HomeMy WebLinkAboutMin 03-01-00MINUTES OF THE UKIAH CITY COUNCIL
Regular Meeting
Wednesday, March 1, 2000
The Ukiah City Council met at a Regular Meeting on March 1, 2000, the notice for which
had been legally noticed and posted, at 6:31 p.m. in the Civic Center Council Chambers,
300 Seminary Avenue, Ukiah, California. Roll was taken and the following
Councilmembers were present: Smith, Libby, Baldwin, Ashiku, and Mayor Mastin. Staff
present: Public Utilities Director Barnes, Airport Manager Bua, Community Services
Director DeKnoblough, Police Administrative Sergeant Dewey, Finance Director Elton,
Assistant City Manager Flad, Risk Manager/Budget Officer Harris, City Manager Horsley,
MIS Coordinator Klingbeil, City Attorney Rapport, Deputy Public Works Director Seanor,
and Deputy City Clerk Yoast.
2. PLEDGE OF ALLEGIANCE
City Manager Horsley led the Pledge of Allegiance.
3. pRESENTATIONS
a. Presentation by CALSTAR
Debbie Pardee, Program Director for CALSTAR, introduced the Calstar employees in
attendance. She oriented everyone to the packet she distributed regarding their company
and explained their mission is to save lives. Their headquarters are in Hayward, and
Ukiah is one of five bases of operation. In 1999, they responded to 351 calls, 98 of those
patients went from a rural area to Ukiah Valley Medical Center (UVMC), and 59 required
transfer from UVMC to specialized hospitals. They had total activations of 560 when
taking into consideration dry runs and aborted calls, which is an average of 1.5 calls per
day. They are only 1.5 miles to UVMC and they can have a patient to Santa Rosa in the
time that the next closest helicopter service can reach UVMC. She discussed the many
programs they sponsor every year to benefit the community.
Chris Foerschler, Lead Pilot, explained his background and advised the pilot staff
consists of five pilots whom he introduced. He noted their pilots come to CALSTAR with
5,500 to 6,000 hours of flight experience and EMS experience. He further explained the
types of helicopters they fly, and that all their pilots are currently trained in instrument flight
rules and can fly in inclement weather. He explained all the pilots are keenly aware of
noise problems in congested areas and they try to modify their routes or conform to
requests to keep down aircraft noise. He explained the different regulations they operate
under and what must be considered relative to their flight patterns. He explained they only
fly when dispatched out of the Willits CDF, except in the case of pilot training, which he
explained in detail. He recalled only two noise complaints and both occurred during
inclement weather when they had to fly below the cloud level.
Councilmember Baldwin questioned how often they have to fly to Ft. Bragg.
Mr. Foerschler indicated 25% of their flights are out of the Mendocino Coast Hospital.
Typically, they try to fly in a direct line to a destination, which in this case is over Low Gap
Road. Since there were complaints from the residents on Low Gap Road, they try not to fly
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over that area unless the cloud cover prevents them from going over the higher peaks.
Councilmember Baldwin questioned why Ukiah was selected as a base out of all the
communities in Northern California.
Mr. Foerschler speculated the analysis performed by CALSTAR must have determined the
need was the greatest in this area.
Councilmember Libby and Mayor Mastin thanked the members of CALSTAR for having
their base in Ukiah and noted the citizens of Ukiah are very fortunate to have their services
here.
Bob Griffith, Chief Flight Nurse at the Ukiah base, explained his background and
experience, and noted CALSTAR is hands above all the companies he has worked for in
the past. He noted it is important for the pilots to "fly as the crow flies" because someone's
life is on the line and it is important to get the two nurses on the scene quickly. They fly to
accident scenes, hiking accidents, diving accidents, as well as handling inter-facility
transfers. He explained their nurses have a minimum of five years specialized training and
they are the elite nurses of any facility.
Joanne Patterson, CALSTAR nurse, explained the special features of their $1 million
helicopter that allows them to carry out their job in a specialized manner.
Mr. Griffith introduced two videos describing CALSTAR's services, one from Channel 2, the
other produced by the Ronald McDonald House, which highlighted the service CALSTAR
provides, as well as their community outreach activities. After viewing the videos, he
explained it is important for CALSTAR employees to have the support of the community.
Dr. Mark Luoto, emergency room doctor, stated the hospital staff and local doctors are all
very appreciative of CALSTAR's presence in Ukiah, and that it is one of the biggest
improvements made in health care in this community. He explained no rural community
hospital can have all the services people need and it is vital that patients have the option
of being transported to a specialized hospital as efficiently and quickly as possible. He
stated he is also a west side resident, and finds the noise generated by CALSTAR'S
helicopters comforting.
Mayor Mastin thanked the CALSTAR representatives for their visit.
Mayor Mastin explained that Councilmember Baldwin requested Item 8h be continued to
the Regular Meeting of March 15, 2000.
5. RIGHT TO APPEAL DECISION
Mayor Mastin read the appeal process at this time.
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4. APPROVAL OF MINUTES:
4a. Re_~ular Meetinu_ of February_ 16. 2000
Councilmember Libby made a correction on Page 13, changing the last sentence of the
first paragraph under Item 10, City Council Reports, to read as follows: UThere is
approximately $40 million in the la_osed TEA funds and Mr. Dow felt very confident that they
will receive additional funds to expand our project."
Deputy City Clerk Yoast made a correction on Page 1. In the first paragraph, the last
sentence was changed to read: uStaff present: Public Utilities Director Barnes, Airport
Manager Bua, Community Services Director DeKnoblough, Police Administrative Sergeant
Dewey, Finance director Elton, Assistant City Manager Flad, Personnel Officer Harris, Risk
Manager/Budget Officer Harris, City Manager Horsley, MIS Coordinator Klingbeil,..."
Additionally, the agenda item numbers were changed on pages 16 and 17 to reflect the
following: "11, CITY MANAGER/DIRECTOR REPORTS, 12. CLOSED SESSION,
ADJOURNMENT."
MIS Ashiku/Baldwin approving the Minutes of the Regular Meeting of February 18, as
amended, carried by the following roll call vote: AYES: Councilmembers Libby, Baldwin,
Ashiku, and Mayor Mastin. NOES: None. ABSENT: None. ABSTAIN: Councilmember
Smith.
6. CONSENT CALENDAR
Mayor Mastin pulled Item 6b, which became Item 8i.
MIS AshikulSmith, approving items a, c, and d of the Consent Calendar as follows:
a. Awarded Bid for Three Floway Vertical Pumps to FIoway Pumps for the Sum of $37,536
Plus Tax;
c. Received Notification Regarding the Award of Bid for 9,000 ft. of #2 AWG Aluminum,
15KV, XLPE Insulated, Non-Jacketed, Concentric Neutral, Single Conductor Cable to
Hendrix, CIO Stephens, McCarthy & Associates in the amount of $8,928.58;
d. Awarded Acquisition of Dump Body for Public Works Department to TlS Truck Body &
Equipment in the Amount of $15,981.32.
The Motion carried by the following roll call vote: AYES: Councilmembers Smith, Libby,
Baldwin, Ashiku, and Mayor Mastin. NOES: None. ABSENT: None. ABSTAIN: None.
7. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
Jim Mulheren, 621 Capps Lane, requested that Councilmember Baldwin quit making
disparaging remarks about the Airport, and not invoke people's dissatisfaction with a
situation that doesn't exist.
8a, Receive and File the Audited Financial Statements for Fiscal Year 1998199
Finance Director Elton introduced Steve Herr, CPA of Davis Hammon & Co. He explained
the purpose of the audited financial statements is to report balances at the end of the year
and to present the overall City financial picture. The Auditors render an opinion on whether
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the statements fairly present the financial position of the City. The report is used primarily
by investors or when the City is seeking a bond, and is not intended to present every detail
of the City's finances.
Steve Herr explained it is the auditors' opinion that the overall financial statements present
fairly, in all material respects, the financial position of the City as of June 30, 1999, except
to the extent that any Year 2000 (Y2K) issues may affect the financial position of the City.
Mr, Elton explained the details of the report, and that the City was in a better financial
position than was anticipated when the Fiscal Year 1999/2000 Budget was adopted. He
noted that Mr. Herr will not be returning for the Redevelopment Agency's meeting on March
15, and he would present his findings and answer any questions relative to the Agency at
this meeting.
Mr. Herr explained the Y2K qualification was also included in the Redevelopment Agency's
portion of the audit. He stated it is their opinion, except for any adjustments necessary due
to Y2K, the financial statements present fairly the financial position of the Ukiah
Redevelopment Agency as of June 30, 1999.
Mr. Elton gave a brief overview of the Redevelopment Agency's Audit.
MIRC Ashiku/Smith to accept and file the Audited Financial Statements for Fiscal Year
1998/99, carried by the following roll call vote: AYES: Councilmembers Smith, Libby,
Baldwin, Ashiku, and Mayor Mastin. NOES: None. ABSENT: None. ABSTAIN: None.
8b. A~_ _Droval of Amendment to Solid Waste Management Authority Ground Lease
Allowing Ex_oansion of HazMat Facility Located on Plant Read
City Manager Horsley noted Mendocino Solid Waste Management Authority (MSWMA)
currently houses the HazMat facility on City property west of the City's Sewage Treatment
Plant. They received a hazardous waste grant from the California Integrated Waste
Management Authority to improve their facilities and propose to pour a 14-foot concrete slab
and supported roof structure to be used for the Hazmobile trailer and two trucks. In order
for this project to go forward, the City Council must approve an amendment to its Ground
Lease with MSWMA, which will come back in October for a five-year renewal.
Mike Sweeney, MSWMA General Manager, advised the changes are to authorize MSWMA
to expand the footprint of the facility. Also, they will now allow small businesses to bring
their waste to the facility by appointment, as well as collecting electrical items. He noted the
City Council can request that MSWMA cease either of these programs at any time.
M/RC Ashiku/Baldwin approving Amendment to Solid Waste Management Authority
Ground Lease allowing expansion of HazMat Facility located on Plant Road, carried by the
following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin, Ashiku, and Mayor
Mastin. NOES: None. ABSENT: None. ABSTAIN: None.
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Discussion followed regarding the lease that will be brought back in October, wherein
MSWMA pays the City $1 per year.
8c. AD_oroval of Ground Lease Agreement with Ukiah Aviation Services LP for a
portion of the Ukiah Regional Ai _mort
Community Services Director DeKnoblough advised Greg Taylor approached staff with
a proposal to lease the 1.9 acre parcel recently bought by the City, for the development of
16 hangars. The property is totally undeveloped at this time and is adjacent to the taxiway.
They. will be responsible for repaying, landscaping, infrastructure improvements,
constructing ADA accessible restrooms for the public, and sprinkling the hangars. The
lease is for a term of 40 years. Rent to the Airport will be paid in the form of ground rent at
a rate of $825 per month, plus a percentage of the revenue collected through hangar
rentals. All improvements will revert to the City at the end of the lease. The lease has been
approved by the Airport Commission and the Airport Commission's Land Use Subcommittee.
This project will also bring in revenue equal to the amount of debt service the Airport will be
carrying over the next two years on this parcel. Staff is recommending approval of the
Ground Lease Agreement for the 1.9 acres.
Assistant City Manager Flad presented a plot plan of the proposed project.
Greg Taylor, Ukiah Aviation Services LP, presented a package of material to the Council
showing pictures of hangar projects they have previously constructed as well as what is
proposed in Ukiah. He explained the hangars are 50' x 50' and can accommodate one or
two single engine airplanes. They will provide metered power to each hanger, for which
they will charge a service fee that also becomes part of the gross income, and which the
City will receive a portion. They will provide a fire sprinkler system to meet FAA and local
fire requirements, which also helps reduce the insurance rates for the building. They will
also provide the overall insurance for the hangars, listing the tenant and City of Ukiah as
additional insured parties. He explained the alarm system that will notify the Fire
Department, Airport Manager, and his representative in case of fire. He next addressed the
ADA-compliant unisex bathroom that will be constructed.
Discussion followed regarding the possibility of local contractors working on this project, that
the Savings Bank of Mendocino County will be providing the mortgage for the hangars, how
much additional noise might be generated from the Airport with the construction of these
hangars, and the possibility of individuals from the Airport's hangar waiting list being
interested in housing their planes in the new hangars.
Vice Mayor Ashiku questioned the response staff received from the survey that was sent
out three or four months ago to Airport users relative to their desire to house their planes
in a new hangar.
Airport Manager Bua indicated they did not receive a great deal of negative or positive
response. He added that today staff received three more requests from people to be added
to the hangar waiting.
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Mr. Flad added they did not include in the survey a question relative to hangars of this size.
The main response from individuals was the desire to see deferred maintenance on the City
hangars completed.
Mr. Taylor added that he has found if you build the hangars and provide a service, you will
get the tenants. If someone has spent $200,000 to $300,000 on an airplane, they do not
want it sitting outside. If just the electronics were stolen, it would cost $20,000 to replace
them.
Vice Mayor Ashiku expressed his concern whether there is a market for new hangars.
Councilmember Libby questioned whether tenants can rent one hangar and split the rent.
Mr. Taylor stated he recommends this to people and will even try to pair people up if they
are willing.
Councilmember Libby questioned whether the City of Ukiah has any 50' x 50' hangars
Mr. Bua responded there are 50' x 60' hangars but they are occupied. The City charges
$750 per month for those hangars. He added there are also 20 T-hangars, 14 open
hangars, and 30 port-a-port hangars.
Discussion followed regarding surrounding land on the Airport property that can be used for
future structure and hangar development.
Councilmember Smith indicated this property was purchased by the City for future hangar
development and this proposal does just that.
MIS Smith/Ashiku to approve the Ground Lease with Ukiah Aviation Services LP for a
portion of the Ukiah Regional Airport.
Vice Mayor Ashiku noted he is concerned, however, that this project will create a
competitor for renting the City hangars and he is not certain everyone on the hangar waiting
list is ready and willing to take a hangar when offered one.
Mr. Flad noted this is a private developer and the project is relatively ~risk free" to the City.
Even if he doesn't rent out a hangar, the City will still get $.02 cents per square foot, plus
the infrastructure he is installing. For 50,000 square feet of asphalt alone, it would cost
$250,000, and the buildings another $250,000. The City does not have the funding to
dedicate to this type of project and it is a much safer investment for the City to partner with
a private individual.
City Manager Horsley added the mix between private and public partnerships is important.
She advised that two Airport Commissioners were present in the audience.
Discussion followed regarding the taxiway and new restroom, which will replace the existing
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restroom facilities. City staff will assume the maintenance until the end of the lease, and
whether the City would realize an increased profit if it developed this type of project on its
own.
Mr. Taylor stated the actual projected cost by Ukiah Aviation on this project is $1.2 million
for the two hangars, taxiway, bathrooms, and infrastructure.
Vice Mayor Ashiku expressed concern, even though this is a great proposal relative to
what other opportunities the City would forego, such as a fixed base operator, that would
provide jobs. In this proposal there is no parking infrastructure for employees. He noted
he is not concerned about traffic generation, but maybe this is not the highest and best use
for the Airport at this time.
Councilmember Smith stated the City has an Airport Commission that is in place to advise
the Council and they have unanimously approved this project. He requested Ken Fowler
to approach the microphone to address Vice Mayor Ashiku's concerns.
Airport Commission Chairman Ken Fowler indicated the Commission felt this is a win-
win project for the Airport and the City. There are problems with the current hangars at the
Airport and with Mr. Taylor's investment in the community we have a wonderful opportunity
to show what the Airport can be. They felt it is a good site for the hangars, and they are
looking at the north end of the field for fixed base operators. He thinks the hangars will fill
up and create a positive vitality for the Airport.
Discussion followed regarding why individuals on the hangar waiting list might not take a
hangar when called, such as not wanting a particular hangar due to location, size, or
maintenance issues; and infrastructure costs to develop the east side of the Airport.
Mr. Flad stated this project will bring $640,000 to the Airport over the next 40 years.
Perhaps with the increased revenues some of the infrastructure improvements can be made.
Councilmember Libby stated she shares some of Vice Mayor Ashiku's concerns, but
having corporate hangars available might be an incentive to bigger businesses coming to
Ukiah and creating more jobs.
Councilmember Baldwin noted there has been a lot of activity at the Airport recently and
that has something to do with the current economy. He questioned whether our becoming
an extremely active Airport serves most of our citizens. Quality of life is the number one
item that attracts businesses and noise is a quality of life issue. He would like to see how
well the Noise Abatement Plan works before approving additional projects for the Airport.
Vice Mayor Ashiku stated the Airport is a significant contributor to the economy in that it
brings $22 million to the community annually. Since this project will generate additional
income and bring additional money into the economy, he will lend his support.
Councilmember Smith called for the question.
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The motion carried by the following roll call vote: AYES: Councilmembers Smith, Libby,
Ashiku, and Mayor Mastin. NOES: Councilmember Baldwin. ABSENT: None. ABSTAIN:
None.
Mayor Mastin advised the Council will be considering Item 8e at this time.
8e. Approval of Agreement for Subdivision Improvements for Minor Subdivision
No. 99-18 for School of Performing Arts and Cultural I~ducationl
Deputy Public Works Director Seanor explained the Parcel Map meets all the
requirements of the Subdivision Map Act. The Subdivider, the School of Performing Arts
and Cultural Education, has entered an Agreement for Subdivision Improvements which will
require and guarantee the construction of conditioned and public improvements. Submitted
with the Agreement is a Letter of Credit guaranteeing the faithful performance, and the
payment of materials and labor related to the construction of public improvements. The
Parcel Map has been inspected and approved by the City Engineer and staff is requesting
Council approval of the Agreement for Subdivision Improvements for Minor Subdivision No.
99-18.
Mayor Mastin stated even though the City Engineer is authorized to approve the Parcel
Map, he would request that copies be included for the Council's review so they can readily
see what is being subdivided.
Councilmember Baldwin questioned the purpose of the subdivision.
Mr. Seanor stated it will allow for the sale of the parking lot on the west side of the property
to the Presbyterian Church, which will be used for their parking facilities.
MIRC Ashiku/Baldwin, approving Agreement for Subdivision Improvements for Minor
Subdivision No. 99-18 for School of Performing Arts and Cultural Education and authorizing
the Mayor to execute the Agreement on behalf of the City; carried by the following roll call
vote: AYES: Councilmembers Smith, Libby, Baldwin, Ashiku, and Mayor Mastin. NOES:
None. ABSENT: None. ABSTAIN: None.
8d. Approval of Local Area Network and Wide Area Network Irlfrastructure
Proposals and Budget Amendment for the Fiscal Year 1999/2000
City Manager Horsley indicated staff received questions regarding this item and has
prepared additional information which is before the Council.
MIS Coordinator Klingbeil advised the proposal before Council is to create Local Area
Network (LAN) and Wide Area Network (WAN) infrastructure in all City locations where
none exists at this time, the connection of those area networks to each other, and the Wide
Area Network connected to the Internet.
City Manager Horsley explained this item was included in the Citywide
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Hardware/Technology Needs Assessment and Plan which was accepted by the City Council
at its November 3, 1999 meeting. This project is one of the goals of that Plan.
Ms. Klingbeil gave a presentation explaining how the LAN/VVAN functions, and how it
would be installed. She explained all City facilities will be served with the exception of the
North State Street location and SunHouse Museum as it was determined the lines going to
the SunHouse make it cost prohibitive to connect. She introduced Carl Tarrant and Dennis
Condon, from Pacific Bell.
Mayor Mastin expressed concern about the Museum not being tied into the system.
Discussion follOwed regarding there not being a large additional cost if a location is added
at a later date.
Ms. Klingbeil advised some of the immediate benefits realized at the remote locations is
the ability to share equipment such as printers, plotters, and scanners, thereby eliminating
the need to purchase these items for all locations. It will also eliminate the need for
employees to take their information on a diskette from one building to another building that
has a computer tied to a printer. Sharing information is the most vital component.
Mr. Flad explained his experience using LANS and WANS and the benefit of being able to
communicate with the various off-site locations makes everyone's job much more efficient.
City Manager Horsley added that being connected to the City Attorney would be very
valuable as correspondence is currently delivered by hand, copies are made and then hand
delivered back to his office for corrections.
City Manager Horsley noted the City obtains a lot of information from other agencies that
is only available on the Internet. George Borecky, Water and Sewer Operations Supervisor,
spends several hours a week researching HazMat Programs, new requirements and laws
associated to their responsibilities, and their annual notices only come through the Internet.
For that reason, they are already hooked up to a Pacific Bell line where you pay not only for
the line but the monthly charge for the Internet. She advised it will be easy to hook up to
the City Attorney's office because he already has a DSL line.
Mr. Flad advised he gives out his E-mail address at home and works probably two hours
a week at home on his personal computer. He advised the League of California Cities
bulletins are delivered to the City's E-mail, but once it is received it has to be copied 20
times. Other benefits would be derived in reserving facilities, and accessing the Budget and
Municipal Code.
Finance Director Elton explained he also sees many uses important to his Department
such as in purchasing, accessing financial information, submitting reports, budget
preparation and management, vendor lists, insurance forms, the requisition process, and
the City Clerk's records. They also must download certain reports from state agencies that
are no longer being mailed out. Finance generates three reports monthly that are then
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copied for various Departments, which generates more than 1,000 pieces of paper every
month that could be distributed electronically.
Vice Mayor Ashiku stated there is real value to the proposal, but he needs to know what
level of access each of the computers needs due to the major expense involved.
Ms. Klingbeil explained there are approximately 30 remote computers throughout the City,
45 on the Administrative Wing of the Civic Center, and 50 computers on the Public Safety
side of the Civic Center. Not every computer would necessarily be connected to the Internet
but it is potentially possible for every one of those computers to be connected with a remote
location, and this can be done without Internet capabilities. The proposal is for full DSL at
each of the remote locations and a DS3 at the Civic Center. The majority of the expense
is at the Civic Center, and there are other areas where we could address that, but it would
not address the WAN aspect of the project. She explained the cost details at length, and
noted it is mandatory, especially for the Police Department and Department of Justice, that
the City installs a firewall for security reasons, which is one of the major costs. She noted
anything less would not be able to provide the bandwidth the Civic Center needs to have
interaction with the Internet and many users at one time.
Discussion followed relative to possibly having a separate DSL line for the Police
Department and another one to serve the Administrative Wing.
Dennis Condon, Pacific Bell, advised that the problem with a business DSL is the City will
lose the ability to bring everything to one location. The reason there is a large cost
associated with the Civic Center is because that is where the main hub, or port, will be
housed.
Vice Mayor Ashiku attempted to put into perspective what type of bandwidth is required to
serve those remote locations to determine whether a standard DSL business connection
would be suffiCient to serve those locations.
Mr. Condon responded that the City would not have the infrastructure to interconnect with
those remote connections. They are proposing to use the same infrastructure for the WAN
as they are to connect the City to the Internet. If you do not go with this infrastructure, the
City does not have a platform for all the services.
Car~ Tarrant, Pacific Bell, indicated they did not just look at what the City is doing today, but
also looked at "futureproofing" the City's network 10 years from now. ATM is the standard
backbone going into the future for the integration of voice data and video. Currently, in the
majority of the public sector arena, data network is separate, voice network is separate, and
if you have a video network, it is separate. If in the future the City installs a GI$ system,
which are huge bandwidth users, a dial-up will not work.
City Manager Horsley questioned which other agencies locally have these types of
systems.
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Carl Tan'ant responded Mendocino County Office of Education will most likely migrate to
an even larger pipe to the Intemet once their federal funding comes through in the summer.
The County is looking at a County-wide WAN. He noted the cost of the ATM DS3 to the City
is only $2,000 under the Calnet contract. If the City was a private sector customer that
component itself is $5,000. Pacific Bell is encouraging government clients to bring their
technologies current because it is only going to get bigger and faster and you have to keep
up with it.
Discussion followed relative to not needing the same equipment if we only served the Civic
Center. If the City went with a standard business line, it wouldn't need all the hardware
associated with the WAN and what you lose are the remote sites. The remote sites are still
accessible, however, over an Internet connection.
Mr. Condon explained they analyzed providing a DSL at the remote sites but it was more
costly plus the City would need to purchase a firewall for $8,000.
Chris Dewey, Police Administrative Sergeant, stated his major concern is security and
needing a firewall.
Vice Mayor Ashiku proposed a LAN system at City Hall with two standard business lines,
with a firewall in the Police Department and the Administrative Center, and having the
remote locations access the main system through the firewall and to the Internet through a
standard DSL connection.
Discussion followed concerning the reduced speed available through this type of access,
whether it would be adequate for the remote locations, not knowing how much can be saved
or whether it would even work, and staff needing more time to investigate. Different benefits
to remote locations being tied to the Civic Center were discussed and the ongoing question
remained, can it be done for less money even though it may be a little slower?.
Ms. Klingbeil advised the remote locations cannot have WAN access without this
infrastructure.
Mr. Condon explained with the option presented by Vice Mayor Ashiku, coming into the
main system with a DSL would occur very quickly, but on the way back out it is going to be
slower, only 128k. Further, if we go with older technology, they have found it would cost
more.
Councilmember Baldwin indicated his appreciation for staff's time involved in this matter
and noted he is also supportive of finding a less expensive way to do the project.
Vice Mayor Ashiku expressed the belief if the City developed the LAN network and went
with a lesser connection initially, the City may pay $8,000 for a firewall that we may not use
in the future if we find out that level of connectivity is not working for us, but if we live with
the system for a year it will pay for that many times over because we would only have
$3,000 or $4,000 in connectivity charges. Further, it may be a while before everyone is
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trained on the system at the higher level.
Mayor Mastin noted he works at the College and has E-mail and calendars on their
computers and there are aspects of his job, because of the changes in commerce and
reporting, that cannot be done without being connected to the Internet and on a local
network. He finds it appalling that in the year 2000 the City of Ukiah is questioning how we
can get files back and forth to each other. He does not want to "coddle" together a system.
Councilmember Baldwin expressed concern regarding technology maintenance problems,
and there is an issue of planned obsolescence whereby every new program and piece of
hardware creates a learning curve that may reduce efficiency for many months.
Vice Mayor Ashiku stated he believes connecting everyone is essential, but the question
is, is it worth $42,000 a year to have every computer in City Hall connected to the Internet?
He asked Sergeant Dewey how many bodies are sitting at their computers at the same time
each day.
Mr. Dewey noted all their Officers are not sitting at computers at one time, the issue is that
each Officer's office has their own information on it. Each of those computers needs to be
hooked up to the Internet. Staff went back in the last day to see what websites were
accessed and they came up with the Arson Investigation Network, Parole Identification
System, the California Gang System, sex registrants, and missing persons. They E-mailed
between the San Francisco Police Department suspect information on robberies and crime
information, victim assistance information, tactical association training, and E-mailed
between Mendocino College and Pomolita School. The reason he is passionate about this
is because they cannot get their information through fast enough. They want to have the
capability of getting a fingerprint to Department of Justice and get information back in 20
minutes, which a standard DSL cannot accomplish.
Discussion followed relative to the difference of DSL and the proposed network
infrastructure and the special requirements for transmitting images.
Councilmember Libby indicated she had a concern relative to an outlay of $86,000 to
implement this network and approximately $50,000 annually for the monthly services. When
this was brought before Council in November, she did not have a problem with it, but she
did not think it would be brought back to the Council so quickly. She would feel more
comfortable having it come back during budget deliberations. Later this evening the Council
will be looking at financial trends and a possible decrease in revenue and looking at ways
to cut the budget, but on the other hand we are looking at implementing a top of the line
network.
Councilmember Baldwin asked if the Council can approve the hardware purchase tonight
and have staff come back with specific justification for specific computer sites and the
justification for their need.
Ms. Klingbeil indicated with this infrastructure proposal, for the remote locations to access
the City, whether there is 1 or 90 computers connected, will be the same cost. The monthly
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Intemet cost is associated simply with City Hall, not all of the individual computers, and is
based on the installation of the DS3 pipe.
Vice Mayor Ashiku noted that amount is versus $300 for a standard DSL.
Councilmember Smith questioned whether staff felt they have explored all the options
adequately.
Ms. Klingbeil noted to achieve the level of service we believe is necessary on a day-to-day
operations level, yes, she believes they have.
Discussion followed regarding whether incremental steps could be taken to ultimately be at
this level of service. Issues that need to be considered are different firewalls and hardware
and circuit issues.
Vice Mayor Ashiku noted if the City did go incrementally, what would be saved in the first
year pays for the hardware if we choose to upgrade in five years.
Mr. Condon stated to upgrade, the City would have to buy bigger routers. With DS3, you
get a huge pipe but your present needs are only 10% of that pipe. You pay the same price
for a large port as opposed to what you are going to be using. As the other applications
come along, you will not be charged any more for using more bandwidth becaUse it is
already existing.
Mr. Dewey advised there could be five people requesting a different piece of information
at exactly the same time. Perhaps 80% of the day this will not be an issue, but the other
20% of the time the additional bandwidth will be important.
City Manager Horsley noted Council may be more comfortable if staff brought back more
information regarding what the needs are, and she did not want the Council to take a vote
until they are totally comfortable.
Ms. Klingbeil stated the City has already paid a consultant to determine this was the
solution for our needs.
Discussion followed relative to staff taking some additional time to answer the questions
raised and bring back at a future meeting. Each Councilmember will formulate any
questions they have and meet with Ms. Klingbeil, Chris Dewey, any other experts, including
the Technological Consultant who wrote the report, to see if he recommended achieving our
goals in steps.
Ms. Klingbeil indicated staff brought the initial Needs Assessment and Plan to Council in
November and at that point in time it was also approved to issue the Request for Quotations
and come back to Council for approval to proceed with the project. They are methodically
working their way through the steps of the Plan.
March 1, 2000
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MIS Ashiku/Baldwin to execute that portion of the proposal approving the LAN
consolidation at the Civic Center and at the remote sites, and authorize a budget
amendment to the Fiscal Year 1999/2000 budget, for an amount not to exceed $17,000;
carried by the following roll call vote: AYES: Councilmembers Smith, Libby, Baldwin,
Ashiku, and Mayor Mastin. NOES: None. ABSENT: None. ABSTAIN: None.
10:29 p.m. - Recessed.
10:41 p.m. - Reconvened.
8f. Discussion of Homeless Services Planninq Group and Possible Grant Fundinq
City Manager Horsley advised the City of Ukiah recently joined the Mendocino Homeless
Services Planning Group (HSPG), a County-wide collaborative with a mission to create an
effective continuum of outreach, housing, and support services for the homeless in
Mendocino County. She drew attention to the Strategic Plan and Action Steps the HSPG
drafted over the last several years. One aspect of the Strategic Plan the City is interested
in seeing accomplished is the establishment of a homeless shelter where people can wash
their clothes, have something to eat, have somewhere to sleep, get educational programs,
get help finding jobs, or getting off of drugs. All these services can be under one roof rather
than separated out to many different facilities. The City currently has a new Homeless
Shelter Ordinance drafted, and she would like to include the flexibility of allowing some of
these other services in that type of facility. Any project of this type would have to be a
collaborative effort, and she noted Assistant City Manager Flad is going to report on the
possibility of collaborating with other agencies to apply for CDBG funds for a homeless
shelter.
Mr. Flad explained the competitive nature of the CDBG process and that the City is eligible
to apply for a maximum of $800,000 per year. It is possible to do a two-year project,
wherein you may request $1 million. It is required that agencies need to work together and
not necessarily be housed at the facility but have a presence there. The facility would not
have to be located within the City limits but it does require that we serve the targeted
income group. He explained the timeline for applying for the current grant is so short it
would be difficult to get a viable application together. Therefore, he thinks a Planning and
Technical Assistance Grant (P/TA) to hire a consultant to help locate a site, help in
analyzing the costs of rehabing an existing building or purchase new and land new building,
help build this collaborative effort, and actually writing this grant for next year's funding cycle
would be the best option. In talking to the City's CDBG representative, she is very excited
about having a project like this established in Mendocino County. The County of Mendocino
also has $800,000 available to them.
City Manager Horsley noted the HSPG realizes it will take at least two years to adequately
plan for a site.
Vice Mayor Ashiku questioned whether the grant would be flexible in finding a site in the
case a targeted site is not available when the grant monies are available.
March 1, 2000
Page 14 of 18
Mr. Flad indicated it is very flexible. We could identify a proposed site and then change it.
One other issue is what other projects would be eligible and competitive for this funding.
The Council can determine it wants to do $300,000 for the homeless shelter and $100,000
for another need. He would like to see a study come forward to identify projects, such as
ADA accessible play equipment or making certain facilities ADA accessible, to help the City
understand what projects are competitive and eligible, and which Council can then prioritize.
Vice Mayor Ashiku stated he thinks it is wonderful that the City has taken such an active
role but questioned the City's ongoing responsibility if Council goes forward with this
project? He does not want the City to take over something that is largely a function of the
County.
Mr. Flad stated the City's obligation under that grant is not met unless a homeless shelter
is established.
City Manager Horsley indicated there are three different County Departments involved in
the HSPG that have other funding sources available to them other than CDBG monies.
Councilmember Smith questioned the deadline for a P/TA grant application.
Mr. Flad stated it is the same date, however, an agency can apply all year until the program
runs out of money. Part of the goals of putting together priorities would be to demonstrate
City priorities and not necessarily City/County priorities.
Discussion followed that the other cities and Mendocino County can also apply for these
funds, and that the P/TA grant monies received is additional funding that can be obtained
outside the $800,000 limit.
Councilmember Smith noted the Department of Social Services is where the $50,000
came from for the emergency homeless shelter operation. They have money they can put
into a program so if we received a P/TA and obtained commitments in writing, it could be
that Ford Street could be the operator, and the Department of Social Services would be
paying for certain things, and the CDBG could pay for the facility itself, but not running it.
MIRC Smith/Libby to direct staff to pursue a CDBG P/TA grant to hire a consultant to assist
in locating a homeless shelter site, assist in analyzing the costs of rehabing an existing
building or purchase new and land new building, help build this collaborative effort, and
write the grant for next year's CDBG funding cycle, and assist City staff in determining other
eligible projects that would be competitive on a statewide basis; carried by the following roll
call vote: AYES: Councilmembers Smith, Libby, Baldwin, Ashiku, and Mayor Mastin.
NOES: None. ABSENT: None. ABSTAIN: None.
NEW BUSINESS
8g. Discussion of Financial Trends As a Budget Plar~rling Tool
City Manager Horsley advised that five years ago the City experienced extreme financial
March 1, 2000
Page 15 of 18
problems and the City had to take drastic steps. The Council said at that time it never
wanted to be in that position again. Staff has come up with a forecast of financial trends
based on the last several years. She explained the trend is that revenue is going back
down to a standard increase from inflation. If you project this out, we are going to again see
a trend toward more expenditures and less revenues and not having a balanced budget.
Staff put this together so the Council can plan and budget accordingly. Also, the different
Departments put together a list to illustrate to Council each of their respective duties. One
change facing the City is the Landfill closing, which will impact certain Departments and
positions. Another example is the uncertainty whether there will be additional funding
available from grants to continue the COPS Program. These are very worthwhile programs
and services but decisions will need to be made by Council on how they will be modified.
This information is being given to the Council in anticipation of our upcoming budget
discussions.
Finance Director Elton stated the projections are very unscientific because they are driven
by the economy. Sales tax is the most significant revenue source in the General Fund and
the City has seen some significant growth in the past 10 years and we can see the retail
development that has driven that. He does not know if that same type of growth will
continue and, on top of that, there is a question concerning taxability of Internet
transactions. There are proposals that range any where from adding new taxes to Internet
activity all the way to eliminating existing taxes that might apply. Whatever happens has
a potential to impact our revenue either positively or negatively. There is also movement
at the state level to change the way money is distributed to the local governments. They
all have variations with some kind of minimum floor that would be established for every
agency that gets sales tax and is mostly based on population. If you look at our population
growth, it has not fluctuated much in the past 5 or 10 years. With those factors in mind, staff
ended up using 4% per year growth across the board, except for property tax that doesn't
grow that fast, and the utility franchise fee, which has been capped. For the expenses they
used 5% growth, which is a reflection of what is expected to happen if there are no changes
in the way the City does business. The projections are based on the 1999/2000 Budget,
which was budgeted with a reduction in fund balance. It is given, that unless we have a
much larger projection of revenues in future years than we do expenses, the reduction of
fund balance will continue. There was some elimination of one-time expenditures that are
in the current budget. The projection includes the continuation of the programs that the City
Manager discussed as if the General Fund will be providing those services.
Councilmember Baldwin noted at the state and national level over the last three to four
months, there has been a shift on the Governor's position on Internet sales tax. Maybe this
Council should pass a resolution to support Internet sales tax.
Vice Mayor Ashiku stated the issue was raised by the Mayor of Santa Clara in speaking
with Senator Boxer. She made it very clear there was no support for taxing the Internet and
City's need to acquire other sources of revenue.
Councilmember Baldwin stated Prop 218, Prop 13, and another Gann initiative denies
cities the ability to even go to the voters with any chance of winning any kind of override or
bond issue.
March 1, 2000
Page 16 of 18
City Manager Horsley advised staff will be coming back to the Council in April to discuss
issues and major trends before getting to the Budget,so staff can receive direction from the
Council on how staff should prioritize, She indicated staff will put together a budget
schedule, which will include a half-day Budget Planning Workshop.
8i. Award Bid for 2-Wheel Drive 3/4 Ton Truck with Utility Body to Lasher Auto Center
for the Sum of $22,519.28
Mayor Mastin asked that this item be pulled from the Consent Calendar because of
discussions in the past on the local preference issue, and because Lasher Auto Center won
the bid for less than $100 for the 3/4 ton truck. The City Manager indicated there is an
additional $500 discount if paid within 20 days after delivery, but he wanted to bring it up
for discussion to see if there were any grounds for rejecting this bid.
City Attorney Rapport stated the only option is to reject all bids and rebid it. He noted
equipment purchases are not required to be bid by state law but the City of Ukiah has a
Procurement Ordinance that requires at least three proposals be solicited and wherever
feasible the bid goes to the lowest responsible bidder.
Councilmember Libby suggested the Council rethink this issue in the future.
M/s Ashiku/Baldwin, to award the bid for a 3/4 ton service truck to Lasher Auto Center for
the sum of $22,519.28, carried by the following roll call vote: YES: Councilmembers Smith,
Baldwin, Ashiku, and Mayor Mastin. NOES: Councilmember Libby. ABSENT: None.
ABSTAIN: None.
9. CITY COUNCIL REPORTS
Councilmember Smith advised he was in State Senator Wes Chesbro's office on February
17, and talked to Legislative Aide Peggy Collins about the issue of Eel River diversion. He
advised Senator Chesbro will be in Ukiah tomorrow night at the County Administration
Center to discuss health concerns. He will also be touring UVAH Friday morning.
Councilmember Libby stated she also planned to attend Wes Chesbro's meeting. She
attended the Chamber Business Symposium and worked at the Economic Development
Financing Corporation (EDFC) booth for a few hours. There was Iow attendance until the
guest speaker section of the program. She drew attention to the copies she distributed to
Council from Mendocino Council of Governments (MCOG) about the corridor enhancement
project. Phil Dow, from MCOG, is very confident we are going to receive the $500,000 from
lapsed TEA funds to expand the program. All the detail is included in the handout.
City Manager Horsley extended kudos to Mr. Dow because he talked to the state about the
lapsed TEA funds. We are the only County in the whole state that is receiving those funds.
Councilmember Libby added that in our County there is a state park that had been given
funds and they don't think the TEA funds are going to be used. Because we are within the
County, we will get first bid on them. So, we are going to have lots of trees.
March 1, 2000
Page 17 of 18
Councilmember Baldwin reported we are looking at having to provide more money to
Inland Water and Power Commission (IWPC) for legal fees associated with the Federal
Energy Regulatory Commission (FERC) licensing and possible lease or sale of the Potter
Valley Project. It looks like $4,000 is needed right away and $1,000 a month after that.
They will need $60,000 for the upcoming year to do what is necessary. There is a meeting
Thursday night and the figures will be passed on to us so we can agendize this matter for
the next City Council meeting. Another minor issue he wanted to propose is the idea of
painting out one side of the fire tower to make it blend with the color of the hills behind it.
Vice Mayor Ashiku had no report.
Mayor Mastin said the Fire Department threw him off the top of the fire tower. He had a
good day with them and they inspected the new Juvenile Hall. He advised Ron Bush from
the Ukiah Valley Fire Department was retiring to Windsor and he stopped there and talked
with them. Also, MSWMA met on February 23, and there was discussion regarding the sale
of the North State Street property. It is going to take about 60 days and they are required
to go out to a variety of public agencies that have schools and parks. They have 60 days
to respond whether they would like to buy it. If not, MSWMA will list the property with an
agent and accept offers. Before that time, the City will be more clear on any challenges to
the Taylor Drive Transfer Station. He advised he was unable to make the MTA meeting.
10. CITY MANAGER/DIRECTOR REPORTS
City Manager Horsley advised she attended a meeting on the census as well as the
Mayor/Manager meeting. She distributed Census 2000 buttons and magnets. They
undercounted in 1990, especially in California, so they are making a real effort this year.
She shared a California Celebration book that highlights the various events being held at
different times of the year. She advised she will be in Arcata Friday and not available in the
office. She questioned who planned to go to Senator Peace's meeting on March 24,
wherein he will receive input relative to funding method changes for local governments.
11. CLOSED SESSION
a. Public Employee Performance Evaluation: City Manal~ler
This item was continued to the meeting of March 15, 2000.
12. ADJOJ,/EJ~IMEJ~
There being no further business, the meeting was adjourned at 11:41 p.m.
oast, City ~t~k
March 1, 2000
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