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1996-03-20 Packet
CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 March 20, 1996 6:30 p.m. Resume 1. Roll Call 2. Invocation/Pledge of Allegiance R&P to 3. Proclamation Supporting 58th Annual Redwood Region Logging Conference, March 21-23, 199 Phillip Shuster, President of RRLC Approved as is 4. Approval/Correction of Minutes of Regular Meeting of March 6, 1996 5. 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. . Approved Denied Adtd Res. 96-46 Adtd Res. 96-46 Adtd Ord. 962 Awarded Awarded g. 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 a 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. Receive and Approve Report of Disbursements for the Month of February 1996 b. Deny Claims for Damages Received from Thomas Parducci and Linda Perez; and Refer to City Insurance Carrier REMIF c. Adopt Resolution Establishing and Abolishing No Parking Zones/Bus Loading Zones on the East Side of South State Street Between Mill and Gobbi Streets d. Adopt Resolution Amending Resolution No. 96-45, Authorizing the Mayor to Execute Amendment No. 2 to Contract No. 92-SAO-20058 Between the City of Ukiah and the Western Area Power Administration e. Adoption of Ordinance Amending Section 3000(Model Code Adoption) of the Ukiah City Code, Building Regulations f. Award of Bid for Polemount Transformers; Five 5 KVA, Five 15 KVA, Six 25 KVA, and Six 37.5 KVA Transformers to Western States Electric in the Respective Amounts of $2,504.25, $2,557.90, $3,719.40, and $5,033.62; and Nine 50 KVA Transformers to Central Maloney, Inc. in the Amount of $11,959.47 Award of Bid for Padmount Transformers; Five 37.5 KVA and Three 50 KVA transformers to Westinghouse Supply Company in the Respective Amounts of $11,261.25 and $6,788.91; Three 25 KVA and Two 75 KVA Transformers to Central Maloney, Inc. in the Respective Amounts of $4,916.35 and $4,601.02 Notification to Council Regarding the Purchase of a Streaming Current Monitor Award of Bid for 50 Foot and 55 foot Class 3 Western Cedar Poles to J.H. Baxter in the Amount of $13,159.58, including tax and freight Received h. Awarded i. . AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is an item 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- 7:00 p.m. Tabled Staff to Rework bring back after July 1 9. a. Adoption of Ordinance as an Urgency Item, Amending City Code Section 2462, Allowing Greater Flexibility in the Use of Trailer Coaches and Camp Cars Within City Limits PETITIONS AND COMMUNICATIONS Send Letter of opposition a. Consideration of March 5, 1996 Letter From Mendocino Council of Governments and March 11, 1996 Letter From Mendocino Transit Authority Requesting Opposition to AB 2084 10. UNFINISHED BUSINESS April 3 5:30 p.m. R. Webb to AP Comm. Re-adv. PC Vacancy to 4/10 11. a. Set Date for Electric Workshop b. Adopt Resolutions Appointing Airport Commissioner and Planning Commissioner to Fill Existing Vacancies NEW BUSINESS Accepted Adtd. Res. 96-49 Authorized Authorized a. Accept Fiscal Year 1995 Audited Financial Statements from Davis Hammon & Company b. Adoption of Resolution Changing Hours of Operation at the Ukiah Municipal Solid Waste Site Effective April 1, 1996 c. Authorize the Mayor to Execute Exhibit A, Revision 1, to Contract No. 92-SAO-20058 Between the City of Ukiah and the Western Area Power Administration d. Authorize Staff to Continue Discussions with Redwood Valley County Water District Relative to the Possible Sale of Water 12. CITY COUNCIL/REPORTS 13. CITY MANAGER/DEPARTMENT HEAD REPORTS 14. CLOSED SESSION No action announced a. As Per Government Code Section 54956.8 - Conference with Real Property Negotiator for Instruction Regarding Sale or Lease of Real Property/Hydroelectric Facilities at Lake Mendocino/IDA West 9:26 p.m. 14. ADJOURNMENT Announced To April 2, 1996, 9:00 a.m. in Ukiah Civic Center Council Chambers for Investment Seminar The City of Ukiah complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. M - Motion CITY OF UKIAH RC - Roll Call CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 March 20, 1996 6:30 p.m. VV - Voice Vote Prompt AD - As Desired 1. Roll Call 2. Invocation/Pledge of Allegiance 3. Proclamation Supporting 58th Annual Redwood Region Logging Conference, March 21-23, 199 Mayor to Read and Present to Phillip Shuster, President of RRLC M/RC 4. Approval/Correction of Minutes of Regular Meeting of March 6, 1996 5. RIGHT TO APPEAL DECISION Mayor to Read 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 Civi Procedure which generally limits to ninety days (90) the time within which the decision of the City Boards and Agencies may be judicially challenged. . Mayor to Read All M/RC CONSENT CALENDAR The following items listed are considered routine and will be enacted by a single motion and rol call vote by the City Council. Items may be removed from the Consent Calendar upon request of a Councilmember or a 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 Commissio recommendations. a. Receive and Approve Report of Disbursements for the Month of February 1996 b. Deny Claims for Damages Received from Thomas Parducci and Linda Perez; and Refer to City Insurance Carrier REMIF c. Adopt Resolution Establishing and Abolishing No Parking Zones/Bus Loading Zones on the East Side of South State Street Between Mill and Gobbi Streets d. Adopt Resolution Amending Resolution No. 96-45, Authorizing the Mayor to Execute Amendment No. 2 to Contract No. 92-SAO-20058 Between the City of Ukiah and the Western Area Power Administration e. Adoption of Ordinance Amending Section 3000(Model Code Adoption) of the Ukiah City Code, Building Regulations- f. Award of Bid for Polemount Transformers; Five 5 KVA, Five 15 KVA, Six 25 KVA, and Six 37.5 KVA Transformers to Western States Electric in the Respective Amounts of $2,504.25, $2,557.90, $3,719.40, and $5,033.62; and Nine 50 KVA Transformers to Centra Maloney, Inc. in the Amount of $11,959.47 g. Award of Bid for Padmount Transformers; Five 37.5 KVA and Three 50 KVA transformers to Westinghouse Supply Company in the Respective Amounts of $11,261.25 and $6,788.91 Three 25 KVA and Two 75 KVA Transformers to Central Maloney, Inc. in the Respective Amounts of $4,916.35 and $4,601.02 h. Notification to Council Regarding the Purchase of a Streaming Current Monitor i. Award of Bid for 50 Foot and 55 foot Class 3 Western Cedar Poles to J.H. Baxter in the Amount of $13,159.58, including tax and freight M - Motion RC - Roll Call VV - Voice Vote AD - As Desired AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is an item 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 - 7:00 p.m. M/RC a. Adoption of Ordinance as an Urgency Item, Amending City Code Section 2462, Allowing Greater Flexibility in the Use of Trailer Coaches and Camp Cars Within City Limits 9. PETITIONS AND COMMUNICATIONS AD Consideration of March 5, 1996 Letter From Mendocino Council of Governments and March 11, 1996 Letter From Mendocino Transit Authority Requesting Opposition to AB 2084 10. UNFINISHED BUSINESS a. Set Date for Electric Workshop b. Adopt Resolutions Appointing Airport Commissioner and Planning Commissioner to Fill Existing Vacancies 11. NEW BUSINESS lVl/RC M/RC M/RC M/RC a. Accept Fiscal Year 1995 Audited Financial Statements from Davis Hammon & Company b. Adoption of Resolution Changing Hours of Operation at the Ukiah Municipal Solid Waste Site Effective April 1, 1996 c. Authorize the Mayor to Execute Exhibit A, Revision 1, to Contract No. 92-SAO-20058 Between the City of Ukiah and the Western Area Power Administration d. Authorize Staff to Continue Discussions with Redwood Valley County Water District Relative to the Possible Sale of Water Announce 12. 13. 14. CITY COUNCIL/REPORTS CITY MANAGER/DEPARTMENT HEAD REPORTS CLOSED SESSION a. As Per Government Code Section 54956.8 - Conference with Real Property Negotiator for Instruction Regarding Sale or Lease of Real Property/Hydroelectric Facilities at Lake Mendocino/IDA West 14. ADJOURNMENT Announce To April 2, 1996, 9:00 a.m. in Ukiah Civic Center Council Chambers for Investment Seminar The City of Ukiah complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - March 6, 1996 Page 1 D AF'f The City Council convened in a regular meeting, of which the agenda was legally noticed and posted, in the Ukiah Civic Center Council Chambers, at 6:35 p.m. Roll was taken with the following Councilmembers present: Mastin, Wattenburger, Shoemaker and Mayor Schneiter. Absent at roll call was Councilmember Malone. Staff present: City Clerk McKay, City Manager Horsley, City Attorney Rapport, Planning Director Sawyer, Assistant Redevelopment Director DeKnoblough, Finance Director Elton, Airport Manager Bua, Public Works Administrator Goodrick, and City Engineer/Public Works Director Kennedy. 2. INVOCATION/PLEDGE OF ALLEGIANCE Mayor Schneiter read a quote from the year 1513 and Councilmember Shoemaker led the Pledge of Allegiance. 3. PROCLAMATION DECLARING MARCH 10 - 16, 1996 AS COMMUNITY CONCERT ASSOCIATION WEEK Mayor Schneiter read the Proclamation and presented it to Virginia Williams, President of Membership Drive Committee for Ukiah Community Concert Association. She presented upcoming events brochures to Council, and explained each event. 4. INTRODUCTION OF NEW EMPLOYEE - Rob Wilson, Sun House Museum Director The City Manager provided Council with a biography of Rob Wilson. Mr. Wilson commented he is very pleased to have been chosen for this position of such a highly regarded jewel in the City of Ukiah organization. 5. Approval/Correction of Minutes of Regular Meeting of February 21, 1996 M/S Mastin/Wattenburger approved the minutes of the regular meeting of February 21, 1996, as submitted. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. Absent: Councilmember Malone. 6. RIGHT TO APPEAL DECISION Mayor Schneiter reviewed Government Code Section 1094.6 of the California Code of Civil Procedures. CONSENT CALENDAR M/S Wattenburger/Mastin to approved the Consent Calendar as follows; 7a. Denied claim received from Chris L. Hernandez, and referred to City's insurance carrier REMIF. 7b. Adopted Resolution No. 95-42 extending the No Parking Zone on the east side of South Dora Street in front of Saint Mary's School. 7c. Adopted Resolution No. 95-43 establishing and abolishing No Parking Zones/Bus Loading Zones on the south side of Standley Street and on the west side of Main Street. 7d. Accepted report to Council regarding the purchase of sand for golf course operations. 7e. Approved dates for 1996 Community Pride Week. 7f. Approved Amendment No. 5 with Larkin Younce for easement to Airport Beacon on Cleland Mountain and authorized the City Manager to execute agreement. The motion on the floor was carried by the following roll call vote: AYES: Councilmembers Mastin, Wattenburger, Shoemaker and Reg. Mtg. March 6, 1996 Page 1 MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - March 6, 1996 Page 2 Mayor Schneiter. NOES: None. Absent: Councilmember Malone. 8. AUDIENCE COMMENTS ON NON-AGENDA ITEMS No one came forward. PETITIONS AND COMMUNICATIONS Mayor Schneiter noted Judy Pruden was not present to discuss agenda Item 10a., noting Item 10b. will be addressed at this time. 10b. Discussion Regarding North Coast Railroad Authority Letter, Dated February 16, 1996, Regarding City Representative Vacancy April 1996 Mayor reported on the upcoming City Selection Committee meeting, and that Councilmember'MalOne has requested to be nominated so he can serve as the City Representative. Discussion ensued regarding current area of representation and other cities interest. M/S Mastin/Schneiter to nominate Councilmember Malone as City of Ukiah candidate for the City Selection Committee nomination of a North Coast Railroad Authority Board member. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. Absent: Councilmember Malone. UNFINISHED BUSINESS Mayor Schneiter noted City Treasurer Coyne was not yet present for discussion regarding Item lla, so Item llb will be considered next. 11b. Approval of Joint Powers Agreement Creating Mendocino County Inland Water and Power Commission The City attorney explained the changes in this draft agreement from draft agreement No. 8 of which the Council previously approved. Mayor Schneiter explained the sale of Potter Valley power plant is no longer being considered by PG&E, so time is not a issue at this point, yet the surrounding issues are still important. M/S Mastin/Wattenburger to approve the 9th draft and authorize the Mayor to sign on behalf of the City of Ukiah. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. Absent: Councilmember Malone. PETITIONS AND COMMUNICATIONS (Cont.) 10a. Letter from Judy Pruden Regarding Pocket Park on Oak Street in City Parking Lot A Judy Pruden, 304 South Hortense, distributed a letter she received, to Council, from Dr. Aagard, requesting a pocket park in the memory of Dr. Earl Gardner, who donated the land by verbal agreement, to the City of Ukiah. She explained that Dr. Gardner was a local doctor who delivered many babies over many years. She provided information regarding her historical research as to this property, and feels this is an opportunity to commemorate a wonderful man who contributed much to thousands of Ukiah residents. It is not a dedicated park by deeds, other than family memory, and it needs to be recorded properly with specific direction from this Council to the City Manager, who is a granddaughter of Dr. Gardner. She explained the City Manager had no involvement with this request from the family. She outlined possibilities for this site. Discussion ensued pertaining to recollections of the history of this property and the historical information. Reg. Mtg. March 6, 1996 Page 2 MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - March 6, 1996 Page 3 Mayor Schneiter commented he has thought this particular site has needed upgrading. Ms. Pruden indicated that Dr. Gardner's intent was to give this site to the City to preserve the redwood trees and redbud which grows on this small site. M/S Wattenburger/Mastin to proceed with Ms. Pruden's idea to commemorate this pocket park to Dr. Gardner and directed staff to bring back a plan to Council after review by a subcommittee including Ms. Pruden and interested family. The motion passed with a unanimous voice vote of all AYE. PUBLIC HEARING - 7:00 p.m. 9a. Increase Building, Electrical, Mechanical, and Plumbing Permit Fees and Amend the Model Codes Section 3000 of Ukiah Municipal Code I. Adoption of Resolution Updating Building Fees Pursuant to UMC Section 3050 ii. Introduction of Ordinance Amending UMC Section 30O The Planning Director reported on staff's proposal to bring building permit fees valuations from 1982 to 1994 in addition to updating the Ukiah City Code to current State law regarding model codes associated with Title 24 of the California Code of Regulations. He further reported on internal department processes, costs, revenues and community outreach and notification to the building community regarding this proposal for the past two months, and noted no adversarial comments have been received by staff. Councilmember Malone arrived at 7:10 p.m. Councilmember Malone queried staff regarding use of a regional modifier, and wording in the resolution pertaining to future fee increases implementation. Mayor Schneiter and Councilmember Wattenburger indicated they prefer the Public Hearing process for future increases to allow the Public to respond. PUBLIC HEARING OPENED - 7:19 p.m. No one came forward. PUBLIC HEARING CLOSED - 7:20 p.m. Motion by Malone to adopt the Resolution establishing updated building permit fees pursuant to Ukiah Municipal Code Seciton 3000, with the following wording change to paragraph 1., after the wording Uniform A~ninistrative Code 1994 edition, add "or the most current edition shall be used by the City to determine respective fees." The motion on the floor died for lack of a second. M/S Wattenburger/Mastin to adopt Resolution No. 96-44 establishing updated building permit fees pursuant to Ukiah Municipal Code Section 3000, as proposed by staff. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Wattenburger, Shoemaker and Mayor Schneiter. NOES: Councilmember Malone. M/S Wattenburger/Mastin to read the title only of the proposed Ordinance for the first reading. The motion carried by a unanimous voice vote of all AYE. The City Clerk read the title only of the proposed Ordinance. M/S Wattenburger/Mastin to introduce the Ordinance amending Section 3000 of the Ukiah City Code. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. Reg. Mtg. March 6, 1996 Page 3 MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - March 6, 1996 Page 4 UNFINISHED BUSINESS (Cont) 11a. Presentation by City Treasurer Regarding Investment Advisory Services The City Manager distributed news articles, as requested by Councilmember Shoemaker, providing information on fiduciary responsibility and on the current status of pending legislation pertaining to local governmental investments. City Treasurer Coyne reported on the need to determine how to best manage the City's cash portfolio, either passively or actively, and requested Council to determine which course of action, in order to meet timeframes before the current City Treasurer term expires in November. Discussion ensued regarding pending legislation which could affect cities and Counties, oversight Committee requirements, and the process to review investment service companies. The City Manager recommended a one hour training session from a skilled trainer to provide further education and answer questions of Council, and discover how other cities are managing their portfolios. It was the general consensus of Council to meet at 9:00 a.m. on April 2nd, 1996, for a city investment training session. Discussion ensued regarding timeframes for a condensed investment bid process, the current City Treasurer reports, cash flow audits, City Treasurer duties, LEIF investments proving returns equal to at least consumer price index increases, and investment philosophy regarding risk and return on investments. Councilmember Shoemaker indicated the City needs to discuss the job duties of the city Treasurer position. The City Manager suggested waiting until after the March 26 election where the question of appointive has been placed before the voters. NEW BUSINESS 12a. Consideration and Approval of Community Services Department Restructuring Proposal and Authorization of Budget Amendment The City Manager reported on the sub-Committee process where Councilmembers Shoemaker and Wattenburger were involved to discuss the staffing problems at the golf course and park maintenance staffing levels and workload. She reported on the job responsibilities of the proposed new positions of park maintenance leadworker full-time position, park service worker full-time, park service worker part-time, park service worker part-time, and building and facility attendant part-time. Kari Revheim, Personnel Assistant, reported on approximate increased annual costs of the proposed positions. Councilmember Shoemaker complimented the process and feels this department has had workload increases with staffing levels decreasing and this Committee was greatly needed to help work this out Councilmember Wattenburger concurred. M/S Shoemaker/Wattenburger to approve the Community Services Department Restructuring Proposal, dated February 26, 1996; Approved the proposed job descriptions and salary ranges for the following posts: Park Maintenance Leadworker; Park Service Worker Full-time; Park Service Worker Part-time and Building and Facility Attendant part-time; and authorized budget adjustment of 1) $8,901 from general fund 100 fund balance to Community Services Parks Reg. Mtg. March 6, 1996 Page 4 MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - March 6, 1996 Page 5 (100.600.xxx; 2) $3,500 for general fund (100) fund balance to general government buildings (100.1915.xxx); and 3) $3,535 from Golf Course (695) fund balance to Golf Course Salaries (695.6120.111/156). The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. 12b. Adopt Resolution Authorizing the Mayor to Execute Amendment No. 2 to Contract No. 92-SAO-20058 Between the City of Ukiah and the Western Area Power Administration The Public Utility Director reported the Western Area Power Administration has revised its general power contract provisions effective August 15, 1995, and has requested that the City of Ukiah to substitute these provisions in WAPA's primary contract with the City. He summarized that the revisions will not significantly impact the City's responsibility under the contract, but provides that any successor organization to WAPA will be subject to the provisions and conditions of the existing contract, which would be beneficial to the City due to the possible sale of power marketing agencies. M/S Wattenburger/Malone to adopt Resolution No. 96-45 authorizing the Mayor to execute amendment No. 2 to Western Area Power Administration Contract No. 92-SAO-20058. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. 12c. Authorize Budget Amendment in the Amount of $18,000 to Account 612-3580-250 for Payment of an Engineering Feasibility Study by Rau and Associates Relative to the Relocation of the Storage Pond Levees at the Wastewater Treatment Plant The Public Utility Director reported this study was authorized by Council August 16, 1995, with direction to the City Manager to execute and agreement with Rau and Associates to conduct a feasibility study relative to the relocation of the storage pond levees at the Wastewater Treatment plant, not to exceed $18,000. He explained action by Council is necessary at this time to approve a budget amendment for payment to Rau and Associates for payment of the study. Mayor Schneiter questioned when will the results be available. The Public Utility Director reported that it should be ready in a couple of months as more drilling is needed first before final analysis can be completed. M/S Malone/Wattenburger to authorize a budget amendment in the amount of $18,000 to Account 612-3580-250 from fund balance for payment of an engineering feasibility study by Rau and Associates reactive to the relocation of the storage pond levees at the Wastewater Treatment Plant. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. 12d. Consideration of Request from ESA for Additional Compensation Relating to Project Cost Overrun and the Performance of Work Beyond the Scope of the Landfill EIR Contract The City Engineer/Public Works Director reported that ESA has submitted a request to the City for additional compensation for project cost overruns and for the performance of additional work requested by the City that was beyond the scope of the original contract for professional services. He explained the additional work and his recommendation to authorize payment equaling % of their request. Council queried staff regarding scope of work wording in contract, documentation, and critical timeframes required of the LEA. M/S Wattenburger/Malone to approve the payment of $6,326.52 to ESA Reg. Mtg. March 6, 1996 Page 5 MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - March 6, 1996 Page 6 for project cost overruns related to the work of the contract and for work performed beyond the scope of the contract; approved a budget amendment and transfer of $6,326.52 from the Solid Waste Disposal Replacement Fund No. 661 to Account No. 660-7301-250. The motion was carried by the following roll call vote: AYES: Councilmembers Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. 13. CITY COUNCIL/REPORTS Councilmember Mastin - Reported on the MTA and Economic Development Finance Committee meetings he attended, and noted he will be out of town the week of March 18th. Councilmember Malone - Reported on the LCC and the Sun House Guild meetings he attended. Councilmember Wattenburger - Reported he is the Vice-Chair of LAFCO, noted he is on the Akerstrom sub-committee, noted the upcoming logging conference, and the City/County sales tax meeting has been postponed until further budget development. Councilmember Shoemaker - Reported on the LCC, Solid Waste meetings he attended. Mayor Schneiter - Reminded Council that it is time for individual Councilmembers to speak out on City Measures A and B, noted that March 8, 1996 is the 120 year anniversary of the City of Ukiah's incorporation, and mentioned the upcoming sewer treatment plant tours. 14. CITY MANAGER/DEPARTMENT HEAD REPORTS The City Manager reported on current Youth Service Ukiah efforts, the subscription time is nearing for the National League of Cities newspaper, and reminded Council to advise staff if any are interested in attending the May 2 & 3, 1996 Redevelopment Conference. John McCowen requested time to make a brief statement from the audience, which was granted by consensus of Council. Mr. McCowen suggested that the City develop an Ordinance to protect the new benches at the downtown Plaza from Skateboarders. Recess to Redevelopment Agency - 8:35 p.m. Reconvened - 9:45 p.m. CLOSED SESSION - Council entered Closed Session at 9:45 p.m. 15b. As per Government Code Section 54956.9 - Conference with Legal Counsel Regarding Potential Litigation Councilmember Shoemaker left the meeting at 10:05 p.m. 15a. As per Government Code Section 54956.8 - Conference with Real Property Negotiator Regarding 825 North State Street Property, for Right of Way Acquisition from R. Shoemaker Parcel Council came out of Closed Session at 10:15 p.m. 16. - ADJOURNMENT There being no further business, the Council adjourned to 4:30 p.m. on March 20, 1996 for a possible special meeting to interview Planning Commission applicants, if any are received by the deadline of Noon on March 13, 1996. CCMIN.222 Cathy McKay CMC/AAE, City Clerk Reg. Mtg. March 6, 1996 Page 6 CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 March 20, 1996 6:30 p.m. 1. Roll Call 2. Invocation/Pledge of Allegiance 3. Proclamation Supporting 58th Annual Redwood Region Logging Conference March 21-23, 1996 4. Approval/Correction of Minutes of Regular Meeting of March 6, 1996 . . 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. 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 a 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. Receive and Approve Report of Disbursements for the Month of February 1996 b. Deny Claims for Damages Received from Thomas Parducci and Linda Perez; and Refer to City Insurance Carrier REMIF c. Adopt Resolution Establishing and Abolishing No Parking Zones/Bus Loading Zones on the East Side of South State Street Between Mill and Gobbi Streets d. Adopt Resolution Amending Resolution No. 96-45, Authorizing the Mayor to Execute Amendment No. 2 to Contract No. 92-SAO-20058 Between the City of Ukiah and the Western Area Power Administration e. Adoption of Ordinance Amending Section 3000(Model Code Adoption) of the Ukiah City Code, Building Regulations f. Award of Bid for Polemount Transformers; Five 5 KVA, Five 15 KVA, Six 25 KVA, and Six 37.5 KVA Transformers to Western States Electric in the Respective Amounts of $2,504.25, $2,557.90, $3,719.40, and $5,033.62; and Nine 50 KVA Transformers to Central Maloney, Inc. in the Amount of $11,959.47 g. Award of Bid for Padmount Transformers; Five 37.5 KVA and Three 50 KVA transformers to Westinghouse Supply Company in the Respective Amounts of $11,261.25 and $6,788.91; Three 25 KVA and Two 75 KVA Transformers to Central Maloney, Inc. in the Respective Amounts of $4,916.35 and $4,601.02 h. Notification to Council Regarding the Purchase of a Streaming Current Monitor i. Award of Bid for 50 Foot and 55 foot Class 3 Western Cedar Poles to J.H. Baxter in the Amount of $13,159.58, including tax and freight . AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council welcomes input from the audience. If there is an item 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 - 7:00 p.m. a. Adoption of Ordinance as an Urgency Item, Amending City Code Section 2462, Allowing Greater Flexibility in the Use of Trailer Coaches and Camp Cars Within City Limits 9. PETITIONS AND COMMUNICATIONS Consideration of March 5, 1996 Letter From Mendocino Council of Governments and March 11, 1996 Letter From Mendocino Transit Authority Requesting Opposition to AB 2084 10. UNFINISHED BUSINESS a. Set Date for Electric Workshop b. Adopt Resolutions Appointing Airport Commissioner and Planning Commissioner to Fill Existing Vacancies 11. NEW BUSINESS 12. 13. 14. a. Accept Fiscal Year 1995 Audited Financial Statements from Davis Hammon & Company b. Adoption of Resolution Changing Hours of Operation at the Ukiah Municipal Solid Waste Site Effective April 1, 1996 c. Authorize the Mayor to Execute Exhibit A, Revision 1, to Contract No. 92-SAO-20058 Between the City of Ukiah and the Western Area Power Administration d. Authorize Staff to Continue Discussions with Redwood Valley County Water District Relative to the Possible Sale of Water CITY COUNCIL/REPORTS CITY MANAGER/DEPARTMENT HEAD REPORTS CLOSED SESSION a. As Per Government Code Section 54956.8 - Conference with Real Property Negotiator for Instruction Regarding Sale or Lease of Real Property/Hydroelectric Facilities at Lake Mendocino/IDA West 14. ADJOURNMENT To April 2, 1996, 9:00 a.m. in Ukiah Civic Center Council Chambers for Investment Seminar The City of Ukiah complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. '~'orest and Communities- Oroadng Together" Conference being held .March 21 - 23, 1996, at the Redwood Empire Fairgrounds, and salute timber workers, their families, and their communities. In support of tile 58th Annual Redwood Region Logging Conference, March 21 - 23, 1996. Forest Families contribute to the economic foundation of California's northwest through jobs and revenue; and . The City of Uklah recognizes the historical and continuing~ contribution to the economic and cultural prosperity that Forest Families provide to our county; and On March 21 - 23, the Redwood Region Logging Conference will honor the role of the Forest Families and their communities in the Redwood Region. NOW, THEREFORE, I, Fred Schneiter, Mayor of the City of Ukiah, on beha{f of my fellow City Councilmembers, Richard Shoemaker, James Wattenburger, Sheridan Malone, and Jim Mastin, encourage all citizens to attend and support the Fred Schneiter, Mayor M.E.M.O.R.A.N.D.U.M DATE: TO: March 20, 1996 Candace Horsley, City Manager FROM: Rick H. Kennedy, Director of Public Works/City Engineer /~/~ REQUEST FOR ITEM TO BE AGENDIZED ON THE CITY COUNCIL'S AGENDA FOR MARCH 20, 1996, AS AN EMERGENCY ITEM Attached is a proposal from Environmental Science Associates for the preparation of an EIR Addendum for the purpose of changing the amount of additional track traffic that would be anticipated should the Ukiah Municipal Landfill be permitted to receive waste from the Cities of Fort Bragg, Willits, and the surrounding unincorporated County areas. The Certified EIR assumed an addition of four transfer trucks (reference Pages 4, 10 and 11) by reason of the additional waste from the base line of 98 tons to the requested average daily input of 190 tons. The City of Willits and its hauler have requested the City of Uldah to amend the EIR to include an additional 10 garbage trucks. I seek City Council's authorization to do the following: 1. Authorize Staff to have an addendum made to the Certified Landfill EIR. Authorize the expenditure of $3,500 for the preparation of the EIR Addendum from funds budgeted for the construction of a gas collection system for the area exceeding maximum methane levels, Account No. 660-7301-250-005. To date, from the $157,500 budgeted for the gas collection system, the City Council has authorized the transfer of $15,100 for leachate extraction wells, Dames and Moore and $64,217 for the acquisition of the CAT 627F Self-Loading Auger Scraper leaving a balance of $78,183 budgeted in Account No. 660-7301-250-000. Rl~:kk R:I ~MIR)RSLEY.2 March 19, 1996 Environmental Science Associates Suite 200 San Francisco, California (41~) FAX 89~0332 .~tlt'l'f. llltl'lll¢l Rick Kennedy Director of Public Works / City Engineer City of Ukiah 300 Seminary Ave. Uldah, California 95482-5400 Dear Mr. Kennedy: ESA is pleased to respond to your request to prepare an EIR Addendum for the Solid Waste Facilities Permit for the City of Ukiah Landfill. The EIR Addendum would respond to the City of Will. its' request to be able to send packer trucks to the landfill rather than the larger transfer trucks. Section 15164 of the CEQA Guidelines identifies when an EIR Addendum is appropriate and indicates that: "(a) The lead agency or responsible agency shall prepare an addendum to a previously certified EIR if some changes or additions are necessary but none of the conditions described in Section 15162 calling for preparation of a subsequent EIR have occurred." ESA agrees that based on information in the DEIR, gEl'R, and Final EIR Addendum for the City of Ukiah Landfill Permit Revision, there is considerable evidence that the additional commercial truck trips (using smaller trucks) would not result in the involvement of new significant environmental effects or a substantial increase in the severity of previously identified significant effects, and therefore a subsequent EIR is not required (CEQA Guidelines, Section 15162). The CEQA Guidelines further state that Section 15164 is designed to provide clear authority for an addendum as a way of making minor corrections in EIRs without recirculating the EIR. The Addendum would contain the following sections: I. Introduction. This 'section would contain a brief explanation of the decision not to prepare a subsequent EIR pursuant to Section 15162. The explanation must be supported by substantial evidence (C]~QA Guidelines, 15164 (e)). The Introduction will also ' include a description of the proposed revisions to the truck traffic, types, and numbers. II. Impacts and Mitigations. 'This section will analyze the proposed revisions to the truck traffic, and describe how the revisions would impact the environment. The following are the environmental effects that would be discussed: Prt. ted o~t ICe, ?~'h,d I'np~,r 03/19/1996 15:00 41S8960332 ESA PAGE 03 Rick Kennedy March 19, 1996 Page 2 · traffic (including level of service, safety, and potential for roadway damage); · noise from the new traffic; and · air quality (including dust and vehicle emissions from the new traffic). ESA understands that the maximum tons per day (TPD) would not increase from what was analyzed in the certified EI'R because the EIR is based on 190 TI'D, the total disposed of in the County. Please let me know if you can think of other effects that should be analyzed. III. Summary. A brief summary of the environmental analyses described above. I estimate the cost for completion of the EIR Addendum to be $3,500. The cost estimate includes three copies of the Administrative Final EIR for City staff review, and one copy of the camera-ready EIR Addendum. As you. requested, ESA is prepared to accept a time and materials contract with a Not To Exceed limit. ESA proposes a Not to Exceed limit of $3,500. Our proposed cost docs not include the collection of new data by ESA or the attendance by ESA staff at any public meetings. With regard to schedule, ESA could get started soon on the EIR Addendum. I will be out of the office during the week of March 25, but could oversee this work on a fast- track schedule beginning the week of April 1. Some work could begin before my return if the City can immediately authorize ESA to start work on this project. ESA should be able to have an Administrative EIR Addendum ready for your review within two to three weeks of receiving authorization to proceed. I am proposing myseff as project manager. Bill Johnson and Paul Mitchell, who both ' worked on the City of Ukiah Landfill Permit Revision Final EIR, would be lead analysts for the issues related to changing the number and types of truck trips. I hope this letter proposal pwvides you with sufficient information. If you have any additional questions please call me at (,$15) 896-5900. Sincerely, Paul Miller DJ. rector, Physical Science Department City of Uklah .1' Landfill Permit Change Environmental Impact Report July 15. 1994 State Clearinghouse Number. SCM~93102051 DRAFT EIR PaRe IV · I 0 IV. Analysis of potentially significant environmental effects -'.- Traffic and Circulation In addition, the City of Ukiah is currently conducting a Perkins Street interchange study of which Phase I will be completed shortly. Phase II will include Caltrans review and comments. City staff indicated that Phase II should be completed in about a year. [Table 6: Existing intersection levels of service for PM Peak Traffic Hour SB left turn I -way stop "A". ~. ~988 "A" 980 WB left turn~ "A" .~ 579 ' ~ "A" ' 620 WBrtghtturn i ~ : : ~911 · .. . ',A "ii 'i~.~947 . ' ::"A" ' ' Because the interchange is being studied and the increase in traffic generated from the permit change (as discussed in the Existing plus Project section) is very slight, it was concluded that the project will not by itself impact the SR 101/Perkins Street interchange and no change in operating Level of Service would result. Therefore, for purposes of this analysis, operations of the Perkins StreetYSR 101 ramps were not addressed. e. Existing Plus Project Condition [ 1 ] Descri0tion Roadway and intersection impacts resulting from the proposed permit change have been quantified with respect to the existing traffic conditions. Existing traffic conditions are based on an average of 98 tons per day of refuse being deposited at the landfall. Because the amount of refuse generated by residential dumpinl~ is not expected to be directly affected by the permit chang% additional traffic to the landfill will primarily be transfer trucks. It is possible, therefore, to estimate the number of additional trucks generated based on truck capacity. As with the study roadways, no change in intersection operations is projected due to the increase in project traffic. The Vichy Springs Road/Redemeyer Road intersection will continue LOS "A"' operations. The permit change would result in an increase in the allowed average daily tonnage of 92 tons per day over existing conditions. Since each transfer truck can carry approximately 25 tons of refuse, four additional trucks would be needed to handle the additional refuse allowed under this permit change. 'These transfer trucks are assumed to originate from either Willits or the Coast. Circulation to the l'i~ndfill would therefore occur ~ria' SR 101, Perkins Street and ultimately Vichy Springs Road. [2] Existing Plus Project - Levels of Service As a worst case scenario, it was assumed that the additional traffic generated by the increase in landfill activity would occur during the evening peak hour when intersection and roadway operations are most significant. In reality, it is quite unlikely that the additional transfer truck would arrive during the PM peak hour, as the majority of landfill operations do not occur after 4:00 pm. However, this analysis assumes the additional truck traffic would occur during the PM peak hour as a worst case scenario. Envif~-,~ental Im0acl Re~l ~eoaed b/The Compare? of Eric Jay Toll &lCP, lac. · 1050 Eat WiUI--- · Suite 407 · Carton City, Ne~da 89701 · 702- 88.t. 8987 City of Uklah '1' Landfill Permit Change Environmental Impact Report Jul), I$, 1994 StaKe Cle~rir~house Number. SCH#93102051 DRAFT EIR P~e IV. I I IV. Analysis of potentially significant environment~l effects ,:- Traffic and Circulation The additional four truck trips estimated to be generated by the proposed project were super- imposed onto the Existing Base intersection and roadway volumes. The resulting "Existing Plus Project" PM peak hour traffic volumes are displayed in Figure 8 on pal~e IV-13. Intersection and roadway Levels of Service were recalculated with the addition of project generated traffic. Table 7 displays projected roadway Levels of Service while Table 8 displays the intersection Levels of Service. As shown in Table 7 no significant change in roadway operations is projected due to the low number of additional trips generated by the permit change. 7: "Existin and "Existin Traffic Volumes and Levels of Service Eof Perkins · 3,139 II Vichy Springs I i I 272 weekend .3.137 B 274 weekend 'B I J I 64weekday A 66weekday A E of Redemeyer .57 weekend 665 . 667 A 59 weekend A i I ........ I258 weekday - 258 weekday 2,347 B Redemeyer N of Vichy Springs 217 weekend 2,347 BB 217 weekend B Under the permit change, the maximum allowable tonnage that could be accepted at the landfill per day increases from 150 tons to 295 tons. The variance between the current maximum of 150 tons per day to the project maximum of 295 tons per day is a difference of 145 tons per day. This analysis includes an assessment of the maximum daily load to create the "worst case scenario." 8: "Existing" and "Existing plus Project" Intersection Levels of Service PM Peak Traffic Hour WEEKDAY. : · Vichy Spdngs/RedemeYer : SB left turn :, .: WB left turn: - 'WB right turn WEEKEND Vichy 5prings/Redemeyer SB left turn . WB left turn WB right turn I-way stop 988 918 579 577 947 '936 980 '970 620 618 911 901 tions for the study intersection and roadways. The change in volume to accommodate an average of 190 tons per day results in an increase of 53 more private trucks, as many as 65 more private vehicles and fi,~e more transfer trucks over existing condi- tions. This increase is analogous to the increase in landf'dl operations expe- rienced under the Cumula- rive condition. As under the Cumulative condition, traffic volumes generated by the increase in allow- able tonnage that can be accepted at the landfill results in acceptable opera- Env,0nmenlal Impacl Rep0rl p~epaed byTbe Company ot~ ~_~ic Jay Toll Ai4~, Inc. · 10.50 ~ Wi~i~m · Suite 407 · Canon City, Nevada 89701 · 702 · 883' 8987 ITEM NO. 6a DATE March 20, 1996 AGENDA SUMMARY REPORT SUBJECT: REPORT OF DISBURSEMENTS FOR THE MONTH OF FEBRUARY 1996 Payments made during the month of February 1996, are summarized on the attached Report of Disbursements. Further detail is supplied on the attached Schedules of Bills, representing the four (4) individual payment cycles within the month. Accounts Payable check numbers: 75511 to 75931 Payroll check numbers: 63659 to 63660 and 64801 to 65227 (Payroll check numbers 63662 through 64800 voided) 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 February 1996. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Appropriation Requested: N/A Citizen Advised: N/A Requested by: Candace Horsley, City Manager.__~-r/fff'~: Prepared by: Gordon Elton, Director of Finance~.__ Coordinated with: Kimberly Sechrest, Accounts'lPayable Specialist Attachments: Report of Disbursements APPROVED: Candace Horsley, City anager AGENDA.WPD/krs CITY OF UKIAH REPORT OF DISBURSEMENTS REGISTER OF PAYROLL AND DEMAND PAYMENTS FOR THE MONTH OF FEBRUARY 1996 Demand Payments approved: Check No. 75511 to 75931 inclusive. FUNDS: 100 General Fund $83,586.06 1 20 Capital Improvement 150 Civic Center Construction 141 Museum Grants 142 National Science Foundation $2,139.08 200 Asset Seizure Fund $6,600.00 220 Parking Dist. Rev. Fund $414.45 230 Parking Dist. #1 Rev. Fund 260 Downtown Business Improv. 300 Gas Tax 31 2 Airport Master Plan Grant 320 Airport Clear Zone Fund 332 Federal Emergency Grant $12,026.00 335 Comm. Dev. Comm. Fund 405 Youth Services Ukiah $726.39 410 Conference Center Fund $13,850.14 550 Lake Mendocino Bond $1,548.00 575 Garage $20,334.03 600 Airport $2,584.92 618 Flood Damages $115.40 611 Sewer Construction Fund $83,797.22 612 City/District Sewer ~36,636.88 620 Special Sewer Fund (Cap Imp) 652 Redip. Sewer Enterprise Fund 660 Sanit. Disp. Site ($43,495.84) 662 663 665 67O 675 678 68O 693 695 696 697 698 8OO 8O5 820 920 910 900 940 950 960 962 965 966 310 JPA/LTF Fund Countywide JPA Refuse/Debris Control U.S.W. Billing & Collections Contracted Dispatch Services Public Safety Dispatch Ambulance Service Clubhouse Renovations Golf Warehouse/Stores Billing Enterprise Fund Fixed Asset Fund Electric Street Lights Water Liability Fund Worker's Comp. Fund Special Deposit Trust Payroll Posting Fund General Service Community Redev. Agency Redev. Housing Fund Redev. Capitol Imprv. Fund Redevelopment Debt Svc. Special Aviation Fund PAYROLL CHECKS NO. 63659 to 63660 and 64801 to 65016* PAYROLL PERIOD 1/14/96 to 1/27/96 PAYROLL CHECKS NO. 65017 to 65227 PAYROLL PERIOD 1/28/96 to 2/10/96 *NOTE: CHECK NUMBERS 63662 through 64800 VOIDED TOTAL TOTAL TOTAL DEMAND PAYMENTS PAYROLL DED. CHECKS PAYROLL CHECKS TOTAL PAYMENTS CERTIFICATION OF CITY CLERK This register of Payroll and Demand Payments was duly approved by the City Council on $131.51 $131,324.03 $3,873.93 $2,412.75 $6,358.43 $29,145.90 $5,492.17 $563,279.63 $8,117.11 $50,717.29 $45,909.63 $22,734.90 $22,008.53 ~126,814.25 $353.41 $24,147.11 $79,325.45 $2,830.00 $1,345,838.76 $151,703.34 $355,407.82 $1,852,949.92 City Clerk APPROVAL OF CITY MANAGER I have examined this Register and approve same. City Manager CERTIFICATION OF DIRECTOR OF FINANCE I have audited this Register and approve same for accuracy and available funds. Director of Finance ~ ~ooooo~o~oo~o~o~o~o hO~ ~ZH ~ < ZO ~N ZC ~, ~ NH ~ ~H m~O oH ~0 N~ iNt~ I N ~Om03: 0 m N N N ~Ol N 0 N H' H' o gg0H ~0 ~ ~ OX HH 0 C ~ N N~ HHHHHHH HHH~ (46O Ooo · . . 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DATE' March 20, 1996 AGENDA SUMMARY REPORT SUBJECT' Deny Claims for Damages Received from Thomas Parducci and Linda Perez, and Refer to City Insurance Carrier REMIF The claim from Thomas Parducci was received March 4, 1996, for alleged damages to his building located at 115 East Smith Street from the street trees located in the sidewalk next to the building during the week of January 8, 1996. The claim from Linda Perez was received March 1, 1996, for alleged damage to her television from an electrical surge occurring December 12, 1995. RECOMMENDED ACTION: Deny Claims for Damages Received from Thomas Parducci and Linda Perez; and Refer to City Insurance Carrier REMIF ALTERNATIVE COUNCIL POLICY OPTIONS: Alternative action not advised by City Risk Manager. Acct. No. (if NOT budgeted)' N/A Appropriation Requested: N/A Citizen Advised: N/A Acct. No. N/A (if budgeted) Requested by: Claimants '~ Prepared by: Cathy McKay, City Clerk (~'/~ (¢ilf/ Coordinated with: Candace Horsley, City Manager ./ Attachments: C!aim~' Thomas Parducci and Linda Perez ~a~ce Horsl~y, C~y~anager NOTICE OF CLAIM AGAINST THE CITY OF UKIAH, CALIFO This claim must be presented, as prescribed by Parts 3 and 4 of Division 3.6, of Title 1, of the Oovern~ent Code of the State of California, b~the~..ctaimant~-br by a person actin!l on hAs/her behalf .... "· '~" ' ..... ~ ~ RETURN TO~ City Clerk's Office City of Ukiah 300 Seminary Avenue Ukiah, California 95482 · · CLAIMANT' S NAME: THOMAS PARDUCCI CLAiHANT ' S ADDRESS: 200 QUAIL DRIVE Number/Street and Post Office Box UKIAH CALIFORNIA 95482 City State Zip Code (707) 462-5395 Home Phone Number (707) 463-5359 Work Phone Number NAME AND ADDRESS OF PERSON TO WHOM NOTICES REGARDING THIS CLAIM SHOULD BE .SENT (if different than above): · · · · · · DATE OF THE ACCIDENT OR OCCURRENCE: WEEK OF JANUARY 8, 1996 PLACE OF THE ACCIDENT OR OCCURRENCE: ..115 EAST SMITH STREET GENERAL DESCRIPTION OF THE ACCIDENT OR OCCURRENCE (Attach additional pages if more space is needed): TREE ON THE EAST SIDE OF BUILDING. CAUSED ROOF DAMAGE, WATER DAMAGE TO INTERIOR OF ONE OFFICE~ TO INCLUDE BALLS. ~IL!.NG. SUB-FLOOR. __ THE ~ITY HAS SUBSEQUENTLY~_qC~ BACK THE TREE FROM THE WALLS AND ROOF OF THE BUILDING, THE TREE SHOULD BE REMOVED. I HAVE REQUESTED REMOVAL FOR THE PAST THREE YEAR~, THIS TREE LOCATION HAS BEEN AN ONGOING PROBLEM AND WILL CONTINUE TO BE A PROBLEM. NAMES, IF KNOWN, OF ANY PUBLIC EMPLOYEES CAUSING THE INJURY OR LOSS: ; NAMES AND ADDRESSES OF WITNESSES (optional): NAME '. ADDRESS TELEPHONE A· Be NAMES AND ADDRESSES OF DOCTORS/HOSPITALS WHERE TREATED: NAME ADDRESS TELEPHONE A. B® 10. GENERAL DESCRIPTION OF THE LOSS, INJURY, OR DAMAGE SUFFERED: ROOF DAMAGE, WATER DAMAGE TO ONE OFFICE, TO INCLUDE CARPET, SUB-FLOOR, WALLS~ CEILING. 11. TOTAL AMOUNT CLAIMED: . $3~ 160.00 12. ESTIMATE ENCLOSED. THE BASIS OF COMPUTING THE TOTAL AMOUNT CLAIMED IS AS FOLLOWS: Damages incurred to date: Expenses for medical/hospital care: Loss of earnings: Special damages for: General damages Estimated prospective damages as far as known: Future expenses for medical and hospital care: Future loss of earnings: Other prospective special damages: Prospectiv~ general damages: $ $3.160.00 The claim shall be signed by the claimant or by some person on his/her behalf. A claim relating to a cause of action for death or for injury to the person or to personal property or growing crops shall be presented not later than six (6) calendar months or 182 days after the accrual of the cause of action, whichever is longer. Claims relating to any other causes of action shall be presented not later than one (1) year after accrual of ~ca~e of action. SIGNATURE OF CLAIMANT(S) Received in City Clerk's Office this V~ day of ~/z~ 19~_~ NOTE: This form of claim is for your convenience only, and any other type of fcrm may be used if desired, so long as it satisfies the requirements of the Government Code. The use of this form is not intended in any way to advise you of' your legal rights or to interpret any law. If you are in doubt regarding your legal rights or the interpretation of any law, we suggest that you seek legal counseling of your choice. 3:FORM~CLAIM R~v: 3/10/95 I r'~,E~FOr~ ~ 793 ~" CARBONLESS SPEEDISET STATEMENT 8S882/8P882 ~ 6 7, G ~.oo 2 - PART I ^DD~ESS 2,~0 q ~.;I D r 8S882/8P882 POLYPAK (50 SETS) CARBONLESS SPEEDISET NOTICE OF CLAIM AGAINST WHE CITY OF UKI~, CALIFORNIA This claim must be presented, as prescribed by Parts 3 and 4 of Division 3.6, of Title 1, of the Government Code of the State of California, by the claimant or by a person acting on his/her behalf. ~.~:,..-~,,~it:,~.~.~.~.} ity '" 1996 RETURN TO: C Clerk's Office .. City of Ukiah 300 Seminary Avenue Ukiah, Californla 95482 CITY Ci_L. ti:t.~ I)t!i."AR'rM F_.N-r I · · · CLAIMANT ' S NAME: CLAIMANT'S ADDRESS: Number/Stre'e£' ahd Post Office Box City State Zip Code /~&'7- OJ// · -/& J Home Phone Number Work Phone Number NAME AND ADDRESS OF PERSON TO WHOM NOTICES REGARDING THIS CLAIM SHOULD BE .SENT (if different than above): · · · DATE OF 'THE ACCIDENT OR OCCURRENCE: PLACE OF THE ACCIDENT OR OCCURRENCE: GENERAL DESCRIPTION OF THE ACCIDENT OR OCCURRENCE (Attach additional pages if more space is needed): ~7~F7~ ~9.&/. ,~.~, · NAMES, IF KNOWN, OF ANY PUBLIC EMPLOYEES CAUSING THE INJURY OR LOSS: · · NAMES AND ADDRESSES OF WITNESSES (optional): NAME ADDRESS A. TELEPHONE Be NAMES AND ADDRESSES OF DOCTORS/HOSPITALS WHERE TREATED: NAME ADDRESS TELEPHONE A. B · 10. GENERAL DESCRIPTION OF THE LOSS, INJURY, OR DAMAGE SUFFERED: .. 11. 12. TOTAL AMOUNT CLAIMED: THE BASIS OF COMPUTING THE TOTAL AMOUNT CLAIMED IS AS FOLLOWS: Damages incurred to date: Expenses for medical/hospital care: Loss of earnings: Special damages for: General damages Estimated prospective damages as far as known: Future expenses for medical and hospital care: Future loss of earnings: Other prospective special damages: Prospectiv~ general damages: The claim shall be signed by the claimant or by some person on his/her behalf. A claim relating to a cause of action for death or for injury to the person or to personal property or growing crops shall be presented not later than six (6) calendar months or 182 days after the accrual of the cause of action, whichever is longer. Claims relating to any other causes of action shall be presented not later than one (1) year after accrual of the cause of action. DATED: SIGNATURE OF CLAIMANT (S) Received in City Clerk's Office this day of , NOTE: lhis form of claim is for your convenience only, and any other type of form may be used if desired, so long as it sat£sf£es the requirements of the Government Code. The use of this form is not intended in any way to advise you of your legal rights or to interpret any law. If you are in doubt regarding your legal rights or the interpretation of any law, we suggest that you seek legal counseling of your choice. 3:FORIVI~CLAIM Rev: 3/10/95 COLEMAN ELECTRONICS o 7' :::3 H S. Main St. Uldah, CA 95482 t..'-~-[e Registrati©n tt 29163 Phone (707) 463-5581 · FAX (707) 463-5584 ,:.:. CII, tP L E 1 E 1.) l}ate I!'-I0/g6 I1~,:,,!1 CI~ It:::;i~:. IK CI, 11:::;;~:. t[:1) It. El IF;il:. !1770 ,.l OtJ 1'4 I:." FL R E/:2 1320 EL._ DORADO LJKI. AH CA. q..fN_48 468-82 i5 (H) C I_ -439-35'1-21 Cl",ern"icat 0.00 Repqaee shot~tirlg flyback FI.."(B!~,CI'( 0. O0 Recal ibr'ate screen and fo¢:,.~s t:OaE.. 44L, IB6 . °~.,,: LABOR 99.00 PARTS 0.00 'I"AX 0.00 SHIPPING & HANDLING TOTAL $99.00 OEPOS I T 30. O0 PAR']".S 'IOTt\L. $0.00 BALANCE DUE $6g..00 :'];eF"vice s,a'f.:'isf,~cl:.or-y comp"leted, paF"ts and a(:ces$o~-ies FeLuPned [ t',<~'.,,'t.':~ l-end and Ul'lCt,'-,l"':~l=aFId +he "1' " .... ...~.,.l"rns mind condi ti or'is 1 i sted be ] ow ~ .,; , -'~ ,.~ , / ~-,. F~'i , /;/27' ., IL' ...., ~/~: ~ ~ . · ..... ¢~..:~,,¢ P^tD = CASH [ .]" CHECK /'~] t~..:_~_2LZ--~_ M/C [ ] ViS^ [ ] DISCOVER / [ ] Terms and conditions: Coleman Electronics is not responsible for tapes and CD's left in machines or merchandise left over 30 days. I have read and understand the above estimate and understand when authorized repairs along with necessary materials are completed, an express repairman's lien is hereby acknowledged on above items to secure the amount of repair thereto. The original repair is guaranteed for a period of 30 days for labor and 90 days for parts lisled on this invoice. If problems arise other than the original complaint, or other parts breakdown due to use, age or for any other reason beyond our control, there will be additional parts and labor charges. This warranty does not cover damage caused by improper use, abuse, or improper installation. All charges are due upon completion of job. AN ESTIMATE AS REQUIRED BY (SECTION 9844 OF THE CALIFORNIA BUSINESS AND PROFESSIONS CODE) FOR REPAIRS SHALL BE GIVEN TO THE CUSTOMER BY THE SERVICE DEALER IN WRITING. AND THE SERVICE DEALER MAY NOT CHARGE FOR WORK DONE OR PARTS SUPPLIED IN EXCESS OF TH E ESTIMATE WITHOUT PRIOR CONSENT OF THE CUSTOMER, WHERE PROVIDED IN WRITING, THE SERVICE DEALER MAY CHARGE A REASONABLE FEE FOR SERVICES PROVIDED IN DETERMINING THE NATURE OF THE MALFUNCTION IN PREPARATION OF A WRITTEN ESTIMATE FOR REPAIR. FOR INFORMATION CONTACT THE BUREAU OF ELECTRONIC AND APPLIANCE REPAIR, DEPARTMENT OF CONSUMER AFFAIRS, SACRAMENTO 9851.4. AGENDA SUMMARY ITEM NO. 6c DATE: MARCH 20, 1996 REPORT SUBJECT: ADOPT RESOLUTION ESTABLISHING AND ABOLISHING NO PARKING ZONES/BUS LOADING ZONES ON THE EAST SIDE OF SOUTH STATE STREET BETWEEN MILL AND GOBBI STREETS At their meeting of March 12, 1996 the Traffic Engineering Committee considered the Greyhound bus stop on South State Street between Mill and Gobbi Streets. The issue was presented to the Committee because of a potential traffic safety problem. Substantial discussion was had regarding off street bus parking and providing a long term solution for the Greyhound operation. The agent for Greyhound was in attendance at the meeting and stated that a location with office space and adequate off street area for bus turnaround was being pursued, but implementation was still several months off. This process requires a use permit hearing by the Planning Commission. Several sites, both permanent and temporary, were noted. After considerable evaluation, it was determined that, as a temporary measure, the stop should be relocated from the south to the north side of the driveway at the Budget Inn. This addresses the traffic safety matter since there is greater width on State Street at this location. Also, the red curb for the existing fire hydrant is maintained. The MTA representative on the Committee favored the change indicating no negative impact on the local bus operations. One of the two parking spaces taken by this change would be transferred to the existing bus stop south of the driveway. Thus there is a net loss of one parking space. All businesses in the area have off street parking. The Committee's action also included a recommendation to the Planning Commission to look favorably on Greyhound's permit application for a long term, off- street location. The Committee recommends adoption of the resolution establishing and abolishing the no parking/bus zones on the east side of South State Street between Mill and Gobbi Streets. RECOMMENDED ACTION: Adopt Resolution Establishing and Abolishing No Parking Zones/Bus Loading Zones on the East Side of South State Street Between Mill and Gobbi Streets. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine different bus stop location is more appropriate, identify change, and adopt revised resolution. 2. Determine bus stop is not appropriate and do not adopt resolution. Acct. No. (if NOT budgeted): N/A Acct. No.: NA Appropriation Requested: N/A (if budgeted) Citizen Advised: N/A Requested by: Traffic Engineering Committee Prepared by: Michael F. Harris, AICP, Assistant to the City Manager~--~L,~.~.~ ~.~,~_._.-J--~ Coordinated with: Jim Looney, Public Works Superintendent and Candace Horsley, City Manager Attachments: 1. Resolution for adoption, page 1. 2. February 1, 1996 memorandum from Officer Barry Inman, page 2. 3. Aerial photograph depicting existing and proposed bus stop locations, page 3. Ca-~dace Horsier, ~ty Manager RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING AND ABOLISHING NO PARKING ZONES/BUS LOADING ZONES ON THE EAST SIDE OF SOUTH STATE STREET BETWEEN MILL AND GOBBI STREETS WHEREAS, the City Council may by resolution designate portions of streets upon which the standing, parking, or stopping of vehicles is prohibited or restricted pursuant to Article 11, Chapter I, Division 8, of the Ukiah Municipal Code; and WHEREAS, the Traffic Engineering Committee (Traffic Engineer) considered the existing Greyhound bus stop on South State Street between Mill and Gobbi Streets and determined traffic safety would be improved with its relocation; and WHEREAS, a bus may stop in a no parking zone or red zone if marked or signed as a bus zone pursuant to the California State Vehicle Code; and WHEREAS, the Traffic Engineer recommends that the bus stop be relocated to continue appropriate transit services while reducing hazardous traffic situations. NOW, THEREFORE, BE IT RESOLVED by the Ukiah City Council that the existing no parking zone/bus loading zone on the east side of South State Street approximately 425 to 480 feet south of Mill Street between the driveways of the Budget Inn and Bret's Auto Repair is abolished, and a no parking zone/bus loading zone be established on the east side of South State Street approximately 320 to 380 feet south of Mill Street between the driveways of the Budget Inn and Worldwide Medical Services. The City Engineer shall determine the length of the no parking zone/bus loading zone needed to accommodate bus loading and shall establish one on street parking stall in the vicinity of the abolished no parking zone/bus loading zone. PASSED AND ADOPTED this 20th day of March, 1996 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Fred Schneiter, Mayor Cathy McKay, City Clerk mll~:asrcc 3209~NOPK UKIAI-I POLICE DEPARTNENT DATE: FEBRUARY 1, 1996 TO: CAPTAIN WILLIAMS FROM: OFFICER BARRY INMAN # 12 SUBJECT: POTENTIAL TRAFFIC HAZARD ON 013196, AT ABOUT 1500 HOURS, I WAS AT SUNNY'S DONUTS ON PERSONAL TIME. I NOTICED THE GREYHOUND BUS HAD STOPPED AT THE BUS STOP IN FRONT OF THE BUDGET INN, 623 SOUTH STATE STREET. THE CURB WHERE THE BUS STOPS IS PAINTED RED. I BEGAN TO LOOK AT THE TRAFFIC AS IT APPROACHED THE STOPPED BUS. THE # 2 LANE IS GREATLY REDUCED IN WIDTH DUE TO THE WIDTH OF THE BUS AS IT IS STOPPED WHILE PASSENGERS LOAD AND UNLOAD. I HAVE DRIVEN PAST THE BUS WHEN IT HAS BEEN STOPPED. I CONSIDERED THIS TO BE A SERIOUS TRAFFIC HAZARD. WITH THE # 2 LANE WIDTH GREATLY REDUCED, VEHICLES MUST MERGE INTO THE # 1 LANE. IF A VEHICLE DOES NOT SEE THE BUS IN TIME, IT MAY MERGE AND SIDESWIPE ANOTHER VEHICLE. ALSO, A VEHICLE TRAVELING NORTHBOUND ON STATE STREET MAY NOT REALIZE THE BUS IS STOPPED, OR THE DRIVER MAY HAVE AN ALCOHOL OR PHYSICAL IMPAIRMENT, AND MAY REAR END THE BACK OF THE BUS. WHILE I WAS WATCHING THE SITUATION, AND THINKING ABOUT A SOLUTION, SUNNY, THE OWNER OF THE BUSINESS, SAID HE AND SOME OF HIS CUSTOMERS RECOGNIZED THE HAZARD, AND ASKED ME WHAT COULD BE DONE. I TOLD HIM I WOULD ADDRESS THE ISSUE AS SOON AS POSSIBLE. I TALKED WITH SGT. BARCLAY ABOUT THIS PROBLEM, AND HE ADVISED ME TO ADVISE EITHER YOU OR SGT. MCBRIDE AS HE FELT ONE OF YOU WAS ON THE TRAFFIC SAFETY COMMITTE FOR THE CITY. R~AFULLY SUBMITTED, OFI RRY INMAN # 12 ]~tem No. 6 d Date: March 20. 1996 AGENDA SUMMARY REPORT SUBJECT: Adopt Resolution Amending Resolution No. 96-45 which authorizes the Mayor to Execute Amendment No. 2 to Western Area Power Administration Contract No. 92-SAO- 20058. REPORT: Resolution No. 96-45 as approved by the City Council at the March 6, 1996 Meeting, contained a typographical error, which would significantly alter the purpose of the Resolution. Therefore, staff is requesting that Council Adopt the attached Resolution, Amending Resolution No. 96-45 to correctly reflect the purpose of the Resolution. RECOMMENDED ACTION: Adopt Resolution Amending Resolution No. 96-45. ALTERNATIVE COUNCIL POLICY OPTIONS: Submit Resolution No. 96-45 as written. Acct. No. (If not budgeted): Acct. No. (if budgeted) Appropriation Request: Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities ,~ ?~~.~__~ Prepared by: Darryl L. Barnes, Director of Public Utilities Coordinated with: Candace Horsley, City Manager Attachment:l) Resolution 2) Resolution No. 96-45 APPROVED~ ~~~~ ~hdace Horsle~~, O!y Manager RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING RESOLUTION NO. 96-45 WHICH AUTHORIZES THE MAYOR TO EXECUTE AMENDMENT NO. 2 TO WESTERN AREA POWER ADMINISTRATION CONTRACT NO. 92-SAO-20058 WHEREAS, on August 15, 1995 the Western Area Power Administration (WAPA) revised its General Power Contract Provisions; and WHEREAS, that action has affects the contract between the City of Ukiah and WAPA; and WHEREAS, the City desires to amend its contract with WAPA to reflect these changes. NOW THEREFORE, BE IT RESOLVED that the City of Ukiah City Council authorizes the Mayor to execute Amendment No. 2 to Western Contract No. 92-SAO- 20058 between the Western Area Power Administration and the City of Ukiah. PASSED AND ADOPTED this 20th day of March, 1996 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Fred Schneiter, Mayor Cathy McKay, City Clerk cc:WAPA3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 96-45 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING MAYOR TO EXECUTE AMENDMENT NO. 2 TO WESTERN AREA POWER ADMINISTRATION CONTRACT NO. 92-SAO-20058 WHEREAS, on August 15, 1995 the Western Area Power Administration (WAPA) revised its General Power Contract Provisions; and WHEREAS, that action has affects the contract between the City of Ukiah and WAPA; and WHEREAS, the City desires to amend its contract with WAPA to reflect these changes. NOW THEREFORE, BE IT RESOLVED that the City of Ukiah City Council authorizes the Mayor to execute Amendment No. 2 to Western Contract No. 92-SAO- 20058 between the Western Area Power Administration and the City of Ukiah. -' I ,i ~-'=' '~-~ '"cf' "':-~' .... ,.,:......,:,. A~,..~.,:--~-A-~ · .---~--- "---- ' ...... ' thc O'"'" of C'"!if'c--m!~, hC."?by--_._.th~zee~s~,a~er~t~te, pco-v~de t-o~the. $t~e~:Office..oLemeceje~e,~-~ c o rv !? ? -'_. f"~:-~ ~~ ~'""~~ -t o.such~state d isas ter 'assfsta nce't he-assoran . PASSED AND ADOPTED this 6th day of March, 1996 by the following roll call vote: AYES' Councilmembers Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter NOES: None ABSENT: None ABSTAIN: None mfh:excel WAPA2 Fred Schneiter, Mayor ITEM NO. 6e DATE: March 20, 1996 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF ORDINANCE AMENDING SECTION 3000 ("MODEL CODE ADOPTION") OF THE UKIAH CITY CODE, BUILDING REGULATIONS SUMMARY: On March 6, 1996, the City Council unanimously approved the introduction of the subject ordinance which amends and updates {}3000 of the Ukiah Municipal Code Building Regulations, thereby establishing provisions which are consistent with State law. Currently, [}3000 codifies a list of outdated (mostly dated 1982) uniform model codes, and in one case a no longer existent model code, pertaining to building activities. The State now requires that the local agency adopt (continued on page 2) RECOMMENDED ACTION: Adopt ordinance amending {}3000 of the Ukiah City Code ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Do not adopt ordinance amendment, and remand to staff for revisions as may be articulated by the City Council. 2. Re-introduce any such revised ordinance at a future Council session. Citizen Advised: Legal Notice and building community at time of ordinance introduction Requested by: Planning Department Prepared by: Robert Sawyer, Planning Director Coordinated with: Candace Horsley, City Manager; and David Rapport, City Attorney Attachments: Ordinance introduced by Council on March 6, 1996 Candace Horsley, City Mlnager Page 2 various model codes associated with Title 24 of the California Code of Regulations, and the attached ordinance amendment achieves, by reference, this requirement. By adopting the amended language, the outdated and no longer applicable "model codes" would be replaced with provisions for continually being in compliance with State law pertaining to the enforcement of building codes. It should also be noted, however, that locally adopted supplements to the State codes (e.g., historical review of demolition permits) remain in force and are not affected by the proposed amendment language. ORDINANCE NO. ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING SECTION 3000 OF THE UKIAH CITY CODE The City Council of the City of Ukiah hereby ordains as follows: SECTION 1. Ukiah City Code Section 3000 is hereby amended to read as follows: Except as amended or modified by other provisions of this Division (Division 3, entitled "Building"), the City Council hereby adopts by reference and makes effective within the City of Ukiah, the versions of the uniform codes, as defined in Sections 3001-3011, which have been adopted by the Department of Housing and Community Development and are contained in Title 24 of the California Code of Regulations, as they are adopted, amended, or repealed from time to time pursuant to Chapter 2 of Part 1.5 of Division 13 of the Health and Safety Code (commencing with Section 17910). SECTION 2. This ordinance shall be published as required by law and shall become effective thirty (30) days after it is adopted. Introduced by title only on March 6, 1996, by the following roll call vote: AYES: Councilmembers Mastin, Malone, Wattenburger, Shoemaker, and Mayor Schneiter NOES: None ABSENT: None ABSTAIN: None Adopted on ,1996, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Fred Schneiter, Mayor Cathy McKay, City Clerk ITEM NO. 6 f DATE: March 2(}. 1996 AGENDA SUMMARY REPORT SUBJECT: Award bid for polemount transformers: five 5 KVA, five 15 KVA, six 25 KVA, and six 37.5 KVA transformers to Western States Electric for $2,504.25, $2,557.90, $3,719.40, and $5,033.62, respectively; nine 50 KVA transformers to Central Maloney, Inc. for $11,959.47. A Request for Quotations (RFQ) for the polemounted transformers were written for overhead maintenance projects and replacement of contaminated units: a) Five (5) 5 KVA b) Five (5) 15 KVA c) Six (6) 25 KVA d) Six (6) 37.5 KVA e) Nine (9) 50 KVA (Continued on Page 2) RECOMMENDED ACTION: Award bid for polemount transformers: five 5 KVA, five 15 KVA, six 25 KVA, and six 37.5 KVA transformers to Western States Electric for $2,504.25, $2,557.90, $3,719.40, and $5,033.62, respectively; nine 50 KVA transformers to Central Maloney, Inc. for $11,959.47. ALTERNATIVE COUNCIL POLICY OPTIONS: Reject all bids and request new bids. Acct. No. (if NOT budgeted):N/A Acct. No.: 800-3646 Appropriation Requested: N/A Distribution Plant Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities -- Prepared by: Martin Wobig, Electrical Distribution Eng. 463-6296 Coordinated with: Candace Horsley, City Manager / Attachments: 1. Equivalent Cost of Ownership Sheets mw:asr The City sero sixteen bids and six bids were returned. The bids were opened by the City Clerk on March 5, 1996 at 2:00 p.m. Each bid was evaluated using an equivalent cost of ownership formula as stated in the specifications. This formula calculates the transformer energy losses based on the no-load and load watt losses quoted by the vendor. These energy losses are inherent to a particular manufacturer design. The formula adjusts the vendor's bid to the actual cost of the unit over its projected life. This means that although there may be a lower bid, the cost of these losses over the life of the transformer makes the cost of ownership higher than a transformer with a higher bid. The Equivalent Cost of Ownership Summary Sheet ranks the units in descending order based on the Equivalent Cost of Ownership. The evaluated low equivalent cost bidder for each unit is as follows: Five (5) 5 KVA Western States Electric $2,504.25 Five (5) 15 KVA Western States Electric $2,557.90 Six (6) 25 KVA Western States Electric $3,719.40 Six (6) 37.5 KVA Western States Electric $5,033.62 Nine (9) 50 KVA Central Maloney, Inc. $11,959.47 Bids include total tax and delivery. The funds to purchase these transformers are budgeted and approved for Fiscal Year 1995/96 in Account No. 800-3646. II (/> + 13: LuO~ O~~ ~0 ozO,~ Oxx~ -~o~ 0 wO >- n'03 w',~ ~w ~w w~ LLI 000 zzz w z ~~00 m m~Om W z U.I 03 W 03 03 0 W z 03 LLi W ~o~WW ~~WO0 O0 zz z 13:: II Or~~ O0 -~ Oxx~ W O0 wo ILl O~ oo ZZ imm Z Z w Oc~ O...J ~< ~ O0 ~w ZZ ~Z O~z 0 o ~¥< Z ~ ~ WW Z ,,~ rr Oxx~ LLI ~< z 0 rr (:31,,.o3 < ~~o@~ ITEM NO. 6g DATE: March 20, 1996 AGENDA SUMMARY REPORT SUBJECT: Award bid for padmount transformers: five 37.5 KVA and three 50 KVA transformers to Westinghouse Supply Company for $11,261.25 and $6,788.91, respectively; three 25 KVA and two 75 KVA transformers to Central Maloney, Inc. for $4,916.35 and $4,601.02, respectively. A Request for Quotations (RFQ) for padmounted transformers were written for underground maintenance projects and replacement of contaminated units: a) Three (3) 25 KVA b) Five (5) 37.5 KVA c) Three (3) 50 KVA d) Two (2) 75 KVA (Continued on Page 2) RECOMMENDED ACTION: Award bid for padmount transformers: five 37.5 KVA and three 50 KVA transformers to Westinghouse Supply Company for $11,261.25 and $6,788.91, respectively; three 25 KVA and two 75 KVA transformers to Central Maloney, Inc. for $4,916.35 and $4,601.02, respectively. ALTERNATIVE COUNCIL POLICY OPTIONS: Reject all bids and request new bids. Acct. No. (if NOT budgeted):N/A Acct. No.: 800-3646 Appropriation Requested: N/A Distribution Plant Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Prepared by: Martin Wobig, Electrical Distribution Eng. 463-6296 Coordinated with: Candace Horsley, City Manager Attachments: 1. Equivalent Cost of Ownership Sheets mw:asr The City sent sixteen bids and six bids were retumed. The bids were opened by the City Clerk on March 5, 1996 at 2:00 p.m. Each bid was evaluated using an equivalent cost of ownership formula as stated in the specifications. This formula calculates the transformer energy losses based on the no-load and load watt losses quoted by the vendor. These energy losses are inherent to a particular manufacturer design. The formula adjusts the vendor's bid to the actual cost of the unit over its projected life. This means that although there may be a lower bid, the cost of these losses over the life of the transformer makes the cost of ownership higher than a transformer with a higher bid. The Equivalent Cost of Ownership Summary Sheet ranks the units in descending order based on the Equivalent Cost of Ownership. The evaluated low equivalent cost bidder for each unit is as follows: a) Three (3) 25 KVA Central Maloney, Inc. $4,916.35 b) Five (5) 37.5 KVA Westinghouse Supply Company $11,261.25 c) Three (3) 50 KVA Westinghouse Supply Company $6,788.91 d) Two (2) 75 KVA Central Maloney, Inc. $4,601.02 Bids include total tax and delivery. The funds to purchase these transformers are budgeted and approved for Fiscal Year 1995/96 in Account .No. 800-3646. ZZZZ m~ ZZZZ m~ 0000~ ~ 0000~ >~ oooo~ m~ oooo~ m~ oooo~ a o~fl~~ - mmmm~ mmmm~ m m-- m~ ~m z~ O~ ~0 O~ ~m ~0 Z Z 0 0 ~ 0 ~ 0 ~ O~ ~ 0~ 8° S° om om OD O0 ~ Oz ~ z ~ z ~0 o- o~ m i,o bo m 03XX0 + II zzzz mm zzzz mm 0000~ ~ 0000~ 0000~ z~ 0000~ CCCC~o ~ CCCC~ oooo~o - ~ - ~HH~~ 0 O0~ mmmm~ m ~ ~ 0 mmmm~ m o o o~m -< z 0 ~r" O0 m Z 0 0 Om o~m -< O-.q m 0 0 mO om ITEM NO. 6h DATE: March 20, 1996 AGENDA SUMMARY REPORT SUBJECT: NOTIFICATION TO COUNCIL REGARDING THE PURCHASE OFA STREAMING CURRENT MONITOR REPORT: As a requirement of our Water Supply Permit, the Department of Health Services (DHS) required the installation of a piece of equipment to closely monitor the coagulation chemical feed process at the water treatment plant. This piece of equipment must also send an alarm if chemical dosage gets out of range. Staff and DHS feel that the best technology available to monitor this process is a streaming current monitor. Due to the uniqueness of the equipment, four suppliers were selected and sent Requests for Quotations through the informal bid process. Three bids were received on March 6, 1 996 and evaluated by staff. The Iow bidder is Chemtrac Systems, Inc. with a total bid of $8,043.75. A purchase order has been issued to Chemtrac Systems, Inc for this amount. Based on purchasing policies, we are giving the City Council the required notification of this action. RECOMMENDED ACTION: Receive the report regarding the purchase of the streaming current monitor. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Acct. No. (if not budgeted): N/A Appropriation Requested: N/A Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Prepared by: George Borecky, Water/Sewer Operations Superintendent Coordinated with: Candace Horsley, City Manager Nora Kennedy, Purchasing and Warehouse Supervisor Acct. No.: 820-3908-302 Attachments: Tabulation of Bids APPROVED:~ ',~~t~ candace I~)rsley,"Cit~Manager 0 0 -- E ~ E ~ 'E~ 0 .E E 0 ITEM NO. 6i DATE: MARCH 20, 1996 AGENDA SUMMARY REPORT SUBJECT: AWARD OF BID FOR 50 FOOT AND 55 FOOT CLASS 3 WESTERN CEDAR POLES. A Request for Quotation (RFQ) for 50 foot and 55 foot Class 3 Western Red Cedar poles was written to provide material for the maintenance of existing facilities. Deteriorated poles were replaced in conjunction with overhead upgrade and maintenance projects. These projects have depleted the City stock of 50 and 55 foot poles. This expenditure was approved in the 1995/96 fiscal Year Budget in Account Number 800-3646. This will maintain the appropriate resources for the Pole replacement Program with the expected upgrade, maintenance, and reconductoring projects for the year. The City sent RFQs to ten vendors and six bids were returned. The bids were opened by the City Clerk on March 12, 1996, at 2:00 p.m. The bids were evaluated by Staff and the Iow qualified bidder was J.H. Baxter with a total bid of $13, 159.58, including tax and freight. RECOMMENDED ACTION: Award bid for 50 and 55 foot poles to J.H. Baxter in the amount of $13,159.58, including tax and freight. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Reject all bids. Acct. No. (if NOT budgeted): N/A Appropriation Requested: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: Acct. No.: 800-3646-420 $62,000 N/A Darryl Barnes, Director of Public Utility Stan Bartolomei, Operations Supervisor Candace Horsley, City Manager Bid Tabulation APPROVED; ~-~~~ ~~ ~ce H;::)rsley~- City Ma~~,ger mfh:asrcc 32096POBID z z 0 o 0 o 0 z 0 o 0 CD 8 o ITEM NO. 8a DATE: March 20, 1996 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF ORDINANCE AS AN URGENCY MEASURE AMENDING CITY CODE [}2462 SUMMARY: On February 21, 1996, the City Council, in response to correspondence received from the Evangelical Free Church, directed staff to prepare amendments to City Code Section(s) 2460-2463 that would allow greater flexibility in the use of trailer coaches and camp cars within City limits. The Council unanimously agreed that the current regulations are probably too prohibitive and inflexible, and that they should be amended to allow broader opportunities for citizens, groups, and organizations to create temporary living conditions on private property. (continued on page 2) RECOMMENDED ACTION: Adopt as an urgency ordinance the amendments to City Code [}2462 as approved by the Planning Commission. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Adopt as an urgency ordinance the amendments to UMC [}2462 as originally drafted for the Planning Commission, which simply replaces the 3-day limit with a 3-week limit (except for R-1 zone) 2. Do not adopt as an urgency measure, and introduce ordinance amendments in the typical manner, with adoption targeted for the next available Council meeting. Citizen Advised: Legal Notice; and personal notice to owner of Oak Manor Trailer Park Requested by: City Council Prepared by: Robert Sawyer, Planning Director; and Charley Stump, Senior Planner Coordinated with: Candace Horsley, City Manager; and David Rapport, City Attorney Attachments: Planning Commission version of the draft ordinance "Planning Report" to the Planning Commission Original version of the draft ordinance Planning Commission draft "Minutes" Candace Horsley, City Ma ger Original Proposal Review of City Code Sections 2460 through 2463 (Regulations for Use of Trailers) reveals that in order to accomplish the general direction provided by the City Council, changes needed to be made to Section 2462 of the Code ("Exceptions; Nonresident Visitor Overnight Sleeping"). First, by changing the word "sleeping" to "living," broader opportunities and greater flexibility would be provided for the temporary use of trailer coaches and camp cars. Second, by extending the time frame for temporarily living in a trailer coach or camp car from three (3) "days" to three (3) "weeks," a more practical time frame is provided, given the anticipated reasons for establishing the use. These reasons include short-term construction projects, temporary community service programs, and brief visitation activities. Third, language has been added which prohibits the collection of rent or a fee relative to the subject provisions, in order to preclude private property from becoming a mobile home or recreational vehicle park under the Health and Safety Code. In addition to the general changes cited above, staff was concerned about the effect such uses might have on single family neighborhoods wherein property is typically ill suited to accommodate large vehicles for lengthy stays. Accordingly, language was added, and proposed to the Planning Commission, which affirmed the three-day limit in the R-1 (single family) zoning district, and established the three-week limit for all other zoning districts. For such other zoning districts which contained uses similar to single family uses, language was also added to prevent the parking of trailers or camp cars in driveways or required yard setbacks. The attached Planning Report and Supplemental Memorandum to the Planning Commission specifically describe this particular ordinance amendment, aimed at achieving the Council's directive to relax the standards pertaining to the use of trailers and camp cars. (This version of the draft ordinance and other supporting documentation is attached in secondary order to the Planning Commission version, below.) Additionally, the City Attorney has opined that the City Council could adopt this ordinance as an urgency measure, foregoing the introduction process, and enabling it to become effective immediately. Generally, the nature of the urgency focuses on establishing the subject amendments prior to a scheduled activity occurring that otherwise would result in a City Code violation. The findings to support adoption as an urgency measure are contained in "Section Three" of the attached draft ordinance. (The scheduled activity is described in a letter from the Evangelical Free Church attached to the Planning Commission staff report) Planning Commission Proposal The Planning Commission heard the proposal cited above and chose to expand upon it with greater restrictions and regulatory oversight than simply extending the time frame from three days to three weeks for most zoning districts. Specifically, the Planning Commission voted 4-0 to include or affirm the following provisions in the amended version of municipal code §2462: , Retain the right for nonresident visitors to use trailer coaches and camp cars in any zone within the City for up to three (3) consecutive days. , Allow for the use of trailer coaches and camp cars beyond the three (3) consecutive day limit to a maximum of three (3) consecutive weeks by administrative review and approval of a permit, whereby the City will ascertain that the placement and use of such vehicles will not be detrimental to the health, safety, and welfare of the public. . Include the word "temporary" before the words "living purposes," so as to emphasize that the provisions contained in {}2462 do not pertain to any permanent "living" condition. o Require that the nonresident visitor seeking to live in a trailer coach or camp car beyond the three day limit, and up to the permitted three week duration, obtain consent of the property owner, and prove this consent to the City through the administrative permit procedure. o Ensure that the owner or occupant of the trailer coach or camp car is not charged any fee or rent. 6. Make these provision applicable in all zoning districts. Accordingly, with the assistance of the City Attorney, the Planning Commission's version of code {}2462 would appear and be codified as follows, where the strikeout text would be deleted and the underlined text would be added: [}2462: EXCEPTIONS; NONRESIDENT VISITOR OVERNIGHT SLEEPING: The prohibitions contained in [}{}2460 and 2461 of the Code against using any trailer coach or camp car located outside of an auto or trailer camp as sleeping quarters shall not apply when such use is occasioned by nonresident visitors for sieepir~ temporary living purposes only, and the owner or occupant of the trailer coach or camp car is not charged any fee or rent. This exception shall only apply when such trailer coach or camp car is located off any public street and on private property, and shall not permit such use in excess of ""'"°""' '*I'"' ~'"' ~'* ~'""' '"""' *I'"'" the following: VVl It~WVVWk4III~/V ~i4~MI]V /Mill ~MII I] VI I~1~ I. IIIIV A~ No more than three (3) consecutive days at any one time by right, and without the need to obtain a permit; or B~ NO more than three (3) weeks in any given twelve (12) month period provided that an administrative permit is first obtained from the Zoning Administrator in accordance with Subsection C. _C_, Administrative Permit 1_. The property owner or person in lawful possession of the property must file an application for a permit with the Zoning Administrator who shall have the authority to grant or deny the permit. The Zoning Administrator shall grant the permit only if he or she finds that' a.__,, the property owner consents to the proposed use; and b. the placement and use of the subject vehicles will not be detrimental to the public health, safety, and welfare. 2_. The Zoning Administrator need not conduct a public hearing on the application or provide notice of the application, but shall require such information from the applicant and conduct such investigation as he or she deems necessary to make the findings required herein. The Zoning Administrator may establish such rules of procedure as he or she deems necessary to implement this section, including time requirements for the application. The Zoning Administrator's decision shall be final for the City. 3. The Zoning Administrator shall prepare a written statement of the basis for his or her decision to grant or deny the permit application, which he or she shall retain in the files of the Zoning Administrator. A copy of the decision shall be furnished to the applicant. 4_. The Zoning Administrator may revoke the permit at any time, if he or she determines that the permitted use is detrimental to the public health, safety, or welfare. No less than six (6) days before revoking the permit, the Zoning Administrator shall mail written notice of his or her intent to terminate the permit and the reasons for the proposed revocation to the permittee and any person who has complained to the Zoning Administrator about the use. The notice shall contain a statement that any person may submit information concerning the proposed revocation to the Zoning Administrator within a period of four (4) days from the date of the notice. The Zoning Administrator is not required to hold a formal hearing before revoking the permit. The Zoning Administrator's decision to revoke or not revoke the permit shall be final for the City. 5_. If notices required by this section are mailed to the address furnished to the Zoning Administrator, failure of any party to receive notice shall not invalidate any action taken by the Zoning Administrator pursuant to this section. Staff Recommendation After careful review of both the original version of the ordinance amendments, and the version crafted by the Planning Commission at its regularly scheduled meeting of March 13, 1996, staff believes the Planning Commission version is the better of the two, and should be adopted by the City Council. Staff believes that the administrative permit requirement affords the greatest protection against possible unforeseen problems, and abatement of code violations, as well as provides a means of monitoring the duration of stay. Staff also agrees that each application should be judged on its compatibility with on-site accommodations and nearby land uses, and should not be exclusionary to any particular zoning district. (The Planning Commission version of the actual ordinance amendment is immediately attached, whereas the alternative, original version is attached behind the "Planning Report" to the Planning Commission.) Attachment #1 ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING DIVISION 2, ARTICLE 2, CHAPTER 4, SECTION 2462 OF THE UKIAH CITY CODE REGULATING THE USE OF TRAILERS The City Council of the City of Ukiah does hereby ordain as follows: SECTION ONE Ukiah City Code Section 2462 is hereby amended to read as follows: SECTION 2462 EXCEPTIONS; NONRESIDENT VISITOR OVERNIGHT SLEEPING: The prohibitions contained in [}[}2460 and 2461 of the Code against using any trailer coach or camp car located outside of an auto or trailer camp as sleeping quarters shall not apply when such use is occasioned by nonresident visitors for temporary living purposes only, and the owner or occupant of the trailer coach or camp car is not charged any fee or rent. This exception shall only apply when such trailer coach or camp car is located off any public street and on private property, and shall not permit such use in excess of the following: A. No more than three (3) consecutive days at any one time by right, and without the need to obtain a permit; or B. No more than three (3) weeks in any given twelve (12) month period provided that an administrative permit is first obtained from the Zoning Administrator in accordance with Subsection C. C, Administrative Permit 1. The property owner or person in lawful possession of the property must file an application for a permit with the Zoning Administrator who shall have the authority to grant or deny the permit. The Zoning Administrator shall grant the permit only if he or she finds that: a. the property owner consents to the proposed use; and b. the placement and use of the subject vehicles will not be detrimental to the public health, safety, and welfare. 2. The Zoning Administrator need not conduct a public hearing on the application or provide notice of the application, but shall require such information from the applicant and conduct such investigation as he or she deems necessary to make the findings required herein. The Zoning Administrator may establish such rules of procedure as he or she deems necessary to implement this section, including time requirements for the application. The Zoning Administrator's decision shall be final for the City. 3. The Zoning Administrator shall prepare a written statement of the basis for his or her decision to grant or deny the permit application, which he or she shall retain in the files of the Zoning Administrator. A copy of the decision shall be furnished to the applicant. 4. The Zoning Administrator may revoke the permit at any time, if he or she determines that the permitted use is detrimental to the public health, safety, or welfare. No less than six (6) days before revoking the permit, the Zoning Administrator shall mail written notice of his or her intent to terminate the permit and the reasons for the proposed revocation to the permittee and any person who has complained to the Zoning Administrator about the use. The notice shall contain a statement that any person may submit information concerning the proposed revocation to the Zoning Administrator within a period of four (4) days from the date of the notice. The Zoning Administrator is not required to hold a formal hearing before revoking the permit. The Zoning Administrator's decision to revoke or not revoke the permit shall be final for the City. 5. If notices required by this section are mailed to the address furnished to the Zoning Administrator, failure of any party to receive notice shall not invalidate any action taken by the Zoning Administrator pursuant to this section. SECTION TVVO This ordinance shall be published as required by law. SECTION THREE Upon approval by a 4/5 vote of the City Council, this ordinance shall be adopted and become effective immediately as an urgency measure. The urgency arises from the immediate necessity to preserve the public peace, health, and safety. The specific facts constituting the urgency are as follows: The current provisions of Section 2462 limit the use of a trailer coach or camp car to three days outside an auto and trailer camp. An event involving the use of retired volunteers who live in their recreational vehicles while providing free construction and landscaping services to churches and church related charitable endeavors will take place before this ordinance could become effective, unless adopted as an urgency measure. If this ordinance is not adopted as an urgency measure, either City Code violations will occur, endangering the public health and safety, or the event will not take place, depriving the church of needed repairs and improvements. In that case, public users of the church facilities could be exposed to public health or safety risks. Therefore, it is necessary that the ordinance become effective immediately. Introduced by title only and adopted on March 20, 1996, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Mayor Fred Schneiter ATTEST: City Clerk Cathy McKay DATE: TO' FROM' SUBJECT: APPLICANT: CITY OF UKIAH PLANNING REPORT March 13, 1996 City of Ukiah Planning Commission City of Ukiah Planning Department Amendment to Ukiah City Code Section 2462 City of Ukiah AGENDA 6a. ITEM: , DATE: , 3;-13-96 Attachment #2 PROJECT SUMMARY: The City Council has directed staff to prepare amendments to City Code Section 2462 that would allow greater flexibility in the use of trailers and camp cars within the City limits. Ultimate approval of the proposed City Code amendment by the City Council would allow a trailer or camp car parked on private property to be used for living purposes for up to three (3) weeks, provided no rent or fee is collected, and it does not occur more than twice in any one year period. This project is quasi-legislative in nature and does not require City Planning Commissioner to visit the site prior to formulating a recommendation to the City Council. PROJECT LOCATION: The proposed City Code amendment has City-wide application. DEPARTMENT RECOMMENDATION: The Planning Department recommends that the Planning Commission recommend APPROVAL of the City Council initiated amendment to Section 2462 of the Ukiah City Code to the City Council. ENVIRONMENTAL DOCUMENTATION. Pursuant to Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, it has been determined that the proposed amendments to the City Code do not constitute a "project," and therefore are not subject to the requirements of CEQA. GENERAL PLAN DESIGNATION: N/A ZONING DISTRICT: N/A PROJECT DESCRIPTION' The proposal involves amending Ukiah City Code Section 2462 in the following manner: SECTION 2462 EXCEPTIONS; NONRESIDENTVISITOR OVERNIGHT SLEEPING: The prohibitions contained in Sections 2460 and 2461 of this Code against using any trailer coach or camp car located outside of an auto or trailer camp as sleeping quarters shall not apply when such use is occasi...,o, ned by nonresident visitors for living purposes only, ~i~i~ii~~i~i~ill only apply when such trailer coach or camp car is located off any public street and on private property, and shall not permit such use in excess of three (3) consecutive days ~~ at any one BACKGROUND: On February 21, 1996, the City Council, in response to correspondence received from the Evangelical Free Church, directed staff to prepare amendments to City Code Section(s) 2460-2463 that would allow greater flexibility in the use of trailers and camp cars within the City limits. The Council unanimously agreed that the current regulations are probably too prohibitive and inflexible, and that staff should bdng amended language back to the Council to allow broader opportunities for citizens, groups, and organizations to create temporary living conditions on pdvate property. STAFF ANALYSIS: Review of City Code Sections 2460-2463 reveal that in order to accomplish the direction provided by the City Council, only language changes and additions to Section 2462 are necessary. A brief analysis of each change is provided below: "Sleeping" to "Living" Changing the word, "sleeping" to "living," provides broader opportunities and greater flexibility for the temporary use of trailers and camp cars. For example, in the case of the Evangelical Free Church, the new language would allow a group of traveling retirees (Mobile Missionary Assistance Program) to temporarily live on the church property in fifth-wheel trailers while donating free labor to repair and maintain buildings, and install new landscaping. In other cases, it would allow an owner-builder to temporarily live on property while constructing or remodeling a residence. Staff is able to conclude that this word change is logical and appropriate given the direction received by the City Council, and would not have an adverse effect on the general public. (The letter from the Evangelical Free Church, which prompted the City Council to remand this item to staff for the subject Ordinance amendments, is attached). Three "Days" to Three "Weeks" Extending the time frame for temporarily living in a trailer or camp car from three (3) days to three (3) weeks is more practical given the anticipated masons for establishing the use. These reasons include short-term construction projects, temporary community service programs, and brief visitation activities. Staff is unable to identify any adverse effects to the public resulting from this extension of time in the regulations, and therefore is able to conclude that the word change is appropriate and acceptable. Six (6) Week Annual Maximum This language would prevent someone from living for three weeks, moving off for one day and moving back for another three weeks, and repeating that practice indefinitely. No Rent or Fee The City attorney has advised that this language is necessary to prevent private property from becoming a mobile home or recreational vehicle park under the Health and Safety Code. Additionally, the City Attorney has opined that the City Council could adopt this Ordinance as an urgency measure, foregoing the introduction process, and enabling the local Ordinance to become effective immediately. The nature of the urgency focuses on establishing Ordinance amendments prior to a scheduled activity occurring that otherwise would result in a City Code violation. CONCLUSIONS: Based upon the direction provided by the City Council on February 21, 1996, staff has prepared proposed amendments to the City Code regulations for the use of trailers and camp cars. These amendments consist of minor language changes/additions that broaden the nature of the temporary use, preclude a fee or rent from being collected, extends the amount of time a trailer coach or camp car can be used on private property, and establishes an annual maximum time period. Based upon the above analysis, staff is able to conclude that the proposed language changes are reasonable and appropriate. FINDINGS: , . The proposed City Code amendments are appropriate and reasonable because they will fulfill a community need for temporary living quarters during circumstances such as short-term construction projects, temporary community service programs, and brief personal visits. Adoption of the City Code amendments by the City Council as an urgency measure is reasonable and appropriate, because it would provide for legality of a known scheduled event, and avoid the potential for creating a City Code violation. Additionally, If this Ordinance is not adopted as an urgency measure, either City Code violations will occur, endangering the public health and safety, or the event will not take place, depriving the church of needed repairs and improvements. In that case, public users of the church facilities could be exposed to public health or safety risks. Therefore, it is necessary that the Ordinance become effective immediately. ATTACHMENTS: , Draft Ordinance Amending City Code Section 2462 City Council minutes, dated February 21, 1996 Letter received from the Evangelical Free Church, dated February 14, 1996 ACKNOWLEDGMENTS: The following personnel prepared and reviewed this Planning Report, respectively: ~-tump ,~;~e-n i~la n ne r B ctor 4 Attachment #3 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING DIVISION 2, ARTICLE 2, CHAPTER 4, OF THE UKIAH CITY CODE REGULATING TRAILER COACHES AND CAMP CARS The City Council of the City of Ukiah does hereby ordain as follows: SECTION ONE Ukiah City Code Section 2462 is hereby amended to read as follows: SECTION 2462 EXCEPTIONS; NONRESlDENTVlSlTOROVERNIGHTSLEEPING: The prohibitions contained in Sections 2460 and 2461 of this Code against using any trailer coach or camp car located outside of an auto or trailer camp as sleeping quarters shall not apply when such use is occasioned by nonresident visitors for living purposes only, and the owner or occupant of the trailer coach or camp car is not charged any fee or rent. This exception shall only apply when such trailer coach or camp car is located off any public street and on private property, and shall not permit such use in excess of three (3) consecutive weeks at any one time or a total of six (6) weeks in any twelve (12) month period. SECTION TWO This ordinance shall be published as required by law. SECTION THREE Upon approval by a 4/5 vote of the City Council, this Ordinance shall be adopted and become effective immediately as an urgency measure. The urgency arises from the immediate necessity to preserve the public peace, health, and safety. The specific facts constituting the urgency are as follows: The current provisions of Section 2462 limit use of a trailer coach or camp car to three days outside an auto and trailer camp. An event involving the use of retired volunteers who live in their recreational vehicles while providing fee construction and landscaping services to churches and church related charitable endeavors will take place before this Ordinance could become effective, unless adopted as an urgency measure. If this Ordinance is not adopted as an urgency measure, either City Code violations will occur, 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 2O 21 22 23 24 25 26 27 28 endangering the public health and safety, or the event will not take place, depriving the church of needed repairs and improvements. In that case, public users of the church facilities could be exposed to public health or safety risks. Therefore, it is necessary that the Ordinance become effective immediately. AYES: NOES: Introduced by title only and adopted on March 20, 1996, by the following role call vote: ABSENT: ABSTAIN: ATTEST: Mayor Fred Schneiter City Clerk Cathy McKay MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - February 21, 1996 Page 2 January 1996. 6b. Received and approved additional report of disbursements for the month of December 1995. 6c. Denied claim received from Robert Levy, and referred to City insurance carrier REMIF. 6d. Accepted work as complete by Peabody TecTank, Inc. for installation of water tank and authorized the City Clerk to file Notice of Completion. 6e. Accepted notification to Council regarding purchase of Liquid Polymer Product. 6f. Received and filed audit report for June 30, 1995 and 1994 Transportation Development Act Funds and Surface Transportation Program Funds. 6h. Authorized payment for Emergency River Bank Repair to Mendocino Construction in the amount of $89,243.64. The motion was carried by the following roll call vote: AYES: Councilmember Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. 7. AUDIENCE COMMENTS ON NON-AGENDA ITEMS Eric Sunsweet P.O.Box 363, Potter Valley, provided Council with further information regarding composting, from his attendance at a Appropriate Technology Transfer for Rural Areas (ATTRA) meeting in Santa Rosa. New Business 10c. Receive and File 1996-97 Goals and Objectives for Personnel/Risk Management and Secretarial Pool Divisions Councilmember Malone explained he noticed in the goals that the issue of walls and hours of operation for the Civic Center offices should be discussed with staff. The Acting City Manager noted the goals presented to Council are in draft at this time. Council queried staff regarding reducing City administration hours of operation, open cubicles of offices creates background noise disturbances and lack of privacy for Department Heads. M/S Malone/Wattenburger to approve this Item of business and bring back further solutions at budget time. The motion was carried by the following roll call vote: AYES: Councilmember Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. PETITIONS AND COMMUNICATIONS Sa. Consideration of Request From Ev&ngellcal Free Church to Amend Municlpal Code Regulating the Use of Trailers and Camp Cars The Planning Director reported on a letter received from the Evangelical Free Church which requests a City Code amendment to allow 4 to 8 camp trailers to be parked at their site for several months, instead of the current allowable 3 nights, as they need temporary housing for construction volunteers working on the Church. He reported staff could address a UC Code Section 2462 amendment with further review, attempting to fast track it back to Council. He noted it may not meet the Church's sta[ting date of April 5, 1996. Discussion ensued regarding possible procedures, enforcement processes, and administrative review. Councilmember Wattenburger stated he sees a bigger picture where Reg. Mtg. F~bruarv 21. 1996 MINUTES OF THE CITY COUNCIL OF THE CITY OF UKIAH - February 21, 1996 Page 3 D AFT we all have seen vehicles used for construction and security of sites throughout the City and citizens expect to be allowed to use their property in emergency and temporary situations. He explained when the original Ordinance was written 50 years ago, there were no motorhomes or trailers, just tents, and there is now sanitary and safe temporary housing in recreational vehicles. Councilmember Malone explained we all see visitors with extension cords to trailers. He stated he is leery of opening the door to a major camp out event, and suggested that a permit sticker would help with enforcement. The Acting city Manager explained that sanitary and safety issues need to be addressed. The Planning Director indicated staff feels trailers should exclude the R-1 zone. Councilmember Shoemaker commented that while he was fixing up his old home, his parents who were helping, stayed in their motor home in a R-1 zone. He noted there should be an allowance for extenuating circumstances of property owners needing to fix or build their homes. The City Attorney advised that the issue of on-street parking versus off-street parking of trailers should be addressed, and reminded Council that City staff has flexibility in discretionary enforcement of Code Sections. Discussion ensued regarding time frames for processing of this amendment to the Code. M/S Mastin/Malone directed staff to bring this item back to Council, as soon as possible. The motion was carried by a unanimous voice vote of all AYE. UNFINISHED BUSINESS 9a. Accept the Final Report of Watershed Sanitary Survey for Upper Russian River and Upper Main Eel River Prepared by Kennedy/Jenks Consultants The Water/Sewer Operations Superintendent reported this completed watershed sanitary survey is required by the City's water supply operating permit. He explained that the same is required of Redwood Valley County Water District and Millview County Water District, so the cost of this survey has been shared and distributed as follows; City of Ukiah $16,066; Millview County Water District $10,710.66; and Redwood Valley County Water District $5,355.34. Council queried staff regarding review time lines by other agencies, recreation areas location on maps, and State has reviewed with changes included in this final document. M/S Mastin/Malone to accept the Watershed Sanitary Survey for the Upper Russian River and Upper Main Eel River, as presented. The motion was carried by the following roll call vote: AYES: Councilmember Mastin, Malone, Wattenburger, Shoemaker and Mayor Schneiter. NOES: None. NEW BUSINESS 10a. Authorize Payment to Spiegel and McDiarmid for Legal Services Rendered Relative to Headwater Benefit Issues, in the Amount of $7,500 and Authorize the Director of Public Utilitles to Make Payment from the City of Ukiah,s General Operating Reserve Fund at the Northern California Power Agency Mayor Schneiter reported on the City's need for NCPA legal advice regarding Eel River diversion shut-off issue and explained the situation to Council. Reg. Mtg. February 21, 1996 ev n et c t [nee church 750 ¥osemll;e {31 lVe uk ah, 9' 482 To: From: Candace Horsley Tom Tatum Evangelical Free Church 750 Yosemite Drive, Ukiah · phone, (707)468-9251 February 14, 1996 Dear Candace: We have recently completed a volunteer building project at the church. The project was made feasible with the help of a group of retirees known by the acronym MMAP, which stands for Mobile Missionary Assistance Program. These people travel around the country typically in fifth-wheel trailers. They donate 3 weeks of their time at a location to help build churches, inner- city soup kitchens, and do housing rehabilitation. They do projects much like Habitat for Humanity,. but specifically for churches. We provide temporary water, sewer, and electrical hookup in return for their volunteer labor. we are requesting an amendment to the existing ordinance to allow these'MMAP'ers to stay on the church property for a period of 3 weeks starting April 5, 1996. We would like to have them help landscape the new building and do building maintenance. The existing ordinance, approximately 45 years old, probably did not anticipate organizations like MMAP which came into being in the 1970's. It is a potential "win-win" situation for everyone. Churches can do building or property improvement they couldn't otherwise afford; the retirees stay physically active and get satisfaction from these goodwill projects; and the city benefits from these people who are tourists while they are here, visiting local shops and restaurants. we are most appreciative of the positive attitude and helpfulness the planning department staff has shown us to expedite this issue. Thank you Candace for responding so promptly. Please feel free to call if you have any questions. Sincerely, Tom Tatum MEMORANDUM DATE: March 12, 1996 TO: Planning Commission FROM: Bob Sawyer, Planning Director SUBJECT: AGENDA ITEM 6a - CODE AMENDMENTS TO {}2462 In taking a closer look at the proposed ordinance amendments to allow greater flexibility in the use of trailer coaches and camp cars, as prescribed by the City Council, staff now believes that greater restrictions need to be added to avoid lengthy stays in areas ill suited for parked trailers or camp cars. Specifically, staff believes that lengthy stays in single family residential areas, as well as any other zone where the driveways or yard setbacks are usurped, should not be allowed. Accordingly, the attached language was developed in collaboration with the City Attorney in order to achieve this goal, and it now constitutes the Planning Department's primary recommendation for approval to the Planning Commission. This is how the ordinance, as amended, would appear in the Code, where the strikeout text would be deleted, and the underlined text would be added: [}2462: EXCEPTIONS; NONRESIDENT VISITOR OVERNIGHT SLEEPING' The prohibitions contained in {}{}2460 and 2461 of this Code against using any trailer coach or camp car located outside of an auto or trailer camp as sleeping quarters shall not apply when such use is occasioned by nonresident visitors for ~ living purposes only, and the owner or occupant of the trailer coach or camp car is not charged any fee or rent. This exception shall only apply when such trailer coach or camp car is located off any public street and on private property, and shall not permit such use in excess of*~'-"" t,~ ,.,.,,,o.-.,.,,,I,,.. ,~..,,o .., y the folio i g ...... ,.., .............. ~..... Mn..,,-,,--,.. ,i,~,.,,, ,.. w n : Three (3) consecutive days at any one time in the R-1 (single family) zoning district; and B_ In all other zoning districts: 1_. Three (.3) consecutive days at any one time; or Three (3) consecutive weeks at any one time, or a total of six (6) weeks in any twelve month period, provided such trailer coach or camp car is not located within any driveway, or any front, side, or rear setback lines. ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING DIVISION 2, ARTICLE 2, CHAPTER 4, SECTION 2462 OF THE UKIAH CITY CODE REGULATING THE USE OF TRAILERS The City Council of the City of Ukiah does hereby ordain as follows: SECTION ONE Ukiah City Code Section 2462 is hereby amended to read as follows: SECTION 2462 EXCEPTIONS; NONRESIDENT VISITOR OVERNIGHT SLEEPING: The prohibitions contained in [}{}2460 and 2461 of the Code against using any trailer coach or camp car located outside of an auto or trailer camp as sleeping quarters shall not apply when such use is occasioned by nonresident visitors for temporary living purposes only, and the owner or occupant of the trailer coach or camp car is not charged any fee or rent. This exception shall only apply when such trailer coach or camp car is located off any public street and on private property, and shall not permit such use in excess of the following: A. Three (3) consecutive days at any one time in the R-1 (single family residential) zoning district; and B. In all other zoning districts: 1. Three (3) consecutive days at any one time; or 2. Three (3) consecutive weeks at any one time, or a total of six (6) weeks in any twelve (12) month period, provided such trailer coach or camp car is not located within any driveway, or any front, side, or rear setback lines. SECTION TVVO This ordinance shall be published as required by law. SECTION THREE Upon approval by a 4/5 vote of the City Council, this ordinance shall be adopted and become effective immediately as an urgency measure. The urgency arises from the immediate necessity to preserve the public peace, health, and safety. The specific facts constituting the urgency are as follows: The current provisions of Section 2462 limit the use of a trailer coach or camp car to three days outside an auto and trailer camp. An event involving the use of retired volunteers who live in their recreational vehicles while providing free construction and landscaping services to churches and church related charitable endeavors will take place before this ordinance could become effective, unless adopted as an urgency measure. If this ordinance is not adopted as an urgency measure, either City Code violations will occur, endangering the public health and safety, or the event will not take place, depriving the church of needed repairs and improvements. In that case, public users of the church facilities could be exposed to public health or safety risks. Therefore, it is necessary that the ordinance become effective immediately. Introduced by title only and adopted on March 20, 1996, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Mayor Fred Schneiter ATTEST: City Clerk Cathy McKay Attachment #4 The following is an excerpt (in draft form) from the Planning Commission Meeting Minutes of March 13, 1996. PUBLIC HEARINGS 6A. Proposed Amendment to Division 2, Article 2, Chapter 4, Section 2462, of the Ukiah City Code (Non-Resident Visitor Overnkjht Sleeping). The proposed City Code amendments would allow greater flexibility in the use of trailers and camp cars Citywide by providing a three (3) week maximum time period, rather than three (3) days for temporary occupancy. The amendments would also change the word "sleeping" to "living" when describing the allowable nature of the temporary occupancy. Planning Director Robert Sawyer advised the proposed amendment was initiated by the City Council on February 21, 1996 in response to a letter received from the Evangelical Free Church asking the amendment be considered because they have retirees who travel through town once a year and help them with their church, and they stay on the church grounds in camp cars and trailers. The staff report was prepared based upon that referral, and the City Council decided to remand it to staff to prepare the amendment for consideration. Currently the code does not allow the use of camp cars or trailers in the City Limits unless they are contained within a state certified trailer park. However, Section 2462 of the code does provide for the exception of 3 days for sleeping purposes only, as long as the camp coach is maintained off public streets and on private property. The proposal, in deference to Council's direction to staff, is to amend that particular section and extend the amount of time a person could use a camp car or trailer on private property. The proposal staff conceived, which was brief yet seemed to satisfy the needs of the church and any other group to which it might apply, would be three weeks. Staff has prepared a supplement to the staff report with a cover memorandum. After the staff report was prepared, Council's notes were reviewed, and discussion with the City Manager occurred. There was concern expressed early this week regarding camp cars and trailers in driveways and possibly in setbacks, and primarily the possible proliferation of those in single family residential zones where there really is not typically enough off street space to accommodate a camp car or trailer. The supplement includes the amendments staff proposed, which are: Ao Bo Three (3) consecutive days at any one time in the R-1 (single family) zoning district; and In all other zoning districts: 1. Three (3) consecutive days at any one time; or 2. Three (3) consecutive weeks at any one time, or a total of six (6) MINUTES OF THE PLANNING COMMISSION Page 3 March 13, 1996 weeks in any twelve month period, provided such trailer coach or camp car is not located within any driveway, or any front, side, or rear setback lines. These restrictions or prohibitions would therefore require a camp car or trailer accommodated in an area that would not be ill suited for such a short stay. Implied, not stated, in Council's proposal would be that all health and safety codes be complied with. Therefore, a trailer or camp car would have to be self contained, and if it was hooked up to electric or sewer service, it would have to comply with health and safety codes. PUBLIC HEARING OPENED: 7:17 p.m. Penny Mathis, General Manager of the Manor Oaks on Gobbi Street, stating she has a facility to accommodate visitors, objected to the amendment on the basis she has witnessed that in the City limits the current ordinance is not enforced on a 72 hour basis. More recreational vehicles are getting larger, creating a great amount of clearance visibility problems. The vehicles are parked on streets or in driveways, with electrical cords running across the public sidewalks, presenting a hazard. Referencing photographs shown to the Commissioners, she stated some RV's have been in one location for 6 months. She asked who would be paying for the enforcement of the ordinance, since there is no enforcement currently. She also cited it is unfair to the City businesses that accommodate RV's. Former City Manager Chuck Rough endorsed the fairgrounds to install an RV park because he felt the City needed one. The capacity of Manor Oaks is 30% in the winter, and 55-60% in the summer. The fairgrounds have done very poorly, so it appears the purpose is being defeated of having business in the City, yet allowing this to go on, and it doesn't matter whether it is a church or people building homes, or whatever; it will be a chaotic mess. In her sixteen years in the RV business, she is aware of people's actions, and they will not comply with the laws. If there is not someone to provide constant monitoring, there will be overwhelming problems. Commissioner Pruden inquired regarding Manor Oaks' weekly rate. Ms. Mathis replied she charges $95 weekly, which includes full hook-ups, showers and a swimming facility. John McCowen, PO Box 454, stated it is true the current 72 hour limit is not enforced. The current prohibition of camping on the street is not enforced, so there is no reason to think if the limit is extended to three weeks, it is going to be enforced. When people become aware this change has taken place, they will feel they have "carte blanche" to go ahead and do as they please. The amendments do help, but the situation is still that a bad law is being drafted to try and serve a good purpose. Churches in this community have a long history of taking people into their homes on a temporary basis. Are we to believe MINUTES OF THE PLANNING COMMISSION Page 4 March 13, 1996 that if these church members could not stay in their campers and mobile homes, that they would not come here and assist the church members with their construction project? The volunteers would be welcome in church members' homes. The City is leaping at the opportunity to further a good purpose-the construction project at the church-without really taking a long view of the ramifications, and a proliferation of people living in trailers and campers will occur. Enforcement occurs on a complaint only basis, so it will be a test of how much the neighbors can endure. PUBLIC HEARING CLOSED: 7:24 p.m. Commissioner Baker stated she does not want to stop the efforts of the members and volunteers of this church from doing this task; it is commendable and they need to be supported. She asked if the issuance of a temporary use permit would be an alternative to amending the ordinance. Mr. Sawyer replied in the negative; to do so would be a code violation. There is no provision in the zoning districts or the code at large to allow this type of use except as it is provided for in this particular part of the code. Commissioner Baker asked if this was the only group asking for this consideration, and what the zoning was for the church. Mr. Sawyer replied this was the only group, stating it was R-2 zoning. At the Council meeting where this matter was referred to City staff, there seemed to be some sentiment expressed by various council members that they had knowledge of this being a bigger, more comprehensive, future request. He stated he had no knowledge of such, and as long as he had been Planning Director, this had been the only such request they had received. Commissioner Baker asked for the rationale in the change of wording from "sleeping" to "living ." Mr. Sawyer replied the wording was changed to accommodate the request of the church that people actually live in these facilities, and to restrict it to sleeping would not accommodate the need in this particular case and other such similar cases. The "sleeping" in the original ordinance was carefully worded because people were not supposed to run electrical and sewer lines out. In order to accommodate what the church is requesting, the word had to be changed. The City Attorney was consulted regarding the language. Commissioner Baker reiterated her desire for the issuance of a temporary use permit. She is aware there are problems in the City regarding people living and staying for extended periods of time in RV's in residential neighborhoods. She does not want to give Ukiah residents the impression the Commission is not concerned, and that they do not see MINUTES OF THE PLANNING COMMISSION Page 5 March 13, 1996 there are some abuses occurring. She acknowledged enforcement is lax and generally only takes place when annoyed neighbors call and complain. Her suggestions include limiting stays to 10 days annually; most visitors will be family members. Whether it is R-1 or R-2 makes no difference to her. She asked for clarification of the language relative to vehicles not being "located within any driveway, or any front, side, or rear setback lines." Mr. Sawyer replied staff was attempting to ensure such a use would be similar to what is occurring with the church request, where it is an off street parking area that is not in an area that is presumed to be for other uses, such as parking private cars in a single family driveway. Commissioner Baker stated the reality is people park their RV's and sleep and live in them. A reasonable limit needs to be set and enforcement must occur. The trailer must have permission from the property owner to be there. There needs to be some type of expressed permission from the property owner that the vehicle is allowed there. The public should not get the impression the City is opening up or broadening the policy. Commissioner Pruden stated she had serious concerns regarding this matter. She made inquiries relative to the cost of renting a trailer space, and found the average to be a weekly rate of $13.50 per night, which is certainly affordable for visiting families. Referencing the City Council Minutes of February 21, 1996, she noted the request was for several months and 4 to 8 trailers. There is no mention of a number in the proposed amendment. This group has come to the church site and has performed service on it in the past, and a neighbor has called and complained regarding the exceedance of the 3 day limit. A further concern is that two members of the City Council are also members of the congregation making the request. No personal bias must enter into changing this particular ordinance for one particular group. She further stated she is not supportive of the 3 consecutive weeks; business is taken away from people who are paying city taxes and business license fees, and who are providing affordable and safe accommodations. Commissioner Larson referenced Finding No. 2 on Page 3 of the staff report. He stated he cannot support the notion put forth that a violation of {}2462 would in and of itself endanger the public health or safety, nor can he see how the failure of this event taking place necessarily exposes anyone visiting the Evangelical Free Church to a public health or safety risk that they are not already exposed to voluntarily. He does believe that enforcement of this ordinance in this particular case proposed by the group would be inappropriate and arbitrary, given the lack of enforcement of this ordinance over the years, unless there were an outpouring of protest from nearby property owners or residents who could be impacted by activities on the property being occupied. He further stated he can foresee situations where a 3 week or 6 week period of occupation of a property by campers could be an intolerable nuisance for residents in the immediate MINUTES OF THE PLANNING COMMISSION Page 6 March 13, 1996 vicinity. In such case, given no other laws were broken, the residents, in effect, would have no power to address their concerns during the occupation, nor would the City have any means to abate the situation if it chose to acknowledge those complaints. He stated he cannot support a 3 week period; he is not certain he could support a 3 day period given the potential situation. However, he would ask the Commission to consider an alternative to the proposed amendment and recommend the changes from "sleeping" to "living," and to recommend the prohibition of collection of rents and fees. Rather than extend the time beyond the 3 day limit as it exists now, he would simply like to add language at the end of the section that would say "the use may be extended up to 3 consecutive weeks by securing the written permission of the City Manager or hedhis designated agent, and shall be revocable by the City at any time. That would allow everything to be at the discretion of the City Manager. The City Council could lay out the guidelines for the issuance of that permit or the circumstances under which that activity could be permitted. That would limit it to three weeks, but it could be extended. This gives the City the option of abating the problem if there were complaints. As the ordinance amendment is proposed, the City would have no ability to abate the situation unless some other ordinance were broken. Chairman Ashiku stated he concurred with the Commission's concerns, and that he felt the whole approach in amending this ordinance was flawed. What really needs to be considered is creating authority for the Zoning Administrator or Planning Director to administer the permit, and to enable her/him to exercise discretion when it comes to assigning the duration of stay, but limit that discretion to areas that are commercially zoned and not to expand into residential areas which are not accustomed to the intensity of the traffic that might be created. What also needs to be given some consideration is the density that may be placed on a neighborhood. There may be a monitoring problem if an organization is allowed to bring in a few trailers. Allowing the Planning Director to administer a permit encourages a level of enforcement to be maintained, since they can keep track of duration and whether the person needs an extension, and whether the trailers are arranged in a safe way to meet fire standards. There must be some mechanism in place to assure that there is some conformity to life and safety issues. Amending the code is a flawed approach. Discussion followed relative to the three consecutive days in an R-1 neighborhood and whether it should require a permit. Commissioner Larson stated he does not feel the problem is zone specific; it is just as much a nuisance in the commercial area as in the residential area. If discretionary power is given to the City Manager, with noncompliance the City Manager can direct a the response to the agency most appropriate to handle it. If a city official has the discretion to say no, which is more likely than with the City Council, it is the City Manager's responsibility to maintain peace and good will in the community, and he/she is up for job review every year, so the decisions will be carefully made and any complaints are going MINUTES OF THE PLANNING COMMISSION Page 7 March 13, 1996 to be carefully considered. If it is a conflict resolution between neighbors, that can be done. If it is a definite violation of the code, that is another matter. If the City Manager wants to establish policies as far as health and safety codes, the written permission would apply adherence to all local and state codes. The agreement would have to be contained on the premises. He suggested outlining the standards in the form of a handout. Chairman Ashiku asked if they want to restrict the duration in particular zoning districts, and if it was appropriate that potentially someone could stay up to 3 weeks or more at the discretion of the City Manager in an R-1 district. Commissioner Larson replied yes, if they are building a house, for instance. Commissioner Baker stated the Commission seemed to be in agreement on several issues: no fees, no rent, 3 day use and up to 3 weeks with permission of the City Manager, and extensions are possible. She strongly recommended any reference to "living" be qualified as "temporary." If the vehicle is to be parked on private property, consent of the property owner must be obtained since hook-ups may be used. She further stated she feels these activities are going to occur in residential areas rather than in non-residential areas. Some discretion should be allowed rather than say they are effectively enforcing the 3 day limit. She inquired again regarding the possibility of a temporary permit. Mr. Sawyer reiterated the code does not allow for such. He further stated staff is very much in favor of the Commissioners' statements relative to the proposed amendments. Commissioner Baker inquired if a process could be created where an administrative permit may be issued. Commissioner Larson commented they could either write a long ordinance which specified every scenario, or trust the City Manager to use good, sound judgement and not turn Ukiah into a big trailer camp. Discussion followed relative to process, duration of stay, special event uses, and the issuance of administrative permits. Mr. Sawyer stated he favored puffing a short limit on the duration of stay. Giving the City Manager or Planning Director the infinite discretion in duration could turn into a problem for discretionary review. If it remains temporary implicitly and explicitly then the problem cannot exist forever. Further discussion followed relative to the need for flexibility in defining policy, thereby allowing enforcement to take place on a case by case basis. MINUTES OF THE PLANNING COMMISSION Page 8 March 13, 1996 Chairman Ashiku stated he thought the language relative to the 3 consecutive weeks was appropriate. Special circumstances such as the construction of a residence can come under a different classification where an extended period of time would be possible. The City Manager can exercise broader discretion in special circumstances. He supports restricting civic groups to a 6 week time period, site-specific. VVhen groups do apply for a permit for recreational vehicles to park in an area, they should submit a circulation plan; the safety issues cannot be evaluated without it. The necessary setback requirements must be met. Many of the recreational vehicles are equipped with generators and propane and other appliances; the fire and safety issues of those need to be addressed. He personally would not like to be in a neighborhood where air conditioners run all night. Commissioner Pruden stated that while she has the greatest confidence in City Manager Candace Horsley, not all managers are as fair and equitable and use common sense, and occasionally do things that are arbitrary and counter-productive to the citizens of the community. She favors not allowing so much discretion to the City Manager. She would argue for the 6 weeks limit and have staff deal with the number of vehicles. Chairman Ashiku commented staff could also deal with the enforcement; the City has a code officer and it is appropriate for them to deal with that issue. Mr. Sawyer stated he concurred. He further stated he approved of the suggestion of a handout establishing the guidelines under which an administrative permit would be effective, and the conditions under which a permit might be revoked. The applicants will be apprised of what their responsibilities are and what the City will be looking at as a matter of course. Chairman Ashiku asked Mr. Sawyer for advice relative to taking action. Mr. Sawyer replied what was needed was a motion in the affirmative of what the Planning Commission wants to see happen, including special permit or administrative permits that are revocable. Referencing Commissioner Baker's suggestions, he stated the motion should also include inserting the word "temporary" before "living purposes." Consent by owner can be codified. An administrative permit process can be created. Discussion followed relative to the ordinance addressing non-resident visitors only, wherein it was determined this issue will be discussed at a later date. Further discussion followed relative to the 13,-1 designation. Commissioner Larson stated he could not support an R-1 exclusion, maintaining it is not zoning specific; it is performance specific. It is a problem in enforcement. He was attempting to make it more difficult for people to get permission for this activity. He would hope the City would set very high standards and specific policy around this matter which MINUTES OF THE PLANNING COMMISSION Page 9 March 13, 1996 would deter a lot of people. It the process is a significant amount of trouble, it may deter visitors from pursuing it, and encourage them to patronize the businesses established for the purpose of overnight stay. He again questioned the R-1 designation. Mr. Sawyer replied the R-1 designation was to preclude trailers being parked in the driveways of single family homes. It was the City Manager's idea late in the process that it was not a good idea to foster the use of trailers and camp cars in driveways or the back yard of single family homes. They were trying to steer the language to the church situation. Discussion followed relative to removing the R-1 designation. ON A MOTION by Chairman Ashiku, seconded by Commissioner Pruden, it was carried by the following roll call vote, to recommend approval of amending City Code {}2462 with the following concepts added to the ordinance: . Retain the right for nonresident visitors to use trailer coaches and camp cars in any zone within the City for up to three (3) consecutive days. , Allow for the use of trailer coaches and camp cars beyond the three (3) consecutive day limit to a maximum of three (3) consecutive weeks by administrative review and approval of a permit, whereby the City will ascertain that the placement and use of such vehicles will not be detrimental to the health, safety, and welfare of the public. . Include the work "temporary" before the words "living purposes," so as to emphasize that the provisions contained in {}2462 do not pertain to any permanent "living" condition. o Require that the nonresident visitor seeking to live in a trailer coach or camp car for beyond the three day limit and up to the permitted three week duration obtain, and prove to the City, consent of the property owner. . Require that the owner or occupant of the trailer coach or camp car is not charged any fee or rent. 6. Make these provisions applicable in all zoning districts. AYES: NOES: ABSTAIN: ABSENT: Commissioners Baker, Larson, Pruden, and Chairman Ashiku None None None MINUTES OF THE PLANNING COMMISSION Page l0 March 13, 1996 ITEM NO. 9a DATE: March 20, 1996 AGENDA SUMMARY REPORT SUBJECT: CONSIDERATION OF MARCH 5, 1996 LETTER FROM MENDOCINO COUNCIL OF GOVERNMENTS AND MARCH 11, 1996 LETTER FROM MENDOCINO TRANSIT AUTHORITY REQUESTING OPPOSITION TO AB 2084 (RICHTER) The City has received correspondence from the Mendocino Council of Governments (MCOG) and from the Mendocino Transit Authority (MTA) requesting the City's opposition to AB 2084. AB 2084 provides that by a simple majority vote, the Board of Supervisors of a County could take as yet an unspecified percentage of Transportation Development Act funds, which is 1/4% sales tax, to use for any County General Fund purpose. The bill excludes the City's share of TDA's from this raid. A discussion from MCOG and MTA are attached along with a summary copy of the proposed bill. Both agencies are requesting the City's participation in opposition to our legislators of this bill. RECOMMENDED ACTION: Consider correspondence and discussion regarding AB 2084 and take desired action. Acct. No. (if NOT budgeted): N/A Acct. No.: (if budgeted) ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine more information is necessary and defer action until information is received. 2. Determine no action is desired and notify MCOG of that position. Appropriation Requested: N/A Citizen Advised: N/A Requested by: N/A Prepared by: Candace Horsley, City Manager Coordinated with: Michael F. Harris, AICP, Asst. to the City Mgr. Attachments: 1. March 5, 1996 memorandum from MCOG, pages 1-3. 2. March 11, 1996 letter from MTA, pages 4-6. 2. Summary of proposed bill, page 7. APPROVED-~.~ ~ 3: B: ASR. MCOG ~ men ooctno council ot: Govemunencs , '.~5 w, sTz~bLeV sT, uk~h, caL~o~n~ ~ 54 $ z, (70714(,3-44'70 March 5, 1996 TO: Liz Henry, Chair, Board of'Supervisors Fred Schneiter, Mayor, City of Ukiah Bruce Burton, Mayor, City of Willits- Patti Campbell, Mayor, City of Fort Bragg Raven Earlygrow, Mayor, City of Point Arena , l Alfano, MCOG Chairman ~ FROM: Bruce SUBJECT: AB 2084 (Richter) - Request Opposition Dear Board/Council Members: Enclosed is a copy of a letter sent by the Mendocino Council of Governments to Assemblyman Hauser and Senator Thompson, urging their opposition to AB 2084. For the reasons outlined in the attached letter, MCOG is strongly opposed to this proposed legislation which would allow counties to divert local transportation funds (TDA) for non-transportation purposes. Since MTA's Joint Powers Agreement between the cities and the County provides for the provision of transit service to residents in the cities and unincorporated areas of the County, it is our hope that you will join with us in ensuring that funding for this essential public service is not jeopardized. Please join with the Mendocino Council of Governments in this effort by contacting our local legislators and requesting their opposition to this bill before it progresses any further. If you have any questions or need additional information, you may contact Mary Hiatt, MCOG Executive Secretary at 463-4470, or Phil Dow, MCOG Transportation Planner at 463-1806. Thank you for bringing this matter to the attention of your Board/Council. le encls cc: Mary Hiatt, MCOG Ex. Secretary men*ooctno council Govemm encs (707) 4 6; 3-4 4 70 March 5, 1996 The Honorable Dan Hauser Assemblyman - District 1' State Capitol Sacramento, CA 95814 The Honorable Mike Thompson Senator - District 2 State Capitol Sacramento, CA 95814 RE: AB 2084 (Richter) - Request Opposition Dear Assemblyman Hauser and Senator Thompson: The Mendocino Council of Governments (MCOG) Board of Directors, at their meeting of February 6, 1996, unanimously voted to oppose AB 2084 (Richter). MCOG is the Regional Transportation Planning Agency for Mendocino County. As currently proposed, this bill would allow counties to unilaterally divert local transportation funds to the county general fund for non-transportation purposes. While there are numerous reasons to oppose this legislation, some of the rationale behind MCOG's position is as follows: · TDA revenues which largely go directly to transit have decreased over the past few years due to the ongoing recession, resulting in cutbacks to existing service. · Due to the reduction in federal transit programs, there is a higher reliance on TDA revenues for local transit capital requirements than ever before. · Due to the loss of State Subvention Funds to assist local agencies with transportation planning, more TDA funds are now being utilized for that purpose, thus decreasing the amount available'for transit operations. · Under the current system of allocation, the four incorporated cities share TDA allocation. The Richter bill would cause an imbalance to the detriment of incorporated cities. · In this era of continued erosion of funding for local streets and roads projects, localities in rural counties which depend on a portion of TDA revenue for basic maintenance would be at risk of losing those funds, with no guarantees that diverted TDA funds would be used for transportation purposes. Assemblyman Hauser and Senator'Thompson March 5, 1996 Page 2 · While on the surface, this bill might sound attractive to struggling counties trying to balance their budgets, it would have a devastating effect on small, rural transit systems (such as Mendocino Transit Authority) which are largely-dependent on TDA for their existence. It should be noted that county government still has several other funding sources available to draw from, whereas transit does not. Loss of TDA revenue means loss of mobility for persons with disabilities, the elderly, and- people of limited means. Thank you for your consideration of the Mendocino Council of Government's position in this matter. We trust that you, as Mendocino County's voice in Sacramento, will do your part to stop this detrimental legislation before it progresses to the committee level. ~ ~ernU~oec~nlof a~o°~~ove rnment s /le cc: Mary Hiatt, MCOG Ex. Secretary CALACT Mendocino Transit Authority Cities of Ukiah, Fort Bragg, Willits, Point Arena Board of Supervisors A--r-f-,~ c ff m £ xJ'r 4!' ~ 1976 Mendocino Transit Authority 20 Years of Cout~!y-W,i,~e Serwce 1996 March 11, 1996 Candace Horsley, City Manager Ukiah City Hall 300 Seminary Avenue Ukiah, CA 95482 Re: Opposition to AB 2084 Assemblyman Bernie Richter (R-Chico) has introduced AB 2084 which could spell catastrophe for public transit in California, especially for rural counties like Mendocino. These are the very counties whose citizens are most dependent on transit, and whose transit systems are most reliant on Transportation Development Act (TDA) funding, which would be compromised by this bill. MTA bus and Dial-a-Ride services carry approximately 1,200 passengers each weekday. In addition, MTA contracts with seven other agencies, including six Senior Centers, to provide specialized transportation for another 250 passengers a day. The single most important source of revenue for these essential services is the quarter percent sales tax based TDA funds, which comprise 62% of the total. Briefly, AB 2084 would allow County Boards of Supervisors to unilaterally take TDA monies for county general fund uses. There is no question that many counties, including Mendocino, desperately need additional revenue in order to simply maintain the services and assets they now have. (That's why Measure C is on our March 26 Ballot.) However, I believe that needed funding should not be taken away from its intended purpose, especially when that is already under funded. Attached is my analysis of the impacts of the proposed legislation. I believe that your agency is in a partnership with MTA to help provide essential mobility for our common customers. Therefore, I am writing to ask that you consider joining me in opposing AB 2084. If I can answer any questions or provide additional information, please call me at 462-5765. · . . over please 241 Plant Road · Ukiah, E;a. li~ ,,ornia 95482 - (707) 462-5765 Fax (707) 462-1760 AB 2084 Analysis March 1, 1996 AB 2084 provides that, by a simple majority vote, the Board of Supervisors of any county could take an as yet unspecified percentage of Transportation Development Act funds (one-quarter percent sales tax) to use for any county general fund purpose. On February 21, the bill was amended to exclude the cities' shares of TDA from this raid. Another amendment is planned to exclude all but ten counties out of it also. In this way, the author hopes to dilute opposition to just a handful of legislators, probably representing the most rural counties. Mendocino County's population-based share of TDA revenues is about $1 million, or 67% of the total, a very significant amount. Therefore, the County's decision regarding use of TDA would bring a very high degree of uncertainty and fluctuation to the Transportation funding decisions that are made by the Mendocino Council of Governments. Those fluctuations would carry over to public transit, transportation planning, pedestrian & bicycle projects, City Street and County road projects, creating chaos and inefficiencies there. Funding for public transit and specialized transit services run by Senior Centers could be sharply reduced. That would eliminate mobility for low or fixed income, senior and disabled riders at least outside city limits. MTA and Senior Centers throughout the County have invested millions of dollars in transit related property, plant and equipment. Are these assets to be disposed of in a bad year and repurchased in a good one? Twenty-five years ago, sales tax revenues were increased state-wide specifically to help finance transportation, primarily public transit. This funding base, plus a fluctuating but small amount of State Transit Assistance and declining federal sources are already inadequate for these purposes. Diversion of any amount to another purpose, no matter how necessary, must be questioned. As currently written, the bill would clearly add yet another battleground for struggle between Cities and Counties. Similarly, the bill would fragment existing transit agencies, including MTA, which are formed as a partnership of Cities and Counties. The bill purports to expand local decision making. The fact is that TDA decisions are already made locally, by MCOG, which is composed of representatives of the County and Cities. As of last month, this bill, or any other form of transferring TDA money to county general funds, was officially opposed by the League of California Cities and the California State Association of Counties. Interestingly, the Board of Supervisors of Butte County, home of Assemblyman Richter, has refused to support AB 2084. 03/15/96 Page 1 LCC Bill Report CA AB 2084 AUTHOR: Richter TITLE: Local government finance: tax revenue COMMII-rEE: Assembly Local Government Committee HEARING: 03/27/96 1:30 pm SUMMARY: Authorizes a county board of supervisors, upon the adoption of an authorizing resolution, to unilaterally modify its contract with the State Board of Equalization to provide that, on or after July 1, 1997, an unspecified percentage of sales tax revenue, except as provided, that otherwise would be deposited in the county's local transportation fund, instead be deposited into the county general fund. STATUS: 01/18/96 INTRODUCED. 02/07/96 To ASSEMBLY Committees on LOCAL GOVERNMENT and TRANSPORTATION. 02/21/96 From ASSEMBLY Committee on LOCAL GOVERNMENT with author's amendments. Read second time and amended. Re-referred to Committee. END OF REPORT ITEM NO. 10a DATE: MARCH 20, 1996 AGENDA SUMMARY REPORT SUBJECT: SET DATE FOR ELECTRIC WORKSHOP The Mayor and Director of Public Utility have developed considerable information for presentation to the City Council regarding the electric utility industry. It is anticipated that this discussion would take approximately one hour including questions and answers. Staff recommends the City Council meet at 5:30 pm on April 3 (an hour before the next regular meeting) to consider this matter. The pertinent background information would be included in the April 3 meeting agenda packet. RECOMMENDED ACTION: Set 5:30 p.m., April 3, 1996 as the time and date for the Electric workshop. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine different date and time are more appropriate and approve the same. 2. Determine workshop is not desired and do not set time or date. Acct. No. (if NOT budgeted): N/A Appropriation Requested: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: Acct. No.: NA (if budgeted) N/A Michael F. Harris, AICP, Assistant to the City Manager Darryl Barnes, Director of Public Utility and Candace Horsley, City Manager None APPROVED;. ~-~D ~~ Candaco Horsley, CitY'~anager mfh:asrcc 32096ELWKSP AGENDA SUMMARY 10b ITEM NO DATE: March 20, 1996 REPORT SUBJECT: Adopt Resolutions Appointing Airport Commissioner and Planning Commissioner to Fill Existing Vacancies Currently there are two Commission vacancies, one on the Airport Commission, the other on the Planning Commission. Notices of these vacancies have run for several months with new applications received for the Airport Commission, by the most recent deadline of March 13, 1996. Action or direction by the City Council is now appropriate. The Airport Commission vacancy has existed since the resignation of Chuck Simon, which was accepted by Council on July 5, 1995. This vacancy has been continually advertised since September 1995, with applications received by the final date of March 13, 1996 from John Reinhart, William French, Jr., and Robert Webb. Mr. Reinhart resides outside the City limits, and with the two non-City resident positions on the Airport Commission already filled, his application cannot be considered at this time. To fill the existing Airport Commission vacancy, the right to make the first nomination belongs to Councilmember Malone. If not approved by majority vote of the Council, the nomination shall pass to the next junior member in seniority, i.e Council member Mastin, then restart with Mayor Schneiter. When the nomination is approved by a roll call vote, the Resolution is then adopted making the official appointment to the Airport Commission. Continued next page RECOMMENDED ACTION: 1. Nominate and approve appointment to the Airport Commission, 2. Council discuss Planning Commission re-advertisement and current pool issue and provide direction to staff of which option is preferable. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Nominate Planning Commissioner from applicant pool and approve appointment, then adopt applicable Resolution making appointment to the Planning Commission Acct. No. (if NOT budgeted): N/A Acct. No. (if budgeted) Appropriation Requested: N/A / Prepared by: Cathy McKay, City Clerk (~t [~' ~ Coordinated with: Mike Harris, Assistant to the City Manager Candace Horsley, City Manager Attachments: 1. Airport Commission Resolution 2. Planning Commission Resolution 3. Reinhart(not qualified), French, Webb Airport Commission Applications 4. Applications for Planning Commission eligible pool from July 1995 (Randolph, Farnbach, McCowen) 5. Current list of City Commission and Board terms 6. July 5, 1995 Council Agenda Resume 7. Resolution No. 95-48 Establishing Procedure for Filling Vacancies on City Commissions and Boards Candace Horsley, City Manager As there have been no new applications received for the Planning Commission vacancy since Brent Smith's resignation in January 1996, Council direction and/or action is requested regarding the following options: 1. If Council desires, the applicant pool established in July 1995, (W. Randolph, R. Farnbach, J. McCowen) could be considered at this time for nomination, if applicants are still interested. 2. Advertising for this one vacancy on the Planning Commission would continue, with applications brought to Council in April or May, depending on Council's desire for a specified length of advertising time. 3. Appointment would be heldover until the annual City commission term expirations (June 30) are advertised early in April include the Planning Commission vacancy, with Council appointment the second meeting in June. Because of the several options available, Council direction is requested. 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH MAKING APPOINTMENT TO THE AIRPORT COMMISSION WHEREAS, the existing vacancy on the Airport Commission has existed since July 1995; and, WHEREAS, the vacancy has been duly advertised until the close of applications on March 13, 1996; with qualified applications received from W. French and R. Webb; and, NOW, THEREFORE, BE IT RESOLVED that the Ukiah City Council approved the nomination submitted as per procedures outlined in Resolution No. 95-48, and do hereby appoint the following person to the Airport Commission to fill the existing vacancy; to fill the term to June 30, 1998. PASSED AND ADOPTED this roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: of March, 1996, by the following Fred Schneiter, Mayor Cathy McKay, City Clerk 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH MAKING APPOINTMENT TO THE PLANNING COMMISSION WHEREAS, the existing vacancy on the Planning Commission occured with the resignation of Brent Smith in January 1996; and, WHEREAS, the vacancy was duly advertised until the close of applications on March 13, 1996, with no applications received; and, WHEREAS, the City Council has chosen to reconsider previous Planning Commission qualified applicants who were interviewed and then considered by Council on July 5, 1995; and, NOW, THEREFORE, BE IT RESOLVED that the Ukiah City Council approved the nomination submitted as per procedures outlined in Resolution No. 95-48, and do hereby appoint the following person to the Planning Commission to fill unexpired term of Brent Smith; to fill the unexpired term to June 30, 1997. PASSED AND ADOPTED this roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: of March, 1996, by the following Fred Schneiter, Mayor Cathy McKay, City Clerk CITY OF UKIAH APPLICATION FOR AIRPORT COMMISSION APPOINTMENT I am applying for an appointment to the City of Ukiah's Airport Commission 1. Name ~O /~J ~. /~llt)/H~f~-- 2. Residence Address 11 3o ~e~Z ~,~y Res. Phone~0~ 3. Business Addressd~/< ~o)~ ~4~ ~_g~rC - Bus. Phone -- 4. EmployerJll~/( ~')~ Job title ~o~z~? ~w~( Employed since 5. How long have. you resided in Ukiah? ./ years; Mendocino County? California? ~'_~ 6. Please list community groups-or-organizations you-are affiliated with. Indicate office held /~0~J~ Please answer the following .-questions on, separate sheets of paper an4 attach. 7. Why are you applying to serve on the City of Ukiah's Airport Commission? 8. What is your understanding of the purpose, role and responsibility of the Airport Commission? 9. How do you believe your own skills, experience, expertise an perspectives will be beneficial to the work of the Airport Commission? 10. What so you believe is the single most important Airport related issue facing our community? and why? 11. In your opinion, what type of Airport programs, or Airport development should the City encourage? 12. In your opinion, what type of Airport programming or Airport development should the City discourage? 13. What kind of ideal community do you envision for Ukiah? Please return this application and attachments to the City Clerk by Noon on March 13, 1996 JOHN A. REINtt~4RT (707) 489-0324 11430 West Road Potter Valley, CA 95469 Response to item #7 I have two reasons for applying to serve on thc Airport Commission, the first is my own personal belief that people should be involved in their community. Eve .rybody has something to contribute, and thc health of any community is directly proportional to the diversit~ and amount of involvement from it's citizenry. A person may be active with their church, chamber of commerce, local nonprofit organizations, or politically, but involvement is the key. Every citizen should examine the experience that they can bring to their communit3~ and contribute. Secondly I feel that I have a great deal of experience dealing with airports that might add to thc depth of the present airport commission. Response to item #8 My understanding of the role and responsibility of the Airport Commission is. to manage budgetau matters, act as liaison between thc general citizenry of Ukiah, the airport manager, and general aviation users. Also to facilitate thc general upkeep and maintenance of all airport asset's city wide. Response to item //9 A twen .ty year career with the Air Force and more then 5,000 Ilying hours going into and out of airports both large and small worldwide have g/yen me insights concerning poorly nm and successful airports. General aviation may not be an interracial part of everyone's life but I feel that it does affect the population at large, however indirectly. I feel certain that a good relationship between the local citizenry and airport user's can only be of benefit to all, and I would like to work in that capacity. My experience as Safety NCO and operations manager at Norton AFB, and Travis AFB would serve as useful skills that even a small airport can take advantage of. Response to item #10 I'm not sure I have a grasp of issues that might be facing the airport at this time. I know that noise levels and sal/e .ty issues are normally concerns of the local community. Our airport is essentially, downtown and that makes both of these issues critical to our development. Obviously of the two, Airport safety should be the most closely considered issue. Sometimes we lose sight of thc phoritics when addressing concerns fi'om mcan sources an approach to both of theses items must be formally addressed and par/of dail3.~ operating policy. Safety being the single most important issue otherwise misunderstandings can be the only outcome. I'm sure that operating policy addresses this in-depth but I feel that it is good to always keep prospective on the safety issue wile trying to facilitating grov,~h. ~ Page 2) Response to item # 11 My opinion of)&port programs and development that should be encouraged would be in the form of examining potential commuter flights to and from Oakland int. or SF Int. also more involvement in general airport development by the community. Job development should be a major thrust and careful growth a primary concern. Both of these I believe would have the support of the city in general, and through the 1996 air show and other activities theses and other possibilities should be expressed so that support can build and progress planned. Response to item #12 What .type of programs or airport development should the City discourage? large rapped growth, without question growth should be encouraged but I feel that because of the position of the Airport in relationship to town noise would be a primary consideration. DLfferent approach and departure patterns may be considered so as not to rule out any growth but this would have to be worked out carefully. Response to item # 13 The 'kind of ideal community I envision for Ukiah is easy to see. The disadvantage that Uldah has in distance to the larger cities will be the advantage of the future. More people will have the ability to "move to the country" as the development of home computing becomes more widespread. Ukiah could be a leader in this movement, the Airport, hwy. 101, and home computers link us to the world as fay or near as a person nfight wont to go. it is a reality that today, people are working in their homes in a rural environment and driving into town to fl3" into the city to connect with whatever or wherever they need. Wc could and should move in that direction. This City sits between two large hi-tec companies RETEC and AM&D, with Maiso,_ite a computerized milling company within arms reach of downtovm. We should look to these leaders and others to take us into tomorrow, we have a large contingent of environmentally., active people here to give us conches, and a state government eager to show positive growth, these are our resources for the future we should use them wisely and use them now. I would like to thank the Ukiah Airport Commission for considering this appointment application and encourage all members to feel free to contact me ff their are any questions that I might answer, inclosed is a short resume outlining some of my Air Force and Civilian experience I hope you will fred it helpful in considering thc appointment. ohn A. Reinhart Page 3) John Reinhart 11430 West Road Potter Valley, CA 95469 (707) 943-0324 Personal Statement 15+ years professional experience, both military and civilian, have resulted in the following affiliations and accomplishments. £ am self starting, responsible and soiution-mindeck believing in a team work spirit, and enjoy the challenge of czmplicated work. 8/95-Present PROPERTY MAINTENANCE Jack Cox Real-estate -Major and minor repairs to both residential and commercial properties to include -painting, carpentry, drywaK electoral, plumbing and roof repairs 1,'95-8/95 CANOE MANUFACTI?RER Navaro Canoe Co. 17901 vanArsdale Rd. Potter Valley, CA -Safety Officer: Knowledge of safety pro,ams, record-keeping and conducting safety meetings -Understanding chemical properties of resins and catalyst and its' performance under different conditions (i.e. temperature, humidity, etc.) -Mold care and preparation-Inventory control -Laminating wood ribs and installing wooden gunnells into fiberglass hulls -Quality control 7/79-1/95 FLIGHT ENGINEER Technical Sergeant United States Air Force TraMs AFB, Fairfeld, CA. -15 years extensive training and work experience supervising, managing and coordinating the inspection of cargo loadin~ maintenance repair and operation of the C-141 Starlifter aircraft. -Squadron and wing level Safety NCO base wide program management -Mission control management: coordinating over 100 flight engineer and load master personnel with world wide mission commitment. -Mission itinera~, development -Perform m-route maintenance on aircraft systems at obscure off-line stations to include: starter control valve failure, repair of control quadrants, flap asymmetry computer troubleshooting, hydraulic system repair. -function as a liaison between officer pilots and enlisted maintenance personal to insure continuity and mission reliability -control: monitor, and regulate aircraft systems to included electrical (ac & dc motor control valves and actuators) air-conditioning, pressurization, fuel, and hydraulics. -superviso~ tasks to include on the job training of newly assigned personal, NCO in charge o~' missions, ensuring compliance of procedures and technical publications, instruction in schematic interpretation. 9/70-6/74 AIRCRAFT MAINTENANCE SPECIALIST United States ,~dr Force Norton AFB San Bemardino CA -perforated minor and major maintenance on cargo m~d bomber type aircraft CITY OF UKIAH APPLICATION FOR AIRPORT COMMISSION APPOINTMENT I am applying for an appointment to the City of Ukiah's Airport commi~Si°n 1. Name ~A3 ~\\]QF~ ~- 2. Residence Address 3. Business Address /~ Res. Phone Bus. Phone 4. Employer 5~c~P~-~/~i'~v~/~Job title /V{~ Employed since 5. How long have you resided in Ukiah? ~ .years; Mendocino County? California? ~) ~~5 --6, Please list ~ommunitygroups 'or organizations you are affiliated with. Indicate office held Please answer the following questions on separate sheets of paper and attach. 7. Why are you applying to serve on the City of Ukiah's Airport Commission? 8. What is your understanding of the purpose, role and responsibility of the Airport Commission? 9. How do you believe your own skills, experience, expertise an perspectives will be beneficial to the work of the Airport Commission? 10. What so you believe is the single most important Airport related issue facing our community? and why? 11. In your opinion, what type of Airport programs, or Airport development should the City encourage? 12. In your opinion, what type of Airport programming or Airport development should the City discourage? 13. What kind of ideal community do you envision for Ukiah? Please return this application and attachments to the City Clerk by Noon on March 13, 1996 ~rirport Commission ~pplication William D. French, Jr. 756 S. Oak Apt. S Ukiah, Ca. 95482 January 31, 1996 7) I am applying for this commission because I feel I could bring new ideas to the community and help make the airport a center for commerce and transportation. 8) My understanding is that the Airport Commission was set up to deal with airport issues that had boggled down the City Council. The Airport Commission reviews ideas; approves and disapproves ideas, comes up with ideas, and makes recommendations to the City Council regarding the airport 9) As a person who plans to live in this community the majority of his life, I feel I could better make decisions about the use of the airport. I am also a young man who loves this community and will do everything in my power to save this community for my children and their children. I am a visionary and I know that I will bring fresh, new ideas to the city of Ukiah and our Municipal Airport. I have worked with community organizations Including Ukiah Civic Light Opera, Ukiah Players Theatre, The Billy Club, Mendocino College Associated Students, Mendocino College Student Paper, and The Ukiah Daily Journal Citizens Review Board. I have worked with such a wide variety of people that I have become aware of the different perspectives of the citizens of Ukiah. 10) Many people believe noise is the most important issue but I know future development around and in the airport area is the most important issue facing Ukiah today. With development encroaching around the airport a major accident becomes more inevitable. Steps to stop this from happening need to be taken now. 11) In my opinion the City of Ukiah should encourage the development of Iow cost commuter flights to Santa Rosa, develop an airport park (trees, flowers, etc.), and a building modernization program (if the average citizen needs to go to the airport they have no idea where to go). Plus, the City should taken on part of the Air Show, which is a local tradition in jeopardy of cancellation. The City could also set restrictions on how Iow a plane or jet can fly, this would help with the noise pollution. 12) The City should discourage any development that would place businesses and homes dangerously close to the airport. 13) I envision a community not much bigger than we already are. I see a community where citizens are not afraid to speak their minds and where all people are listened to no matter what their income. A community that takes pride in it's history. Restores it old buildings and brings environmentally friendly industry and business to town. A city that is not afraid to stand up and tell developers no. A community where children are respected, the police department is accountable, and the information highway is accessible to everyone. A city that helps out it's citizens with extended programs like Plowshares, The Community Center, and MCAVN. A city where school classrooms only have 10 students per class. A city where every citizens knows each others name. A city like the one Ukiah used to be. CITY OF UKIAH APPLICATION FOR AIRPORT COMMISSION APPOINTMENT Date I am applying for an appointment to the City of Ukiah's Airport Commission 2. Residence Address /~-/ ~/~.~~ Res. Phone Bus. Phone 3. Business Address ~// %/,~ . - 4. Employer Z~.~ _/:&_./.~4/~ 5. How long have you resided in Ukiah? California?~ 6. Please list community gjroups or ,organizations you are affiliated with. I~ndicate office held {~/, ~ ~,/~Z~ ~z~.~. c'/~_~ ./7~/z~<~/z~ j Please answer the following questions on separate sheets of paper and attach. 7. Why are you applying to serve on the City of Ukiah's Airport Commission? 8. What is your understanding of the purpose, role and responsibility of the Airport Commission? 9.. How do you believe your own skills, experience, expertise an perspectives will be beneficial to the work of the Airport Commission? 10. What so you believe is the single most important Airport related issue facing our community? and why? 11. In your opinion, what type of Airport programs, or Airport development should the City encourage? 12. In your opinion, what type of Airport programming or Airport development should the City discourage? 13. What kind of ideal community do you envision for Ukiah? Please return this application and attachments to the City Clerk by Noon on March 13, 1996 June 5, 1995 Cathy McKay, City Clerk 300 Seminary Avenue Ukiah, CA 95482 Re: Request for Reappointment for Second Term to the City Planning Commission Dear Ms. McKay: I have enjoyed serving the City as a Planning Commissioner since June 1991. I feel that I have contributed in a positive way to the City's overall planning effort; and I have enjoyed representing the Commission on various land use related committees and projects. The Commission, while fewer in number of participants than I would prefer, is a strong, diverse group of citizens that I have come to know and respect in our collective effort - especially on the General Plan this past year. It is because of this that I request the opportunity to continue my work on the Planning Commission for a final term. I remain committed to meeting the intent of the City's Vision Statement as the cornerstone of our community planning process; and I welcome the opportunity to assist the City in meeting the Vision's objectives. Thank you for your consideration of my request; if I can respond to any questions you or City Council members may have related to my on-going or future activities on the commission, please feel free to give me a call. Sincerely yours, William W. Randolph Principal CITY OF UKIAH APPLICATION FOR PLANNING COMMISSION Date I am applying for an appointment to the City of Ukiah's 2. Residence Address ,~ ~,~=<~z~:~ ~v~,a~_ 3. Business Address %~,~.%- .~o~.,~4 ~~=_ ~,~c.-_~ 4. Employer (.'~ ~uu~. ~u~_<~_~l Job Title~%~,-~_ Res. Phone Bus. Phone ~'~?_-12c~,. Employed Since 5. How long have you resided in Ukiah? ~! ~years; Mendocino County..~[ 3ears 6. Please list community groups or organizations you are affiliated with and indicate any offices /(~.~'ov~,~o .Z~,~ .DL-'-,~',-,~,,-y., 4, ./; ~-, ,- ,c /'7....~'.~..-~ Please answer the following questions on separate sheets of paper and attach. 7. Why are you applying to serve on the City of Ukiah's Planning Commission? 8. What is your understanding of the purpose, role and responsibility of the Planning Commission? 9. What is, or should be the relationship between the City's Planning Commission and the City Council, and between the Commission and Staff? 10. How do you believe your own skills, experience, expertise and perspective will be beneficial 'to the work of the Planning Commission? 11. What do you believe is the most important land use related issue presently facing our community? 12. As a member of the Planning Commission, how would you attempt to address this priority issue? 13. In your opinion what type or types of growth, if any, should the City encourage? 14. In your opinion, what type or types of growth should the City discourage? 15. Are there any changes to the City's current planning review process that you would like to see implemented? 16. What kind of ideal community do you envision for Ukiah? Please return this application and attachments to the city Clerk by Noon on March 8, 1995. CITY OF UKIAH APPLICATION FOR PLANNING COMMISSION Date June 28, 1995 : ~':': Oi: IJKIAH 1995 ....... ~_i~l~. DEPARTMENT I am applying for an appointment to the City of Ukiah's Planning Commission. 1. Name John I~cCowen 2. Residence Address 617 ~i. Cl~.~y Street Res. Phone 462-3210 3. Business Address & l~:,.ili~j[: P.O. Box zJ. 54~ Ukiah Bus. Phone 462-3210 4. Employer ,%',e!f - Property [~a, nage~ob Title Employed Since 1990 5. How long have you resided in Ukiah?40 years; Mendocino County 46 .years 6. Please list community groups or organizations you are affiliated with and indicate any offices held[~,l~.m~tna~mo County Overall Economic DeVelopment P~_~n Committee-1995, b~ciah Co-op Board o£~Directors-19~-90,95-~ ~'~endo- cino County Gr~nd Jury-198~'~, ]~.:~endocino Environment~! Center Bo~.rd of lncor!~or~_~ter~:-1987-[ig, Liw,b!e Commtu~itie~!!. Foru~u A¢~vi~ory Grou~-!995 Please answer the following questions on separate sheets of paper and attach. 7. Why are you applying to serve on the City of Ukiah's Planning Commission? 8. What is your understanding of the purpose, role and responsibility of the Planning Commission? 9. What is, or should be the relationship between the City's Planning Commission and the City Council, and between the Commission and Staff? 10. How do you believe your own skills, experience, expertise and perspective will be beneficial to the work of the Planning Commission? 11. What do you believe is the most important land use related issue presently facing our community? 12. As a member of the Planning Commission, how would you attempt to address this priority issue? 13. In your opinion what type or types of growth, if any, should the City encourage? 14. In your opinion, what type or types of growth should the City discourage? 15. Are there any changes to the City's current planning review process that you would like to see implemented? 16. What kind of ideal community do you envision for Ukiah? Please return this application and attachments to the city Clerk by Noon on June 28, 1995. l;kiah City gouncil 300 Semins_ry Avenue Ukia, h, gA 95482 June 28, 1995 Dear I~'s.,yor and gouno:L1 L,,ember~, A~ mo~t o£ you. know 1' have long had an interest :in eivio a£fa~r8 and have given ~erious eonsider~;tion to applying for .pa~t vae~.~neies on the ?l~=~.nn~_,ng gommission. }~o~t of you will recall %h~% ~ ?epiPed roy a vacancy on the gity go~c~ ~ 1992. ~ retrospect, the ~o~cil did me a great f~vor by not givin~ me tbs opportunity to serve ~t time In m~lc' ~' . . . zn~., the dee:i.:~io.~'~ to ~:,.p'ply fox' ~ 'r~ublie service ~o~:~ it ion, I neee?,?.',~:rily m::~tce the ~q~:.e''~ .. the ~o'"ition '~'i!l reeefw'e my hi~rd~e:".t priorJ..'t;y. ][I~d I been ap'pointed in 1992 I e~:~n now see theft other ~:~ret-~..s of my life wo~.d have suffered_ ~f~:irly. I ~.m fortu~a'~.te to be in a po~:~ition now where some of the things: I have labored for over tbs ?feprs rx"e eom~,7 to fruition~ ~.erefore, it is easier for me to m~'ke the time eorru-ai%-bment t!'~'l;, is: required of ]?la,ming Oon~issioner. It i~; ~'~!so true that the time eo~mittment for ~:::. Pl~ing Oo~issioner is ¢'~uite a. bit less than that required Co~e~ Member. Just this yee,r I hr~ve Ones a.~,in be~ aecept~g forma?l eo~ittments to serve in various capacities. I f~ad that I have been ~-~ble to ~tegra.te these responsibilities into my life fairl~ easily. I ~:~lso understand that the plann~g process is wortc~g very smoothly at this t~e. I tmderstand that we have a highly c~ua!ified r~:n.d . -~. f ¢~ . .... ~ . The p.. o e.~ .... ional staff, which h~- been~ the ease for many years difference is that staffing levels are now adec~uate to handle the Workload. I also ~derstand th~;t the project review process r'e,.~ted in projects being more fully and appropriately developed by the t~ne 'they rea. eh the Oo~ission level. Therefore, I can s~y -that I have never been more fully preps.red to make the eommittment to :',eryc 'tbr~.r~ I ~:~.m ~-~,t 'this tir'qe. l,~ost of you also l'~a.ve ~:;om.e familiarity v,.,itl:, my ~terest and r',uatifieations. ~:~iith regr:'rd to my ap'plieation I wo~d like to say that I typed out the answer~:~ to r~uestions 7-16 this morning without do~g a draft, research or eonsult~g with other people. I don't intend for that to be a.n arrogant statement; I realize I have mush le~:.rn. I do wish to indicate theft my answers are an accurate reflection of my current level of knowledge and ~dersta.nd~g. I did talk with two current ~la~~g ~ '~'¢' ,~or~mo ....loners this mornLug, a'ftcr 9r'e-~r':.r~g my application, but before writinG' this letter. I w~-.nt,,~,---,' ~ -b~ ~-:~sure my:~elf,, that I l~r'~d, an accurate ~der;'stand~:' of the re(~uired time eo~mittment I ~.&.=o ~derstand th. at there is a good field of well qualified ap'[alicants, but partic~arly with the decision of go~issioner 14enton not to re-apply, I want to give the Oo~eil the opnort~ity to choose from as ma,ny well qualified applicants as possible. ~a~ you for your considers%ion of this letter and my app!ieation. Sinc, e relay, ObhnJr4c Cowen P.O. Box 454 Ukiah, CA 95482 A T TAC HL,,~N T APPLICATION FOR PLANNING COI~IS~ ~ION - ]~cCowen 7. I am applying to serve on the City of Ukiah's Planning Commission because I have always had e.n interest in civic affairs; planning has long been one of my m~'in _ ~ ~,~,~,.,.~ of interest; as a long term resident, I feel I have a sts~ke in tl}e conmmnity ~s w~ll as an obligation to give something back and is. st, but not les~st, I have the time, interest and motivation to diligently discharge the responsibilities of a Planning Commissioner. 8. The purpose, role and responsibility of the Planning Commission is to relieve the burdens on the City Cotmcil by gathering information and mzking reccomenda~tions to the Co~cil; resolving m~ny routine pl~?~ing items by the ~p~:~ropri~'~te app!ics~tion and/or ~ter[oretation of City ordinances ~nd codes ~..nd to be mindful that it o-[~er~tes role to the Citer Cotmcil. The ~reatest responsibility of the t-i~nnmn~ Co~n~::~;aion i~ to tb.e citzzen' of N~i~,.h: to ink, ute that its decisions'. ' -" consistent ~'~nd in accor'd with a.',o~-',lic~ble code~ ~re im~art i~!, rat mort,:,..1, ._ ..~: . end. or~] inance ~' ... 9. As mentioned above, the role of 'the Plaming Commission in re].~}tion to the City Corm. cji_ should, be one of support. In order to pro-oerly merve the Coum_cil, the ~ommm,~,..ion shod_c] be conscientious in ft~f~!ing it,:.q rea:ponsibiiitieu~. By conductin,~ well r~m meetings's; by ~']c~f~ we].l-~t~"p,',or-tea recommendations ~-.na dec mo '~-' ions, tho .... gom~iS~ ion wil~ ............. el~rify is~'~ue~' for the goumci~ and in m~n~y ccses r~void. 't~',~e need ..... . gommms:~ion ould be for a-r:,~e:'-l~ The re'lr:~tionshi-p of ttaff to the * ' ' b~e ¢1ommi~:~.~,ion,., to the govmcil. eor~or': ~.-~d r:~l}oulO be pz'eL-~c.reg to ~.nr~wer aue,~:'tions, br:c]c-u~ t}~eir recomend~,tionrx r~nd ;~aco?~t the decin~ion of the ~;om.,, ia, :s ion ew~n if it . con,z., r::/ ~o t].'~e ~ta'.ff reeo'maendation. ~:~e ,:Jommi~::~ion y:-:t~ould reco~mize t}aa.t :;~.,ff are c~u~'-J_i'fied ~rofea~siona~!s who should be iterated ~ecoz. d~T-!y. %'br~:,ffY hi:'~e is v{~!]~.abie and should not be aquandez'ed on paper eh~es just to,_,'~atir:::fy the interest or concerns of a ..,~'ing] e._ co~is~;ioner. !0. I believe my r':~ki!!s, experience, expertise and r~erspective will be beneficial to the work of the Planning Co~ission ~ a n~ber of w~ys. I believe I have the abi!it~ff %o see a.~:~d tmderstand ~11 sides of an issue, which is a very valua, ble skill when it is necessary to make decisions that fairly address competing ~.terests. I have excel!an2 com~rehension, a logical and analytical m~d and the ability to clearly and conciseIy articulate my position. I have been a student/critic/ observer of government for thirty years and during this t~.e my ~reatest concern ha:~: been to see that the decisions of government are fair, logical and consistent. It is easy to be a critic end f~d fault but much more difficult to be responsible for re~l~r!y making decisions that ~ffect the interests and qur:'~.lity of life of your ne i~ffb bo rs . I believe I am rea.dy to accept this reuponsibility. I believe I have a good workinff knowledge of City ~overnment and issues. I hnve experience ATTACHJ',.'~].',IT - HcCowen on s. number of Bomrd. s and ~;ommittee,.q'. ~:,n5 arn comfortable rnd effective serving in those types of positions. As a long term resident I offer e bit of a h '~' .. m~_.~torical ~ers-oective au.d an ~tere~i in ma~taining the senr';e of comm~mity r'nd. .... ~'ms.].l town qu~..,t it~r,, of !ifc v,4q. icb. we a!l_. o,..¢ .... y we value. !1. I believe the most important l~:nd use rela-ted issue presently facing our community relates to the presently pro!~osed or reasonably forseeable development of"l~nd outside the city l~mits, but ne~r enough to affect the services and ~!u~].ity of life which city re,~idents currentl.v enjoy. Some of these develor, ments have the notencial to negatively affect traffic circulr~tion, air q.uality, congestion and City recre~:tion facilities and ~rograms, among7 others. Other proposals threaten l['~nd currently zoned for agrictnlture. 12. As a ?!arming Commissioner, I would address this issue by' .~ s m,_~t that any such 5eve1 o~-oment wot~cl encouraging the Commis ion 2o h?ve to be consistent with the ~$os.]_s and policie? of t~',.e General Plan mhd de.?i{~ed J.n ?uch {.', vvr, y that adverse impo.ets be mitif~F~tod to-hbo ~re: i~est extent th?.t it is reasonable. In some cr~',ses tl~is mi~xl'}t me~n . th?t erojects v,,,oull..d, need 'bo be r',cr,!.efl back. In f::enerr:,]. I v,.'Ol.l!d be ,, ,_ ', ...... x .......~ m de~iRm;-~ion of r',ny '~roperty r~xtromo]_y ra]_uct~ r~-t %o ~-}~,~..t,:se zoned a~x'ic~turs',l, ~::!thou~h I don't want to say that ~Tuah. ~ ch~'nge wo~d neve~ be ap-oroprir?te. 13. The City should encourage growth that is compatible with our ...... sense of c ~ ity ~:nd th.~ Genera! ?'!~n. ~0r'~ent ~uali~y of life, o~,~m~ I ]_~e the effort~ of the.._ ~itT,r. to revitalize 5o,,h~own ..... I n,~:uN~',.,r~', ~a-m!'u. d ing mixed ~-;.~fre groups if ~here is x:~ufficient in't~xrest. 1~ I believe the City should d'~' ~, .. _ mocourage big box a}tartment buildings or any houseing based on 'she HUD model, which tends to ghettoize low income people. With r~:,re exceptions, I would also discourage big box retail stores, ~less it could be demonstre~ted that they met a need which was seriously ~derserved by existing local retailers. I would not l~{e to see the type of ~trip con'~nercial development typified by ,~ct':, of Str~te Street replicated ,..n~,here else in-the Citer 15 Without compromising environment~.l or planning standards, I wot~ld favor ~ny change that would expedite or streamline the planning review nrocess, but I have no specific recommendations at this time. 16. The ideal community that I envision for Ukiah is one where people know their neighbors; h?ve s strong sense of community; feel they have 8 personal str.ke i_n the well bein~ of their comm~ity; are able to walk or bike to most s~:~rvices; live and work in buildings th~'.t ~:,'x'e sestheti- cs.11y desired with comple,-qentary ]_sndscaping; cherish our remaining herits6e trees and plant new ones to sba. de our streets, ho~es and workpl~ees; respect L~nd enhance the -parks and streak,ms ~ our midst; feel secure in their homes r'~nd on the streets; nroteet the nus..li~y life that we presently enjo~ and insist that new development be compatible with our shared values and sense TERMS OF CITY OF UKIAH BOARD AND COMMISSION MEMBERS - March 1, 1996 Airport - 3 year term * - Malone Howard Henley Ken Fowler * Matthew Froneberger Allan Hunter Vacant Dorleen McBride Mark Davis* Present Term Expires Last Date to Serv- 6/30/97 6/30/00 6/30/98 6/30/01 6/30/98 6/30/01 6/30/98 6/30/98 6/30/98 6/30/01 6/30/96 6/30/96 6/30/96 6/30/99 Planning - 3 year term - Malone Eric Larson Philip Ashiku Cheryl Baker Judy Pruden Vacant 6/30/98 6/30/01 6/30/98 6/30/01 6/30/98 6/30/01 6/30/96 6/30/02 6/30/97 6/30/00 Parks and Recreation - 3 year term * Malone Angela Hooper Allen Carter John W. Meier Susan Johnson Allan Johnson Jeffrey Anderson 6/30/98 6/30/98 6/30/98 6/30/98 6/30/98 6/30/98 6/30/96 6/30/99 6/30/96 6/30/96 6/30/96 6/30/99 Carlos Jacinto * 6/30/96 6/30/99 · Two Commissioners May Reside Within 'City's Sphere of Influence Civil Service Board - 4 year term Albert Beltrami (re-appointed by Council 9/6/95) Gary Bruchler (appointed by employees July, 1991) Dan Saylor (appointed by two other members) City Representative on the Library Advisory Commission Ann Fatch 6/30/92 Cultural Arts Advisory Board - Wattenburqer Currently Inactive Golf Course Committee - 2 year term Allen Carter - Parks and Recreation Allan Johnson - Public Member Perry Ramsey - Mens Golf Club Don Rones, Sr. - Public Member Betty Bassler - Womans Golf Club 6/30/96 6/30/97 6/30/95 6/30/96 6/30/96 6/30/98 6/30/97 6/30/97 6/30/98 6/30/98 Demolition Permit Review Committee - 2 year term Thom Parducci - Design Review Comm Chr. 6/30/95 Clif Shepard - Building Official 6/30/95 M. Guintoli resigned 9/94 - Hist. Soc. 6/30/95 Judy Pruden - Resident 6/30/95 Director of Public Works/City Engineer 6/30/97 6/30/97 6/30/97 6/30/97 CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting Resume CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 July 5, 1995 6:30 p.m. 1. Roll Call 2. Invocation/Pledge of Allegiance 3. Special Order of Business a. Introduction of New Senior Center Executive Director, Terr Willis Corrections/ approved . . Approval/Correction of Minutes a. Regular Meeting of June 21, 1995 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. . Denied Awarded Awarded Approved Approved 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 a 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. Claims for Damages Received from Matthew Elliott, Timothy Fischer, Deny and Refer to City Insurance Carrie, REMIF b. Award of Bid to Jones Chemicals, for Sodium Hydroxide, in the Amount of $334.25/Ton c. Award of Bid to McFarland Cascade for Various Size Class 3 Western Red Cedar Poles in the Amount of $12,687.68 d. Approval of Notice of Completion for Construction of Taxiway Lighting and Improvements at the Ukiah Municipal Airport, Spec. No. 94-01 AIP #3-06-0268-04, and Authorize City Clerk to File Notice of Completion e. Approval of Notice of Completion for Furnishing and Installing a Fuel Storage Tank at the Ukiah Municipal Airport, Spec. No. 94-10, and Authorize the City Clerk to File Notice of Completion Approval of Final Map Minor Subdivision No. 94-07, and Subdivision Improvement Res. Agreement, and Acceptance of Parcel "A" and Easements for the Cleveland Subdivision Adoption of Resolutions Removing Highland Avenue as a One-Way Street, Establishing a Prima Facie Speed Limit of 15 mph, and Requiring Vehicles to Stop on Highland Court Approved Res. 96-4f. Approved Res.96-1 g. 96-2, 96-3 . AUDIENCE COMMENTS ON NON-AGENDA ITEMS The City Council 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. 8. UNFINISHED BUSINESS ~i.7/?cW,_ ()~.~. ~2~,~ cf a. Annual Nomination and Appoint/m~'nt of Commissioners and Board Members i. Planning Commission Ap_p/licfa,,nts- Ashiku, Randolph, Larson, Farnbach, Froneberger, Baker, McCowen, Winiger (3 vacancies) ii. Airport Commission Applicants - Hunter, Fowler, Froneberger, (4 vacancies) iii. Parks and Recreation Commission Applicants - Hooper, Carter, Meier, Froneberger iv. Cultural Arts Advisory Board Public Member'Applicants - Vogel (4 vacancies) Accepted v. Receive and Accept Letters of Resignation From Planning Commissioner Menton and Adopted Res. No. 96-5Airport Commission Simon and Adopt Resolution Confirming Nominations Approved b. Approval of Final Ambulance Dispatch Agreement with Ukiah Ambulance and Authorize Mayor to Execute Agreement $9,999 approved c. Consideration of Outside Investment Advisor to Evaluate City's Investment Portfolio 9. NEW BUSINESS Viewed Adopted Res. No. 95-56/96-6 a. Viewing of the Redding Waste Transfer Site Facility Videotape b. Consideration of Proposal and Adoption of Resolution to Self Insure for Pollution Coverage at Landfill 10. CITY COUNCIL/REPORTS No action taken 11. CITY MANAGER/DEPARTMENT HEAD REPORTS 12. CLOSED SESSION 13. a. G.C. Section 54956.9 - Conference with Legal Counsel Regarding Potential Litigation ADJOURNMENT (To July 10, 1995, 9:00 a.m., in Civic Center Council Chambers for start of three day Budget Hearings) The City of Ukiah complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. RESOLUTION NO. 95- 48 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING 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 has not 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; NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the following 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. 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. s:\u\resos95\vacancy.pro May 30, 1995 2. 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 councilmember 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 7 th day of June following roll call vote: , 1995, by the AYES: Colmci lmembers Wattenburger, Shoemaker and Mayor Schneiter NOES: Councilmember Malone ABSTAIN: None ABSENT: Councilmember Mastin S: \u\resos 95 \vacancy. pro May 30, 1995 ITEM NO. 1 la DATE: March 20, 1996 AGENDA SUMMARY REPORT SUBJECT: FISCAL YEAR 1995 AUDITED FINANCIAL STATEMENTS Stephen Herr, CPA of Davis Hammon & Co., Certified Public Accountants, conducted the latest audit of the City of Ukiah. Davis Hammon & Co. has audited the City's financial statements for a number of years and therefore has a good understanding of the City's operations. This continuity also provides the financial statements with a similar presentation from year to year. The auditor's opinion, titled "Independent Auditors' Report," is generally clean with one qualification. The exception noted is the same as noted in prior years regarding lack of adequate fixed asset records. With this exception, the opinion is that the General Purpose Financial Statements (GPFS) present fairly, in all material respects, the financial position of the City of Ukiah as of June 30, 1995, in conformity with generally accepted accounting principles (GAAP). The valuation of the fixed assets has been completed and will be integrated into the financial records for FY 95/96. Once this integration is complete, staff expects the qualification of the financial statements will be eliminated. Attached is a comparison of FY 1995 totals to FY 1994 totals (Condensed Balance Sheet and Statements). This summary should be viewed only as an overview from which only generalized conclusions should be drawn. I will answer any questions you may have. If you wish, you may contact Steve Herr at his office. Mr. Herr does not plan to attend the Council meeting due to other commitments during this busy season. (Continued on page 2) RECOMMENDED ACTION: Review and accept the audited financial statements for the City of Ukiah, from Davis Hammon & Company, CPA's for the year ended June 30, 1995. ALTERNATE COUNCIL POLICY OPTIONS: None Acct. No. (if NOT budgeted): N/A Acct. No. (if budgeted): N/A Appropriation Requested: N/A Requested by: Candace Horsley, City Manager Prepared by: Gordon Elton, Finance Director Coordinated with: Candace Horsley, City Manager Attachments: 1. Letter to City Council from Auditor 2. Comparison of 1994 and 1995 totals 3. Schedule of Combining Funds 4. City of Ukiah Financial Statements - FY 1994-95 APPROVED: '~Ca~ac~ ~rs%e~, !~City Manager As a whole the City is fiscally sound. The audited financial statements present a summary level for the General Fund, the Special Revenue Funds, the Debt Service Funds, the Capital Project Funds, the Enterprise Funds, the Internal Service Funds, and the Trust and Agency Funds as well as listing the totals for the General Fixed Assets and General Long-term Debt Account Groups. In addition, Combining Statements of the Enterprise Funds are included. As you know, the general ledger maintains many more funds than are identified in the audited financial statements. Attached is a schedule of the funds that are combined into the funds identified in the audit report. The Ukiah Redevelopment Agency financial records are included in the statements labeled "City of Ukiah" as well as presented separately at the end of the audit booklet. This presentation is required under the generally accepted accounting principle of "reporting entity" which states that any entity that the City Council controls a majority of must be included in the City financial statements. Other than the numbers in the financial statements themselves, the "Notes to the Financial Statements", which begin on page 10, provide important additional information about the financial condition of the City and the manner in which business is conducted. Note 7, Capital Leases, and Note 8, Long-term Debt, beginning on page 15, identify the commitment for future lease and debt obligations. Note 10, Interfund Assets/Liabilities, lists amounts owed between funds. This listing includes the amount funds have overdrawn cash. Note 11, Other Required Individual Fund Disclosures, lists funds that have deficit fund balances and the portion of fund balances that are reserved or designated for specific purposes. Landfill Closure and Postclosure Costs, Note 13, discusses the calculation of the City's future obligation for these costs. Note 15, Joint Powers Agreements, page 18, identifies the joint powers agreements the City has entered into. Note 18, Prior Period Adjustments, page 20, identifies adjustments made to the fund balances as of July 1, 1994 and the reasons for the adjustments. GE:AUDIT95.AGN Page 2 Davis W. Hammon, Jr., C.P.A. (1924-1989) Stephen B. Norman, C.P.A. Stephen J. Herr, C.P.A. DeLores N. Frederick, C.P.A. James L. Duckett, C.P.A. Guy E. Marcy, C.P.A. Honorable Mayor and Members of the City Council City of Ukiah Dear Honorable Mayor and Members of the City Council: We are pleased to present the annual audited financial statements of the City of Ukiah and the Ukiah Redevelopment Agency. These financial statements, prepared in accordance with generally accepted accounting principles, are intended to present the City of Ukiah's and Redevelopment Agency's financial position and results of operations for the year ended June 30, 1995. As always, responsibility for the content of the financial statements rests with management, our responsibility is to issue opinions about whether the amounts and disclosures are "fairly stated." We also report on the City's and Redevelopment Agency's compliance with various laws and regulations, and their internal control structure. CITY OF UKIAH Our opinion on the financial statements of the City of Ukiah is, once again, qualified due to the City's fixed assets. However, subsequent to the year end management has taken significant strides in correcting this situation and is in the process of developing a fixed asset management system. We believe that once the system is established and maintained, the issues requiring our report qualification should be resolved. The "Single Audit Section" (beginning on page 32) contains six separate reports on the results of our audit regarding the City's federal grants, compliance, and internal controls. Several items are noted within the various reports that we believe are instances of noncompliance or areas of internal control weakness. Each of these matters have been discussed with City management, and their response to each item has been included in the reports. Management's responses are an indication of their committment and desire to improve the areas addressed by our reports. UKIAH REDEVELOPMENT AGENCY While the activites of the Ukiah Redevelopment Agency have been included in the financial statements of the City of Ukiah as required by GASB-14, management also prepares a separate set of financial statements to present the Agency's financial position and results of operations. Our opinion on the financial statements of the Ukiah Redevelopment Agency is unqualifed. The results of our audit found the Agency's statements to be fairly stated, in all material respects. We also issued a report on the Agency's compliance with requirements applicable to California Redevelopment Agencies. MEMBERS: AMERICAN INSTITUTE AND CAUFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Orovilla, CA 95966 (916) 533-3392 FAX (916) ~3-2714 DAVIS HAMMON & CO. ~~ Certified Public Accountants MANAGEMENT LETTER We also issued a management letter to discuss other City activities which should be considered when preparing financial statements. While these items are less significant than matters noted in the financial statement reports, they do represent areas that need to be addressed when compiling information for the City's financial statements. Many of these issues should be reviewed as the normal course of action when closing the City's books each year. ACKNOWLEDGEMENT We would like to take this opportunity to thank the staff and management of the City for their assistance during the course of our audit. We have always found the City's personnel to be friendly, cooperative and forthright in every way. We would be pleased to respond to any specific questions you might have. Respectfully Submitted, DAVIS HAMMON & CO. CITY OF UKIAH - CONDENSED BALANCE SHEET ALL FUND TYPES AND ACCOUNT GROUPS Cash and Investments 919,176,187 920,887,447 9221,660 9193,651 Cash with Fiscal agent Receivables: Accounts From other Funds Other Other Assets Inventory Restricted Assets Property, Plant and Equipment Less: Accumulated Depreciation General Fixed Assets Amount Available in Debt Service Fund Amount to be Provided: Accrued Vacation Benefits Capital Lease Obligation Tax Allocation Note Obligation 92,096,977 91,950,891 91,604,164 9827,204 91,156,422 91,215,993 9533,226 9382,224 9860,243 9820,506 93,144,195 93,118,649 963,712,738 958,188,866 (917,407,550) (915,728,167) 914,304,272 913,407,862 91,577,891 91,232,290 9245,372 9224,885 92,927,997 92,700,470 96,279,247 96,935,000 Accounts Payable Accrued Benefits Accrued Interest and Loans Payable Due to Other Funds Deferred Compensation Capital Lease Obligation Tax Allocation Notes Payable/RDA Loan payable Revenue Bonds Payable Due to other Agencies Estimated Closure/Post Closure costs $2,585,120 $710,304 9878,084 9809,287 95,484,825 93,634,519 $1,604,164 9827,204 91,437,583 91,029,024 95,345,422 95,480,905 96,845,000 96,935,000 923,770,122 924,236,648 91,300,745 91,104,163 92,396,264 92,955,157 Other Liabilities 9539,429 9429,908 Investment in General Fixed Assets Contributed Capital Retained Earnings: Reserved Unreserved Fund Balance: Reserved Unreserved - Designated 914,304,272 92,804,345 92,725,543 920,559,645 93,650,324 9858,549 913,407,862 91,827,386 92,399,318 921,070,203 92,703,823 93,608,270 Unreserved - Undesignated 93,343,605 93,188,790 AUDITFS.XLS Printed 3/13/96 Page 1 CITY OF UKIAH CONDENSED STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE ALL GOVERNMENTAL FUND TYPES AND EXPENDABLE TRUST FUNDS FOR THE YEARS ENDED JUNE 30th Taxes Licenses and Permits Fines, Forfeitures, and Penalties Intergovernmental Revenues Use of Money & Property Charges for Current Services 95,518,118 94,857,815 $33,861 $40,925 957,697 953,710 91,048,736 91,077,865 9628,506 91,207,795 9150,335 9157,495 Other 9611,280 9151,631 General Government Public Safety Streets and Roads Parks and Recreation Community Development Debt Service Capital Outlay $1,141,136 9957,993 $3,386,741 $3,314,736 9793,703 91,101,972 $495,613 9474,429 9990,480 9999,237 91,196,850 9975,087 9965,396 $2,659,479 Excess (Deficiency) of Revenues over Expenditures (9921,386) (92,935,697) Operating Transfers in 91,966,654 9275,762 Operating Transfers out (93,089,778) (9317,607) Decrease in Trust Deposits (919,333) 9126,365 Excess Expenditure Reimbursement Contributions 9245,872 9177,366 Proceeds from Financings (net of refunding payment) 9460,257 961,510 Excess (Deficiency) of Revenues and other Financing Sources over Expenditures and other uses ($1,357,714) (92,612,301) Prior Period Adjustment (Insurance Expense) ($290,691) (973,399) Residual equity transfer 9358,500 AUDITFS.XLS Printed 3/13/96 Page 2 CITY OF UKIAH CONDENSED STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN RETAINED EARNINGS ALL PROPIETARY FUND TYPES FOR THE YEARS ENDED JUNE 30th Licenses and Permits $60,999 $60,247 Fines Forfeiturs, and Penalties $58,498 $57,435 Charges for Current Services $17,892,145 $17,342,689 Purchased Power $6,774,610 $5,944,062 Operations $4,903,618 $4,476,599 Maintenance $1,068,684 $1,005,897 Utilities $608,041 $564,133 General & Administration $2,499,358 $2,286,907 Operating Income before Depreciation Depreciation Operating Income $2,157,331 $3,182,773 $1,679,386 $1,580,288 $477,945 $1,602,485 Taxes 942,766 916,501 Interest Income 9340,345 .9700,442 Interest Expense (91,829,372) ( 91,788,002) Intergovernmental (9258,029) $92,211 Trustee Fees (95,032) (924,724) Income Before Transfers (91,231,377) 9598,913 Net operating transfers in (out) 91,123,124 941,845 NET INCOME BEFORE EXTRAORDINARY ITEM (9108,253) 9640,758 EXTRAORDINARY ITEM-ELECTRIC BOND REFUNDING RETAINED EARNINGS BEGINNING 923,469,521 925,740,917 PRIOR PERIOD ADJUSTMENT (976,080) 9356,361 Change of accounting principle (92,910,015) Residual Equity Transfer (9358,500) AUDITFS.XLS Printed 3/13/96 Page 3 CITY OF UKIAH SCHEDULE OF COMBINING FUNDS JUNE 30, 1995 GeneralEund 100 General 110 Special General 115 General Reserve 130 Replacement Reserve 131 Equipment Reserve _S. p_ec_ia I Revenue 140 Park Development 141 Museum Grants 142 Nat'l Science Foundation 200 Asset Seizure 210 Traffic Safety 270 Signalization 280 Storm Drain 300 2106 Gas Tax 301 2107 Gas Tax 302 2107.5 Gas Tax 303 2105 Gas Tax 332 Federal Shelter 333 C.D.B.G. Grant 335 C.D.B.G. 340 SB 325 Reimbursement 345 Off System Road 960 Community Redevelopment 962 RDA Housing Debt Service 150 Civic Center 966 RDA Debt Service C;alfitaL~rejects 120 Capital Improvement 361 High School Park Project 698 Fixed Asset Replacement 965 RDA Capital Projects Int~nal Service 575 Garage 678 Public Safety Dispatch 696 Stores 697 Billing Enterprise Trust&.Age[]_cy Trust 900 Special Deposit 940 Payroll Posting 920 Liability 910 Workers' Compensation 260 Business Improvement Agency 640 UVSD Revolving 650 UVSD Special 651 REDIP Reserve 652 REDIP Enterprise 663 MSWMA Countywide JPA 670 USW Billing 950 General Services Acc_ountGr_~ups 980 General Long-Term Debt 990 General Fixed Assets Enterprise Electric 550 Lake Mendo Redemption 555 Lake Mendo Reserve 800 Electric 801 Electric Revenue 802 Electric Reserve 810 Electric Reserve Street Lighting 805 Street Lighting Water 820 Water 830 Water Reserve 840 Special Water Disposal Site 660 Disposal Site 661 Disposal Replacement 664 Landfill Postclosure 665 Disposal Replacement Sewer 500 Sewer Bond Redemption 610 Sewer Service 611 Sewer Construction 612 Sewer 613 Sewer Construction 615 Sewer Replacement 618 Flood Damages 620 Special Sewer Airport 310 Special Aviation 312 Master Plan 315 Capital Improvement 320 Airport Clearzone 600 Airport 601 Runway Construction 602 Runway Repair 603 Hanger Site Improvement Parking District 220 Parking Operations 230 Parking Revenue 530 Parking Redemption Golf 693 Golf Course Clubhouse 694 Golf Course Capital 695 Golf Ambulance 680 Ambulance Youth Community Services 405 Youth Community Services Recreation 400 Recreation Conference Center 410 Conference Center CITY OF UKIAH AND UKIAH REDEVELOPMENT AGENCY FINANCIAL STATEMENTS TOGETHER WITH INDEPENDENT AUDITORS' REPORTS FOR THE YEAR ENDED JUNE 30, 1995 Z r,.,; = o ~ E <: Z ~z o-- DAVIS HAMMON & CO. Certified Public Accountants INDEPENDENT AUDITORS' REPORT Oea4-'~eee) 5tepheft g. Norman, C.P.A. Stephen J. Herr, C.P.A. DeLores N. Frederick, C.P.A. Guy E. Marcy, C.P.A. Honorable Mayor and City Council Members of the City of Ukiah Ukiah, California 95482 We have audited the accompanying general purpose financial statements of City of Ukiah, California, as of and for the year ended June 30, 1995, as listed in the table of contents. These general purpose financial statements are the responsibility of City of Ukiah management. Our responsibility is to express an opinion on these general purpose financial statements based on our audit. Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the general purpose financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall general purpose financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. As more fully explained in Note l I to the general purpose financial statements, the City does not maintain a detailed fixed asset ledger and generally does not record the dispositions of fixed assets. Generally accepted accounting principles require that fixed assets reflect all dispositions and remaining assets be presented at cost or estimated historical cost. Due to the nature of the City's fixed assets accounting records, we were unable to satisfy ourselves as to the carrying value of fixed assets and related accumulated depreciation. In our opinion, except for the effect on general and proprietary fixed assets and related depreciation for proprietary fund types due to the omission of recording fixed asset dispositions and not maintaining a fixed asset ledger as discussed in the previous paragraph, the general purpose financial statements referred to in the first paragraph present fairly, in all material respects, the financial position of City of Ukiah as of June 30, 1995, the results of its operations and its cash flows of its proprietary fund types for the year then ended in conformity with generally accepted accounting principles. Our audit was made for the purpose of forming an opinion on the general purpose financial statements taken as a whole. The combining financial statements as listed in the table of contents are presented for the purpose of additional analysis and are not a required part of the general purpose financial statements of City of Ukiah. Such information has been subjected to the MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Oroville, CA 95966 (916) 533-3392 FAX (916) 533-2714 auditing procedures applied in the audit of the general purpose financial statements and, in our opinion, except for the effect on fixed assets and related depreciation due to the omission of recording fixed asset dispositions and not maintaining a fixed asset ledger, is fairly stated in all material respects in relation to the general purpose financial statements taken as a whole. In accordance with Government Auditing Standards, we have also issued a report dated November 9, 1995, on our consideration of the City's internal control structure and a report dated November 9, 1995, on its compliance with laws and regulations. November 9, 1995 z ::) 0 z ~O.~o 0 0 0 u ~ °~ w ~i ' DAVIS HAMMON & CO. Certified Public Accountants INDEPENDENT AUDITORS' REPORT ON SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE W. Hamm~, Jr., ¢.P.A. (lO24..lO8O) St~ph~ B..or~n, C.P.A. Stephan J. Herr, C.P.A. DeLores N. Frederick, C.P.A. Guy E. Marcy, C.P.A. Honorable Mayor and City Council Members of the City of Ukiah Ukiah, California 95482 We have audited the general purpose financial statements of City of Ukiah, California, as of and for the year ended June 30, 1995, and have issued our report thereon dated November 9, 1995, which was modified due to the omission of recording fixed asset dispositions and not maintaining a fixed asset ledger. These general purpose financial statements are the responsibility of City of Ukiah management. Our responsibility is to express an opinion on these general purpose financial statements based on our audit. We conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the general purpose financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall general purpose financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. Our audit was made for the purpose of forming an opinion on the general purpose financial statements of City of Ukiah taken as a whole. The accompanying Schedule of Federal Financial Assistance is presented for the purpose of additional analysis and is not a required part of the general purpose financial statements. The information in that schedule has been subjected to the auditing procedures applied in the examination of the general purpose financial statements and, in our opinion, is fairly stated in all material respects in relation to the general purpose financial statements taken as a whole. November 9, 1995 MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Orovllle, CA 95966 (916) 533-3392 FAX (916) 533-2714 ~z~ ~-~ DAVIS HAMMON & CO. Certified Public Accountants INDEPENDENT AUDITORS' REPORT ON COMPLIANCE IN ACCORDANCE WITH G 0 VERNMENT AUDI TING $ TANDA RD$ W. H~atmon, Jr., C.P.A. (lO24..lOOO) Stephen B. Norman, C.P.A. Stephen J. Herr, C.P.A. DeLores N. Frederick, C.P.A. Guy E. Marcy, C.RA. Honorable Mayor and City Council Members of the City of Ukiah Ukiah, CA 95482 We have audited the general purpose financial statements of City of Ukiah, California, as of and for the year ended June 30, 1995, and have issued our report thereon dated November 9, 1995, which was modified due to the City's omission of recording fixed asset dispositions and not maintaining a fixed asset ledger. We conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. Compliance with laws, regulations, contracts, and grants applicable to City of Ukiah is the responsibility of City management. As part of obtaining reasonable assurance about whether the financial statements are free from material misstatement, we performed tests of the City's compliance with certain provisions of laws, regulations, contracts, and grants. However, the objective of our audit of the general purpose financial statements was not to provide an opinion on overall compliance with such provisions. Accordingly, we do not express such an opinion. The results of our tests disclosed the following instance of noncompliance that is required to be reported herein under Government ,4uditing Standards for which the ultimate resolution cannot presently be determined. Accordingly, no provision for any liability that may result has been recognized in the City of Ukiah's June 30, 1995, financial statements. Statement of Condition: Certain individual investments held in the City's pooled investment portfolio have a maturity date in excess of five (5) years. Criteria: Section 53601 of the Government Code of the State of California and the City's adopted investment policy set a maximum maturity of five (5) years for the City's investments. Effect of Condition: The City's overall investment liquidity is not as changeable as if portfolio was in compliance with above criteria. Longer term investments limit flexibility, and may force investment sales at unfavorable market prices. City may not be able to take maximum advantage of short-term interest rate increases in future accounting periods. MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers StrHt, Orovllle, CA 95966 (916) 533-3392 FAX (916) 533-2714 ~'-~] DAVIS HAMMON & CO. Certified Public Accountants Cause of Condition: City authorities were not adequately monitoring the activities of the former City Treasurer. Treasurer's investment reports did not include maturity dates for individual investments within the portfolio. Recommendation: City Treasurer should carefully review all future investment instruments to insure compliance with the 5-year maturity limitation. City Treasurer's report on pooled investments should include each investment's maturity date. Management's Response: Management has had independent consultants perform an extensive analysis concerning the makeup of the City pooled investment portfolio and has, subsequently to June 30, 1995, liquidated many of the non-complying investments. Management believes that remaining investments with maturities in excess of five (5) years do not pose a significant risk to the City's overall liquidity. We considered this instance of noncompliance in forming our opinion on whether the City of Ukiah's June 30, 1995, general purpose financial statements are presented fairly, in all material respects, in conformity with generally accepted accounting principles, and this report does not affect our report dated November 9, 1995, on those financial statements. This report is intended for the information of management and the Office of the Controller of the State of California. However, this report is a matter of public record and its distribution is not limited. November 9, 1995 -'] DAVIS HAMMON & CO. .~ Certified Public Accountants W. Hmtmon, Jr., ¢.P.A. (lO24..lOOO) Stephen B. Norman, C.P.A. Stephen J. Herr, C.P.A. DeLores N. Frederick, C.P.A. Guy E. Mercy, C.P.A. INDEPENDENT AUDITORS' REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS Honorable Mayor and City Council Members of the City of Ukiah Ukiah, California 95482 We have audited the general purpose financial statements of City of Ukiah, California, as of and for the year ended June 30, 1995, and have issued our report thereon dated November 9, 1995, which was modified due to the omission of recording fixed asset dispositions and not maintaining a fixed asset ledger. We have applied procedures to test City of Ukiah's compliance with the following requirements applicable to its federal financial assistance programs, which are identified in the Schedule of Federal Financial Assistance, for the year ended June 30, 1995: General Requirements: Political Activity · Davis-Bacon Act · Civil Rights Cash Management · Relocation Assistance And Real Property Acquisition · Federal Financial Reports · Allowable Costs/Cost Principles · Drug-Free Workplace Act · Administrative Requirements Our procedures were limited to the applicable procedures described in the Office of Management and Budget's Compliance Supplement for Single Audits of State and Local Governments. Our procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on City of Ukiah's compliance with requirements listed in the preceding paragraph. Accordingly, we do not express such an opinion. With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph of this report. With respect to the items not tested, nothing came to our attention that caused us to believe that City of Ukiah had not complied, in all material respects, with those requirements· However, the results of our procedures disclosed an immaterial instance of noncompliance with those MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Oroville, CA 95966 (916) 533-3392 FAX (916) $33-2714 requirements, which is described in the accompanying Schedule of Findings and Questioned Costs. This report is intended for the information of management and the Office of the Controller of the State of California. However, this report is a matter of public record and its distribution is not limited. November 9, 1995 ~--~ DAVIS HAMMON & CO. Certified Public Accountants INDEPENDENT AUDITORS' REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS 8teph~ B. Norman, C.P.A. 6~ephen J. Herr, C.P.A. Del. or~ N. Frederick, C.P.A. Guy E. Marcy, C.P.A. Honorable Mayor and City Council Members of the City of Ukiah Ukiah, California 95482 We have audited the general purpose financial statements of City of Ukiah, California, as of and for the year ended June 30, 1995, and have issued our report thereon dated November 9, 1995, which was modified due to the omission of recording fixed asset dispositions and not maintaining a fixed asset ledger. We have also audited City of Ukiah's compliance with the requirements governing types of services allowed or unallowed; eligibility; matching, level of effort, or earmarking; reporting; cost allocation; special tests and provisions (revenue and construction restrictions); and amounts claimed or used for matching that are applicable to its major federal financial assistance program, which is identified in the Schedule of Federal Financial Assistance, for the year ended June 30, 1995. We conducted our audit of compliance in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; and Office of Management and Budget (OMB) Circular A-128, Audits of State and Local Governments. Those standards and OMB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether material noncompliance with specific requirements referred to in the second paragraph occurred. An audit includes examining, on a test basis, evidence about City of Ukiah's compliance with those requirements. We believe that our audit provides a reasonable.basis for our opinion. The results of our audit procedures did not disclose any immaterial instances of noncompliance with the requirements referred to in the second paragraph. In our opinion, City of Ukiah complied, in all material respects, with the specific requirements referred to in the second paragraph that are applicable to its major federal financial assistance program for the year ended June 30, 1995. MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Oroville, CA 95966 (916) 533-3392 FAX (916) 533-2714 This report is intended for the information of management and the Office of the Controller of the State of California. However, this report is a matter of public record and its distribution is not limited. November 9, 1995 DAVIS HAMMON & CO. jCertified Public Accountants INDEPENDENT AUDITORS' REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT,4 UDITING S TAND~S Oe24,.'teee) Stephen B. Norman, C.P.A. 8tsphen J. Herr, C. RA. DeLores N. Frederick, C.P.A. Guy E. Marcy, C.RA. Honorable Mayor and City Council Members of the City of Ukiah Ukiah, California 95482 We have audited the general purpose financial statements of City of Ukiah, California, as of for the year ended June 30, 1995, and have issued our report thereon dated November 9, 1995, which was modified due to the omission of recording fixed asset dispositions and not maintaining a fixed asset ledger. , We conducted our audits in accordance with generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. In planning and performing our audit of the general purpose financial statements of City of Ukiah for the year ended June 30, 1995, we considered its internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and not to provide assurance on the internal control structure. The management of City of Ukiah is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, and that transactions are executed in accordance with management's authorization and recorded properly to permit the preparation of general purpose financial statements in accordance with generally accepted accounting principles. Because of the inherent limitations in any internal control structure, errors or irregularities may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to the risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate. We obtained an understanding of the. design of relevant policies and procedures and whether they have been placed in operation, and we assessed control risk. We also performed tests of controls to evaluate the effectiveness of the design and operation of internal control structure policies and procedures that we considered relevant to preventing and detecting MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Oroville, CA 95966 (916) 533-3392 FAX (916) 533-2714 irregularities that are material to the general purpose financial statements, and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the general purpose financial statements. Our tests were less in scope than would be necessary to render an opinion on internal control structure policy and procedures. Accordingly, we do not express such an opinion. We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under the standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgment, could adversely affect the City's ability to record, process, summarize, and report financial data consistent with the assertions of management in the general purpose financial statements. A material weakness is a reportable condition in which the design or operation of one or more of the specific internal control structure elements does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted the following reportable conditions that we believe to be material weaknesses: MATERIAL INTERNAL CONTROL WEAKNESSES 1) FIXED ASSETS Statement of Condition: The City of Ukiah does not maintain detailed records or subsidiary ledgers for all fixed assets. Criteria: Internal controls should be in place that provide an accurate accounting for all fixed assets. Effect of Condition: Dispositions of fixed assets cannot be properly recorded, nor depreciation properly computed, due to incomplete or nonexistent records of the fixed assets owned by the City. Fixed assets constructed or installed using City labor and material are not segregated into individual elements, but are capitalized in full at the end of each fiscal year. Cause of Condition: City has not had financial and staff resources to develop a proper fixed asset accounting system. DAVIS HAMMON & CO. Recommendation: Procedures should be implemented which will account for all City fixed asset acquisitions in a subsidiary ledger. Written guidelines should be developed to stipulate when an acquisition will be capitalized. Management's Response: The City recognizes the need to maintain fixed asset records sufficiently detailed to properly account for the property, plant, and equipment it owns. This will require the services of an outside contractor to conduct a physical count and valuation, at an estimated cost of $25,000. The City has contracted with an outside consultant who has completed a significant portion of the fixed asset inventory and managemnet expects the full implementation of this recommendation during the 1995/96 fiscal year. 2) BUDGETARY ACCOUNTING Statement of Condition: Our examination of the City's budgetary accounting procedures found that certain supplemental budget adjustments were not posted to the City's budgetary accounting system. Criteria: The authorized annual budget as amended is an essential element of the financial planning, control and evaluation process. Budgetary amounts should be in complete agreement with City Council authorization. Effect of Condition: Several funds and many individual line items have expenditures in excess of approved budgeted amounts because supplemental appropriations and budgetary changes approved by City Council were never posted to the City's accounting system. Cause of Condition: Budgetary changes were not always posted because no one in Finance monitored City Council actions and other budgetary adjustments and ensured proper entries were made to the City's accounting records. Recommendation: Finance must develop a procedure to ensure budget changes are properly recorded on the City's books. The Finance Director should indicate his knowledge and approval of posted budget adjustments by placing his signature of the Budgetary Adjustment form documenting the change. The initial budget should be posted as approved with any changes or reclassifications properly documented. Management's Response: The Finance Director and the Assistant to the City Manager (Budget Officer) have established a process to inform the Accounting Supervisor of budget changes after they are authorized. The Accounting Supervisor will then enter the revisions into the computer for inclusion on the interim financial statements. DAVIS HAMMON & CO. 3) RECONCILIATION OF CASH AND INVESTMENTS Statement of Condition: The cash and investment accounts of the City were not routinely reconciled to the primary accounts and records of the City. Criteria: Proper accounting controls require account balances should agree with underlying accounting records. Effect of Condition: The balance of' cash and investments presented on the City's primary accounting records were understated by $125,735. Unrecorded diiTerenees included a) investment return-of-principal recorded as investment income, b) one cheek voided twice from the system, c) unrecorded bank service charges, d) established bank accounts not recorded, and e) manual checks not posted to the accounting system. The lack of properly prepared reconciliations significantly increases the likelihood of material errors being undetected and creates an environment more conducive towards irregularities and fraud. Cause of Condition: Neither Finance nor the City Treasurer prepared reports which reconciled the City's cash and investment accounts to the amounts recorded on the its primary accounting records. While the City has contracted with a local bank to prepare reconciliations of the City's primary bank accounts, these reconciled balances must be agreed back to the balances recorded in the City's general ledger. Recommendation: The City must establish procedures to reconcile all cash and investment accounts to the primary accounting system on a monthly basis. This duty should be assigned to a responsible individual who is independent of the cash receipts and cash disbursements process. All potential reconciling entries should be reviewed and approved by the Finance Director and posted to the City's accounts in a timely manner. Management's Response: The Finance Department is in the process of employing additional personnel which will permit the preparation of complete cash and investment reconciliations in a timely manner. OTHER INTERNAL CONTROL WEAKNESSEE 1) ENCUMBRANCE REPORTING Statement of Condition: The City did not record reservations of fund balances for amounts which were proper encumbrances at June 30, 1995. The balance of "Reserve for encumbrances" on the City's primary accounting system at June 30, 1995, was unchanged from the balances reported at June 30, 1994. Criteria: Encumbrances represent a reservation of fund balance for goods and services which have been ordered, but not received. Internal controls should include procedures which a) record encumbrances as goods and services are ordered and b) reverse encumbrances when said goods and services are received. Effect of Condition: Department heads may find it difficult to determine the actual balance of remaining budgetary appropriations. This could lead to total expenditures exceeding authorized appropriations. Cause of Condition: Encumbrances are not formally integrated in the City's accounting system. Encumbrances, and their reversal, are not routinely accounted for on the City's primary accounting system. A year-end search for encumbrances was never performed by City personnel. Recommendation: City should develop a system to report outstanding encumbrances periodically during the year. The report should be reconciled to the City's listing of outstanding purchase orders. Staff should determine whether the City's current computer software will facilitate proper encumbrance accounting. Management's Response: We are in the process of integrating the purchase order system with the primary accounting system. Completion of the integration is expected during fiscal year 1995/96. Upon completion, the errors common to manual systems should be eliminated. The likelihood of encumbrances remaining after the payment is made will be virtually eliminated. 2) RECORDING FIXED ASSETS Statement of Condition: While reviewing fixed asset transactions, we found a) certain equipment acquisitions were recorded as a direct adjustment to fund equity, b) constructed assets were not capitalized, and c) depreciation was not always recorded. Criteria: Expenditures made for acquiring general fixed assets should be reported as a current expenditure in governmental fund types with the asset capitalized in the general fixed asset account group. Proprietary funds should capitalize fixed asset additions as an asset of the fund acquiring the addition. Constructed assets should be presented as construction-in-progress during the construction period, then capitalized in the appropriate fund or fixed asset account group when complete. Depreciation should be provided on all depreciable assets held by proprietary fund types. Effect of Condition: Total assets and depreciation expense of the City's enterprise funds, and certain capital outlay expenditures of the City's governmental fund types were understated. DAVIS HAMMON & CO. Certified Public Accountants Cause of Condition: The acquisition and construction of certain fixed assets are not being properly recorded on the City's primary accounting system. Equipment acquisitions were inconsistently recorded, at times in conformance with generally accepted accounting principles at other times not in conformity. The noncapitalization of construction period costs was the result of ignoring construction projects as new capital additions. Depreciation was recorded based on budgetary considerations only. City staff expected to have its fixed asset inventory (see above finding) completed and desired to record depreciation based on the updated amounts. Recommendation: All governmental fund type capital additions should be reported as current fund expenditures. Proprietary fund types should capitalize fixed asset additions, including constructed additions as an asset of the appropriate individual fund and depreciate each asset over its estimated useful life. Adjusting entries which affect capital outlay transactions should be carefully reviewed by a knowledgeable individual. Reporting procedures for recording major construction projects should be established to ensure constructed assets are properly presented on the City's financial statements. Depreciation schedules should be maintained to compute and track depreciation. Management's Response: As noted, the City is in the last stages of completing a total fixed asset inventory which will be utilized to track fixed asset activity, including depreciation as appropriate, more completely. Accounting principles for recording fixed asset acquisitions, including constructed fixed assets, will be reviewed, and procedures developed to ensure proper recording of fixed asset activity. We also noted other matters involving the internal control system and its operation that we have reported to management of the City of Ukiah in a separate letter dated December 4, 1995. Our consideration of the intemal control structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material wea'knesses as defined above. This report is intended for the information of management and the Office of the Controller of the State of California. However, this report is a matter of public record and its distribution is not limited. November 9, 1995 ~"] DAVIS HAMMON & CO. Certified Public Accountanta INDEPENDENT AUDITORS' REPORT ON INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS Oe24-1eee) Stephen B. Norman, C.P.A. Stephen J. Herr, C.P.A. DeLores N. Frederick, C.P.A. Guy E. Marcy, C.P.A. Honorable Mayor and City Council Members of the City of Ukiah Ukiah, California 95482 We have audited the general purpose financial statements of City of Ukiah, California, as of for the year ended June 30, 1995, and have issued our report thereon dated November 9, 1995, which was modified due to the omission of recording fixed asset dispositions and not maintaining a fixed asset ledger. We have also audited the compliance of City of Ukiah with requirements applicable to major federal financial assistance programs and have issued our report thereon dated November 9, 1995. We conducted our audits in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; and Office of Management and Budget (OMB) Circular A-128, Audits of State and Local Governments. Those standards and OMB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement and about whether City of Ukiah complied with laws and regulations, noncompliance with which would be material to a major federal financial assistance program. In planning and performing our audit for the year ended June 30, 1995, we considered the internal control structure of City of Ukiah in order to determine our auditing procedures for the purpose of expressing our opinions on the general purpose financial statements of City of Ukiah and on its compliance with requirements applicable to major programs and to reporl on the internal control structure in accordance with OMB Circular A-128. This report addresses our consideration of internal control structure policies and procedures relevant to compliance with requirements applicable to federal financial assistance programs. We have addressed internal control structure policies and procedures relevant to our audit of the general purpose financial statements in a separate report dated November 9, 1995. The management of City of Ukiah is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Oroville, CA 95966 (916) 533-3392 FAX (916) 533-2714 ~--~l DAVIS HAMMON & CO. Certified Public Accountants management's authorization and recorded properly to permit the preparation of general purpose financial statements in accordance with generally accepted accounting principles, and that federal financial assistance programs are managed in compliance with applicable laws and regulations. Because of the inherent limitations in any system of internal control structure, errors, irregularities, or instances of noncompliance may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to the risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate. For the purpose of this report, we have classified the significant internal control structure policies and procedures in the following categories: Accounting Controls: · Cash and Investments · Inventories · Debt and Debt Service Expenditures · Revenue and Receivables · Expenditures and Accounts Payable . Payroll and Related Liabilities Property, Equipment and Capital Expenditures · Single Audit and Similar Grant Programs · General Administrative Controls: General Requirements: · Political Activity · Davis-Bacon Act Civil Rights · Cash Management · Relocation Assistance and Real Property Acquisition · Federal Financial Reports · Allowable Costs/Cost Principles · Drug-Free Workplace Act · Administrative Requirements Specific Requirements: . Types of Services Allowed or Not Allowed · Eligibility · Matching, Level of Effort, And/Or Earmarking Requirements . Reporting ~-~ DAVIS HAMMON & CO. Certified Public Account~nt~ · Cost Allocation · Special Requirements · Monitoring subrecipients Claims for Advances and Reimbursements Amounts Claimed or Used For Matching For all of the internal control structure categories listed above, we obtained an understanding of the design of relevant policies and procedures and whether they have been placed in operation, and we assessed control risk. During the year ended June 30, 1995, City of Ukiah expended 55% of its total federal financial assistance under a major federal financial assistance program. We performed tests of controls, as required by OMB Circular A-128, to evaluate the effectiveness of the design and operation of internal control structure policies and procedures that we considered relevant to preventing or detecting material noncompliance with specific requirements, general requirements, and requirements governing claims for advances and reimbursements and amounts claimed or used for matching that are applicable to City of Ukiah's major federal financial assistance program, which is identified in the accompanying Schedule of Federal Financial Assistance. Our procedures were less in scope than would be necessary to render an opinion on these internal control structure policies and procedures. Accordingly, we do not express such an opinion. We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under the standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgment, could adversely affect City of Ukiah's ability to administer federal financial assistance programs in accordance with applicable laws and regulations. The reportable conditions noted are as follows: 1) FIXED ASSETS Statement of Condition: The City of Ukiah does not maintain detailed records or subsidiary ledgers for all fixed assets. Criteria: Internal controls should be in place that provide an accurate accounting for all fixed assets. ~-]r--~, DAVIS HAMMON & CO. Effect of Condition: Dispositions of fixed assets cannot be properly recorded, nor depreciation properly computed, due to incomplete oi nonexistent records of the fixed assets owned by the City. Fixed assets constructed or installed using City labor and material are not segregated into individual elements, but are capitalized in full at the end of each fiscal year. Cause of Condition: City has not had financial and staff resources to develop a proper fixed asset accounting system. Recommendation: Procedures should be implemented which will account for all City fixed asset acquisitions in a subsidiary ledger. Written guidelines should be developed to stipulate when an acquisition will be capitalized. Management's Response: The City recognizes the need to maintain fixed asset records sufficiently detailed to properly account for the property, plant, and equipment it owns. This will require the services of an outside contractor to conduct a physical count and valuation, at an estimated cost of $25,000. The City has contracted with an outside contractor who has completed a significant portion of the fixed asset inventory and expects the full implementation of this recommendation during the 1995/96 fiscal year. 2) RECONCILIATION OF CASH AND INVESTMENTE Statement of Condition: The cash and investment accounts of the City were not routinely reconciled to the primary accounts and records of the City. Criteria: Proper accounting controls require account balances should agree with underlying accounting records. Effect of Condition: The balance of cash and investments presented on the City's primary accounting records were understated by $125,735. While none of the reconciling items directly affected federal financial assistance programs, the types of errors found including a) one check voided twice from the system and b) manual checks not posted to the accounting system could affect federal programs. The lack of properly prepared reconciliations significantly increases the likelihood of material errors being undetected and creates an environment more conducive towards irregularities and fraud. Cause of Condition: Neither Finance nor the City Treasurer prepared reports which reconciled cash and investment accounts to the amounts reported on the City's primary accounting records. While the City has contracted with a local bank to prepare reconciliations of the City's primary bank accounts, these reconciled balances must be agreed back to the general ledger balances. Recommendation: The City must establish procedures to reconcile all cash and investment accounts to the primary accounting system on a monthly basis. This duty should be assigned to a responsible individual who is independent of the cash receipts and cash disbursements process. All potential reconciling entries should be reviewed and approved by the Finance Director and posted to the City's accounts in a timely manner. Management's Response: The Finance Department is in the process of employing additional personnel which will permit the preparation of complete cash and investment reconciliations in a timely manner. A material weakness is a reportable condition in which the design or operation of one or more of the internal control structure elements does not reduce to a relatively low level the risk that noncompliance with laws and regulations that would be material to a federal financial assistance program may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we believe the reportable conditions described above are material weakness in the internal control structure. This report is intended for the information of management and the Office of the Controller of the State of California. However, this report is a matter of public record and its distribution is not limited. November 9, 1995 °~ ~__ Z ..2 .< Z INDEPENDENT ACCOUNTANTS' REPORT Devil W. Hamm~n, Jr., C.RA. Stephen B. Norman, C.P.A. Stephen J. Herr, C.P.A. DeLores N. Frederick, C.P.A. Guy E. Marcy, C.P.A. Honorable Mayor and City Council Members of the City of Ukiah Ukiah, California 95482 We have applied the procedures enumerated below to the Appropriations Limit calculations of City of Ukiah, California, for the year ended June 30, 1995. These procedures, which were agreed to by the League of California Cities and presented in their Article XIIIB Appropriations Limitation Uniform Guidelines, were performed solely to assist you in meeting the requirements of Section 1.5 of Article XIIIB of the California Constitution. This report is intended for the information of management and the City Council. However, this report is a matter of public record and its distribution is not limited. The procedures performed and our findings were as follows: 1) We obtained the City's completed Appropriations Limit worksheets, and related calculations, and determined that the limit and annual adjustment factors were adopted by resolution of the City Council. We also determined that the population and inflation options were selected by a recorded vote of the City Council. 2) Using the alternative computational worksheets prepared by the City, we determined that the calculation of the Appropriations Limit was mathematically accurate. 3) We agreed the prior year appropriations limit, presented in the City's alternative computational worksheets, to the prior year appropriations limit adopted by the City Council. Because the procedures noted above do not constitute an audit made in accordance with generally accepted auditing standards, we do not express such an opinion on any of the items referred to above. Based on the application of the procedures referred to above, nothing came to our attention that caused us to believe that the City's Appropriation Limit was not computed in accordance with Article XIIIB of the California Constitution. Had we performed additional procedures or had we made an audit of the Appropriations Limit calculations and the other completed worksheets described in #1 above, matters might have come to our attention that would have been reported to you. This report relates only to the items specified above and does not extend to any financial statements of the City of Ukiah. November 9, 1995 MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 M~e~..~[~,~Or_0_V!l.~, CA 95966 (916) 533-3392 FAX~..~.1_615__33-__2~14 ~-~ DAVIS HAMMON & CO. Certified Public Accountants INDEPENDENT AUDITORS' REPORT Davis W. Hammon. Jr., C.P.A. (1924-1989) Stephen B. Norman, C.P.A. Stephen J. Herr, C.P.A. DeLores N. Frederick, C.P.A. Guy E. Marcy, C.RA. Honorable Mayor and City Council Members of the City of Ukiah Acting as the Governing Body for the Ukiah Redevelopment Agency Ukiah, California 95482 We have audited the accompanying financial statements of the Ukiah Redevelopment Agency, as of and for the year ended June 30, 1995, as listed in the table of contents. The Ukiah Redevelopment Agency is considered a component unit of the City of Ukiah and, therefore, has been included as part of City of Ukiah' reporting entity. These financial statements are the responsibility of the Ukiah Redevelopment Agency's management. Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with generally accepted auditing standards. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. In our opinion, the financial statements referred to in the first paragraph present fairly, in all material respects, the financial position of the Ukiah Redevelopment Agency as of June 30, 1995, and results of its operations for the year then ended in conformity with generally accepted accounting principles. Our audit was made for the purpose of forming an opinion on the financial statements taken as a whole. The Supplemental Schedule Of Tax Increment Shift To Educational Augmentation Revenue Fund is presented for the purpose of additional analysis and is not a required part of the financial statements of the Ukiah Redevelopment Agency. Such information has been subjected to the auditing procedures applied in the audit of the financial statements and, in our opinion, is fairly stated in all material respects in relation to the financial statements taken as a whole. November 9, 1995 MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080.M~er~.~j~,._O_r_qville,~A ~.~.966. (916)533-3392 FA~Jg_1~_5_33-2714 ~"~ DAVIS HAMMON & CO. Certified Public Accountante D~vis W. Hammon, Jr., C.RA. (le24-1eeg) Stephen B. Norman, C.P.A. Stephen J. Herr, C.P.A. DeLores N. Frederick, C.P.A. Guy E. Mercy, C.P.A. INDEPENDENT AUDITORS' REPORT ON UKIAH REDEVELOPMENT AGENCY COMPLIANCE Honorable Mayor and City Council Members of the City of Ukiah Acting as the Governing Body for the Ukiah Redevelopment Agency Ukiah, California 95482 We have audited the general purpose financial statements of City of Ukiah, California, as of and for the year ended June 30, 1995, and have issued our report thereon dated November 9, 1995. The Ukiah Redevelopment Agency is considered a component unit of the City of Ukiah and, therefore, has been included as part of City of Ukiah' reporting entity. As part of our audit, we examined the Ukiah Redevelopment Agency management's assertions, included in its representation letter dated November 9, 1995, that the Ukiah Redevelopment Agency complied with laws, regulations and administrative requirements of the State of California, based on the criteria set forth in Guidelines For Compliance ,ludits of California Redevelopment ,4gencies issued by the State Controller's Office, Division of Local Government Fiscal Affairs, during the fiscal year ended June 30, 1995. As discussed in that representation letter, the Ukiah Redevelopment Agency management is responsible for the Ukiah Redevelopment Agency's compliance with those requirements. Our responsibility is to express an opinion on the Ukiah Redevelopment Agency management's assertions about the Agency's compliance based on our examination. Our examination was made in accordance with standards established by the American Institute of Certified Public Accountants and, accordingly, included examining, on a test basis, evidence about the Ukiah Redevelopment Agency's compliance with those requirements and performing such procedures as we considered necessary in the circumstances. We believe that our examination provides a reasonable basis for our opinion. Our examination does not provide a legal determination on the Ukiah Redevelopment Agency's compliance with specific requirements. FINDINGS AND RECOMMENDATIONS 1) TIME LIMIT FOR ESTABLISHING AGENCY DEBT Finding: Section 33333.6 of the Health and Safety Code of the State of California requires redevelopment project area plans set a time limit on establishing loans, advances, and indebtedness not to exceed twenty (20) years from the adoption of the plan, or January 1, 2004, whichever is later. Existing project area plans had until December 31, 1994, to MEMBERS: AMERICAN INSTITUTE AND CALIFORNIA SOCIETY OF CERTIFIED PUBLIC ACCOUNTANTS 2080 Myers Street, Oroville, CA 95966 (916) 533-3392 FAX (916) 533-2714 comply with this requirement. The Ukiah Redevelopment Agency's current project area plan sets a forty (40) year limit, and is not in compliance with this section. Recommendation: Management should take the necessary actions to amend the Agency's project area plan to comply with this section. Management's Response: Management intends to initiate the necessary actions to amend the current redevelopment plan for the purpose of complying with this requirement. In our opinion, except for the noncompliance item noted above, the Ukiah Redevelopment Agency management's assertion that the Ukiah Redevelopment Agency has complied with laws, regulations and administrative requirements of Section 33080.1 of the Health and Safety Code of the State of California during the fiscal year ended June 30, 1995, is fairly stated, in all material respects, based on the criteria set forth in the Guidelines For Compliance Audits of California Redevelopment Agencies issued by the State Controller's Office, Division of Local Government Fiscal Affairs This report is intended for the information of the Ukiah Redevelopment Agency, and the State Controller's Office. However, this report is a matter of public record and its distribution is not limited. November 9, 1995 ~ Z U. o UJ Z z '9' E I--.< z~,~ ~zc~ ~z~ UKIAH REDEVELOPMENT AGENCY SUPPLEMENTAL SCHEDULE OF TAX INCREMENT SHIFT TO EDUCATIONAL AUGMENTATION REVENUE FUND JUNE 30, 1995 Total tax increment to be shifted to thc Educational Augmentation Revenue Fund (ERAF) per State Department of Finance letter dated October 3, 1994 Funding Sources: Ukiah Redevelopment Agency Other Agency Funds Total Agency Funds Agency Borrowing: From 20% Low & Moderate Income Housing Fund From Legislative body Total Borrowed Funds Total Tax Increment Shift to EARF $12,361 -0- 12,361 $12,361 $12,361 68 ITEM NO. 11 b DATE: MARCH 20, 1996 AGENDA SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION CHANGING HOURS OF OPERATION AT THE UKIAH MUNICIPAL SOLID WASTE SITE EFFECTIVE APRIL 1, 1996 The Solid Waste Disposal Site is currently open for public use during the following hours: SUMMER: April 1 to September 30 8:00 a.m. to 5:00 p.m. WINTER: October 1 to March 31 8:00 a.m. to 4:00 p.m. and Commercial Haulers on the following schedule: Tuesdays and days following Holidays 6:00 a.m. to 5:00 p.m. (4:00 p.m. during winter months) Wednesdays, Thursdays, and Fridays 7:00 a.m. to 5:00 p.m. (4:00 p.m. during winter months) In August 1994, Council approved shortened winter hours due to safety concerns for the crews who closed the facility after dark. On April 1, the facility is to begin the summer schedule of staying open until 5:00 p.m. For a number of reasons, discussed below, Staff recommends that the hours of operation for the public be revised to year-round 8:00 a.m. to 4:00 p.m., thus precluding the pending April 1 change. CONTINUED ON PAGE 2 RECOMMENDED ACTION: Adopt Resolution adjusting the hours of operation at the Ukiah Municipal Solid Waste Site. ALTERNATIVE COUNCIL POLICY OPTIONS: 1. Determine no change in current hours is desired and do not adopt resolution. 2. Determine operational hours should be modified in a manner different from that recommended, identify hours, and adopt modified resolution. Appropriation Requested: N/A Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Jim Looney, Public Works Superintendent Sue Goodrick, Public Works Administrator and Jim l_x)oney, Public Works Superintendent Rick Kennedy, Director of Public Works/City Engineer and Candace Horsley, City Manager 1. Proposed resolution modifying hours of operation at disposal site 2. Disposal Site User Count Table 3. Memorandum to Rick Kennedy from Jim Ix)oney dated February 22, 1996 APPROVED: ~ ~-- R:~oF~:'~ Candace Horsley, City M~ager AHOUR$ Adoption of Resolution Changing Hours of Operation at the Ukiah Municipal Solid Waste Site Effective April 1, 1996 March 20, 1996 Page 2 ADEQUATE STAFF COVERAGE During summer months when the landfill closes at 5:00 p.m., landfill personnel work until 5:30 p.m. or 6:00 p.m. completing end-of-day procedures. In order to reduce overtime hours, work schedules have been split to cover early morning and late evening hours, which does not leave adequate Staff to perform daily mandated functions. After the gate is closed, it generally takes 30 minutes to one hour to finish covering the active cell with earth material or Alternative Daily Cover (a synthetic tarp), providing adequate personnel are on hand, and finish minor clean-up. Additional administrative duties such as balancing the cash drawer, making bank deposits, and preparing the necessary daily paperwork are also completed after closure. In order to maximize space at the Ukiah Landfill, reduce cost of cover dirt production, and have the capability to cover refuse daily during times of saturated soils, an alternative cover or tarp is frequently used, both in summer and winter months, to cover refuse. Staff has found that the life of the tarp can be extended by removing and re-applying the tarps by hand rather than by machinery. Although using machinery to pull the tarps may expedite the process, dragging them across sharp objects may create tears in the material. In addition, use of equipment to pull the tarps over the refuse is impossible during heavy rains and saturated soil conditions. The process of removing the alternative daily cover each morning and re-applying it at the end of each day in a safe and efficient manner requires at least three (preferably four) employees, depending upon the size of the working area. During the wet season, rain and mud collect on the cover, which combined with poor footing, makes the handling process even more difficult. It is vital to the operation that adequate Staffing is available at opening and after closing of each day to ensure that these tarps are properly placed and removed. As a result of the additional hour of public use each day in the summer schedule, it is necessary to split work schedules to cover the expanded hours. This results in fewer Staff available to provide the manpower necessary for the open and closing process. This also reduces the time during each day that is available to operate a full crew on maintenance projects. The standard accepted lunch break for field crews is normally 30 minutes. At present, part of the landfill Staff take a one hour lunch break to extend their presence at the site to provide for the needed manpower; this is an inefficient and ineffective element of the operation. From past experience, due to limited Staffing, staggering workers' shifts to cover the extended hour during summer months and provide manpower for opening and closing requirements, quite often results in costly overtime when coverage is necessary for absent/vacationing employees. Attempting to provide adequate manpower with additional temporary summer help has been unsuccessful in the past. The turnover rate has been extremely high, creating inefficiency in the landfill operation and excessive amounts of time spent in recruiting and re-training. In fact, the 1996/97 landfill budget proposes full time employees rather than the continual recruiting for part-time help, allowing for a full crew to meet the daily and seasonal operational needs at the site. Adoption of Resolution Changing Hours of Operation at the IJkiah Municipal Solid Waste Site Effective April 1, 1996 March 20, 1996 Page 3 It is our goal to establish a sense of continuity within the landfill Staff to provide efficient service to the public and meet all required operational needs. It is felt that this can best be accomplished by establishing standard year-around hours from 8:00 a.m. to 4:00 p.m. REDUCE OVERTIME EXPENDED Overtime expense for the 1994/95 fiscal year was $7,141 for overtime. Almost 21% of these costs were related to the extended hours of summer operation. If hours of operation were decreased by one hour during summer months, Staff anticipates a savings of approximately $1,330 (based on the 1994/95 fiscal year). MITIGATION OF TRAFFIC CONCERNS Closing one hour earlier during the summer months would further mitigate traffic concerns of the disposal site neighbors. CUSTOMER CONFUSION Switching hours back and forth from winter to summer seasons is not conducive to providing consistent service to the public. During the fall season, customers routinely arrive after closure expecting summer hours to still be in effect. At present, the customers and commercial haulers are familiar with the current hours of 8:00 a.m. to 4:00 p.m. and it would be a very easy transition to maintain these hours throughout the entire year, enabling better Staffed crews for daily operations. EFFECT ON CUSTOMERS/HAULERS Staff believes the numbers of persons affected by the one hour decrease in the hours of operation during the summer months is minimal. This conclusion was based on a Site User Count (by date and time) prepared from City records by Staff of the Mendocino Solid Waste Management Authority for the period September 8 - 14, 1995. Refer to the attached "Disposal Site User Count" (Attachment g2). The results of this study indicated that an average of six to eight customers (7% of the daily total) used the Disposal Site between 4:00 p.m. and 5:00 p.m. The modification in hours should not effect the operation of our commercial haulers, as they are normally finished with their routes by mid-day. COMPARISON WITH OTHER LANDFH~L OR TRANSFER STATION OPERATIONS At present, the Ukiah Disposal Site is the only Solid Waste Facility in the County which is open until 5:00 p.m. during summer months. It is also the only site which changes its hours of operation with the seasons. Noted here are the hours of operation for all Mendocino County Facilities: Adoption of Resolution Changing Hours of Operation at the Ukiah Municipal Solid Waste Site Effective April 1, 1996 March 20, 1996 Page 4 LOCATION .HOURS OF OPERATION Transfer Station~ Potter Valley Saturday, Sunday, Wednesday: 9:00 a.m. - 2:00 p.m. Boonville Saturday: 9:00 a.m. - 2:00 p.m. Sunday: 9:00 a.m. - 4:00 p.m. Wednesday: Noon to 4:00 p.m. Casper Saturday, Sunday: 9:00 a.m. - 4:00 p.m. Wednesday: Noon to 4:00 p.m. Covelo Saturday, Sunday: 9:00 a.m. - 4:00 p.m. Wednesday: Noon - 4:00 p.m. Albion Saturday, Sunday: 9:00 a.m. - 4:00 p.m. Wednesday: Noon - 4:00 p.m. Landfills South Coast Saturday, Sunday: 10:00 a.m. - 4:00 p.m. Wednesday: Noon - 4:00 p.m. Willits Tuesday through Saturday: 8:00 a.m. - 3:00 p.m. RECOMMENDATION Staff believes that in light of the facts presented above the reduction of one hour of public operation at the landfill will be more effective, while maintaining appropriate services to our customers. Staff recommends that the City Council authorize a modification of hours of public operation for the Solid Waste Disposal Site to 8:00 a.m. to 4:00 p.m. year-round effective April 1, 1996. R: 1 ~NDFILL AllOt/RS 1 5 6 ? 9 10 11 12 13 14 15 16 17 18 19 20 21 2~ 25 26 2~ RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADJUSTING THE HOURS OF OPERATION AT THE UKIAH MUNICIPAL SOLID WASTE SITE WHEREAS, adjusting the hours of operation will more effectively accomplish daily operational and maintenance needs required within an eight hour day and allow for a consistent, year-around service to its customers; and WHEREAS, adjusting the hours of operation would further mitigate traffic concerns of the business and homeowners in the vicinity of Vichy Springs Road and might reduce the overtime expenditure of the landfill. NOW, THEREFORE, BE IT RESOLVED that the portion of Resolution 95-8 relative to regular business hours of operation (open to public) is superseded and the following hours of operation are hereby adopted and established at the Solid Waste Disposal Site. Regular Business Hours of Operation (open to public) shall be 8:00 a.m. to 4:00 p.m. year-round, Tuesday through Saturday, and closed on nationally recognized holidays. BE IT FURTHER RESOLVED that the change in regular business hours of operation (open to public) shall be effective April 1, 1996. /// /// /// /// /// /// 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 25 26 27 28 PASSED AND ADOPTED this 20th day of March, 1996, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Fred Schneiter Mayor ATTEST: Cathy McKay, City Clerk B:I~RES1 LANDFILL.HRS TABLE 4. Disposal Site User Count September 8 - 14, 1995 at the City of Ukiah Landfill Prepared by Mendocino Solid Waste Management Authority Survey of vehicles entering Landfill, September 8 - September 14 (1995) ALL VEHICLES 7-9 9-10 10-11 11-12 12-1 1-2 2-3 3-4 4-5 TOTAL A.M. A.M. A.M. A.M. P.M. P.M. P.M. P.M. P.M. FRIDAY 10 8 14 14 5 9 9 9 9 87 9/8 SATURDAY 4 11 18 24 17 18 14 30 15 151 9/9 TUESDAY 20 18 15 17 13 13 10 7 6 119 9/12 WEDNESDAY 7 6 10 8 8 10 12 10 3 74 9/13 THURSDAY 5 8 12 I0 12 9 10 10 5 81 9/14 TOTAL BY 46 51 69 73 55 59 55 66 38 512 HOUR 9% 10% 13% 149[ 11% 12% 11% 13% 75 COMMERCIAL HAULERS ONLY 7-9 9-10 10-11 11-12 12-1 1-2 2-3 3-4 4-5 TOTAL A.M. A.M. A.M. A.M. P.M. P.M. P.M. P.M. P.M. FRIDAY 5 0 4 2 3 1 1 0 0 16 9/8 SATURDAY 0 2 4 2 1 1 0 0 0 10 9/9 TUESDAY 9 2 3 4 3 3 1 0 I 26 9/12 WEDNESDAY 5 0 3 3 3 3 1 I 0 19 9/13 THURSDAY 5 I 4 4 4 2 2 I I 24 9/14 TOTAL BY 24 5 18 15 14 10 5 2 2 95 HOUR 25% 5% 19% 16% 15% 11% 5% 2% 2% I 15 of Diqx~al Site Information Ukiah Disposal Sim DATE: TO: FROM' SUBJECT: IViEMORANDUM February 22, 1996 Rick Kennedy Public Works Director/City Engineer Jim Looney ~-~, Public Works uperintendent LANDFILL HOURS OF OPERATION In order to cover the landfill hours of operation from 8:00 a.m. to 4:00 p.m., it is necessary for the landfill staff to work from 8'00 a.m. to 5'00 p.m. They take one hour for lunch and stagger their schedules to provide for gate coverage. The time following gate closure is utilized for covering refuse with ADC balancing the receipts, and minor clean-up. ' When summer hours of operation come into effect, it will be necessary to split work schedules to cover the expanded hours. This leaves a smaller crew at the start and end of each day to perform the task of removing and applying ADC, when we need the larger number of personnel. In addition, by splitting the schedules, there is less time during each day that we are able to operate together with a full crew. Covering for vacation and sick leave produces a hardship that usually results in frequent overtime for a number of personnel. During last years summer months, we observed approximately six to nine customers arriving at the landfill between the hours of 4:00 p.m. and 5:00 p.m. These customers were primarily from the general public. In order to provide a more efficient operation year-around, I propose the landfill hours of operation remain at 8:00 a.m. to 4:00 p.m. throughout the year. This would not affect the operation of our commercial haulers, as they are normally finished with their routes by mid-day. The proposed change would also eliminate any confusion for the public (switching back and forth from winter to summer hours). Please consider this matter prior to the anticipated change in hours of operation for the summer season (April 1, 1996). item No. 11c Date: March 20. 1996 AGENDA SUMMARY REPORT SUBJECT: Authorize the Mayor to Execute Exhibit A, Revision 1, to Contract No. 92-SAO- 20058 between the City of Ukiah and the Western Area Power Administration. REPORT: The Western Area Power Administration recently published a letter asking existing and potential new customers about their interest in a temporary increase in CVP allocation. Western received requests for additional allocations amounting to about 200 megawatts. Given the City of Ukiah's current resource surplus, this situation presents an opportunity for the City of Ukiah to relinquish part of our Contracted Rate of Delivery to Western on a temporary basis. The City of Ukiah proposes to relinquish 2.6 Mw of our Westlands Withdrawable Power portion of our Contracted Rate of Delivery. This portion of our Rated Delivery is already callable by Western. Our Long Term Firm Power Rate of Delivery of 4.9 Mw will remain at that level. The City of Ukiah current has an excess of capacity. Therefore, the reduction will reduce our stranded investment. The energy we get from this portion of the contract can be obtained at a lower cost from the NCPA pool or the open market. The City of Ukiah participated with Western in this arrangement in the month of February, which saved the City of Ukiah approximately $12,000. (Continued on page 2) RECOMMENDED ACTION: Authorize the Mayor to Excute Exhibit A, Revision 1, to Contract No. 92-SAO-20058 between the City of Ukiah and the Western Area Power Administration. ALTERNATIVE COUNCIL POLICY OPTIONS: Deny Authorization and continue at current Contracted Rate of Delivery. Acct. No. (If not budgeted): Appropriation Request: Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities Prepared by: Darryl L. Barnes, Director of Public Utilities Coordinated with: Candace Horsley, City Manager Attachment:l) Exhibit A, Revision I Acct. No. (if budgeted) C~"~ace I:-iorsley~'City I~ager \, page 2 This agreement will allow the City of Ukiah to take back our allocation at any time with a six (6) month written notice. In addition, Western states that this temporary reduction in the Contracted Rate of Delivery will in no way prejudice Ukiah's application for future allocations, including those made a part of the 2004 Marketing Plan. Based on current market conditions and the anticipated future competitive energy market, it is anticipated that this arrangement well save the City of Ukiah between $100,000 and $500,000 annually on our cost of energy. Therefore, staff believes that this would be a good arrangement for the City of Ukiah and recommends approval. Department of Energy Western Area Power Administration Sierra Nevada Region 114 Parkshore Drive Folsom, California 95630 FEB 26 1996 Mr. Darryl L. Barnes Pubh'c Ut;litieq Director City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Dear Mr. Bames: Please f'md enclosed two originals of Exhibit A, Revison 1, to Contract No. 92-SAO-20058 between the City of Ukiah and Westem Area Power Administration. The Exhibit revisions decrease Ukiah's contract rate of delivery from Westem by 2.600 MW, as mutually agreed. It is Westem's intent to reallocate the power on a temporary basis. Ukiah may recall all or part of its original allocation upon a 6-month written notice. The temporary reduction in the CRD will in no way prejudice Ukiah's application for future allocations, including those made a part of the 2004 Marketing Plan. Westem will incorporate provisions in the contracts of the customers receiving a temporary CRD allocation stipulating that the temporary increase does not constitute a right to a permanent increase in its Long-Term Firm Power allocation nor an agreement by Westem to a permanent increase in future allocations. If the terms of the Exhibit are acceptable, please sign and date both originals, have the signatures attested, apply the appropriate seal, and retum both originals to Zola Jackson, Power Marketing Manager, at this office. Upon signature by Westem, an executed original will be sent to you for your records. If you have any questions, please contact Vicki Page at (916) 353-4561. Sincerely, James C. Feider Regional Manager Enclosure (2) Exhibit A, Revision 1 City of Ukiah Contract No. 92-SAO-20058 EXHIBIT A (Contract Rate of Delivery) 1. This Exhibit A, Revision 1, to be effective under and as a part of Contract No. 92-SAO-20058 shall become effective March 1, 1996; shall supersede the current Exhibit A dated October 28, 1992; and, shall remain in effect until either superseded by another Exhibit A or upon termination of the Contract. 2. On March 1, 1996, the Contract Rate of Delivery of 3.856 megawatts of Westlands Withdrawable Power shall be reduced to 1.256 MW of Westlands Withdrawable Power. The Long-Term Firm Power CRD of 4.917 MW shall remain. 3. Westem and Ukiah have mutually agreed that Ukiah's CRD will be temporarily reduced under the following terms and conditions: 3.1 Ukiah's Westlands Withdrawable Power CRD will revert to 3.856 MW on July 1, 1999 (Reversion Date), or a later date as specified in Section 3.2 of this Exhibit A. 3.2 Ukiah, at its sole option, may delay the Reversion Date for successive annual terms after July 1, 1999 by notifying Western in writing of its intention to delay the reversion at least six (6) months prior to the Reversion Date, or the anniversary date of the Reversion Date thereafter. 3.3 Ukiah may recall all or part of its original CRD allocation upon six (6) months written notice. Ukiah will be limited to one recall per calendar year, commencing with the 1997 calendar year unless agreed otherwise by Western. 3.4 Ukiah may return a recalled portion of its allocation to Westem if agreed to by Western; Provided, That Ukiah shall not, except for minor changes of 3 MW or less, both increase and decrease its CRD in a calendar year. 3.5 This temporary reduction shall not constitute a waiver of Ukiah's contract right to its Power allocation nor an agreement by Ukiah to a permanent decrease in its Power allocation. Page 1 of 2 Exhibit A, Revision 1 City of Ukiah Contract No. 92-SAO-20058 3.6 The temporary reduction in CRD will in no way prejudice Ukiah's application for future allocations, including those made a part of the 2004 Marketing Plan. WESTERN AREA POWER ADMINISTRATION By: Title: Regional Manager Address: 114 Park~hor~ Drive Folsom. California 95630 Date: CITY OF UKIAH By: Attest: Title: By: Address: Title: Date: Page 2 of 2 11d ]1em No. Date: March 20. 1996 AGENDA SUMMARY REPORT SUBJECT: Authorize City Staff to Continue Discussions with Redwood Valley County Water District relative to the Possible Sale of Water. REPORT: On February 26, 1996, a meeting was held between the City of Ukiah and the Redwood Valley County Water District. At that meeting, the Redwood County Water District indicated their interest in obtaining approximately one million gallons per day of water from the City of Ukiah. They indicated that their first preference would be to obtain finished water from our treatment plant. However, this option would require the construction of a pipeline from their system to our treatment plant. It was their belief that with the possible shortfall of water supply in other districts, this arrangement would facilitate the ability to supply water to those districts. The City of Ukiah indicated that our current treatment plant does not have the capacity to produce the amount of additional finished water they would require. It was indicated that possibly a combination of treatment plant water and water from City Well #4 might be able to supply their requirements, but City contingencies would need to be determined before this option would be possible. (Continued on page 2) RECOMMENDED ACTION' Authorize City Staff to continue Discussions with the Redwood Valley County Water District relative to the Possible Sale of Water. ALTERNATIVE COUNCIL POLICY OPTIONS: Deny Authorization. Acct. No. (If not budgeted)' Acct. No. (if budgeted) Appropriation Request: Citizen Advised: N/A Requested by: Darryl L. Barnes, Director of Public Utilities ,~. /"'" Prepared by: Darryl L. Barnes, Director of Public Utilities Coordinated with: Candace Horsley, City Manager Attachment: None APPROVED:', (~'~n~,~ c'~ndace H~rsley, Ci~~ Mlnager Page 2 Redwood Valley County Water District asked if a change in the point of diversion would be possible, to allow them to take a portion of our water right directly from Lake Mendocino, into their intake facility, since the City of Ukiah's water right is currently under utilized. The City indicated that the answer to that question would require some legal work to determine if this arrangement could be developed. Redwood Valley County Water District asked if it would be acceptable for them to continue to pursue this option with their legal adviser and continue to hold discussion with the City of Ukiah relative to these issues. Staff is requesting Council's authorization to continue discussions with the Redwood Valley County Water District.