and Taxation Code, minimize the cost of collecting the transactions and use taxes, and at the same time, minimize the burden of record keeping upon persons subject to taxation under the. provisions of this ordinance. E. To raise revenue for public safety services as further provided herein. § 1738: CONTRACT WITH STATE: Prior to the operative date, the City shall contract with the State Board of Equalization to perform all functions incident to the administration and operation of this transactions and use tax ordinance; provided, that if the City shall not have contracted with the State Board of Equalization prior to the operative date, it shall nevertheless so contract and in such a case the operative date shall be the first day of the first calendar quarter following the execution of such a contract. Article 2. Transactions and Use Tax §1739: TRANSACTIONS TAX RATE: For the privilege of selling tangible personal property at retail, a tax is hereby imposed upon all retailers in the incorporated and unincorporated territory of the City at the rate of one-half of one percent (.5%) of the gross receipts of any retailer from the sale of all tangible personal property sold at retail in said territory on and after the operative date of this ordinance. §1740: PLACE OF SALE: For the purposes of this ordinance, all retail sales are consummated at the place of business of the retailer unless the tangible personal property sold is delivered by the retailer or his agent to an out-of-state destination or to a common carrier for delivery to an out-of-state destination. The gross receipts from such sales shall include delivery charges, when such charges are subject to the state sales and use tax, regardless of the place to which delivery is made. In the event a retailer has no permanent place of business in the State or has more than one place of business, the place or places at which the retail sales are consummated shall be determined under rules and regulations to be prescribed and adopted by the State Board of Equalization. §1741: USE TAX RATE: An excise tax is hereby imposed on the storage, use or other consumption in the City of tangible personal property purchased from any retailer on and after the operative date of this ordinance for storage, use or other consumption in said territory at the rate of one-half of one percent (.5%) of the sales price of the property. The sales price shall include delivery charges when such charges are subject to state sales or use tax regardless of the place to which delivery is made. §1742: ADOPTION OF PROVISIONS OF STATE LAW: Except as otherwise provided in this ordinance and except insofar as they are inconsistent with the provisions of Part 1.6 of Division 2 of the Revenue and Taxation Code, all of the provisions of Part 1 (commencing with Section 6001) of Division 2 of the Revenue and Taxation Code are hereby adopted and made a part of this ordinance as though fully set forth herein. {}1743: LIMITATIONS ON ADOPTION OF STATE LAW AND COLLECTION OF USE TAXES: In adopting the provisions of Part 1 of Division 2 of the Revenue and Taxation Code: A. Wherever the State of California is named or referred to as the taxing agency, the name of this City shall be substituted therefor. However, the substitution shall not be made when: 1. The word "State" is used as a part of the title of the State Controller, State Treasurer, State Board of Control, State Board of Equalization, State Treasury, or the Constitution of the State of California; 2. The result of that substitution would require action to be taken by or against this City or any agency, officer, or employee thereof rather than by or against the State Board of Equalization, in performing the functions incident to the administration or operation of this Ordinance. 3. In those sections, including, but not necessarily limited to sections referring to the exterior boundaries of the State of California, where the result of the substitution would be to: a. Provide an exemption from this tax with respect to certain sales, storage, use or other consumption of tangible personal property which would not otherwise be exempt from this tax while such sales, storage, use or other consumption remain subject to tax by the State under the provisions of Part 1 of Division 2 of the Revenue and Taxation Code, or; b. Impose this tax with respect to certain sales, storage, use or other consumption of tangible personal property which would not be subject to tax by the state under the said provision of that code. 4. In Sections 6701, 6702 (except in the last sentence thereof), 6711, 6715, 6737, 6797 or 6828 of the Revenue and Taxation Code. B. The word "City" shall be substituted for the word "State" in the phrase "retailer engaged in business in this State" in Section 6203 and in the definition of that phrase in Section 6203. §1744: PERMIT NOT REQUIRED: If a seller's permit has been issued to a retailer under Section 6067 of the Revenue and Taxation Code, an additional transactor's permit shall not be required by this ordinance. §1745: EXEMPTIONS AND EXCLUSIONS: A. There shall be excluded from the measure of the transactions tax and the use tax the amount of any sales tax or use tax imposed by the State of California or by any city, city and county, or county'pursuant to the Bradley-Burns Uniform Local Sales and Use Tax Law or the amount of any state-administered transactions or use tax. B. There are exempted from the computation of the amount of transactions tax the gross receipts from: 1. Sales of tangible personal property, other than fuel or petroleum products, to operators of aircraft to be used or consumed principally outside the County in which the sale is 3 made and directly and exclusively in the use of such aircraft as common carriers of persons or property under the.. authority of the laws of this State, the United States, or any foreign government. 2. Sales of property to be used outside the City which is shipped to a point outside the' City, pursuant to the contract of sale, by delivery to such point by the retailer or his agent, or by delivery by the retailer to a carrier for shipmept to a consignee at such point. For the purposes of this paragraph, delivery to a point outside the City shall be satisfied: a. With respect to vehicles (other than commercial vehicles) subject to registration pursuant to Chapter 1 (commencing with Section 4000) of Division 3 of the Vehicle Code, aircraft licensed in compliance with Section 21411 of the Public Utilities Code, and undocumented vessels registered under Chapter 2 of Division 3.5 (commencing with Section 9840) of the Vehicle Code by registration to an out-of-City address and by a declaration under penalty of perjury, signed by the buyer, stating that such address is, in fact, his or her principal place of residence; and b. With respect to commercial vehicles, by registration to a place of business out-of-City and declaration under penalty of perjury, signed by the buyer, that the vehicle will be operated from that address. 3. The sale of tangible personal property if the seller is obligated to furnish the property for a fixed price pursuant to a contract entered into prior to the operative date of this ordinance. 4. A lease of tangible personal property which is a continuing sale of such property, for any period of time for which the lessor is obligated to lease the property for an amount fixed by the lease prior to the operative date of this ordinance. 5. For the purposes of subsections (3) and (4) of this section, the sale or lease of tangible personal property shall be deemed not to be obligated pursuant to a contract or lease for any period of time for which any party to the contract or lease has the unconditional right to terminate the contract or lease upon notice, whether or not such right is exercised. C. There are exempted from the use tax imposed by this ordinance, the storage, use or other consumption in this City of tangible personal property: 1. The gross receipts from the sale of which have been subject to a transactions tax under any state-administered transactions and use tax ordinance. 2. Other than fuel or petroleum products purchased by operators of aircraft and used or consumed by such operators directly and exclusively in the use of such aircraft as common carriers of persons or property for hire or compensation, under a certificate of public convenience and necessity issued pursuant to the laws of this State, the United States, or any foreign government. This exemption is in addition to the exemptions provided in Sections 6366 and 6366.1 of the Revenue and Taxation Code of the State of California. 3. If the purchaser is obligated to purchase the property for a fixed price pursuant to a contract entered into prior to the operative date of this ordinance. 4 4. If the possession of, or the exercise of any right or power over, the tangible personal property arises under a lease which is a continuing purchase of such property for any period of time for which the lessee is obligated to lease the property for an amount fixed by a lease prior .to the operative date of this ordinance. 5. For the purposes of subsections (3) and (4) of this section, storage, use, or other consumption, or possession of, or exercise of any right or power over, tangible personal property shall be deemed not to be obligated pursuant to a contract or lease for any period of time for which any party to the contract or lease has the unconditional right to terminate the contract or lease upon notice, whether or not such right is exercised. 6. Except as provided in subparagraph (7), a retailer engaged in business in the City shall not be required to collect use tax from the purchaser of tangible personal property, unless the retailer ships or delivers the property into the City or participates within the City in making the sale of the property, including, but not limited to, soliciting or receiving the order, either directly or indirectly, at a place of business of the retailer in the City or through any representative, agent, canvasser, solicitor, subsidiary, or person in the City under the authority of the retailer. 7. "A retailer engaged in business in the City" shall also include any retailer of any of the following: vehicles subject to registration pursuant to Chapter 1 (commencing with Section 4000) of Division 3 of the Vehicle Code, aircraft licensed in compliance with Section 21411 of the Public Utilities Code, or undocumented vessels registered under Chapter 2 of Division 3.5 (commencing with Section 9840) of the Vehicle Code. That retailer shall be required to collect use tax from any purchaser who registers or licenses the vehicle, vessel, or aircraft at an address in the City. D. Any person subject to use tax under this ordinance may credit against that tax any transactions tax or reimbursement for transactions tax paid to a district imposing, or retailer liable for a transactions tax pursuant to Part 1.6 of Division 2 of the Revenue and Taxation Code with respect to the sale to the person of the property the storage, use or other consumption of which is subject to the use tax. Article 3. Permissible Uses of Transactions and Use Tax {}1746: EXPENDITURE PLAN: A. Use of the tax proceeds.. The revenues received by the City from the tax imposed by this Chapter ("Proceeds") together with any interest earned by the Proceeds shall be used exclusively to provide public safety services within the City. As used herein, "public safety services" means law enforcement and crime prevention services provided by the Ukiah Police Department, and fire protection and prevention and emergency medical services provided by the Ukiah Fire Department. The Proceeds may be. used to pay for the training and the salaries, including overtime and specialty pay, and fringe benefits of public safety officers and support staff working in the Police Department and of firefighters, emergency medical technicians and support staff working in the Fire Department, and for the purchase of vehicles, equipment and supplies used exclusively by the Police and Fire Departments. Except as otherwise provided herein, the proceeds shall be used to supplement and not supplant general fund revenues 5 budgeted for public safety services. Except as otherwise provided herein, the amount of general fund revenues budgeted in any future fiscal year for public safety services in the City shall not be less than an amount necessary to maintain public safety services at the level available in the City in the 2003-2004 fiscal year ("base year level") with additional servic-~'s as specified herein, when those general fund revenues are combined with the Proceeds; provided, however, that this requirement shall not prevent the City from reorganizing or changing the method of providing public safety services. The additional services beyond the base year level required by this section shall include (1) the equivalent of four additional full-time peace officers as defined in Penal Code Section 7 and Title 3, Part 2, Chapter 4.5 (commencing with Section 830) assigned to patrol services, and (2) not less than $150,000 per year for capital expenditures benefiting the Fire Department, including, but not limited to, the purchase or improvement of equipment, vehicles and facilities. "Patrol services" as used herein means a uniformed assignment within the Police Department that provides general or specific law enforcement duties, including, but not limited to, Community Oriented Policing and Traffic Enforcement. The City shall not be obligated to expend for public safety services the amount of general fund revenues required by this section in any fiscal year in which the City Council makes written f'mdings of fact. Those findings shall be based on substantial evidence that expending the mandated amount of genera fund revenues for public safety services will result in substantial and detrimental reductions of other basic municipal services provided by the City of Ukiah. B. Accounting for tax revenue. All revenues produced by the tax imposed by this Section and all interest on said revenues shall be placed in an account separate and apart from the general fund, designated the "Public Safety Services Fund," and shall be designated for use and used only in accordance with subsection A of this Section 1746. The income to and expenditures from the Public Safety Services Fund shall be accounted, for separately in the financial reports and records of the City of Ukiah. Article 4. Miscellaneous {}1747: AMENDMENTS: All amendments subsequent to the effective date of this ordinance to Part 1 of Division 2 of the Revenue and Taxation Code relating to sales and use taxes and which are not inconsistent with Part 1.6 and Part 1.7 of Division 2 of the Revenue and Taxation Code, and all amendments to Part 1.6 and Part 1.7 of Division 2 of the Revenue and Taxation Code, shall automatically become a part of this ordinance, provided however, that no such amendment shall operate so as to affect the rate of tax imposed by this ordinance. {}1748: ENJOINING COLLECTION FORBIDDEN: No injunction or writ of mandate or other legal or equitable process shall issue in any suit, action or proceeding in any court against the State or the City, or against any officer of the State or the City, to prevent or enjoin the collection under this ordinance, or Part 1.6 of Division 2 of the Revenue and Taxation Code, of any tax or any amount of tax required to be collected. SECTION TWO 1. SEVERABILITY. If any provision of this ordinance or the application thereof to any person or circumstance is held invalid, the remainder of the ordinance and the application of such provision to other persons or circumstances shall not be affected thereby. The City Council hereby declares that it would have adopted this Ordinance and any section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more section, subsection, sentence, clause or phrase be declared unconstitutional or otherwise invalid. 2. EFFECTIVE DATE. This ordinance relates to the levying and collecting of the City transactions and use taxes and shall take effect immediately. Approved on November 21, 2003 by the following roll call vote of the Ukiah City Council: AYES: COUNCILMEMBERS RODIN, ANDERSEN, SMITH, BALDWIN, AND MAYOR LARSON NOES' NONE ABSENT: NONE ABSTAIN: NONE Gordon Elton, City Clerk Erir¢~i~ar~on, Mayor AGENDA ITEM NO: 9t~ MEETING DATE: April 21,2004 SUMMARY REPORT SUBJECT: DISCUSSION REGARDING CANDIDATE INTERVIEWS FOR CITY COMMISSIONS AND BOARDS- COUNClLMEMBER RODIN Councilmember Rodin has asked for a discussion regarding which commissions the City Council believes are appropriate to have candidate interviews. Currently, the City Council, by resolution, has determined that interviews will be conducted for applicants to the Planning Commission, Parks, Recreation and Golf Commission, and the Airport Commission. Additionally, the Council conducted interviews for the Paths, Open Space and Creeks Commission. The commissions and committees that are not currently designated for candidate interviews include the Investment Oversight Commission, Traffic Engineering Committee, Civil Service Board, Disaster Council, Design Review Board, and Demolition Permit Review Committee. Resolution 2001-61 Amending Procedures for Filling Vacancies on City Commissions and Boards and an e-mail from Vice-Mayor Baldwin expressing his viewpoints on this topic are attached for Council's information. Councilmember Rodin will lead an oral discussion on this issue. RECOMMENDED ACTION: Discuss and provide direction to staff. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Councilmember Rodin Candace Horsley, City Manager N/A 1. . Resolution 2001-61 Amending Procedures for Filling Vacancies on City Commissions and Boards Ordinance No. 1034 4/14/04 E-mail from Vice-Mayor Baldwin Approved:' ,(~J-""~,'~~ .... '~ndace -Horsley,-Ci~ Manager 4:CAN/ASR.Commissionlnterviews.042104 RESOLUTION NO. 2001-61 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING PROCEDURE FOR FILLING VACANCIES ON CITY COMMISSIONS AND BOARDS. WHEREAS, 1. Ukiah City Code §1151 provides that members of the Planning Commission shall be appointed in accordance with a procedure established by resolution of the City Council; and 2. The City Council adopted a procedure for filling vacancies on the City's boards and commissions, including the Planning Commission; and 3. The City Council has determined that using a uniform procedure will insure fair and consistent treatment of candidates and Councilmembers; 4. The City Council has determined to amend its procedures for appointing commissioners; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the following amended procedure for filling vacancies on the City's commissions and boards, including the Planning Commission. PROCEDURE FOR FILLING VACANCIES ON COMMISSIONS AND BOARDS The City Council shall fill vacancies on City boards and commissions, using the following procedure. 1. Applicant pool. The City Council shall develop an available pool of candidates for a vacancy by advertising the vacancy at least once in a newspaper of general circulation in Ukiah not less than thirty (30) days prior to the council meeting at which the vacancy is to be filled. The advertisement shall specify a deadline for submitting applications. All completed applications received prior to the deadline shall be included in the pool of available applicants, provided the applicant: a. meets the minimum qualifications for the position as established in the applicable Ukiah City Code section or resolution, establishing the commission or board; and b. participates in a personal interview, if the City Council conducts personal interviews for the position. The City Council has determined that interviews will be conducted for applicants of the Planning Commission, the Parks, Recreation and Golf Commission, and the Airport Commission. An application shall be deemed complete when signed by the applicant. Applications included in an available pool may be used as a source of nominations for a period of one (1) year from the application deadline. 2. Exceptions. The following shall be considered for appointment or reappointment to a commission or board without submitting a written application: a. Incumbents seeking reappointment for an additional term; b. Elected officials seeking appointment in their capacity as elected officials; c. City staff seeking appointment in their capacity as City staff; All appointees, except public members, on the Investment Oversight Commission, Traffic Engineering Committee, Cultural Arts Advisory Board and the Disaster Board; e. City Council members, including the Mayor, appointed in their capacity as City Council members; and f. Appointments to the Civil Service Board. Any such exempt applicants shall be considered for appointment, if they submit a written request for consideration within 10 days of the date the appointment is made. 3. Nominations. Each Councilmember, including the Mayor, shall have the right to nominate a candidate from the available pool of candidates. a. The right to place a name before the City Council for consideration shall rotate among the Councilmembers based on seniority with the most senior Councilmember going first. b. The Council shall vote on each nomination as it is made. C, A Councilmember's right to make a nomination shall terminate and the right to nominate candidates shall rotate to the next most senior Councilmember, when a Councilmember's nomination is approved by a majority vote of the Councilmembers present or the Counciimember agrees to pass the nomination to the next most senior Councilmember, whichever occurs first. d. This process for rotating the right to nominate candidates among Councilmembers to fill vacancies shall be followed for each separate commission or board. 1. The City Clerk shall maintain a record of the last Councilmember to make a nomination for each commission or board. 2. When another vacancy must be filled on that commission or board, the next Councilmember in line to make nominations for that commission or board shall make the first nomination to fill the vacancy. PASSED AND ADOPTED this 6th day of June, 2001, by the following roll call vote: AYES: Councilmembers Larson, Smith, Baldwin, and Mayor Ashiku NOES: Councilmember Libby ABSTAIN: None ABSENT: None ATTEST: Marie Ulvila, City Clerk ORDINANCE NO. 1034 ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH, AMENDING SECTION 1200 OF THE UKIAH CITY CODE CONCERNING THE TERMS OF OFFICE FOR MEMBERS OF CITY COMMISSIONS AND BOARDS. The City Council of the City of Ukiah ordains as follows: SECTION 1. Division 1, Chapter 4, Article 5, Section 1200 of the Ukiah City Code is amended to read as follows: §1200' TERMS OF COMMISSION OR BOARD MEMBERS LIMITED: All members of commissions and boards appointed by the City Council shall serve at the will and pleasure of the City Council and may be removed at any time dudng their term of office with or without cause upon a motion of any Councilmember and a four-fifths (4/5) vote of the City Council. There shall be no limit on the number of terms a member of a commission or board may serve. SECTION 2. This ordinance shall be published as required by law and shall become effective 30 days after its adoption by the City Council. Introduced by title only on June 6, 2001, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Councilmembers Larson, Smith, Baldwin, and Mayor Ashiku Councilmember Libby None None Adopted on June 20, 2001, by the following roll call vote: AYES: NOES: ABSENT: Councilmembers Larson, Baldwin, and Mayor Ashiku Counciimember Libby Councilmember Smith ATTEST: Marie Ulvila, City Clerk Phillip ASh iku,Mayor Page 1 of 1 Candace Horsley From: Sent: To: Cc: Phil Baldwin [felipe@pacific. net] VVednesday, April 14, 2004 4:27 PM candace@cityofukiah.com 'Eric Larson'; 'Marl Rodin'; 'Paul Andersen'; Roy Smith (E-mail) Subject: Re: Commission Process Agenda Item Hello Candace and fellow Councilmembers, I will appreciate the following letter be included in the April 21 Commission process agenda item. Thanks. Phil April 14, 2004 Fellow Council Members: In March of 2001, I wrote to the previous Council that it was then time to consider an alternative Commission appointment process. As it is still the time, I appreciate Councilmember Rodin's having returned the issue to the Council agenda. I suggest the drafting of an ordinance providing each Councilperson the courtesy of appointing one member to each City Commission to serve a term concurrent with that Council member. Implementation of this ordinance should be staggered as follows: Planning Commission: 3uly 1, 2004; Airport Commission: 3anuary 1, 2005; Parks & Golf Commission: 3uly 1, 2005; and POSC Commission: 3an 1, 2006. As the size of the Commissions will not change under this proposal, current Commissioners will serve until the implementation date. Nothing in this proposal is to disparage the efforts of current Commissioners who have diligently served this community. Each current Commissioner will be eligible to be appointed by a Councilmember to the same or to a different Commission. Our current pinchbeck process fails to guarantee that all points of view registered during City Council elections are represented on Ukiah's Commissions. And as such, it is clearly undemocratic. The process under which we now labor is also awkward and demeaning. Obviously, there are differing visions of how Ukiah should grow and change. We often are afraid to admit this fact. Presently, committed and talented volunteers of differing views are forced to submit their names, undergo a spurious public interview process, and then await a Council vote which often proves embarrassing, but always proves politically telling. Let's terminate our brummagem system in favor of one that will increase trust and communication between Council and Commissions while boosting volunteerism for the City. Let's adopt the process used by most city councils and most boards of supervisors in California and one that provides Commission representation for Ukiahans according to republican ideals. Thank you for considering this proposal. Sincerely, Phil Baldwin 4/15/04 AGENDA SUMMARY ITEM NO. ].Oa DATE: April 21,2004 REPORT SUBJECT: APPROVAL OF VOLUNTARY WATER CONSERVATION PROGRAM REPORT: At the December 17, 2003 meeting, staff presented a report regarding the status of the Water System Improvement Project (WSIP), which included information relative to a voluntary water conservation program implemented by the City of Gilroy. As part of the WSIP, construction of an additional 3.315 million gallons of water storage is scheduled to begin in June 2004. Until the storage tanks are completed, staff is recommending a voluntary water conservation program during June, July, and August to reduce the summer peak water demand. According to Ukiah's 2002 Urban Water Management Plan, "Customers of the City have displayed a strong water conservation tendency. Not only is the water use per connection the lowest in the County, customers have also voluntarily reduced water usage during the 1976-77 and 1987-1993 droughts. During the 1976 to 1977 severe drought, customers greatly reduced the amount of water they used even though the City had not declared a supply shortage emergency." Since October 1992, the sale of toilets using more than 1.6 gallons per flush has been prohibited by State and Federal regulations. These regulations are enforced in the City. In 1977, the City of Ukiah adopted a Water Shortage Emergency Plan, which recognized the possibility of long and short-term water shortages. The ordinance is intended to prohibit all nonessential water uses, and to allocate the available water supply during any water shortage emergency. The City has been able to manage short-term water shortages in the recent past by restricting the watering of City parks and landscape areas without having to enact a water shortage emergency ordinance. The maximum source capacity for Ukiah's water system is 6.570 million gallons per day (MGD), which is determined during the driest period of each year when natural stream flow in the Russian River is at its lowest level. The maximum day demand (MDD), which typically (Continued on Page 2) RECOMMENDED ACTION' Approve proposal for voluntary water conservation program. ALTERNATIVE COUNCIL POLICY OPTIONS: Do not accept proposal and direct staff as to alternatives. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Rick Kennedy, Interim Public Utilities Director Ann Burck, Project Engineer Candace Horsley, City Manager None APPROVED: Candace Horsley, City Ma'~ger DISCUSSION OF PROPOSAL FOR VOLUNTARY WATER CONSERVATION PROGRAM April 21, 2004 Page 2 of 2 occurs during the last two weeks in July and the first two weeks in August, is 7.677 MGD. The source capacity needs to be sufficient to meet maximum day demand. A summer water conservation program can be an effective means of reducing MDD to match source capacity. VOLUNTARY WATER CONSERVATION PROGRAM Staff proposes the following voluntary water conservation program during the months of June, July and August. The program could be promoted through the use of: 1) utility billing inserts, 2) advertisements in the Ukiah Activity & Recreation Guide, 3) newspaper advertisements, and 4) radio announcements. City of Ukiah Voluntary Water Conservation Program SUGGESTED PRACTICES FOR THE HOMEOWNER Limit landscape watering to Tuesdays, Thursdays, and Saturdays for odd-numbered addresses (addresses ending in the numbers 1,3,5,7, or 9) and to Wednesdays, Fridays, and Sundays for even-numbered addresses (addresses ending in the numbers 0,2,4,6, and 8) between 10 a.m. and 8 p.m. Watering can be done at any time of the day as long as the homeowner uses a hand-held hose with a shut-off nozzle, a hand-held, faucet filled bucket of 5 gallons, or drip irrigation. Washing of vehicles, boats and other equipment by homeowners is permitted only on designated landscape watering days. Do not allow water to runoff onto sidewalks, driveways, streets, gutters and similar outdoor surfaces. Do not clean or wash sidewalks, driveways, patios, porches, or other paved or hard-surfaced areas, except for cleaning/washing for health purposes, as required by the Public Health Code. Do not wash the exterior of dwellings, buildings and structures, except for window washing and washing of dwellings, buildings and structures in direct conjunction with the painting of the structure. Do not use a garden hose without a positive/automatic or manual shutdown valve on the outlet end of the hose. Only decorative fountains that recirculate the water should be operated. Do not use water for construction purposes, such as consolidation of backfill, unless no other source of water or method can be use. Repair all broken or defective plumbing, sprinklers and watering/irrigation systems. Do not refill existing private pools, except to maintain water levels. The use of solar blankets or pool covers is recommended. AGENDA SUMMARY REPORT ITEM NO. 10b. DATE: April 21,2004 SUBJECT: PRESENTATION OF PROPOSED COGENERATION PROJECTS UTILIZING BIOMASS AND BIOGASS FUELS TO PRODUCE ELECTRICAL ENERGY FOR THE CITY OF UKIAH At the request of staff, Garrett Smith, President of COGENTECH, will present to the City Council for consideration two prospective cogeneration projects that would be constructed and operated by COGENTECH and its contractual partners for the sole purpose of providing electrical energy to the City of Ukiah. The primary cogeneration project would utilize chips from wood waste (biomass) to produce six megawatts (MW) of power. It is proposed that the biomass plant be located on approximately four acres of land owned by the Ukiah Redevelopment Agency and located south of the Mendocino Brewery. Power generated by the plant would be fed directly into the City's electrical grid. The secondary cogeneration project would utilize methane gas (biogas) generated by the digesters at the City's Waste Water Treatment Plant (WWTP) to produce 300 kilowatts of power. The biogas plant would be located near the digesters and the WWTP would utilize most of the power generated with any excess power being distributed into the City's electrical grid. (continued on page 2) RECOMMENDED ACTIONS: 1) Receive presentation from GOGENTECH; 2) Determine further negotiations with GOGENTECH and its contractual partners for the development and operation of Biomass and Biogas cogeneration plants for the purpose of generating power for the City of Ukiah is advantageous to the City; and 3) Authorize the City Manager to execute appropriate Non Disclosure Agreements and Letters of Intent. ALTERNATIVE COUNCIL POLICY OPTION: Provide other direction to staff. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Rick Kennedy, Interim public Utility Director Rick Kennedy, Interim Public Utility Director Candace Horsley, City Manager 1. Draft Non Disclosure Agreement 2. Draft Letter of Intent APPROVED:~ ~% Candace Horsley, City M~ager PRESENTATION OF PROPOSED COGENERATION PROJECTS UTILIZING BIOMASS AND BIOGASS FUELS TO PRODUCE ELECTRICAL ENERGY FOR THE CITY OF UKIAK APRIL 21,2004 PAGE 2 OF 2 Based on preliminary discussions between staff and representatives of COGENTECH and its contractual partners, the City and COGENTECH would enter into a Power Purchase Agreement having a contract length of 15 to 20 years by which the City would buy power generated by the two cogeneration plants. According to preliminary data, it is estimated that during the first year of operation the power from the Biomass plant would cost between 5.5 and 6.5 cents per kilowatt hour (kwh) and power from the smaller Biogas plant would cost between 7 and 8 cents per kwh. These costs are dependent upon final contracts with vendors who process wood waste, any improvements to the digesters that would facilitate additional production of methane, and any development assistance the City could provide such as Iow or no cost lease arrangements, development or loan guarantee assistance, and application for grants that may be available to local agencies. In light of the volatile Power Market caused by the current uncertainty in the construction of new power generation facilities that are needed to meet California's growing power demand and the construction of new transmission facilities needed to reduce the congestion points within the transmission grid, it is advantageous for power retailers such as the City of Ukiah to invest in power generation facilities that are tied directly to its grid. Energy purchased from NCPA and the open market costs between 8 to 8.5 cents per kwh. This cost includes generation, demand, and transmission charges and it is estimated that the costs will increase as demand and related congestion increases during the warmer part of the year. Also, in light of PG&E not renewing Contract 2948A with Western Area Power Administration, the City will lose approximately 56 percent of the energy it currently purchases from Western beginning January 1, 2005. This loss is the result of PG&E not firming over 4 MW of Western's total contract rate of delivery to the City. Instead of being dependent upon open market purchases to make up the loss of power from Western, staff is recommending that we pursue our own means of generating this power. There are other economical and environmental benefits that the proposed cogeneration projects will provide to the City of Ukiah and its citizens such as living wage jobs and ecologically friendly means of disposing of agricultural and wood product waste. Mr. Garrett will expand on these issues as well as discuss future options for the plants. Power produced from biomass and waste cogeneration plants is renewable power and it is produced with Iow air and noise pollution. As with any development project, it will have to comply with the City's land use entitlement procedures. Environmental evaluations will be conducted and the regulations of the Airport Business Park will be adhered to. The Planning Commission and the City Council will be extensively involved in the permitting process. Should the City wish to continue further negotiations with COGENTECH and its contractual partners, it is appropriate and necessary that the City execute Non Disclosure Agreements and Letters of Intent for the purpose of facilitating final discussions and arrangements with lenders and vendors. Staff is requesting that the City Council authorize the City Manager to execute Non Disclosure Agreements and Letters of Intent. Should a proposed Power Purchase Agreement result from the negotiation process, the Agreement will be presented to the City Council for approval. Il' CoGENTEC'H" il This Nondisclosure Agreement ("Agreement") is entered into by and between COGENTECH, an Oregon Corporation located at 9300 NW Cornell Road, Portland, OR 97229 and The Ci_ty of Ukiah, California. ("Recipient"), (collectively the "Parties") COGENTECH appreciates the opportunity to participate in a competitive marketplace and does not offer this NDA in an effort to stifle competition. Rather, the intended purpose is to protect industry-leading and award-winning CHP design details from being directly given to other designers, utility agencies or other parties who may not be given the ability to fully understand the premise of COGENTECH's designs or who may review them in a malevolent manner that is injurious to both Parties. 1. The Parties acknowledge that, for the purpose of evaluating a potential business relationship between the Parties (the "Purpose"), one party may disclose to the other party certain Confidential Information. The party disclosing information is referred to in this agreement as the "Disclosing Party" and the party receiving information is referred to as the "Recipient." For the purpose of this Agreement, "Confidential Information" shall include all information that is exchanged by the Parties for the Purpose set forth above that is marked as "confidential" or by similar legend. 2. The Parties' representatives for disclosing or receiving Confidential Information are: NON-DiSCLOSURE AGREEMENT confidentiality obligations hereunder shall remain in effect for a period of three (3) years from the date of termination. Upon the request of Disclosing Party, Recipient shall return or certify the destruction of all Confidential Information. 5. The obligations herein will not apply to information which is (i) available to the public other than by breach of this Agreement by Recipient; (ii) rightfully received by Recipient from a third party without restriction on disclosure; (iii) independently developed by Recipient without use of Confidential Information; g) subject to cJisclosure u.nde~__d ~pplicable law, including the (?alifornia P~[bli.c; Records Ac___kt or (iv) known to Recipient prior to receipt from Disclosing Party. 6. All Confidential Information disclosed under this Agreement shall remain the property of Disclosing Party. This Agreement does not create any agency, partnership or business relationship between the Parties. Further, no license under any patent or other intellectual property right is granted or conveyed by this Agreement. 7. Recipient will not transfer any Proprietary Information without complying fully with all applic- able laws relating to export licensing. COGENTECH: ... I. Garrett Smith, President City of Ukiah: 8. This Agreement shah be governed by the laws of the State of California, excluding its choice of law provisions. 3. Recipient agrees that its use of Confidential Information shall be limited to the Purpose set forth above. Recipient shall not disclose ConfidentiM Information to any third party without the written consent of Disclosing Party. Recipient shall limit its disclosure of Confidential Information to its employees who (i) have a need to know the information in order to carry out the Purpose; and (ii) are bound by non-disclosure agreements with Recipient. Recipient shall protect all Confidential Information by using the same degree of care it uses to protect its own confidential information of like nature, and in no event shall use less than a reasonable degree of care. 4. This Agreement shall terminate twelve (12) months from the date of execution or upon written notice from either party. Notwithstanding termination, the 9. The Disclosing Party is entitled to seek equitable relief upon breach or threatened breach of this Agreement. COGENTECH, Inc. By: Title: President Name: J. Garrett Smith, PE Date: City of Ukiah By: Title: Name: Date: 9300 NW Cornell Road Portland, OR 97229 www. Cogentech_Inc.com Mendocino Biomass - Ukiah EnergyWorks APRIL 2004 UK!AH BIOMASS PROJECT - NO COST LOCAL ENERGY SOLUTION LETYER OF INTENT- The City of Ukiah does hereby express its intent to work with Agricultural Sustainable Energy Technologies, Inc. (ASET), and Oregon Corporation, on the development of a no cost, local, renewable energy project. It is understood that no capital expenditure on the part of the City of Ukiah will be required. It is currently envisioned that in exchange for a no-cost land lease of approximately 3-4 acres, ASET will provide the City of Ukiah with key local energy advantages, specifically the supply of locally-generated, renewable energy at a delivered cost to the City of Ukiah at substantially lower rates than the sum of "Market Price + T&D" expenses ASET shall be responsible for all regulatory filings, fuel procurement, operations and maintenance, etc., of the project, in exchange for providing 6 MW electricity at a cost between 5.5 and 6.5 cents per kW-hr with standard inflation escalation terms or with terms for cost based rates. The proposed term of the project agreement may be between 15 to 20 years with provisions for the municipality to choose to participate in equity ownership of the renewable energy system at any time during the agreement. ASET is currently securing all financing and permits necessary to commence Engineering, Procurement & Construction tasks and it is currently envisioned that the biomass system could be commissioned approximately 11-15 months from (he date of this LOI. By: Name: Title: City of Ukiah Ukiah, California (signature) (printname) Date: Page 1 of 1 Copyright © 2004 ASE~I', Inc. 'Letter of Intent for No Cost Local Energy Solution Agreement Mendocino Biogas - Ukiah EnergyWorks APRIL 2004 UKIAH BIOGAS PROJE · NO COST LOCAL ENERGY SOLUTION LETTER OF INTENT- The City of Ukiah does hereby express its intent to work with Agricultural Sustainable Energy Technologies, Inc. (ASET), and Oregon Corporation, on the development of a no cost, local, renewable Combined Heat & Power (CHP) project. It is understood that no capital expenditure on the part of the City of Ukiah will be required. It is currently envisioned that in exchange for a no-cost land lease of approximately 1/2 acre on the property of the Wastewater Treatment Plant (WTP), ASET will provide the City of Ukiah with key local energy advantages, specifically the supply of locally-generated, renewable energy at a delivered cost to the Ukiah Utilities at substantially lower rates than the sum of "Market Price + T&D" expenses ASET shall be responsible for all regulatory filings, fuel procurement, operations and maintenance, etc., of the project, in exchange for providing 300 kW electricity at a cost between 7 and 8 cents per kW-hr with standard inflation escalation terms or with terms for cost based rates. Note that this 300 kW rating is based upon the use of current biogas production plus 750,000 btu/hr of natural gas and/or additional biogas. Additionally, approximately 60% of the fuel gas energy provided by Ukiah to ASET shall be returned to the WTP in the form of hot water suitable for sustaining digester operations (nominally, at 300 kW electric production, usable digester heat "returned" by the ASET system will be 1,250,000 btu/hr). The proposed term of the project agreement may be between 15 to 20 years with provisions for the municipality to choose to participate in equity ownership of the renewable energy system at any time during the agreement. ASET is currently securing all financing and permits necessary to commence Engineering, Procurement & Construction tasks and it is currently envisioned that the biomass system could be commissioned approximately 6-9 months from the date of this LOI. City of Ukiah Ukiah, California By: (signature) Nanle: (print name) Title: Date: Page 1 of 1 Cop.wight © 2004 ASET, Inc. 'Letter of Intent for No Cost Local Energy Solution Agreement AGENDA ITEM NO: tOc MEETING DATE: April 21~2004 SUMMARY REPORT SUBJECT: DISCUSSION AND POSSIBLE ACTION REGARDING REQUEST FROM COUNTY OF MENDOClNO FOR SUPPORT OF FEDERAL LEGISLATIVE PROGRAM FUNDING REQUESTS The City of Ukiah has received a letter from Hal Wagenet, Board of Supervisors Chairman, seeking support of Mendocino County's Federal Legislative Program funding requests for the following projects: Coyote Valley Dam at Lake Mendocino, Helipad, Public Safety Microwave System, Wastewater and the Ukiah Valley Sanitation District, Watershed Management Plan, Recycled Water Use Plan, Funding for septage dehydrator, and Redemeyer Road extension. A more complete description of these items is provided in the attached letter from Chairman W agenet. Council's discussion of these items and a letter of support are requested by Chairman Wagenet. RECOMMENDED ACTION: Discuss Federal Legislative funding requests from County and determine whether it is appropriate to send a letter of support. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Hal W agenet, Board of Supervisors Chairman Candace Horsley, City Manager N/A 1. April 13, 2004 letter from Hal Wagenet seeking support of Mendocino County's Federal Legislative Program funding requests. Approved:'' Candace Horsley, City'~anager 4:CAN/ASR.CountyFundingSupport.042104 AGENDA ITEM NO: MEETING DATE: lOd April 21,2004 SUMMARY REPORT SUBJECT: REVIEW AND APPROVE AGREEMENT FOR PURCHASE, SALE AND DEVELOPMENT OF REAL PROPERTY AMONG UKIAH REDEVELOPMENT AGENCY, CITY OF UKIAH AND REDWOOD BUSINESS PARK OF UKIAH SUMMARY: An Agenda Summary Report has been prepared for this City Council item, which will be made public if an agreement is successfully negotiated and signed by both the City of Ukiah, the Ukiah Redevelopment Agency, and Redwood Business Park. It is incorporated herein by reference. RECOMMENDED ACTION: Review and approve agreement for purchase, sale and development of real property among Ukiah Redevelopment Agency, City of Ukiah, and Redwood Business Park of Ukiah. ALTERNATIVE COUNCIL POLICY OPTIONS: Review and provide alternate direction to staff. Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A David Rapport, City Attorney David Rapport, City Attorney N/A None Approved: Candace Horsley, City Ma'tl~er 4:CAN/ASR.RBPCity.042104 AGENDA ITEM NO: MEETING DATE: April 21~2004 SUMMARY REPORT SUBJECT: DISCUSSION AND DIRECTION TO STAFF REGARDING THE AGREEMENT BETWEEN MENDOClNO COUNTY INLAND WATER AND POWER COMMISSION AND THE MENDOClNO COUNTY WATER AGENCY TO ACT AS A JOINT LOCAL SPONSOR FOR THE U.S. ARMY CORPS OF ENGINEERS COYOTE DAM FEASIBILITY STUDY Roland Sanford, Mendocino County Water Agency Director, has asked each Inland Water and Power Commission member to review his draft agreement with the U.S. Army Corps of Engineers for the Coyote Dam Feasibility Study. The attached document is the latest version of the draft agreement. Staff has reviewed several versions of this agreement and made comment to produce this latest version. Mr. Sanford is now asking for Council review and comment on the agreement. Staff will have the comments from other agencies review available at the meeting. Mr. Sanford will be in attendance for questions and information. In regards to possible funding commitment, according to Mr. Sanford, the local sponsor match for next fiscal y ear will be no m ore than $200,000 dollars, with Ukiah's share being about $30,000. RECOMMENDED ACTION: Review agreement and provide direction to staff. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Vice-Mayor Baldwin Candace Horsley, City Manager N/A 1. Draft agreement between Mendocino County Inland Water and Power Commission and the Mendocino County Water Agency to act as a "Joint Local Sponsor" for the U.S. Army Corps of Engineers Coyote Dam Feasibility Study Approved: '~~{ Candace Horsley, ~ty Manager 4:CAN/ASR.CoyoteDamAgr.042104 Version- March 16, 2004 AGREEMENT BETWEEN MENDOCINO COUNTY INLAND WATER AND POWER COMMISISON AND THE MENDOCINO COUNTY WATER AGENCY TO ACT AS A "JOINT LOCAL SPONSOR" FOR THE U.S. ARMY CORPS OF ENGINEERS COYOTE DAM FEASIBILITY STUDY This Project Agreement is made and entered into between the MENDOCINO COUNTY INLAND WATER AND POWER COMMISSION and the MENDOCINO COUNTY WATER AGENcy, the foregoing parties being collectively referred to herein as the Participants." RECITALS This Agreement is made with reference to the following facts: A. WHEREAS, the Russian River and its tributaries are valuable resources vital to economic development, environmental quality and general well-being of the Participants and their constituents; and B. WHEREAS, a "Local Sponsor" or "Joint Local Sponsor" is required by the United States Army Corps of Engineers in order to initiative the Coyote Dam Feasibility Study; and C. WHEREAS, the Mendocino County Inland Water and Power Commission (IWPC) is a joint powers authority comprised of the Potter Valley Irrigation District, the Redwood Valley County Water District, the City of Ukiah, and the Mendocino County Russian River Flood Control and Water Conservation Improvement District and agencies as may join from time to time; and D. WHEREAS, the Mendocino County Water Agency (Agency) is a Special District formed in 1949 by the State Legislature; and E. WHEREAS, the Mendocino County Inland Water and Power Commission and the Mendocino County Water Agency deem it is in the mutual interest of both agencies to cooperate with one another to act as a "Joint Local Sponsor" for the above-referenced project. NOW, THEREFORE, in consideration of the mutual benefits, covenants and agreements set forth herein, the parties hereto agree as follows: I. PARTICIPANTS AGREE TO ACT AS A "JOINT LOCAL SPONSOR" The Participants hereby agree to act as "Joint Local Sponsor" by contracting with the U.S. Army Corps of Engineers to participate in the U.S. Army Corps of Engineers Coyote Dam Feasibility Study. -1- II. Version- March 16, 2004 Toward that end, the Participants agree to comply with all provisions of this agreement. Participants also acknowledge the following: This Agreement must be recognized and approved by the U.S. Army Corps of Engineers before the Joint Local Sponsor can participate in the Coyote Dam Feasibility Study. , The Participants intend that they may each elect, upon completion of the Coyote Dam Feasibility Study, to participate in the construction of any feasible project identified by the Coyote Dam Feasibility Study. STUDY MANAGEMENT AND COORDINATION Pursuant to the Agreement between the U.S. Army Corps of Engineers and the Joint Local Sponsor, both the U.S. Army Corps of Engineers and the Joint Local Sponsor are required to appoint named senior representatives to an Executive Committee, which shall generally oversee the Project Management Plan (PMP). The Executive Committee shall appoint representatives to serve on a Study Management Team. The Participants agree between themselves to coordinate and organize themselves in a manner which is compatible with the above-referenced structure and which preserves the following interests of the participants vis-fi-vis one another: . The composition of the Executive Committee and the Study Management Team shall consist of representatives from the Agency and representatives from the IWPC. . A majority of the respective membership of the Executive Committee and the Study Management Team are necessary to establish a quorum for each respective body. No member of the Executive Committee ~,~qd or the Study Management Team shall take any action that will diminish or adversely affect their respective agencies or, in the case of IWPC, the respective interests of their individual member agencies ~.,,,..a:.,~. ~,,,~ .,,,, ~:.-,,;+~a · ....... ~ ..... u;,.u .... ~:..,:~ . No member of the Executive Committee or the Study Management Team shall take any action which may limit or impair existing water rights, water right applications, or water right permits held by the Agency. the IWPC, or any member of the IWPC prior to the execution of this Agreement. -2- . Version- March 16, 2004 Designation of Administrative Pro/ect Manager. The General Manager of the Mendocino County Water Agency shall serve as the "Administrative Project Manager" (APM) for the Participants and shall be the principal contact with the U.S. Army Corps of Engineers. The principal responsibilities of the APM shall include: 1) Communication and distribution of information. 2) Collection and accounting of Participant member cost shares. 3) Maintain records pertaining to the project. The Agency will not receive compensation from the Participants for any the services provided by the APM, unless the ['articipants request the APM to provide a service that is beyond the principal responsibilities of the APM and the Participants mutually agree that the Agency should be compensated by the l~articipants tYr said services. Similarly, the APM may fi'om time to time provide services that are beyond the principal responsibilities of the APM and qualit3,~ as '~In Kind Services"(see section lll.2.b). The Agency AI)M may provide said in kind services, if so approved by the Participants and the U.S. Army Corps of Engineers. III. . Addition or Deletion of Executive Committee and Study Management Team Members. The Participants agree that the number of Executive Committee and Study Management Team members can be increased, subject to the written approval of each Participant, and if required the approval of the U.S. Army Corps of Engineers. OBLIGATIONS OF PARTICIPANTS . As a "Joint Local Sponsor" the Participants agree to be bound by the terms of the agreement entered into with the Department of the Army Corps of Engineers regarding the Coyote Valley Dam Feasibility Study. Said Agreement is attached hereto and incorporated herein as "Exhibit A." . Project Cost Allocation. The Participants agree the Joint Local Sponsor's cost share of the Coyote Dam Feasibility Study shall be apportioned between the Agency and IWPC as follows: One-third of the total Joint Local Sponsor cost share to be provided by the Agency, two-thirds of the total Joint Local Sponsor cost share to be provided by IWPC. Because neither the scope of work nor the duration of the study is known with certainty, a precise Joint Local Sponsor cost estimate cannot be determined at this time. -3- Version- March 16, 2004 The Participants acknowledge that the annual Joint Local Sponsor cost share amount will vary from year to year depending upon the magnitude of the corresponding federal match and the specific activities to be performed that fiscal year, but that unless otherwise agreed to by the Participants, the proportionate distribution of costs among the Participants will remain unchanged for the duration of the project. a) Option of Limited Cost Sharing of Selected Study Tasks The Participants acknowledge that either Participant may desire to incorporate a work task into the Coyote Dam Feasibility Study that has little or no value to the other Participant. The Participants agree that such a work task may be incorporated into the Feasibility Study's scope of work, if so approved by the U.S. Army Corps of Engineers, with the stipulation that the entire Joint Local Sponsor cost share of said work task is paid by the Participant that has requested said work task's inclusion in the Coyote Dam Feasibility Study scope of work. b) "Option of "In Kind Services" The Participants may provide "in kind services" in lieu of cash as a means of meeting cost share obligations if said in kind services are approved by the U.S. Army Corps of Engineers. The cash value of any in kind services rendered will be determined by the U.S. Army Corps of Engineers. c) Member Advances At the beginning of each Federal fiscal year the Executive Team's Administrative Project Manager will prepare and submit invoices to each of the Participants, for their respective share of the Joint Local Sponsor cost in the coming year. Each Participant hereby agrees to pay and advance to the County of Mendocino Auditor-Controller their annual share of the Joint Local Sponsor cost. The Auditor-Controller will in turn forward the Joint Local Sponsor payment to the U.S. Army Corps of Engineers. d) Default or Withdrawal Any Participant that defaults in its obligation to advance and pay its Joint Local Sponsor cost share in accordance with this Project Agreement, beyond 90 days after the date of the invoice from the Administrative Project Manager, shall be deemed to have waived and relinquished any fight it may have to participate in this Project. However, in the event a Participant elects to terminate this Agreement or defaults in the advance and payment of its portion of the Joint Local Sponsor cost share, whether "study costs" or "excess study costs" as defined in the agreement with the Army Corps of Engineers, that Participant is not relieved of liability for any obligations previously incurred, including a final accounting between the participants and payment of that Participant's share of costs of closing out or transferring any existing contracts. -4- , Equitable Distribution of Project Benet~t~ Version- March 16, 2004 a) !f no Feasible Project is Identified at Conclusion of Feasibility Study If no feasible project is identified at the conclusion of the Coyote Dam Feasibility study then, for the purposes of this Agreement, it will be assumed that there are no benefits to distribute among the Participants. IV. b) !fa Feasible Project is Identified at Conclusion of FeasibilitY Study If a feasible project is identified at the conclusion of the Coyote Dam Feasibility study, then each Participant that has paid its full share of the Coyote Dam Feasibility Study shall be entitled to participate as an equal member in the benefits and costs associated with the construction of that project. The specific benefits and costs any Participant will receive through construction of any such project shall be defined in a "Construction Project Agreement," to be executed among the Participants at the conclusion of the Coyote Dam Feasibility Study. Specific construction benefits may include a long-term water supply or, in the absence of any fight or entitlement to water, repayment of project construction costs, with interest, by the Participant that receives project construction benefits in the form of a right or entitlement to water. OTHER TERMS AND CONDITIONS , . . , No Participant Assignments This Agreement, and the rights, duties and benefits given in it, may not be assigned by a Participant without the advance written consent of the other Participant and the U.S. Army Corps of Engineers. .Term This Agreement shall take effect upon its execution by the Participants and shall remain in effect until (i) the effective date of a subsequent agreement, or (ii) until notice is given (a) that the Coyote Dam Feasibility Study has been completed, or (b) that it is not to the economic benefit of the Participants to continue the Coyote Dam Feasibility Study, whichever occurs earlier. Counterparts This Agreement may be executed in several duplicate counterparts, each of which shall be an original. WHEREFORE, duly authorized representatives of the Participants, with all requisite authority and capacity from their governing bodies, have executed this Agreement, as evidenced by their signatures below. -5- Version- March 16, 2004 MENDOCINO COUNTY INLAND WATER AND POWER COMMISSION By Chairwoman Date Attest: Secretary of Inland Water and Power Commissioner Date: Approved as to Form: Inland Water and Power Commission Legal Counsel MENDOCINO COUNTY WATER AGENCY By Chairman Date Attest: Secretary of Water Agency -6- Version- March 16, 2004 Date: Mendocino County Water Agency Legal Counsel -7- UKIAH REDEVELOPMENT AGENCY REGULAR MEETING CIVIC CENTER COUNCIL CHAMBERS 300 SEMINARY AVENUE April 21, 2004 8:00 P.M.* 1. ROLL CALL . AUDIENCE COMMENTS ON NON-AGENDA ITEMS The Ukiah Redevelopment Agency welcomes input from the audience. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments. . APPEAL PROCESS Persons who are dissatisfied with a decision of the Redevelopment Agency may have the right to a review of that decision by a court. The Agency has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety (90) days the time within which the decision of the City Boards and Agencies may be judicially challenged. 4. APPROVAL OF MINUTES a. Adjourned Regular Meeting of March 17, 2004 ! NEW BUSINESS a. Adoption of Resolution Allocating Housing Setaside Funds, 2003/04- Spring b. Discussion of Palace Hotel and Possible Funding of an Appraisal c. Review and Approve Agreement for Purchase, Sale and Development of Real Property Among Ukiah Redevelopment Agency, City of Ukiah, and Redwood Business Park of Ukiah . COMMISSIONERS REPORTS EXECUTIVE DIRECTOR REPORTS CLOSED SESSION a. Government Code ~i54956.8~ Conference with Real Property Ne_~otiator Property: A portion of Mendocino County, Assessor's Parcel Nos. 180-110-02 and 180-110-06 Agency Negotiator: Candace Horsley, City Manager Under Negotiation' Price and terms of payment 9. ADJOURNMENT *Or as soon as the meeting may be held in conjunction with the City Council meeting. UKIAH REDEVELOPMENT AGENCY Regular Meeting of March 17, 2004 4a The Ukiah Redevelopment Agency met in regular session on March 17, 2004, the notice for which had been legally noticed and posted, at 8:37 p.m. in the Civic Center Council Chambers, 300 Seminary Avenue, Ukiah, California. Roll was taken and the following Commissioners were present: Andersen, Smith, Baldwin, and Chairman Larson. Commissioner absent: Rodin. Staff present: Finance Director Elton, Deputy Redevelopment Director Harris, Executive Director Horsley, y Rapport, and Recording Secretary Ulvila. 2. AUDIENCE COMMENTS ON NON-AGENDA I' No one came forward to address the Agency. 3. APPEAL PROCESS Chairman Larson reviewed the appeal pro. 4. APPROVAL OF MINUTES 4a. Re_clular Meetin_~ Minutes of Jan~ M/S Baldwin/Andersen approvin! presented; carried by the Baldwin, and Chairman Larson. ABSTAIN: Councilmember Smith. ular me vote: of January 21, 2004 as Commissioners Andersen, IT: Commissioner Rodin. 5. NEW BUSIN Sa. Deputy Amendment is the which hl throu~ Year year. et Amendment advised that the Mid Year Budget few issues with financial implications adopted or are anticipated to arise M ith/Baldwin as in the 20( carried following and Chain Year Amendment to the 2003/04 Agency Budget Budget Amendment Summary of Transactions; '.all vote: AYES: Commissioners Andersen, Smith, Baldwin, None. ABSENT: Commissioner Rodin. ABSTAIN: None NEW BUSINE~ 5b. Recei Financial Statements for Fiscal Year 2002/2003 Finance Director E ~n explained that the auditors have issued an unqualified opinion on the Agency's financial statements and identified no instances of noncompliance and no material weaknesses in internal control over financial reporting. By consensus, the City Council accepted receipt of the audit financial statements and directed Staff to file the Ukiah Redevelopment Agency financial statements for the year ended June 30, 2003, audited by Davis Hammon & Company. w NEW BUSINESS ADDroval of Extension of Contract for Audit Services Regular Ukiah Redevelopment Agency Meeting March 17, 2004 Page 1 of 2 Finance Director Elton advised that Davis Hammon & Company has completed a five year auditing service contract with the audit of fiscal year 2002/2003. He recommended the extension of the existing contract with Davis Hammon & Company for one additional year. M/RC Andersen/Baldwin authorizing the Executive Director to sign an agreement with Davis Hammon & Company for a fiscal year 2003/2004 financial auditing services in an amount not to exceed $4,600; carried by the following roll call vote: AYES: Commissioners Andersen, Smith, Baldwin, and ~rson. NOES: None. ABSENT: Commissioner Rodin. ABSTAIN: None. 5. NEW BUSINES 5c. Ukiah Redevelopment Agency Financial Finance Director Elton advised that annually, projections for the Agency. This report is current and projected future financial posil money available for the debt payment. an :o provide a e stressed the im of the financial the Agency's of having Executive Director Horsley advised that ba~ Cloverdale of the design and ion costs boulevard, she requested that th project. Staff will be talking to a requesting the Agency's commitment funds will be put into th would include m sidewalks. The would includ~ lots, pedestrian and lanes. reserve cent submission by the City of reconstruction of their main million to the State Street bond financing. Staff is Street Project and the that the State Street Project frie y and possibly widening the upgrade of the Main Street area parking By I~t and filing of the report. 1 N~ 7. None. Adjourne~ 8. CLOS a. IRTS DII :losed Se : 8:52 p.m. C, Real Property Negotiators Pro 1041 Low Gap Road, Assessor's Parcel #001-020-09 gotiator: Candace Horsley Negotiating parties: Mendocino County Office of Education Under Negotiation: Both price and terms of payment No action taken. 9. ADJOURNMENT There being no further business, the meeting was adjourned at 9:15 p.m. Marie Ulvila, Recording Secretary Regular Ukiah Redevelopment Agency Meeting March 17, 2004 Page 2 of 2 ITEM NO. 5a. DATE: APRIL 21, 2004 UKIAH REDEVELOPMENT AGENCY AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION ALLOCATING HOUSING SETASIDE FUNDS, 2003/04-SPRING The Low and Moderate Income Housing Advisory Committee has completed its review and evaluation of the applications for the semi annual Housing Setaside allocation program, and has made its recommendation for funding. The basis for this program is the mandated use of 20% of the gross tax increment received annually by the Agency for Iow and moderate income housing. Five applications from four applicants were received by the April 1 deadline for the available funding. The Committee continued the Dan O'Bergin application until its meeting in May so that more specific information could be generated and evaluated prior to a recommendation to the Agency. Mr. O'Bergin has requested $322,796 to fund sewer connection fees associated with a proposed 63 unit affordable apartment project. Each of the other projects is described in this report and the recommendation of the Committee is presented in the resolution (attachment #1 ). The projects meet State statutes relative to expenditure of redevelopment housing monies. The resolution also appropriates funds for the Emergency and Rehabilitation programs. The Rural Communities Housing Development Corporation (RCHDC) applications are for a (Continued on page 2) RECOMMENDED ACTION: Adopt Resolution Allocating Housing Setaside Funds, 2003/04 Spring. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine funding amount recommended by the Low and Moderate Income Housing Advisory Committee is inappropriate, identify desired amount, and adopt revised resolution. 2. Determine funds are not to be allocated and do not adopt resolution. Citizen Advised: N/A Requested by: Low and Moderate Income Housing Setaside Progra~ ^ '~,,, Prepared by: Michael F. Harris, Deputy Redevelopment Director ~~-~. ~ Coordinated with' Candace Horsley, Executive Director Attachments: 1. Resolution for adoption, pages'l-4; 2. Applications for funding from: a. The Ford Street Project, pages 5-13; b. Rural Communities Housing Development Corporation (2), pages 14-31; c. Community Dev Commission of Mendocino County, pages 32-45; d. Dan O'Bergin, pages 46-53. APPROVED'~, .... ~~~, .~ Can~ce Hor~ley,'~>~ec}~tive Director ADOPTION OF RESOLUTION ALLOCATING HOUSING SETASIDE FUNDS, 2003/04 SPRING April 21, 2004 Page 2 of 2 $30,000 Iow interest (3% annual), three year deferred loan to assist in purchase of property and a $20,000 grant for predevelopment activities. Both applications relate to the property located at the northwest corner of Clara and Orchard to be developed with 24 Iow and moderate income apartment units. This property is immediately south of the Orchard Manor and Orchard Village projects just recently purchased by RCHDC through tax credits. The loan would be repaid when the construction loans are secured. The property is zoned R-3 and would accommodate the project. The units are to remain affordable for 50 years. The Ford Street Project (FSP) application is for $85,346 toward final costs associated with the Permanent Homeless Shelter at 200 Ford Street. Items not included in the applicant's original plans are resulting in increased costs not included in the initial estimates. FSP is anticipating opening the facility in May. The Community Development Commission of Mendocino County is requesting $22,184 to rehabilitate three dwelling units it owns and leases for subsidized Iow and moderate income housing. The units have been in the affordability pool for some time and are in need of repairs to remain available and useable. Rehabilitation funding from State and Federal sources is almost non existent and this is an appropriate use of redevelopment funding. The Committee also considered the "Emergency" fund, which has been available for homeless prevention and vouchers as necessary. The Committee believed that these funds in the amount of $32,280 should be committed to insure adequate monies to continue the ongoing programs. Staff concurs with the Committee actions, and recommends adoption of the resolution authorizing $322,796 for the 2002/03 Spring Housing Setaside Allocation. mfh:asrura04 0421ALLOC URA RESOLUTION NO. 2004- RESOLUTION OF THE UKIAH REDEVELOPMENT AGENCY ALLOCATING HOUSING SETASIDE FUNDS, 2003/04 SPRING WHEREAS, the Ukiah Redevelopment Agency appointed the Low and Moderate Income Housing Advisory Committee to advise the Agency regarding housing programs and the use of the 20% housing setaside fund; and WHEREAS, the Advisory Committee solicited and reviewed proposals for use of the setaside fund, and has recommended allocation of a total of $322,796 for 2003/04 Spring; and WHEREAS, the intended uses of these funds are consistent with State of California Community Redevelopment Law Section 33334.2, et seq. NOW, THEREFORE, the Ukiah Redevelopment Agency does hereby resolve: 1. $30,000 of the 2003/04-Spring 20% Low and Moderate Income Housing Setaside Fund are allocated to Rural Communities Housing Development Corporation for assistance in the purchase of property to develop 24 apartment units of Iow and moderate income rental housing at Orchard and Clara: a. the $30,000 is a three percent simple annual interest, two year deferred payment loan to be used only for direct costs incurred by the Rural Communities Housing Development Corporation for this project; b. the project shall be solely for the use of persons meeting Housing and Urban Development (HUD) criteria for Iow and moderate income; c. a development agreement between Rural Communities Housing Development Corporation and the Redevelopment Agency shall be entered into to insure the conditions of this allocation are met; d. Rural Communities Housing Development Corporation (RCHDC)is a viable provider of services to the targeted population; the use of the funds is immediate as, the property is general planned and zoned for such use; the living units will be retained for Iow and moderate income persons; and these funds are not the sole source of financial assistance for the proposed project. 2. $20,000 of the 2003/04-Spring 20% Low and Moderate Income Housing Setaside Fund are allocated to Rural Communities Housing Development Corporation for URA Resolution No. 2004- Page 1 of 4 , assistance in the preparation of site and environmental evaluations to develop 24 apartment units of Iow and moderate income rental housing at Orchard and Clara: a. the $20,000 is a grant to be used only for direct costs incurred by the Rural Communities Housing Development Corporation for predevelopment activities related to this project; b. the project shall be solely for the use of persons meeting Housing and Urban Development (HUD) criteria for Iow and moderate income; c. a development agreement between Rural Communities Housing Development Corporation and the Redevelopment Agency shall be entered into to insure the conditions of this allocation are met; d. Rural Communities Housing Development Corporation (RCHDC)is a viable provider of services to the targeted Population; the use of the funds is immediate as, the property is general planned and zoned for such use; the living units will be retained for Iow and moderate income persons; and these funds are not the sole source of financial assistance for the proposed project. $85,346 of the 2003/04-Spring 20% Low and Moderate Income Housing Setaside Fund are allocated to The Ford Street Project for assistance in the development of the permanent homeless shelter at 200 Ford Street. a. the $85,346 is a grant to be used only for direct costs incurred by The Ford Street Project for this project; b. the project shall be solely for the use of persons meeting Housing and Urban Development (HUD) criteria for Iow and moderate income; c. a development agreement between The Ford Street Project and the Redevelopment Agency shall be entered into to insure the conditions of this allocation are met; d. The Ford Street Project (FSP)is a viable provider of services to the targeted population; the use of the funds is immediate as FSP owns the subject property, the property is general planned and zoned for such use; the living units will be retained for Iow and moderate income persons; and these funds are not the sole source of financial assistance for the proposed project. URA Resolution No. 2004- Page 2 of 4 , . $22,184 of the 2003/04-Spring 20% Low and Moderate Income Housing Setaside Fund are allocated to The Community Development Commission of Mendocino County (CDC) for assistance in the rehabilitation of three permanent Iow and moderate income residences with the City of Ukiah. a. the $22,184 is a grant to be used only for direct costs incurred by CDC for this project; b. the project shall be solely for the use of persons meeting Housing and Urban Development (HUD) criteria for Iow and moderate income; c. a development agreement between The Community Development Commission of Mendocino County Ford Street Project and the Redevelopment Agency shall be entered into to insure the conditions of this allocation are met; d. The Community Development Commission of Mendocino is a viable provider of services to the targeted population; the use of the funds is immediate as CDC owns the subject properties, the property is general planned, zoned, and in actual use for residential purposes; the living units will be retained for Iow and moderate income persons; and these funds are not the sole source of financial assistance for the proposed project. $32,280 of the 2003/04-Spring 20% Low and Moderate Income Housing Setaside Fund are allocated to the Emergency Fund for assistance in the homeless prevention and voucher programs administered by the Ukiah Community Center (UCC) and The Ford Street Project (FSP). a. the $32,280 is a grant to be used only for direct costs incurred by the UCC and FSP for these programs; b. the programs shall be solely for the use of persons meeting Housing and Urban Development (HUD) criteria for Iow and moderate income; c. a development agreement between UCC and FSP and the Redevelopment Agency shall be entered into to insure the conditions of this allocation are met; d. UCC and FSP are viable providers of services to the targeted population; the use of the funds are immediate as UCC and FSP currently administer these programs and these funds are not the sole source of financial assistance for the programs. URA Resolution No. 2004- Page 3 of 4 ,._. ~,~ ,,. , $132,986 of the 2003/04-Spring 20% Low and Moderate Income Housing Setaside Fund are allocated to the Ukiah Redevelopment Housing Rehabilitation program for assistance in the rehabilitation of Iow and moderate income units throughout the community. a. the $132,986 is a grant to be used for direct assistance to property owners with acceptable administrative costs allowed; b. the program shall be solely for the benefit of persons meeting Housing and Urban Development (HUD) criteria for Iow and moderate income. 7. The uses of all of these funds meet the requirements of California Community Redevelopment Law Section 33334.2 et seq. and are consistent with the housing needs as assessed and identified in the City of Ukiah's General Plan Housing Element. 8. These projects are consistent with the Ukiah Redevelopment Plan to provide assistance toward implementation of Iow and moderate income housing. PASSED AND ADOPTED this 21 st day of April 2004, by the following roll call vote: YES: NOES: ABSENT: ABSTAIN: Eric Larson, Chairman ATTEST: Shannon Riley, Secretary mfh:resord URA2004- URA Resolution No. 2004- Page 4 of 4 ,._ ~. -., UKIAH REDEVELOPMENT AGENCY /k-~,~~t LOW AND MODERATE INCOME HOUSING PROGRAM APPLICATION FOR ANNUAL FUNDING COMPETITION--2003/04 Spring Housing xx Pm-development Amount Requested $ 85,346 Applicatioh No. Date Filed Applicant's Name: Ford Strmmt Prn~mr~_ Tn~_ Address: 139 Ford Street Telephone: (707) 462-1934 Ukiah, CA 95482 City State · Zip Code Title and Brief Description of Proposed Project, Program or Use of requested funds: Permanent. Shelter. Project (n6w construction). Requestsis for cost overruns, some of whZch nave. occurred as a'result of ~dditional work ordered by the City of Ukiah not contained in o~iginal contract. Other costs include landscaping ~g *************************************************************************************************** if the project is to include construction: Status of Applicant's Interest in Property: Owner Address or exact location of subject property: 2Ol Brush Street .(200 Ford S~reet), Ukiah, CA 95482 Assessor's Parcel No.'. (1) 2-093-13; (2) 2-093-19 Owner's Name Ford Street Project, Inc. 139 Ford Street, Ukiah, CA 95482 Address: Telephone: (707) 462-1934 City State Zip Code j- HOUSING ACTIVITIES Please complete these questions with as much specificity as possible so the Low and Moderate Income Housing Advisory Committee and the RedeVelopment Agency can adequately assess your proposal's qualities. Please remember, the clearer the picture of your project you provide, the easier it will be to promptly process your application. IF YOU NEED MORE ROOM TO ANSWER ANY QUESTIONS, PLEASE ATTACH ADDITIONAL SHEETS. 1. How long will this project be retained in the pool of housing for Iow and moderate income persons? xx.. 20+ years 11+ to 20 years .. ~ 11 years Please explain how this retention will be assured: " " Retention for at least 10 years is a pre-condition of the State' EHAP-CD program for the loan of $494,299 to Ford Street being converted into a gr.a~t. AnO~h.~r guarantor of .retention in t~e low-income pool is that this property is owned by Ford STreet Project, whose organizational mission is limited exclusively to home- '! ,-,~ ~-.,,-1 '1 .,' ........ , What percent of this project's funds will be from sources other than redevelopment? 68%+ 34% to 67% 1% to 33% ~ Please explain what other sources'will be utilized, their amounts/percentages, and if these funds have yet been committed. $494,299 has come from the STate of California (EHAP-CD) and Rs[ n~ ~hnse funds have been expended on the project to date. . Are you requesting a grant or a loan from the.Redevelopment Agency? Market rate loan Low interest loan Deferred payment loan Grant Please explain the details of your request including payback schedule and amounts, rate of interest, length of. deferment, etc.' A grant is requested from the Redevelopment, since the project, which by mandate from the State of California, cannot charge· rent.to residents. Without rental income, there is no possibility of servicing a loan. . What type of project or program do you propose? New construction ~ Acquisition of existing structure(s) ...... Rental subsidy for existing units ~ Rehabilitation of existing units Facility operation Please explain number of units proposed, dwelling unit type, location (if applicable), type of assistance program, etc. Project will be a 64-bed permanent homeless shelter , .What percent of the median Mendocino County income level, as defined by HUD and HCD (see cover sheet), will this project serve?,. Very Iow- less than 50% Lower- 50% to 80% Moderate - 80% to 120% . Please explain what assurances you have that these levels will be met and maintained for the life of the project or program: This project is designed, to accommodate homeless individuals and families, who generally fall into the no-to-low income category. For maintenance of income levels, please see answer to question '~1. , What length of occupancy will this project provide? Long-term housing ~Transitional (six months to two years, no first or last month's rent) Emergency housing (one night to six months) Please explain specifics of the proposal regarding how the project is to be implemented: Sh~l~er construction ~.~ ~.xp~.~.tmfl ~'n B~ rnmpleted ~ro,_,nd M~_y .!, 200/:. Occupancy of the premises will be within one week of completion of construction. , What type of occupancy is being proposed? Rental Home ownership tq/A Please explain how and by whom assistanCe is provided, what is long term association with potential owners, is the housing publicly or Privately owned, etc: Operational assistance is to.be.provided through grants from:the State o'f California, County of Mendocino and'fundraising. Cost of operational year is estimated to be $275,000. 8. Please describe your previous experience in providing iow and moderate income · housing, including any previous redevelopment experience and any previous setaside allocations you received from the Ukiah Redevelopment Agency. Ford Street has been providing shelter since 1982, transitional housing since 1988 and permanent housing since 1996. Ail of the above housing has been for low- lncome res&dents. Ford 'Street has' drawn down many URA grants since its inception and effectively managed them. For this project alone, Ford Street has received 4 ii .... ~ -~ ^ ...... "9. Please describe your capability to maintain long-term administration/maintenance responsibility over the proposed pr~ect. As stated above FOrd Street's adminis- tration of shelter has occurred successfully for over 22 years, ~ith respect to the present project, Ford Street will undertake the continuation of fund~ raising a= =he S=ate and local level to ensure sufficient operating ~unds to ~ep the shelter running. .. · 1'0. Please provide any other pertinent information regarding the proposal: 11. Please include on separate sheets a detailed .financial proforma of the proposed project/program from initial startup through completion to the fifth year of operation. I certify that the responses made above, together with any attachments hereto, are true and correct to the best of my information and b61ief. Signature of Pro'p'~rty O~ April ,., ,2004. ~g~L~r~' o~'p~lic~ n-'t"' MAIL DIRECTION FORM To facilitate proper handling of this application, please indicate the names and addresses of individuals to whom you wish correspondence mailed: 1. NAME ADDRESS CITY ' TELEPHONE STATE ZIP CODE 2. NAME ADDRESS CITY -. STATE ZIP CODE TELEPHONE It is the applicant's responsibility to advise the Redevelopment Agency of any changes to this list. Again we thank you for your interest in assisting us meet our housing goals. FORD STREET PROJECT PERMANENT SHELTER CONSTRUCTION PROJECT REDEVELOPMENT APPLICATION WORKSHEET ¢ Cash Available for Project Completion: $118~487 Outstanding Perm. Shelter Obligations per Contractors: $175,02,9,, (including $101,000 over Original Contract Sums) Costs not factored in to original contract Final (estimated) payment to Axt & Mitchell, Architects $ 3,000 Sidewalk (additional) Fence around Project Landscaping Deep Valley Alarm Phone System 3,059 4,524 6,800 '7,100 4,321 Sub-Total Extra Contract CoSts: 28,804 Total Remaining Project Costs: $203,833 Cash Available for Project Completion: 118,487 Cash Needed for Project Completion' 85,346 j- CHANGE ORDER PROJECT: 200 Brush Street Ukiah, California CONTraCTOR: CLARK CONSTRUCTION P.O. Box 167 Calpella, CA 95418 FORD ST. HOMELESS SHELTER CHANGE ORDER NUMBER: DATE: CONTRACT DATE: CONTRACT FOR: '~-~ tnAg.~/-~ -2~,r~4~-aa,~ 2004 30 September 2003 GENERAL · The Contract is changed as follows: · . 1. Install trench for PG&E gas line & conduit for cable ......, ............................................ ,; ........... Add 2. Construct two offices in Locker Rooms .......... . ......................................................................... Add 3. Install 93 l.f. of sidewalk ............................... ' ...... Add $ 19,383.00 · 5,769.00 3,059.00 Total Add ................................................... $ 28,211.00 . . Not valid until signed by the Owner, Architect and Contractor. The original Contract Sam was ....................................................... ~. ...................................................... . .............. . .......... $ 371,289.00 Net The The The The The change by previously authorized Change Orders ' $ Contract Sum prior to this Change Order was ' $ Contract Sum will be increased by this Change Order in the amount of ............ : ................................................... $ 202,696.00 573,985.00 28,211'00 new Contract Sum including this Change Order Will be Contract' Time will be unchanged. date of Substantial COmpletion as of the date of this Change Order therefore is 16 May 2004. NOTE: This summary does not reflect changes in the Contract Sum or Contract Time, which have been authorized by Construction Change Directive. AXT & MITCHELL A~¢HZTF-CT 135 W. Gobbi St., Suite 205 Ukiah, CA 95482-5465 By: Date: CLARK CONSTRUCTION CONTRACTOR ~.o. Sox 167 Calpella, CA 95418 FORD STREET PROJECT OWNER 139 Ford Street Ukiah, CA 95482. CHANGE ORDER PROJECT:' HOMELESS SHELTER 200 Ford Street Ukiah, California CONTRACTOR: GRANITE CONSTRUCTION P.O. Box 50085 Watsonville, CA 95077-5085 CHANGE ORDER NUMBER: DATE: V/CONTRACT DATE: CONTRACT FOR: THREE 01 March 2004 02 July 2003 SITE WORK The Contract is changed as follows: Change grade 'of sidewalk to drain tO sidewalk (City requirement) ........................................... Add · · $ 2,740:00 Not valid until signed by theOwner, Architect and Contractor.' The original Contract sum was ' '$ 284,545.00 Net Change by previously authorized'Change Orders ~ ' ' ' $ 52,680.00' The Contract Sum prior to this Change Order was ' $ 337,225.00 · The Contract Sum will be increased by this Change Order in the amount of ........................................................... 2 ..... $ ~0 · The new Contract Sum including this Change Order will be ..................... 't~ ~' ~i L~-/..~ '"'~'~'~' .......................... ~ ~(.~..~$ .~3~9'965'00~. The Contract Time will be unchanged. The date of Substantial Completion as of the date of this Change Order therefore is unchanged. NOTE: This summary does not reflect changes in the Contract Sum or Contract Time, which have been authorized by 'Construction Change Directive. - AXT & MITCHELL ARCHITECT 135 W. Gobbi St., Suite 205 Ukiah, CA 95482-5477 GRANITE CONSTRUCTION CONTRACTOR ' P.O. Box 50085 Watsonville, CA 95077-5085 ' THE FORD STREET PROJECT OWNER 139 Ford Street Ukiah, CA 95482 Date: '~'~' ''''~7-~ (~ Datc: / Christopher Wolfe North Coast Area Manager /. ~,~. zoo,e/. Date: ARCHITECTS--PLANNERS (707) 462-8778 FAX (707) 462-1511 135 WEST GOBBI STREET, SUITE 205 UKIAH, CALIFORNIA'95482-5477 March 26, 2004 The Ford Street Project 139 Ford Street . Ukiah, CA 95482 Attention: Mark Rohloff Re: Homeless Shelter Mark: Under separate cover we sent you a list of unanticipated cost increases to your project. additional costs that were not in the construction contract as follows: There are le 2a. 2b. . . Additional Sidewalk (93 1.f.) from Brash Street ...................................................... $ Landscaping (trees & irrigation) ............................... ' ................................. Landscaping (topsoil, grading) ................................................................................. Perimeter fencing (1100 1.f. at $3.00) ....................................................................... 5' high (per City) deer fence 3,059.00 2,600.00 4,2OO.OO Yours truly, l~obert M. Axt Creative Landscaping 1155 Boonville Road. Ukiah, CA .95492 (707)462-0435 Cont.Lic.#345704 March 17, 2004 Homeless Shelter Brush Street Ukiah, Ca.95482 ' Arm: Bob Axt . Re: Landscape Services 15" 15 gallon trees ~ $176.00 1 - 6 Station Irritrol Controller Indoor Installed Total $2640.00 .. .$177.00 $2~'17.00 PROPOSAL Creative Landscaping will furnish all materials and labor described below for'the completion of landscaping. This bid does not include maintenance. All materials have a 457day warranty against undetermined malfunctions 'or imprOper installation. Electrical controllers have a 1-year warranty on failure. This does not include labor f6r re-installation. All extras over and above contract will be approved before installation..Please feel free t° request proof of insurance. CONTRACT By signing below; the above price is agreed to for the landscaping described. The above mount will be paid upon completion of landscape services. I understand that a. bill will be sent to me if the contracted price has. changed due to additions or changes, and I agree to. pay the billing amount WITHIN 10 days from the billing date. 'If there are no changes or additions, I understand, and agree to pay the above mount UPON COMPLETION of the landscape described. A late paymem penalty, of 1.5% will be applied on past due balances monthly. D A T E:3/1.7/04 .. UKIAH REDEVELOPMENT AGENCY /k--c~e4-ktl.~;" LOW AND MODERATE INCOME HOUSING PROGRAM APPLICATION FOR ANNUAL FUNDING COMPETITION--2003/04 Spring Housing X Application No. Pre-development Amount Requested $ Date Filed 30,000 March 19, 2004 Applicant's Name:Rural Communities Housing Development Corporation Address: 237 East Gobbi Street Ukiah CA 95482 Telephone: ( 707 )463-1975 City State Zip Code Title and Brief Description of Proposed Project, Program or Use of requested funds: We are seeking additional City of Ukiah Redevelopment Funds to cover the shortfall that exists on the purchase of this property. If the project is to include construction: Status of Applicant's Interest in Property: We have purchased the property with Redevelopment Funds Address or exact location of subject property: 600 N. Orchard (NW corner of Orchard and Clara) Assessor's Parcel No.:002-138-05 Owner's NameRCHDC Address' 237 East ~:ob ~i Street Ukiah CA 95482 Telephone: 707-463-1975 City State Zip Code HOUSING ACTIVITIES Please complete these questions with as much specificity as possible so the Low and Moderate Income Housing Advisory Committee and the Redevelopment Agency can adequately assess your proposal's qualities. Please remember, the clearer the picture of your project you provide, the easier it will be to promptly process your application. IF YOU NEED MORE ROOM TO ANSWER ANY QUESTIONS, PLEASE A'I-DACH ADDITIONAL SHEETS. . X How long will this project be retained in the pool of housing for Iow and moderate income persons? ~20+ years 11+ to 20 years 11 years Please explain how this retention will be assured: This project will be constructed with multiple sources of fundinq which will all have long-term affordability requirements (i.e. 50 years). Our Property Management department will conduct on,qoing monitorinq for resident income-eliqibility 2. What percent of this project's funds will be from sources other than redevelopment? X 68%+ 34% to 67% 1% to 33% Please explain what other sources will be utilized, their amounts/percentages, and if these funds have yet been committed. While the funds have yet to be committed, we foresee a fundin.q strate.qy that couples Low Income Housing Tax Credits (65%) with Tax-Exempt Bonds(25%) in addition to other sources of fundinq (includinq City and County Redevelopment Funds) (10%). . Are you requesting a grant or a loan from the Redevelopment AgencY? Market rate loan X Low interest loan __ Deferred payment loan Grant Please explain the details of your request including payback schedule and amounts, rate of interest, length of deferment, etc.' This is a request for a loan at 3% simple interest with payment deferred for three years. o What type of project or program do you propose? New construction Acquisition of existing structure(s) Rental subsidy for existing units Rehabilitation of existing units Facility operation Please explain number of units proposed, dwelling unit type, location (if applicable), type of assistance program, etc. Our current estimate is for 24 units with four 1-bedroom units and twenty 2-bedroom units. . X X What percent of the median Mendocino County income level, as defined by HUD and HCD (see cover sheet), will this project serve? ~Very Iow- less than 50% Lower- 50% to 80% Moderate - 80% to 120% Please explain what assurances you have that these levels will be met and maintained for the life of the project or program: The fundinq that we intend to use carries income-eligibility restrictions. Our Property Management dept will monitor for lower (below 80%) and moderate (80-120%) incomes. , X What length of occupancy will this project provide? ~Long-term housing __Transitional (six months to two years, no first or last month's rent) ~ Emergency housing (one night to six months) Please explain specifics of the proposal regarding how the project is to be implemented: We are proceedinq with due diliqence, financing, securing entitlements and, ultimately construction. . What type of occupancy is being proposed? Rental Home ownership Please explain how and by whom assistance is provided, what is long term association with potential owners, is the housing publicly or privately owned, etc: This housinq will be owned and manaqed by RCHDC. o Please describe your previous experience in providing Iow and moderate income housing, including any previous redevelopment experience and any previous setaside allocations you received from the Ukiah Redevelopment Agency. see Attachment A . Please describe your capability to maintain long-term administration/maintenance responsibility over the proposed project. see Attachment B 10. Please provide any other pertinent information regarding the proposal: see Attachment C 11. Please include on separate sheets a detailed financial proforma of the proposed project/program from initial startup through completion to the fifth year of operation. See Attachment D I certify that the responses made above, together with any attachments hereto, are true and correct to the best of my information and belief. Executed this ~ay of Signature of Property Owner March ,2004. Signature of Applicant MAIL DIRECTION FORM To facilitate proper handling of this application, please indicate the addresses of individuals to whom you wish correspondence mailed' names and 1. NAME Duane Hill ADDRESS 237 East Gobbi St CITY Ukiah STATE CA ZIP CODE 95482 TELEPHONE (707) 463-1975 2. NAME ADDRESS CITY STATE ZIP CODE TELEPHONE It is the applicant's responsibility to advise the Redevelopment Agency of any changes to this list. Again we thank you for your interest in assisting us meet our housing goals. ATTACHMENT A RCHDC AND UKIAH REDEVELOPMENT FUNDING RCHDC received $30,000 from the City of Ukiah Redevelopment Agency in 1991 to assist with the development and construction of the Jack Simpson Apartments on Bush and Low Gap. This was a senior housing project with 30 units. This money was a low interest low and is being repaid to the City over a period of 30 years. In 1993 RCHDC received $45,600 in redevelopment funds to assist families to qualify for the Self-Help housing by providing additional financing. Some of these monies were used for very iow income families in the Brookside Self-Help project, as well as four families in the Cleveland Lane project. RCHDC received $8,000 in redevelopment funds in 1993 for the Cleveland Lane project. These monies were used to cover some predevelopment costs connected wi~h the Cleveland Lane Self-Help project. To da~e the City of Ukiah has committed $36,500 in redevelopment funds for predevelopment costs related to the Mulberry St. project. Also, approximately $215,200 in housing activities funds has been committed to the project. In addition, the City loaned $106,000 in Community Development Program Income funds for this project, and $65,000 has been repaid to the city leaving a balance of $41,000. Presently RCHDC is awaiting a demand letter from ~he City in order to pay back the redevelopment funds that were loaned to this project. The City Redevelopment Agency has loaned $12,000 in predevelopment funds and $$79,800 in housing funds to the Gibson Courn project. Another $38,500 was allocated to this project in Spring, 2000 from housing funds. The C~ty Redevelopment Agency granted $18,000 in predevelopment funds, and $150,000 in housing funds to the N. Pine St. project from lhe Spring, 1998 allocation. The City Redevelopment Agency granSed $42,818 in housing monies to be used in the development and construction of our North Pine Stree% Senior Housing project from the Fall 2001 allocation. In Fall 2001, the City Redevelopment Agency converted the previously awarded $79,701 in Gibson Court loan funds to a grant. In Spring, 2002 RCHDC requested $50,000 in pre-development funds from the Redevelopment Agency to use to cover costs associated with the effort to purchase the at risk projects of Orchard Village and Orchard Manor. This was approved by the City in June, 2002. We have since purchased and rehabilitated these units. We appreciate the opportunity to work together to maintain these valuable affordable housing units. City of Ukiah also loaned RCHDC $300,000 in Redevelopment funds to purchase property on Clara Street in June of 2003. We did purchase that property and have begun the initial stages of development. ATTACHMENT B RCHDC'S CAPABILITY TO COMPLETE THE PROPOSED PROJECT Rural Communities Housing Development Corporation (RCHDC) was officially incorporated as a charitable non-profit corporation in November, 1975. The corporation was initially developed and staffed by North Coast Opportunities (NCO) the local community action agency. NCO recognized the need for housing for iow income persons, as well as the need for a sinqle purpose housing development corporation to address the problem. NCO continued to support RCHDC financially and administratively until January 1, 1983. RCHDC has operated independent of NCO since that time. RCHDC's mission is to "provide decent, affordable housing to low and moderate income persons". Initially, this involved producing rental housing units for iow income families, and iow income elderly. In 1980 it expanded into operating the Self-Help housing program serving Lake, Mendocino, and Humboldt Counties. The Board of Directors consists of eleven members who reside in either Lake or Mendocino Counties. Each board member is familiar with the communities where RCHDC operates, as well as possessing specific relevant skills. These include housing construction, financing, real estate, housing development, and other related areas. The Board of Directors hire the Executive Director of the agency and oversee his performance. They also participate in the hiring of other management personnel within the organization, such as Property Manager, Fiscal Officer, Self-Help Manager, etc.. They meet monthly at different projects, and oversee the finances and the performance of the agency. RCHDc owns and manages over 700 units of multi-family housing. It also manages another 200 units for other non-profits in Northern California and Northern Nevada. RCHDC has the capability to maintain long-term administration/maintenance responsibility over the proposed project. -ZO - EXHIBIT C In late May of 2003, Duane Hill, RCHDC Executive Director, was contacted by a local realtor about the possible availability of a parcel at the NW comer of Clara and Orchard. This parcel is zoned for multi-family housing, and is situated adjacent to Orchard Manor which is an affordable housing project that RCHDC recently purchased with assistance from the City of Ukiah's Redevelopment Agency. Mr. Hill was extended a $100,000 loan from the County of Mendocino's share of the City's redevelopment funds, and also received a loan from the City for $300,000 to assist in the purchase of the property. This parcel offers an excellent opportunity to develop a dense development with a mix of units for both lower income and moderate income households. The location is excellent, ie, adjacent to stores, services, and transportation. Also, due to the fact that RCHDC is the owner of adjacent property this will allow us to integrate the design and use of the property of both parcels to maximize the number of units on the comer parcel. The current Housing Application is for $30,000 to cover the remaining balance on the final cost of the land ($430,000).The $20,000 Pre-Development Application is for 15% of our additional acquisition related expenses. Our request for a low-interest loan will allow us to hold onto the property for a period of three years in order to do due diligence, secure entitlements, obtain permanent financing, and start construction. The permanent financing will probably include: tax credits, bonds, local redevelopment funds, and possibly some private financing. EXHIBIT D CLARA ST. HOUSING CORPORATION Year 1 Year 2 Year 3 Year 4 Pre-Const Pre-Const Construction Operation INCOME Tenants Subsidies Grants/Loans Mendocino Co. Redevelopment Ukiah Redevelopment Loan Ukiah Redevelopment Grant Tax Credit Bonds RCHDC Total Income Less 3% Vacancy $ 100,000 $ 3OO,OOO $ 30,000 $ 20,000 $ 1,600,000 $ 825,OOO $ 50,000 $ 100,000 $ 450,000 $ 150,000 $ 2,425,000 $ 103,650 $ 35,4OO $ 139,050 $ 4,172 Net Income $ 450,000 $ 150,000 $ 2,425,000 $ 134,879 EXPENSES Land Construction Maintenance Personnel Management Fee Other $ 400,000 $ 56,80O $ 24,000 $ 2,260,000 $ 19,320 $ 45,000 $ 152,000 $ 43,500 $ 32,400 $ 36,00O $ 10,800 $ 41,000 Total Expenses $ 456,800 $ 176,000 $ 2,367,820 $ 120,200 Net Operating Income $ (6,800) $ (26,000) $ 57,180 $ 14,679 Replacement Reserves $ (3,600) Debt Service/Interest on City Loan $ (9,600) Cash Flow/Net Shortfall $ 1,479 Year 1 = Year 2= Year 3= Year 4= Year 5= 7/1/03-6/30/04 7/1/04-6/30/05 7/1/05-6/30/06 7/1/06-6/30/07 7/1/07-6/30/08 Pre-Construction Pre-Construction Construction Operation Operation numbers similar to Year 4 UKIAH REDEVELOPMENT AGENCY LOW AND MODERATE INCOME HOUSING PROGRAM APPLICATION FOR ANNUAL FUNDING COMPETITION--2003/04 Spring Housing Application No. Pre-development X Amount Requested $ Date Filed 20,000 March 19, 2004 Applicant's Name:Rural Communities Housing Development Corporation Address: 237 East Gobbi Street Ukiah CA 95482 Telephone: ( 707 )463-1975 City State Zip Code Title and Brief Description of Proposed Project, Program or Use of requested funds: We are seeking additional City of Ukiah Redevelopment Funds to cover 15% of due diligence costs on the initial purchase of this property. If the project is to include construction: Status of Applicant's Interest in Property: We have purchased the property with Redevelopment Funds Address or exact location of subject property: (NW corner of Orchard and Clara) 600 N. Orchard Avenue, Ukiah Assessor's Parcel No.:002-138-05 Owner's NameRCHDC Address: 237 East Gobbi Street Ukiah CA 95482 Telephone: 707-463-1975 City State Zip Code PRE-DEVELOPMENT ACTIVITIES Please complete these questions with as much specificity as possible so the Low and Moderate Income Housing Advisory Committee and the Redevelopment Agency can adequately assess your proposal's qualities. Please remember, the clearer the picture of your project you provide, the easier it will be to promptly process your application. IF YOU NEED MORE ROOM TO ANSWER ANY QUESTIONS, PLEASE ATTACH ADDITIONAL SHEETS. I . What percent of the total amount of funds to be expended in this effort will be from sources other than redevelopment? X 68%+ 34% to 67% 1% to 33% Please explain what other sources will be utilized, their amounts/percentages, and if these funds have yet been committed. While the funds have yet to be committed, we foresee a fundinq strategy that couples Low Income Housinq Tax Credits (65%) with Tax-Exempt Bonds(25%) in addition to other sources of fundinq (including City and County Redevelopment Funds) (10%). . X Are you requesting a grant or a loan from the Redevelopment Agency? Market rate loan Low interest loan Deferred payment loan Grant Please explain the details of your request including pay-back schedule and amounts, rate of interest, length of deferment, etc.' This is a request for a grant of $20,000 to cover 15% of the initial due diligence costs . What type of project are the use of these funds associated with? New construction Acquisition of existing structure(s) Rental subsidy for existing units Rehabilitation of existing units Non-construction program assistance Please explain number of units proposed, dwelling unit type, location (if applicable), type of assistance program, etc. Our current estimate is for 24 units with four l-bedroom units and twenty 2-bedroom o units. What is the income level (percent of median County income [$41,500 for a family of four] of the target population you_w.i.sh to address with these funds? X X Very Iow - less than 50% of the County median ~Lower - 50% to 80% of the County median ~Moderate - 80% to 120% of the County median Please explain what assurances you would have that these levels will be met and maintained: The fundin9 that we intend to use carries income-eli,qibility restrictions. Our Property Management dept. will monitor for Lower (below 80%) and Moderate (80-120%) incomes. . X What is the length of occupancy which might be developed with the use of these funds? Long-term housing ~Transitional (six months to two years, no first or last month's rent) Emergency housing (one night to six months) Please explain how these funds may result in an eligible project: These funds will enable us to proceed with due diliqence work and allow us to secure the necessary entitlements on the property. . Please describe your previous experience in providing or addressing Iow and moderate income housing, including any previous redevelopment experience and any previous setaside allocations you have received from the Ukiah Redevelopment Agency. see Attachment A . Please describe your capability to complete the effort you are proposing with the funds requested: see Attachment B . Please provide any other pertinent information regarding the proposal: see Attachment C 9. Please include on separate sheets a detailed financial proforma of the proposed project/program from initial startup through completion to the fifth year of operation. See Attachment D I certify that the responses made above, together with any attachments hereto, are true and correct to the best of my information and belief. Executed thi~s--~-~ 18 day of Signature of Property Owner March ,2004. Signature of Applicant MAIL DIRECTION FORM To facilitate proper handling of this application, please indicate the names addresses of individuals to whom you wish correspondence mailed' 1. NAME Duane Hill ADDRESS 237 East Gobbi Street CITY Ukiah CODE 95482 STATE CA TELEPHONE (707) 463-1975 2. NAME and ZIP ADDRESS CITY TELEPHONE STATE ZIP CODE It is the applicant's responsibility to advise the Redevelopment Agency of any changes to this list. Again we thank you for your interest in assisting us meet our housing goals. mfh housing/hou04 SPRING04APPLICATION ATTACHMENT A RCHDC AND UKIAH REDEVELOPMENT FUNDING RCHDC received $30,000 from the City of Ukiah Redevelopment Agency in 1991 to assist with the development and construction of the Jack Simpson Apartments on Bush and Low Gap. This was a senior housing project with 30 units. This money was a iow interest iow and is being repaid to the City over a period of 30 years. In 1993 RCHDC received $45,600 in redevelopment funds to assist families to qualify for the Self-Help housing by providing additional financing. Some of these monies were used for very iow income families in the Brookside Self-Help project, as well as four families in the Cleveland Lane project. RCHDC received $8,000 in redevelopment funds in 1993 for the Cleveland Lane project. These monies were used to cover some predevelopment costs connected with the Cleveland Lane Self-Help project. To date the City of Ukiah has co~mitted $36,500 in redevelopment funds for predevelopment costs related to the Mulberry St. project. Also, approximately $215,200 in housing activities funds has been committed to the project. In addition, the City loaned $106,000 in Community Development Program Income funds for this project, and $65,000 has been repaid to the city leaving a balance of $41,000. Presently RCHDC is awaiting a demand letter from the City in order to pay back the redevelopment funds that were loaned to this project. The City Redevelopment Agency has loaned $12,000 in predevelopment funds and $$79,800 in housing funds to the Gibson Court project. Another $38,500 was allocated to this project in Spring, 2000 from housing funds. The City Redevelopment Agency granted $18,000 in predevelopment funds, and $150,000 in housing funds to the N. Pine St. project from the Spring, 1998 allocation. The City Redevelopment Agency granted $42,818 in housing monies to be used in the development and construction of our North Pine Street Senior Housing project frcm the Fall 2001 allocation. In Fall 2001, the City Redevelopment Agency converted the previously awarded $79,701 in Gibson Court loan funds to a grant. In Spring, 2002 RCHDC requested $50,000 in pre-development funds from the Redevelopment Agency to use to cover costs associated with the effort to purchase the at risk projects of Orchard Village and Orchard Manor. This was approved by the City in June, 2002. We have since purchased and rehabilitated these units. We appreciate the opportunity to work together to maintain these valuable affordable housing units. City of Ukiah also loaned RCHDC $300,000 in Redevelopment funds to purchase property on Clara Street in June of 2003. We did purchase that property and have begun the initial stages of development. ATTACHMENT B RCHDC'S CAPABILITY TO COMPLETE THE PROPOSED PROJECT Rural Communities Housing Development Corporation (RCHDC) was officially incorporated as a charitable non-profit corporation in November, 1975. The corporation was initially developed and staffed by North Coast Opportunities (NCO) the local community action agency. NCO recognized the need for housing for iow income persons, as well as the need for a sinqle purpose housing development corporation to address the problem. NCO continued to support RCHDC financially and administratively until January 1, 1983. RCHDC has operated independent of NCO since that time. RCHDC's mission is to "provide decent, affordable housing to low and moderate income persons". Initially, this involved producing rental housing units for iow income families, and iow income elderly. In 1980 it expanded into operating the Self-Help housing program serving Lake, Mendocino, and Humboldt Counties. The Board of Directors consists of eleven members who reside in either Lake or Mendocino Counties. Each board member is familiar with the communities where RCHDC operates, as well as possessing specific relevant skills. These include housing construction, financing, real estate, housing development, and other related areas. The Board of Directors hire the Executive Director of the agency and oversee his performance. They also participate in the hiring of other management personnel within the organization, such as Property Manager, Fiscal Officer, Self-Help Manager, etc.. They meet monthly at different projects, and oversee the finances and the performance of the agency. RCHDc owns and manages over 700 units of multi-family housing. It also manages another 200 units for other non-profits in Northern California and Northern Nevada. RCHDC has the capability to maintain long-term administration/maintenance responsibility over the proposed project. EXHIBIT C In late May of 2003, Duane Hill, RCHDC Executive Director, was contacted by a local realtor about the possible availability of a parcel at the NW comer of Clara and Orchard. This parcel is zoned for multi-family housing, and is situated adjacent to Orchard Manor which is an affordable housing project that RCHDC recently purchased with assistance from the City of Ukiah's Redevelopment Agency. Mr. Hill was extended a $100,000 loan from the County of Mendocino' s share of the City's redevelopment funds, and also received a loan from the City for $300,000 to assist in the purchase of the property. This parcel offers an excellent opportunity to develop a dense development with a mix of units for both lower income and moderate income households. The location is excellent, ie, adjacent to stores, services, and transportation. Also, due to the fact that RCHDC is the owner of adjacent property this will allow us to integrate the design and use of the property of both parcels to maximize the number of units on the comer parcel. The current Housing Application is for $30,000 to cover the remaining balance on the final cost of the land ($430,000).The $20,000 Pre-Development Application is for 15% of our additional acquisition related expenses. Our request for a low-interest loan will allow us to hold onto the property for a period of three years in order to do due diligence, secure entitlements, obtain permanent financing, and start construction. The permanent financing will probably include: tax credits, bonds, local redevelopment funds, and possibly some private financing. EXHIBIT D CLARA ST. HOUSING CORPORATION INCOME Year 1 Year 2 Year 3 Year 4 Pre-Const Pre-Const Construction Operation Tenants Subsidies Grants/Loans Mendocino Co. Redevelopment Ukiah Redevelopment Loan Ukiah Redevelopment Grant Tax Credit Bonds RCHDC Total Income Less 3% Vacancy $ 100,000 $ 300,000 $ 30,000 $ 20,000 $ 1,600,000 $ 825,OOO $ 50,000 $ 100,000 $ 450,000 $ 150,000 $ 2,425,000 $ 103,650 $ 35,40O $ 139,050 $ 4,172 Net Income $ 450,000 $ 150,000 $ 2,425,000 $ 134,879 EXPENSES Land Construction Maintenance Personnel Management Fee Other $ 400,000 $ 56,800 $ 24,000 $ 2,260,000 $ 19,320 $ 45,000 $ 152,000 $ 43,500 $ 32,400 $ 36,000 $ 10,800 $ 41,000 Total Expenses $ 456,800 $ 176,000 $ 2,367,820 $ 120,200 Net Operating Income $ (6,800) $ (26,000) $ 57,180 $ 14,679 Replacement Reserves $ (3,600) Debt Service/Interest on City Loan $ (9,600) Cash Flow/Net Shortfall $ 1,479 Year 1 = Year 2= Year 3= Year 4= Year 5= 7/1/03-6/30/04 7/1/04-6/30/05 7/1/05-6/30/06 711106-6/30/07 7/1/07-6/30/08 Pre-Construction Pre-Construction Construction Operation Operation numbers similar to Year 4 UKIAH REDEVELOPMENT AGENCY I~-~,~~- LOW AND MODERATE INCOME HOUSING PROGRAM APPLICATION FOR ANNUAL FUNDING COMPETITION--2003/04 Spring Housing X Application No. Pre-development Amount Requested $ $22,184 Date Filed 3/31/04 Applicant's Name: Community Development Commission of Mendocino County Address: 1076 North State Street Ukiah, CA 95482 City State Zip Code Telephone: (707) 463-5462 X109 Title and Brief Description of Proposed Project, Program or Use of requested funds: Housing rehabilitation for three scattered site single family residences owned by the Community Development Commission of Mendocino County. If the project is to include construction' Status of Applicant's Interest in Property: Own properties (Deeds attached). Address or exact location of subject property: 239 Burlinqton, 1886 Elm Street, 213 Irvinqton Assessor's Parcel No.: 001-394-10, 001-384-16,001383-17 Owner's Name CDC of Mendocino County Address: 1076 North State Street Telephone: (707) 463-5462 X109 Ukiah, CA 95482 City State Zip Code HOUSING ACTIVITIES Please complete these questions with as much specificity as possible so the Low and Moderate Income Housing Advisory Committee and the Redevelopment Agency can adequately assess your proposars qualities. Please remember, the clearer the picture of your project you provide, the easier it will be to promptly process your application. IF YOU NEED MORE ROOM TO ANSWER ANY QUESTIONS, PLEASE ATTACH ADDITIONAL SHEETS. . X How long will this project be retained in the pool of housing for Iow and moderate income persons? __20+ years ~ 11+ to 20 years ~ 11 years Please explain how this retention will be assured' Property is owned by Housinq Authority. Affordability covenant with HUD. If it were ever sold, CDC would pay back money to the Ukiah Redevelopment Aqency. X What percent of this project's funds will be from sources other than redevelopment? 68%+ 34% to 67% 1% to 33% Please explain what other sources will be utilized, their amounts/percentages, and if these funds have yet been committed. Will utilize CDC rental income to pay for administrative expenses for this proiect. . X Are you requesting a grant or a loan from the Redevelopment Agency? Market rate loan Low interest loan Deferred payment loan Grant Please explain the details of your request including payback schedule and amounts, rate of interest, length of deferment, etc.' Need grant to preserve affordability of units. Also, public housing units cannot have a lien placed on them. As stated above, even thouqh a grant, money will be paid back to Ukiah Redevelopment Agency if units ever sold by CDC. If ever sold, would have affordability requirement as part of deed of trust. o X What type of project or program do you propose? New construction Acquisition of existing structure(s) Rental subsidy for existing units ~Rehabilitation of existing units Facility operation Please explain number of units proposed, dwelling unit type, location (if applicable), type of assistance program, etc. 3 single family scattered site units. Assistance will be for housinq rehabilitation work. Work to be done is for roof repairs on all three units. Will do procurement if application funded. Amount request based on attached bids by licensed contractor. Amount requested based on bid from licensed contractor plus 15% for continqencies and unforeseen conditions. Any money not spent will be returned to the Ukiah Redevelopment Agency. . X X What percent of the median Mendocino County income level, as defined by HUD and HCD (see cover sheet), will this project serve? Very Iow- less than 50% Lower- 50% to 80% Moderate - 80% to 120% Please explain what assurances you have that these levels will be met and maintained for the life of the project or program: Households must be inCome qualified at 80% or below of median income adiusted for household size to move into public housinq. Income qualification requires third party verification and yearly recertification. However, once someone is income qualified to move into public housing, their income can .qrow to beyond 80% of median and still live there and cannot be evicted by the housinq authority. Also, in case of moderate income resident, home was acquired as public housinq with current tenants. As stated above, if any of these units are sold even thouqh preserving affordability would be a requirement through deed of trust, money utilized for that unit would be paid back to the Ukiah Redevelopment Aqency. . What length of occupancy will this project provide? ~Long-term housing __ Transitional (six months to two years, no first or last month's rent) __ Emergency housing (one night to six months) Please explain specifics of the proposal regarding how the project is to be implemented: Work will be performed by a licensed contractor. Administration and procurement will be performed by Community Development Commission of Mendocino County staff. No relocation will be necessary. o What type of occupancy is being proposed? Rental Home ownership Please explain how and by whom assistance is provided, what is long term association with potential owners, is the housing publicly or privately owned, etc: Housing is publicly owned by the County's housing authority, the Community Development Commission of Mendocino County. Have owned all units since 1989 and are part of the public housing stock. Affordability requirement for new residency and income verified every year. Rent capped at 30% of residents' income or ceilinq rent (Fair Market Rent) if household income is above 80% of median. o Please describe your previous experience in providing Iow and moderate income housing, including any previous redevelopment experience and any previous setaside allocations you received from the Ukiah Redevelopment Agency. Community Development Commission of Mendocino County is the housinq authority for Mendocino County. Have been providinq affordable housinq for over 30 years. Have received redevelopment assistance from the Ukiah Redevelopment Agency to assist in the financinq for the construction of Colleqe Court Apartments and most recently for the predevelopment and development of infill sites at Marlene/Brookside (south of Gobbi and Orchard). o Please describe your capability to maintain long-term administration/maintenance responsibility over the proposed project. Have already maintained administration/maintenance of the proposed project sites for 15 years. Housing units are part of the county's public housinq stock. 10. Please provide any other pertinent information regarding the proposal: Public housinq units are needed for the affordable housing stock of this community. Modernization funds from HUD assist in fundinq the necessary maintenance for public housing units. However, fundinq cutbacks have resulted in these funds beinq significantly insufficient to keep the public housing stock safe, decent and compliant with local building codes. Thus, the Community Development Commission of Mendocino County must seek funds elsewhere so that these homes remain suitable for housinq those in need. We are beqinning first with requesting funds from the Ukiah Redevelopment Agency due to the long standinq history of cooperation between the Ukiah Redevelopment Agency and the Community Development Commission of Mendocino County. With a positive response, we will be seeking funds also from the redevelopment aqencies of Willits and Fort Brag.q to address the needed repairs on public housinq in those communities so that we may keep these units as part of the affordable housing stock for Mendocino County. 11. Please include on separate sheets a detailed financial proforma of the proposed project/program from initial startup through completion to the fifth year of operation. I certify that the responses made above, together with any attachments hereto, are true and correct to the best of my information and belief.  .~odaY rff March~,.2004. wrier MAIL DIRECTION FORM To facilitate proper handling of this application, please indicate the names and addresses of individuals to whom you wish correspondence mailed: o NAME Roy Tindle, Executive Director ADDRESS CDC of Mendocino County 1076 North State Street CITY Ukiah STATE CA ZIP CODE 95482 TELEPHONE (707) 463-5462 X112 2. NAME Todd Crabtree, Acting Community Development Manaqer ADDRESS CDC of Mendocino County 1076 North State Street CITY Ukiah STATE CA ZIP CODE 95482 TELEPHONE (707) 463-5462 X109 It is the applicant's responsibility to advise the Redevelopment Agency of any changes to this list. Again we thank you for your interest in assisting us meet our housing goals. -- =~ (,=, - 9 PROPOSAL RETURN THIS COPY UKIAH ROOFING COMPANY 1194 South Dora St. Ukiah, CA 95482 463-0489 Proposal Submitted To: Name Community Development ] S~eet_--i.- _i-'0_~6~N~r~_h _s.tate~'strest ....... i_ _. i! ukiah / ~, - 4'63u'5-462 EXt 107~ 'Att: ~Dave| ~n0ne ................................. % ................... j No. 3I .. Da~e Mar ,.~. 3heet No. Work To Be Performed At: 25, .... 2004 ~VVe hereby propose to furnish the materials and perform the labor necessary for the completion of ap~!i~ with 2 5 to _3_O_!bs~.~Qpp_in_g pe~_hundr_ed.__sq~._ft hot_as=_ ~. ~phalt in between la~~base la~e_r _ of white GlassCap sheet. Ap~!y_D~w_metal flashin_g_~h~r~_~_e.e_d~.d Paint vents... NOTE: Cost for an.L~_pA_i_r~ fo.r__ r_em_o~a_! o~ c_ov~r~iDg_p f qpDte~ts_~_ha~_~ag_be dama.ge~__~.ro~_dir_t_/_debr_i s ._ All material is gua~snteed to be ss specified, and ~he above work to be pe~focmed in accordance with the dpawings and specifications submi~ed fo~ above work and completed in a substantial wockmanlike msnner fo~ the sum of Seven Thousand Six Hundred Forty Dollars Dolla~s[$ 7640.00 with payments to be made as follows: .... Duende. payabl~upon_completiom of _job~_in_full Late_c~g~cu~re~at the_~te _of_~_~A_for_balance ~ over. due_every.. 3 Q~ days Contract n~otiations valid only with leqal owner. Any al[~lon o~gla5on fFom ~bove spehfficauonginvolwng e~g cos~, W~l ~e executed only upon w~i~en o~de~s, and will become an e~pa charge ove~ and above the estimate. All sg~eemen~ contingen: upon strikes, accidents o~ delays beyond ou~ control. Owne~ to cs~y fi~e, tornado and othe~ necessagy insurance upon above work. Workmen's Compensation and Public Liability Insurance on above work to be taken out by 'NOTICE TO OWNER" [Section 7018.5--Contractors Ucense Law) Under the Mechanics' Uen Law, any contractor, subcontrac- tor, laborer, materialman or other person who helps to improve your property and is not paid for his labor, services or material, has a right to enforce his claim against your property. Under the law, you may protect yourself against such claims by filing, before commencing such work or improvement, an original contract for the work of improvement or a modification thereof, in the office of the county recorder of the county where the property is situated and requiring that a contrac~r's payment bond be recorded in such office. Said bond shall be in an amount not less than fifty percent (50%] of the contract price and shall, in add,on to any conditions for the perfor- mance of the contract, be conditioned for the payment ~n f~tl of the claims of all persons furnishing labor, serwces, eauis- ment or materials for the work described in said contrsc:. Scheduling Owner responsible for any and all building improvement permits~ pertaining to this con- tract. Reroofing is warranted with a three year workmanship guarantee (any contractors, person or persons tampering, altering, dis- assembling or installing on any part of roof rea ~m~y,vo.~d guarantee). specuui~y suom~e~ Melvin M. Quinliven State L~cense No. 37577 0 Note--Th~s oroposai may 0e w~thdrawn by us if not acceoteo .~,tn,n 5 oavs. S. D. C. D. is determined by weather conditions, availability of materials and or labor relations.~ Repair ~c~eA~6~p~~hd at the rate of $45.00 per ho] per man plus cost of materia . The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the wcrk as specified. Payment will be made as outlined above. Signature Oate Signature_~.~/ -.. Contractors are required by law to be licensed and regulated by the Contractor's State License Board. Any questions concerning a contractor may be referred to the Registrar, Contractors State License Board, [9835 Goethe Road,] Sacramento, California. [Mailing Address; P.O. Box EGO00, Sacramento, California 958~7.] PROPOSAL RETURN THIS COPY UKIAH ROOFING COMPANY 1194 South Dora St. Ukiah, CA 95482 463-0489 No. Date Sheet No. Proposal Submitted To: IiNameCommunity Development treet~ 1076-N0rth sta~e- street, ' I ~We hereby propose to furnish the materials and perform the labor necessary for the completion of 3J ...... Mar. 25, 2004 Work To Be Performed At: I su~e;i ..... 2- 3 '9 -~B'U r 1 ~-n-~-t ° n Ci~ Uk i ah .......... -;~a~e ....... ~A ..... / Date of Plans Architect Re: Maintenance J .A_pp_l_i_~cation: Seal drains and ve_n_t___ i~_.s_;_paint with fibered roof paint. Note: Cost for any__r_~_p~ to roof sheathinqL..su_pport rafters,~p~_ ters, facials, ceilinq, sk¥1igh~ chimney~ etc. due to dry rot and ~ or structural weakness and custom fabricated sheet metal is extra. Reqardinq a____n~ o~en beam area~__(j]_a~agg~ Pati__o_~_D~)- owner responsible for removal or coverinq of contents that ma~ _ be damaq_e_d___.f_r_o..~____cl_&_~__/__~eb_~_%_~_.- .................. All material is guaranteed to be as specified, and the above woPk to be performed in accordance with the drawings and specifics[ions submitted for above work and completed in a subs[antial workmanlike manner for the sum of Two Thousand Three Hundred Thirty Dollars Oollars[$ 2330.00 ]. with payments to be made as follows: ....... ~U_q__a_D_d_p~a~b_l~e__~pon completion of j ob in full Late charge incurred at the rate of 1~% for balance overdue ever~z--'30 a~V-~ ...... ~ny a teration or deviation from above spec fications 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 carny fire, tornado and other necessary insurance upon above work. Workmen's Compensation and Public Liability Insurance on above work ~o be taken out by "NOTICE TO OWNER" [Section 7018. 5--Contractors License Law] / Under the Mechanics' Lien Law, any contractor, subcontrac- tor, laborer, materialman or other person who helps to improve I ~/our property and is not paid for his labor, services or mater~al, I nas a right to enforce his claim against your property. I Under the law, you may protect yourself against such claims by filing, before commencing such work or improvement, an/ original contract for the work of improvement or a modification I thereof, in the office of the county recorder of the county where the property is situated and requ:ring that a contractor's I payment bond be recorded in such office. Said bond shall be in I an amount not less than fifty percent (5C)%) of the contract price and shall, in addition ~ any conditions for the perfor-I mance of the contract, be conditioned for the paymen~ of the c!a~ms of all persons furn sh ng labor services, equip-/ .ment or materials for the work described 'in sa~d contract.) Owner responsible for any and all building improvement permits pert~aining to this con- tract. N~ guarantee expressed or implied due to age and / 'or condition and applica- tion of eXisting roof system. Pescec:fully subm,med Melvin M. Quinliven- 375770 ,%iote--Th:s orooosal may be ',wthorsv.,n b'/ us ¢ =or accepted '.;wtn,n 5 days. S.D· C·D. Schedulinq i$ determined by weather conditions, availability of materials and or labor relations· Repair ~C~.~_ ~p~u~d at the rate of $45.00 per h~ Der man Dlus cost ofm -eria5 ap . The aoove pr, ce%, specifications and cond~bons a?~ sat:elector,,/ ~nd are hereby accepted. You a~-e authorize~ ~o Jo the worx as specified. Payment will be made as outlined above. Signature Date Signatur4] ~ -- Contractors are required by law to be licensed and regulated by the Contractor's State License Board. Any questions concerning a contractor may be referred to the Registrar, Contractors State License Board, [9835 Goethe Road,] Sacramento, California. [Mailing Address; P.O. Box 26000, Sacramento, California 95827.] PROPOSAL RETURN THIS COPY UKIAH ROOFING COMPANY 1194 South Dora St. Ukiah, CA 95482 463-0489 No ........ 3H ~ Da~ ......Ma~ .... 25_, ..... 2004 Sheet No. Proposal Submitted To: I Name Community Development S~eet -1-07'6 N0~t~--~stat-e-s~reet City -'0ki~a-h .................................. State .... ~k ---9 5 4 8 2 .............................. Phone L ]._4 6_ 3_ Z?_-4.~2__~_.. '/Ext.- _1 0 7. A~_t_ :_f ]i.?av_~___ J ~We hereby propose to furnish the materials and perform the labor necessary for the completion of Work To Be Performed At: IA S~'~et 1886 -Elm -Str6eE ....... City -'Uk-i aTh ............ state Date of Plans .... / rchitect ] ................................................... l ?~paration: Tear off existing roof and remove debris from premises. _~pp~ication: ~p~y_ one layer fiberglass base sheet and two layers_g~las~ plus a~p_lied with 25 to 30 lbs. mopping_per hundred sq. ft. hot as- phalt in between l~ers (base layer secured) with finish laffg~ of white GlassCap sheet. 6_pply new metal flashing where needed to existing roof jacks, vents~ etc. (galvanized sheet metal). Paint vents. NOTE: Cost for ~n~ repDirs to roof sheathing, ~ppo__rt rafters,~utters~ facial~ ceiling[ s~y~li__q~t__~SL_chimney~ etc~ due to dry rot ~-~ ~'°r ~{~~a~ Q~ness and custom fabricated sheet metal is ex- tra. Regarding aqy__o_pen beam areas (~.ara~,_p~9~ etc.) owner responsible _f_or removal or covering_of contents that m~y_ be damaged from dirt All material is guaranteed to be as specified, and the above work to be performed in accordance with the drawings and specifications submitted for above work and completed in a substantial workmanlike manner for the sum of Nine Thousand Three Hundred Twenty Dollars Dollars($ 9320.00 ). with payments to be made as follows: _Late_char_ge _in.curr_ed_a~t _the_rate_o f Contract negotiations valid only w.ith legal owner. . . Any alteration or deviation from above specifications involving extra costs, will be executeo oniy 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 upon above work. Workmen's Compensation and Public Liability Insurance on above work to be taken out by "NOTICE TO OWNER' [Section 7018. 5--Contractors Ucense Law) Under the Mechanics' Lien Law, any contractor, subcontrac- tor, laborer, materialman or other person who helps to improve your property and is not paid for his labor, services or material, has a right to enforce his claim against your property. Under the law, you may protect yourself against such claims by filing, before commencing such work or improvement, an original contract for the work of improvement or a modification thereof, in the office of the county recorder of the count'~ where the property is situated and requiring that a contractor's paymeqt bond be recorded in such office. Said bond shali be in an amount not less than fifty percent (50%) of the cot.tract pr:ce and snail, in addition to any conditions ~or the perfor- mance of the cdr?act, be conditioned for the payment in full of the claims of ail persons furnisi~ng labor, services. mer, t or matens:s for the work described in said contract. Owner responsible for any and all building improvement permits pertaining to this con- tract. Reroofing is warranted with a three year workmanship guarantee (any contractors, person or persons tampering, alering, dis- assembling or installing on any part of roo~ are~ may void guarantee) ~esDe~Tu:ly submi~ed ' Melvin M. Quinliven StateL~censeNo. 375770 ~,b~--,n~s JrooosaJ may be wmncrawn by 'is ,f not 3ccepted . w,th,n 5 ,~a,/s. S, D, C, D, Schedulinm is determined by weather conditions availability of materials an~ ' ' · or labor relations. Repair ~C~ 6r~P~b~6~ at the rate of $45.00 per Der man plus cost of material~ e ooove pcic~ speoflcatlons cpo coRoltlOns al e ~or sfac or oi10 o nere~ o , '" , . ' s'-.; .t 't ~ ' ~'e; by '-ccepted. Yo J are authorized to do the WOrK aS specified. Payment will be made as outlined above. 5,gnature Date ~~ Signature Contra~ors are required b~ law to he licensed and regulated b~ the Contractor's State License Board. An~ questions concerning a contractor ma~ be referred to the Registrar, Contractors U~nse Board, [9835 Goethe Road,] Sacrament, California. [Mailing Address; P.O. Box 2GOOd, Sacramento, California 958~7.] License Detail Page 1 of 2 California Home Friday, March 26, 20 License Detail Contractor License # 375770 CALIFORNIA CONTRACTORS STATE LICENSE BOA DISCLAIMER A license status check provides information taken from the CSLB license data base. Before relyin! on this information, you should be aware of the following limitations: · CSLB complaint disclosure is restricted by law (B&P 7_124.6). If this entity is subject to public complaint disclosure, a link for complaint disclosure will appear below. Click on the link or button to obtain complaint and/or legal action information. · Per B&P 7071.17, only construction related civil judgments known to the CSLB are disclose( · Arbitrations are not listed unless the contractor fails to comply with the terms of the arbitration. · Due to workload, there may be relevant information that has not yet been entered onto the Board's license data base. Extract Date: 03~26~2004 * * * Business Information * * * UKIAH VALLEY ROOFING 1194 SOUTH DORA STREET UKIAH, CA 95482 Business Phone Number: (707) 462-0805 Entity: Sole Ownership Issue Date: 06/06/1979 Expire Date: 06~30~2005 * * * License Status * * * This license is current and active. All information below should be reviewed. * * * Classifications * * * IC'assllDescriptionl lc39 IIROOF,NO I * * * Bonding Information * * * CONTRACTOR'S BOND: This license filed Contractor's Bond number B32640780 in the amount $10,000 with the bonding company GULF INSURANCE COMPANY. Effective Date: 01/01/2004 Cancellation Date: 05/13/2004 http://www2.cslb.ca.gov/CSLB_LIBRARY/License+Detail.asp?LicNum=375770 3/26/2004 License Detail Page 2 of 2 Co_ntractor's Bonding History * * * Workers Compensation Information * * * This license has workers compensation insurance with the ST_ATE COMPENSA_TION!NSU!~__NCE _FUND Policy Number: 1753664 Effective Date: 1010112003 Expire Date: 10/01/2004 Workers Compensation History Personnel List License Number Request Contractor Name Request Personnel Name Request Salesperson Request Salesperson Name Request 2003 State of California Conditions of Use Privacy Policy http://www2.csIb.ca.gov/CSLB_LIBRARY/License+Detail.asp?LicNum=375770 3/26/2004 Persdnnel Detail Page 1 of 1 California Home Frida' March 26, 26 Personnel Detail Contractor License # 375770 CALIFORNIA CONTRACTORS STATE LICENSE BOA Name: MELVIN MONROE QUINLIVEN TITLE AND CLASS HISTORY Title Class Association Date Disassociation SOLE OWNER C39 ROOFING 06/06/1979 SOLE OWNER HIC HOME IMPROVEMENT CERTIFICATION 10/01/1999 01/01/2004 License Number Request Contractor Name Request Personnel Name Request Salesperson Request Salesperson Name Request 2003 State of California. Conditions of Use Privacy Policy http ://www2. c slb. c a. gov/C S LB_LI B RARY/Personnel+Detail. asp?L icNum=375770& S eqN umber... 3/26/2004 Older No. 'f', REb -. CQ~U~ D~~ C~SSI~ ~ ~I~ ~U~ 405 W. ~k~s St. ~iah, CA 95482 18079 R£¢ORDED A'I P. EQUEST'OF u o. 1780 43 H~RGHA A. YOUN4 THIS LINE FOR RECORDER'S USE~ ~~ SPACE ABOVE ~MENTARY T~FER T~ $....~.~. ....................... (~ ~ MAIL TAX STATEMENTS TO: SAME AS ABOVE APN 1-394=10 r ...... Computed on the consideration or value of property conveyed; OR ...... Computed on the consideration or value less liells or encumb[ances remaining at time of sale. The Undersigned Grantor Declares Signature of Declarant or Agent deter,nlnir~g tax - ~i;'r~ I~i;~T~; GRANT DEED FOR A VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, SANDRA J. LEN[L~RT, an unmarried woman hereby GRANT(S) to COMMUNITY DEVELOPMENT COMMISSION OF MENDOCINO COUNTY the real property in tile City o[ Ukiah County of Mendoc ino , State o! California, (lesc, ihed as Lot 10, as numbered and designated upon the Map of Subidivsion No. 2, Empire Gardens, recorded February 17, 1955, in Map Case 1, Drawer 10, Page 3, Mendocino County Records. Da,ed .__ Sept entbe r__25 .... 19_89 STALE OF CALIFORNIA }ss. COUhlTY OF ........ MendocinL_ I o ........ S_¢ p_te, nb~e r_ _2! .... 19.89 before me, the unde~sig~ted, a Notmy Public: In and Io~ said State, per- sonally appeared ...... SanQ ca___J_, LeDha .r_t ........ ............ ...................... pemonally known to me (or p~oved to me or] the basis of salislactory evidence) to be tile pelsol~(s) whose name(s) Is/Ml~ subscribed to lbe within Inst,umenl and acknowledged Io me that ~sheA~ executed lhe sa hie. WITNESS my hand a~d official seal. 0[FICIAL SEAL KlM LOO~I$ NOTARY PUBLIC. CALIFORNIA Pdncigal Office itt 1,121,~l)OClNO County Mi' Com.lission £xpi,-es July 13, 1991 Signatu, e KlM L00MIS MAIL TAX STATEMEN'IS AS DIRECTED ABOVE 1002 (t;/~2) RECORDING REQUESTED BY AND WHEN RECORDED MAIL THIS DEED AND. UNLESS OTHER WISE SHOWN BELOW, MAIL TAX STATEMENTS TO: N,.,. Community Bevelopment Commission ^on,Is, 405 [4. Perkins St. c,,, ~ Ukiah, Ca. 95482 ~TATE Title Order No. Escrow ~o. 171430-DC ' 16 RECORDEO AT REQUES! OF RBoWOOD EMPIRE TIILE OFFICIAL RECORDS HENDOCtHO COUNTY CALIF HARSIIA A. YOUNO it[OORDER SPACE ABOVE THIS LINE FOR RECORDER'S USE · A.P. ~ 1-384-16 $20.~ I I FILED I - ' ~ EXEMPT l~~l 'ri,e .,,&~ig.~d (i~a..~ ti,at the docu,ne,,tary transfer tax is S .... =-: .......................t~:~e.mkj ............ and is ~ compuled on Ihe full value of the interest or property conveyed, or is ~ computed on the full value less the value of liens or encumbrances remaining thereon at the time of sale. The land, lene~neuls or reahy is located i. ~ unincorporated area ~ city of ...U.kJ.~ ..................................................................................... and FOR A VALUABLE CONSIDERATION, receipt o[ which is hereby acknowledged, OREN THOMPSON and gLORIa THOMPSON, husband and wife hereby (;RANTiS) to COMMUNITY DEVELOPMENT COMMISSION OF MENDOCINO COUNTY the followi,lg described real prol~e,'ly i,, the City of Ukiah col,,,ly of Mendocino , state O[ California: Lot 122, as numbered and designated on the map of Subdivision No. 1, Empire Gardens, recorded December 19, 1952, in Map Case 1, Drawer 9, Page 121, Mendocino County Records. Dated_ December 28, 198~8 GLORIA THOMPSON STAI'E OF CALIFORNIA SS. COUNTY OF Hendoc ino On this the ..... ~u9 __ day ol ...... Notary Pub{lc in and for sam County and Slalo, pe~sona{{y appeared ..... OREN - THOMPSON -&--GLORtA~HOMPSON ..... personally known to me or proved to me on the basis of satisfactory evidence to be tho pe[son _8 .... whoso name_~__ subscribed lo Iho within instrumen! and ackn/e~edged that .t./~ yexecuted the same. Signature o! Notary De~ember 19_8J:[_, belore me tho undersigned, a FOR NOTARY SEAL OR STAMP ~,~)V ;='.,):. i?ONA GRITTENDON ~.~:D~ My Commission Exphe~ May 11, · ~**-----"~RECORDING REQUESTED BY AND WHEN RECORDED HAIL THIB DEED AND. UNLE6B OTHER WI~E aHOWN BELOW, HAIL TAX STATEMENT6 TO: ,^,,~-~0MMUNITY DEVELOPMENT COMMISSION~i OF MENDOCIN0 COUNTY ADDRmral 405 West Perkins Street CITY · ' ,,^,, Ukiah, California 95482 Title Order No. Escrow No. 175900-AD 1-383-17 RECEIVEU APR 2 d 198 ) 5 301 RECORDED A!/~EQUEST OF RED~ EM~ TITLE COMPANY 00" 1742 505 F Pc°l 3 I0 AH '89 OFFICIAL RECORDS MENDOCIHO COUNTY CALIF HAR~;IIA A. YOUNG RECORDER SPACE ABOVE THIS LINE FOR RECORDER'S USE Gl,ANT DEED The undersigned declares that the documentary transfer tax is $ ...................... ~J3.rlP~ .-.......~..c....../</...o..3. .................... and is [] computed on the full value of the interest or property conveyed, or is ' [] computed on the full value less the value of liens or encumbrances remaining thereon at the time of sale. The land, tenements or realty is located in [] unincorporated area [] city of .............. U.k~,a-h .......................................................................... and FOIl A VALUABLE CONSIDERATION, receipt of which is i,ereby acknowledged, SCOTT WILLS and KATHY WILLS, husband and wife hereby GRANT(S) to COMMUNITY DEVELOPMENT COMMISSION OF MENDOCIN0 COUNTY, a governmental agency the following described real property itl the City of Ukiah county of Mendoci no , state of Califo[nia: ~O Lot 85, as numbered and designated upon the map of Subdivision No. 1, Empire Gardens, filed December 19, 1952, Map Case l, Drawer 9, Page 121, Mendocino County Records. Dated March 14, 1989 STATE OF CALIFORNIA COUNTY OF Mendocino ~ ss. On this the 16th day of March 19__8~9, before me the undersigned, a Notary Public in and for said County and State. personally appear(K:l _ SCQI'_I'_WII. LS~ad KATHY WI LLS ............. personally known tO me or proved lo me on the basis of satisfactory evidence to be the person~S .... whose name_S_a_r_esubscrib~M to the within instrument nowle~ Ihat ~t heYexecuted the sa,ne. ignature of Notary LAURIE WOOD FOR NOTARY SEAl;. OR STAMP LAURIE WOOD NOTARY PUBLIC' CAtlrORNIA PRINCIPAL OFFICE MENDOCINO COUNTY My Commission Exp. ~_ i ~ . i i i ii I J I. ::- Assessor's Parcel No ............................................. MAll, 'FAX SI'AI'EMENTS TO I'AII'rY SIIOWN ON FOI.I.OWIN(; lANE: IF NO I'^RTY SO SItOWN, MAll. AS i)IRE(]I'EI)ABOVE Name $lre,'t Address City & State ~.. JKIAH REDEVELOPMENT AGEN.' LOW AND MODERATE INCOME HOUSING PROGRAM APPLICATION FOR ANNUAL FUNDING COMPETITION--2003/04 Spring Housing Application No. Pre-development Date Filed Amount Requested $ 3 ~ ~ ~ '7 ? G Applicant's Name: Address: ,,~ c/, ,_~::~ City State Zip Code Telephone: (?o'7)~ ~"'~ Title and Brief Description of Proposed Project, Program or Use of requested funds: If the project is to include construction: Status of Applicant's Interest in Property: Address or exact location of subject property: 5'_'r".4.-.'T'~' ~'"r'-, u~.',~-.~. , ~_~(. ~~..¢~. Assessor's Parcel No.: ~ 0,.~ -- O~ ~ 6, ¢ Owner's Name Address: City State Zip Code Telephone: ---d b - HOUSING ACTIVITIES :..- Please Complete these questions with as much specificity as possible so the Low and Moderate Income Housing Advisory Committee and the Redevelopment Agency can adequately assess your proposal's qualities. Please remember, the clearer the picture of your project you provide, the easier it will be to promptly process your application. IF YOU NEED MORE ROOM TO ANSWER ANY QUESTIONS, PLEASE ATTACH ADDITIONAL SHEETS. . How long will this project be retained in the pool of housing for Iow and moderate income persons? 20+ years ~ 11+ to 20 years ... 11 years Please explain how this retention will be assured: - I 2. What percent of this project's funds will be from sources other than redevelopment? ~" 68%+ 34% to 67% 1% to 33% Please explain what other sources will be utilized, their amounts/percentages, and if these funds have yet been committed. 3. Are you requesting a grant or a loan from the Redevelopment Agency? Market rate loan Low interest loan ~ Deferred payment loan ~ Grant Please explain the details of your request including payback schedule and amounts, rate of interest, length of deferment, etc.' . What type of pi" ;'/ct or program do you propose? New construction Acquisition of existing structure(s) Rental subsidy for existing units Rehabilitation of existing units Facility operation Please explain number of units proposed, dwelling unit type, location (if applicable), type of assistance program, etc. , What percent of the median Mendocino County income level, as defined by HUD and HCD (see cover sheet), will this project serve? Very Iow- less than 50% Lower- 50% to 80% Moderate - 80% to 120%, Please explain what assurances you have that these levels will be met and maintained for the life of the project or program: 6A, What length of occupancy will this project provide? Long-term housing ~Transitional (six months to two years, no first or last month's rent) Emergency housing (one night to six months) Please explain specifics of the proposal regarding how the project is to be implemented' o What type of occupancy is being proposed? Rental Home ownership Please explain how and by whom assistance is provided, what is long term association with potential owners, is the housing publicly or privately owned, etc: o Please describe'_. 'ur previous experience in providirL' '~w and moderate income housing, including any previous redevelopment experience and any previous setaside allocations you received from the Ukiah Redevelopment Agency. o Please describe your capability to maintain long-term administration/maintenance responsibility over the proposed project. 10. Please provide any other pertinent information regarding the proposal: 11. Please include on separate sheets a detailed financial proforma of the proposed project/program from initial startup through completion to the fifth year of operation. I certifY that the responses made above, together with any attachments hereto, are true and correct to the best of my information and belief. Execu~'\.,, ~-~y of ~ 'r"~, '~ ~ MAIL DIRECTION FORM To facilitate proper handling of this application, please indicate the names and addresses of individuals to whom you wish correspondence mailed: , - 'O' NAME ,_~.¢ ~"E/~.~ ! ADDRESS CITY ~ ) ~ STATE TELEPHONE 70 2. NAME ADDRESS CITY STATE ZIP CODE TELEPHONE It is the applicant's responsibility to advise the Redevelopment Agency of any changes to this list. Again we thank you for your interest in assisting us meet our housing goals. Who a what is Dan O'Bergin q was born in Dec. ~4 ~957 to a mom who had to raise six children by herself anddealwirh a husbandwho causedso much trouble that when ~ was eight he was sent to a menral hos. pital and never made ir bac~. B4an)] years were spent escapinbpovert)j. The UnitedStates is the land~~onunity but sometimes is ~fficulr to bet traction when you sta~ with nothing. Wit~ thepassin~ ~time q escapedthep~e~ tr~, but The last ten years have been a wild ride. q learned lot aboutpeofl(e and even more about myself. Bfter much experimenting, q ha~e developed a system, which is workable and accomplishes mypersonal and bus iness ~joa~s. ... What is O' ergin RenraID,eVelopmenr Dan O'~Ber~in is t~e sale owner of t~e O'tBer~in rental q currentG have four apartments, 2950 (woodlandapts.), 2~55 (thurtd~rbirdapts.), 2221 (~~cho S~sta ~u3, and 75~ (~ati~d 9 apts.) s~th state street. ~ff are conve~ed mote~, whic~ do not ma~e ~alapts. but the~ dopr~i~ a vessd for me to buildh~si~ at a l~er cost than con~entiond a~a~menr ~ous ~n~. 9tn important a~ect of my rCtousingpfan is to &sign t~e construction and ofleration to brea~ the "subsid)j c)jde". q~o aCate q have never receivedan)j t)jpe of financiaCsu~sid~. q am breatG saddened to ma~e aj~pficationfor assistance on the nationala~artmentproject, qf q am awardedhe~ on t~isproject q will be able to move forwardwit~ it, but it will also stee(m2j restive not to beput in theposition of usin~ su~siaCy money a~ain, q ~a~e been wor~in~ on t~isproject for rfiree years andq' ~adno wa~ of p~annin~ for t:~e new sewer .. q~h~ housing qp.~o~ide is "no ffifls", q~h~ u,~ts ~ Sp~~, andbuilt to be usedhardwith a minimum cost for mainunance, all~in~ affordab~ renu. ~ haYefounda housin~ ned t~at is not ~eing serviced · Pe~fe with litde money · Peo~ewith badcredit · People who have been ~icud · ~e~ with wo many children · ~e~'whoneedachance ~ ~..or ~.t to ~~o a credit cfiec~ or caf~da rentaf r~rence. ~turnin~ dp.irs is apriority, and9o% ~ ~aving tenants receive ~oo~ ~their Gosm. ~hu u ma~possib~ by buil~nB the units ro be easy ro c~an q realize that q am nor a normal, person doinb a normdjob, but q thin~ what q am doing is worth consideration. The money q need for the hoo~-Ups is more than. is available for this disbursement, q am hopin~ We can wor~ somethin~ out. ~tay~e we can s.p~ir rile cost: wir~ a [arer disbursement. · froj¢ct cost (est.) $~,983,ooo · '~ota[cost $2,374,360 ITEM NO: MEETING DATE: 5b April 21,2004 UKIAH REDEVELOPMENT AGENCY AGENDA SUMMARY REPORT SUBJECT: DISCUSSION OF PALACE HOTEL AND POSSIBLE FUNDING OF AN APPRAISAL The Agency has been contacted by several developers who are well funded and interested in the redevelopment of the Palace Hotel. Indications are that the property owner is asking a higher price for the property than is commensurate with its market value. As no appraisal has been performed in the last ten years, these interested buyers are estimating the value of the building and property by taking into consideration the cost of renovation and seismic retrofitting. The benefits of an appraisal are obvious for the potential buyers of the property, and even if there is no purchase by a private party, it is important for the Redevelopment Agency to know what an appropriate appraisal price would be for any future considerations by the Agency. Both buyers have indicated a great desire for an appraisal to be performed, as they feel it will assist them in their negotiations. Staff is requesting that the Commissioners discuss whether it would be advantageous for the Agency to pay for an appraisal of the building. Several years ago, the property owner indicated she was going to have an appraisal performed, but after the Agency's (Continued on page 2) RECOMMENDED ACTION: Discuss and direct staff to proceed with appraisal process for the Palace Hotel. ALTERNATIVE AGENCY POLICY OPTIONS: Discuss and provide altemate direction to staff. Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Candace Horsley, Executive Director Candace Horsley, Executive Director N/A None Approved' Candace Horsley, E~cutive Director 4:URNASR.PalaceAppmisal.042104 studies on the seismic retrofit and other construction costs for the Palace were published, no progress was made in this area. The estimated cost for such an appraisal is $5,000-$15,000, unless a detailed historical architectural analysis added to the market analysis is requested, which would escalate the price. There are appraisers in the market who are well-versed in historical buildings and the cost of renovation and restoration. The Agency would perform this appraisal in accordance with all legal procedures, including a notification to the property owner, asking for an inspection of the building and giving the owner a copy of the completed appraisal. With the apparent lack of significant activity regarding the Palace Hotel in the last several years, staff is recommending to the Redevelopment Agency approval of funding for an appraisal of the building and property, taking into consideration all of the seismic and structural reports that have been commissioned and completed by the Agency. This report will be of great value to the property owner, interested private purchasers, and to the Agency, should the Agency need to take steps to ensure further activity with the Palace Hotel in the future. Hopefully, the appraisal will allow the market to solve the problem of an abandoned building in the middle of our downtown. The Agency is very encouraged by the recent interest of several potential buyers who are well-funded and able to accomplish this task. ITEM NO: sc MEETING DATE: Apdl 21,2004 UKIAH REDEVELOPMENT AGENCY AGENDA SUMMARY REPORT SUBJECT: REVIEW AND APPROVE AGREEMENT FOR PURCHASE, SALE AND DEVELOPMENT OF REAL PROPERTY AMONG UKIAH REDEVELOPMENT AGENCY, CITY OF UKIAH AND REDWOOD BUSINESS PARK OF UKIAH SUMMARY: An Agenda Summary Report has been prepared for this Redevelopment Agency item which will be made public, if an agreement is successfully negotiated and signed by both the City of Ukiah, the Ukiah Redevelopment Agency, and Redwood Business Park. It is incorporated herein by reference. RECOMMENDED ACTION: Review a nd approve agreement for purchase, s ale a nd development of real property among Ukiah Redevelopment Agency, City of Ukiah, and Redwood Business Park of Ukiah. ALTERNATIVE AGENCY POLICY OPTIONS: Review and provide alternate direction to staff. Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A David Rapport, City Attorney David Rapport, City Attorney N/A None Approved: ~:~f---~'~~ ~ Candace Horsley, Executive I~ctor 4:URA/ASR.RBPCiIy.042104