HomeMy WebLinkAbout2005-03-02 PacketAMENDED: 2/24/2005 - 5:06 iPM, ..............................................................
CITY OF UKIAH
CITY COUNCIL AGENDA
Regular Meeting
CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue
Ukiah, CA 95482
March 2, 2005
6:30 p.m.
1. ROLL CALL
2. PLEDGE OF ALLEGIANCE
3. APPROVAL OF MINUTES
a. Regular Meeting of January 19, 2005
b. Special Joint Meeting of the City Council & Ukiah Valley Sanitation District of
February 2, 2005
!
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.
5. 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. Award Purchase of Liquid Polymer-Alkyamine to Polydyne, Inc. in the
Amount of $15,300.00,
b. Award Purchase of Liquid Polymer-Emulsion to Polydyne, Inc. in the Amount
of $10,680.00
~.~ c. Adoption of Resolution Establishing a No-Parking Zone / Bus Loading Zone
Near 444 North State Street
6. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
The City Council welcomes input from the audience. If there is a matter of business on the agenda that
you are interested in, you may address the Council when this matter is considered. If you wish to speak
on a matter that is not on this agenda, you may do so at this time. In order for everyone to be heard,
please limit your comments to three (3) minutes per person and not more than ten (10) minutes per
subject. The Brown Act regulations do not allow action to be taken on audience comments in which the
subject is not listed on the agenda.
7. UN
a.
FINISHED BUSINESS
Reconsideration of Application For Community Development Block Grant
Funds Under the General Allocation Grant Program and Authorization For
Staff To Submit An Application
b. Possible Action Required for Participation in Pension Obligation Bond
Programs Offered to CALPERS Participating Agencies by the California
Statewide Communities Development Authority (CSCDA)
c. Adoption of Resolution Approving Memorandum of Understanding for Electric
Employee Bargaining Unit (IBEW Local 1245)
d. Request Authorization For the City Manager to Negotiate a Construction
Contract for the Water Treatment Plant Improvement Project
AMENDED: 2/24/2005 - 5:06 iPM, ....................................................................
8. COUNCIL REPORTS
9. CITY MANAGER/CITY CLERK REPORTS
10. CLOSED SESSION
a. G.C. ~54957.6-Conference with Labor Negotiator
Employee Organization: Electric Unit (International Brotherhood of Electrical
Workers)
Agency Designated Representative: Candace Horsley, City Manager
11. ADJOURNMENT
TO:
FROM:
MEMO
MAYOR ASHIKU AND CITY COUNCIL
CITY CLERK MARIE ULVILA
3a
SUBJECT: CITY COUNCIL MEETING MINUTES: JANUARY 19, 2005
DATE:
FEBRUARY 24, 2005
Every attempt will be made to provide Council with the draft minutes of the
January 19, 2005 regular Council meeting by Tuesday, March 1,2005.
If you should have any questions, please do not hesitate to contact me at 463-
6217.
Memo: Council- Late Minutes
MINUTES OF THE UKIAH CITY COUNCIL
Special Joint Meeting of the Ukiah City Council
And Ukiah Valley Sanitation District
Wednesday, February 2, 2005
The Ukiah City Council met at a Special Joint Meeting with the Ukiah Valley
Sanitation District (UVSD) on February 2, 2005, 2004, the notice for which had
been legally noticed and posted, at 4:05 p.m. in the Civic Center Council
Chambers, 300 Seminary Avenue, Ukiah, California.
following Councilmembers were present: Crane,
4:08 p.m.), Baldwin (arrived at 4:20 p.m.), and Mayo
Water-Utilities/Project Engineer Burck, Wastewater
Manager Horsley, City Attorney Rapport, Public U:
City Clerk Ulvila. Ukiah Valley Sanitation Di~
Wattenburger and Crane. District Board
prearrangement. Also present: Chief De
Deputy Clerk of the Board/District Sec
2. UPDATE ON THE VALUE E
WASTEWATER TR
Public Utilities Director Zi~
2004, a Value Engineering (VE)
and design of the proposed Wa~
by a certified Value
all phases of wa~
project mana(
and Caldwell's
aspects of the
describe
issues
and
R,
PE; , PE
Roll was taken and the
Rodin (arrived at
Staff present:
Manager Gall, City
Ziemianek, and
5 present:
was absent by
nk Zotter and
REVIEW OF THE
the week of August 30,
in the engineering details
The VE Team was led
engineering experts in
n, on, contracting, and
for a full week and focused on Brown
of Ukiah and specifically reviewed all
Director Ziemianek proceeded to
discussed getting safety compliance
on acceptable engineering standards
today. He introduced the VE Team comprised of
~ader); George Riek, PE/CVS; Richard Steele,
PE, Ron Grant, and Dave Ewing, CE.
Max Brid~i?,,,~,,~,~==:=,.?epres g Willdan, provided additional introductory remarks
concerning th:~!i~,.: ~ i?~
Renee Hoekstra,":'~'~S and Team Leader, provided a Power Point presentation
to Council and discussed the following topics:
Value Engineering Methodology and Why it is Used
Applicability- whenever cost and/or performance improvement is desired
Value Study- occurs during a 6-step job plan
Project Goals and Objectives
Project Criteria- ratings in order of importance
Project Constraints
VIE Team Observations
Joint Meeting of the City Council
And the Ukiah Valley Sanitation District
February 2, 2005
Page 1 of 2
Functions Identified - the VE team had to make sure these functions were
achieved.
Fast Diagram - functional system technical diagram and functional
analysis of all the systems the VE Team brainstormed
Proposed Design and Construction Benefits
SuggestionsNVorkshop Results
In conclusion, Ms. Hoekstra reported that the VE review provided a good
validation of Brown & Caldwell's design approach, both technical and fiscal. The
VE process was successful even though there were few II e cost saving ideas.
There was a good showing of fiscal responsibility b and the Ukiah
Valley Sanitation District (District). She noted that th~ a potential for future
savings identified during the construction phase.
Ms. Hoekstra and Director Ziemianek cl
review with the contractor (Brown and Cai
accepting and/or rejecting the Review
of the results of the VE Study.
Director Ziemianek advised th~
VE Study was conducted and
looking at potential future savin~
is
the in1 :ion through the
, the next ste ~d with
atiQns, and evidence
be
with the way in which the
~n a very positive way when
City Manager Horsl~
leading to the
the ~.
and prior discussion
Public Comm, folio
VE Study: Mike
Both
as
of the audience spoke regarding the
the ~t expressed appreciation for the
of the Value Engineering Team.
No by
nor the District.
3. PUBLli
3a. Announc~ Business
None.
4. ADJOURNMENT OF JOINT MEETING
There being no further business, the meeting was adjourned at 5:05 .m.
Marie Ulvila, City Clerk
Joint Meeting of the City Council
And the Ukiah Valley Sanitation District
February 2, 2005
Page 2 of 2
ITEM NO. 5a
DATE: March 2, 2005
AGENDA SUMMARY REPORT
SUBJECT: AWARD PURCHASE OF LIQUID POLYMER- ALKYAMINE TO POLYDYNE, INC.IN
THE AMOUNT OF $15,300.00
SUMMARY: Submitted for the City Council's consideration and action is Staff's recommendation that
the purchase of 30,000 lbs. of liquid polymer- alkyamine be awarded to Polydyne Inc. in the amount
of $0.510 per pound for a total value of $ $15,300.00 plus tax. The material is used as a coagulant in
the advanced treatment process at the Wastewater Treatment Plant.
In response to the City's Request for Bids, three bids were received and opened by the City Clerk at
the prescribed time for public bid opening. Noticing to bidders was in accordance with the City's
informal bid process. The lowest responsible bidder was Polydyne Inc. with a base bid of $0.510 per
pound of liquid polymer- alkyamine plus tax. Funds for chemical treatment materials have been
budgeted in the City/District Wastewater Enterprise Fund under account number 612-350-520-000
and adequate funds are available for the requested purchase.
RECOMMENDED ACTION: Award bid to Polydyne Inc. at $0.510 per pound for a total value of
$15,300.00 plus tax.
ALTERNATIVE COUNCIL POLICY OPTIONS: 1) Reject the proposal and provide direction to staff.
Citizen Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
N/A
Jerry Gall, Wastewater Treatment Supervisor
Jerry Gall, Wastewater Treatment Supervisor
Bernie Ziemianek, Public Utilities Director
1. Bid Opening Results
2. Initial page of bid from Polydyne Inc.
APPROVED:
Candace Horsley, City
CITY OF UKIAH ,~'tochment #
300 SEMINARY AVENUE
UKIAH, CA 95482-5400
(707) 463-6217 (City Clerk-s Office)
BID OPENING FOR: 30,000 lbs Liquid Polymer- Alkyamine
SPECIFICATION NO. POLY-ALKY
DATE: February 17, 2005
TIME: 2:00 p.m.
COMPANY
AMOUNT
.
POLYDYNE, INC.
1 CHEMICAL PLANT ROAD
RICEBORO, GA 31323
Marie Ulvila, City Clerk
Bids: Liquid Polymer-Alkyamine 2005 bids rec
CITY of UKIAH
300 Seminary Avenue
Ukiah CA. 95482
Phone 707-463-6217
REQUEST FOR BID I
NO FAX OR E-MAIL WILL BE ACCEPTED
RETURN THIS FORM DATE:
THIS IS NOT AN ORDER REQ. NO.
Aftachment #
2/2/2005
POLY-ALKY
TO:
POLYDYNE INC.
Attn: Bids & Contracts Administrator
P.O. Box 279
Riceboro, GA 31323-0279
BIDS WILL BE RECEIVED UNTIL
2 PM, February 17th, 2005
AT THE OFFICE OF THE CITY CLERK
300 SEMINARY AVE. CITY of UKIAH
BY: Marie Ulvila
BIDS ARE REQUESTED FOR THE FOLLOWING ITEMS:
QUANTITY
Approx.
30,000 lbs
ALL BIDS SHALL BE F.O.B. UKIAH, CA.
DESCRIPTION UNIT PRICE!
Liquid Polymer- Alkyamine. Clarifloc SW-238, Praestol 193K or
"Equal" as per attached City of Ukiah specifications. $0.510/LB.
Clarifloc SW-238
Sealed bids must be received at the Office of the City Clerk
no later than 2p.m. on Thursday, February 17th, 2005, at which
time bids will be opened. All bids must be signed. Opening
date and time MUST be prominently displayed on submitting
envelope. Late bids will not be considered. Faxed or e-mailed
bids will not be accepted.
Any questions regarding the attached specifications can be
directed to Jerry Gall, Sewer Treatment Plant Supervisor, at
(707) 467-2818.
TERMS:Net 30 Days - No Discou s
DEL. TO:
F.O.B. Ukiah, CA
LEAD TIME ARO: 3 Days A.R. 0.
COMPANY NAME:
Polydy~e Inc. \ ,! ~
SIGNATURE: ~J~O~°n~--a~ 0.,,t~_~-
PRINTNAME:Lawrence D. G~i':~zle
FAX:
DATE:
TITLE: Business Manager
PHONE: (912) 880-2035
(912) 880-2078
February 15, 2005
TOTAL
$15,300.00
TERMS:
1. Right is reserved to reject any and all bids.
2. Right is reserved to accept separate items unless specifically denied by bidder.
3. Right is reserved to reject a quote from any bidder who has previously failed to perforr~
/
adequately for the City of Ukiah.
4. In CASE OF DEFAULT, the City of Ukiah may procure the items quoted on from other
sources and hold the original bidder liable for any increased costs.
5. The price, terms, delivery point, and delivery date may individually or collectively be the
basis of the awarding of the bid.
6. ALL BIDS MUST BE SIGNED. OPENING DATE and TIME "MUST" be
prominently displayed on submitting envelope.
7. In submitting the above, the vendor agrees that the acceptance of any or all bids
by the City of Ukiah, within 30 days constitutes a contract.
AGENDA
SUMMARY
ITEM NO. st,
DATE: March 2, 2005
REPORT
SUBJECT: AWARD PURCHASE OF LIQUID POLYMER- EMULSION TO POLYDYNE, INC.IN
THE AMOUNT OF $10,680.00
SUMMARY: Submitted for the City Council's consideration and action is Staffs recommendation that
the purchase of 12,000 lbs. of liquid polymer - emulsion be awarded to Polydyne Inc. in the amount of
$0.89 per pound for a total value of $ $10,680.00 plus tax. The material is used as a coagulant in the
digested sludge dewatering process at the Wastewater Treatment Plant.
In response to the City's Request for Bids, three bids were received and opened by the City Clerk at
the prescribed time for public bid opening. Noticing to bidders was in accordance with the City's
informal bid process. The lowest responsible bidder was Polydyne Inc. with a base bid of $0.89 per
pound of liquid polymer- emulsion plus tax. Funds for chemical treatment materials have been
budgeted in the City/District Wastewater Enterprise Fund under account number 612-350-520-000
and adequate funds are available for the requested purchase.
RECOMMENDED ACTION: Award bid to Polydyne Inc. at $0.89 per pound for a total value of
$10,680.00 plus tax.
ALTERNATIVE COUNCIL POLICY OPTIONS: 1) Reject the proposal and provide direction to staff.
Citizen Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
N/A
Jerry Gall, Wastewater Treatment Supervisor
Jerry Gall, Wastewater Treatment Supervisor
Bernie Ziemianek, Public Utilities Director
1. Bid Opening Results
2. Initial page of bid from Polydyne Inc.
APPROVE~_~
Candace Horsley, City Man)~er
CITY OF UKIAH A~lachment
300 SEMINARY AVENUE
UKIAH, CA 95482-5400
(707) 463-6217 (City Clerk-s Office)
BID OPENING FOR: 12,000 lbs. Liquid Polymer- Emulsion
SPECIFICATION NO. POLY-EMUL
DATE: February 17, 2005
TIME: 2:00 p.m.
COMPANY
AMOUNT
,
POLYDYNE, INC.
1 CHEMICAL PLANT ROAD
RICEBORO, GA 31323
.
.
KEMIRON CO. INC.
3211 CLINTON PARKWAY CT., STE 1
LAWRENCE, KS 66047-2654
CIBA SPECIALTY CHEMICALS
2301 WILROY ROAD
SUFFOLK, VA 23434-32021
Marie Ulvila, City Clerk
Bids: Liquid Polymer-Emulsion 200 bids rec
TO:
CITY of UKIAH
300 Seminary Avenue
Ukiah CA. 95482
Phone 707-463-6217
REQUEST FOR BID I
NO FAX OR E-MAIL WILL BE ACCEPTED
RETURN THIS FORM
THIS IS NOT AN ORDER
POLYDYNE INC.
Attn: Bids & Contracts Administrator
P.O. Box 279
Riceboro, GA 31323-0279
A~achment #
i i
DATE: 2/2/2005
REQ. NO. POLY-EMUL
BIDS WILL BE RECEIVED UNTIL
2 PM, February 17th, 2005
AT TIlE OFFICE OF THE CITY CLERK
300 SEMINARY AVE. CITY of UKIAH
BY: Marie Ulvila
BIDS ARE REQUESTED FOR THE FOLLOWING ITEMS:
QUANTITY
Approx.
12,000 lbs
ALL BIDS SHALL BE F.O.B. UKIAH, CA.
DESCRIPTION UNIT PRICE
Liquid Polymer - Emulsion. Polydyne SW-057, Praestol K144L or
"Equal" as per attached City of Ukiah specifications.
Clarifloc SW-05 7 $0.89/Lb
Sealed bids must be received at the Office of the City Clerk
no later than 2p.m. on Thursday, February 17th, 2005, at which
time bids will be opened. All bids must be signed. Opening
date and time MUST be prominently displayed on submitting
envelope. Late bids will not be considered. Faxed or e-mailed
bids will not be accepted.
Any questions regarding the attached specifications can be
directed to Jerry Gall, Sewer Treatment Plant Supervisor, at
(707) 467-2818.
TOTAL
$10,680.00
TERMS:
Net 30 Days, No Discount
DEL. TO:
F.O.B. Ukiah
LEAD TIME ARO: 3 Days A.R.O.
COMPANY NAME:
Polydyne c~.~
SIGNATURE:
PRINT NAME: Lawrence D. zle
TITLE: Business Manager
PHONE: 912-880-2035
FAX: 912-880-2078
DATE: February 15, 2005
TERMS:
1. Right is reserved to reject any and all bids.
2. Right is reserved to accept separate items unless specifically denied by bidder.
3. Right is reserved to reject a quote from any bidder who has previously failed to perform
adequately for !he City of Ukiah.
4. In CASE OF DEFAULT, the City of Ukiah may procure the items quoted on from other
sources and hold the original bidder liable for any increased costs. I
5. The price, terms, delivery point, and delivery date may individually or collectively be the
basis of the awarding of the bid.
6. ALL BIDS MUST BE SIGNED. OPENING DATE and TIME "MUST" be
prominently displayed on submitting envelope.
7. In submitting the above, the vendor agrees that the acceptance of any or all bids
by the City of Ukiah, within 30 days constitutes a contract.
AGENDA
SUMMARY
ITEM NO. -.~_~.
DATE:March 2, 2005
REPORT
SUBJECT: ADOPTION OF RESOLUTION ESTABLISHING A NO-PARKING ZONE / BUS
LOADING ZONE NEAR 444 NORTH STATE STREET
SUMMARY: Staff submitted an agenda report to City Council at the February 16, 2005
meeting to request the extension of an existing no-parking zone to reestablish a Mendocino
Transit Authority (MTA) bus loading zone near Coldwell Banker Mendo Lake Realty at
444 North State Street. This is shown as option #3 on Attachment 2. On February 16, 2005,
Council directed staff to evaluate other possible bus stop locations since Mark Levy, speaking
on behalf of Bob Levy the property owner of 444 North State Street, objected to the loss of
one on-street parking space and the proposed location of the bus stop next to the building.
Although the Council asked staff to also consider the spaces directly in front of the Coffee
Critic indicated as Option #2 on the map, this option would involve the loss of two valuable
parking spaces to that business.
Staff therefore has reviewed several alternative bus stop locations as identified on the
attached location map, Attachment 2. Of the four options presented, MTA and staff prefer
option #4 since it has the least impact on adjacent businesses. Dan Baxter, MTA, spoke to
Bob Levy of Coldwell Banker Mendo Lake Realty regarding the proposed bus stop location,
option ~t~. Mr. Levy has agreed to the proposed bus stop location, option #4.
RECOMMENDED ACTION: Adopt resolution establishing a no-parking zone/bus loading
zone near 444 North State Street.
ALTERNATIVE COUNCIL POLICY OPTIONS: Do not adopt resolution and provide direction
to staff.
Citizen Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
Dan Baxter, MTA and Bob Levy, Coldwell Banker Mendo Realty
Diana Steele, Director of Public Works/City Engineer
Director of Public Works
Rick
Seanor,
Deputy
Candace Horsley, City Manager
1. Resolution for Adoption
2. Location Map
APPROVED'~.,
Can-~ace Horsley, ~ity Manager
RJS: AGnpM'rAbusZone8
RESOLUTION NO. 2005- Affochrnertt ·
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
REMOVING ON-STREET PARKING AND ESTABLISHING A
NO PARKING ZONE / BUS LOADING ZONE NEAR 444 NORTH STATE STREET
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 1, Division 8 of the Ukiah City Code; and
WHEREAS, the provisions of Sections 21458 and 22500 of the California Vehicle Code
permit the stopping of buses in a red zone marked or posted as a bus loading zone; and
WHEREAS, on February 8, 2005 the Traffic Engineering Committee (Traffic Engineer)
considered the request from the Mendocino Transit Authority to establish a "No Parking
Zone / Bus Loading Zone" within the City of Ukiah; and
WHEREAS, the Traffic Engineer recommends the request regarding this "No Parking
Zone / Bus Loading Zone".
NOW, THEREFORE, IT IS HEREBY RESOLVED, that the Ukiah City Council does
establish a "No Parking Zone / Bus Loading Zone" on North State Street, west side, near
444 North State Street.
PASSED AND ADOPTED this 2nd day of March, 2005 by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mark Ashiku, Mayor
Marie Ulvila, City Clerk
Resolution No. 2005-
Page 1 of 1
1'4
Proposed MTA Bus Stop
near 444 North State Street
Attachment #
Bob Mirata Ins.
488 N. State
Coffee Critic
476 N. State St.
Option #1
remove 1 parking space;
combine with existing no-parking zone;
too close to intersection
Option #2
remove 2 parking spaces
Coldwell Banker
Mendo Realty, Inc.
444 N. State St.
Option #3
remove 1 parking space;
combine with existing no-parking zone
at fire hydrant
Option #4
remove 1 parking space;
combine with existing no-parking zone
1 inch equals 100 feet
Photo Date: March 2001
' ITEM NO. ?a
AGENDA
SUMMARY
DATE: March 2, 2005
REPORT
SUBJECT: RECONSIDERATION OF APPLICATION FOR COMMUNITY DEVELOPMENT
BLOCK GRANT FUNDS UNDER THE GENERAL ALLOCATION GRANT PROGRAM AND
AUTHORIZATION FOR STAFF TO SUBMIT AN APPLICATION
At the January 19 meeting, Council discussed several requests from community non-profit
groups for participation in the City's annual CDBG General Allocation grants for Fiscal
Year 2005/06. These are competitive grants in a maximum amount of $500,000. Eligible
projects include housing, public works, community facilities, and public services. The
primary qualifying criteria, regardless of the project, is that the project or program must
provide benefit to the Iow and moderate-income population that is referred to in the grant
as the Targeted Income Group (TIG). Attached is an excerpt from the CDBG Notice of
Funding Availability providing a detailed definition of Targeted Income Group and the State
required TIG benefit for each applicant.
After receiving presentations from the various groups on January 19, Council determined
to authorize staff to submit an application on behalf of the School for Performing Arts and
Cultural Education (SPACE). SPACE intended to use the grant funds to complete the
renovation of the old St. Mary's church into its new performance center and classrooms.
SPACE has since reconsidered its participation and determined to withdraw from the
application process. Attachment #1 is a letter submitted by SPACE thanking the Council
for its support and explaining its reasons for withdrawal.
Continued on Paqe 2
RECOMMENDED ACTION:
application for CDBG funds.
After discussion provide direction to staff regarding
ALTERNATIVE COUNCIL POLICY OPTIONS:
1. Determine application for CDBG requires further consideration and remand to staff
with direction.
2. Determine application for CDBG funds is inappropriate at this time and direct staff
to not apply.
Citizen Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
1.
2.
3.
Yes
RCHDC and Plowshares
Larry W. DeKnoblough, Community Services Director
Candace Horsley, City Manager
Letter From SPACE
Plowshares Submittal
RCHDC Submittal
4. CDBG,,E~cerpt Defining TIG
APPROVED: Can~lace Horsl Manager
LD/C
CDBG2.05
Upon receipt of the notice from SPACE, staff contacted both Plowshares and RCHDC to determine
if either group remained interested in submitting an application. Plowshares is in the process of
relocating and constructing a community dining facility in order to expand services. RCHDC is
proposing the construction of a 30 unit Iow income housing development on the corner of Clara and
Orchard Avenue. Staff has attached packets submitted by both Plowshares and RCHDC briefly
describing their projects and how the grant funds would be used.
While both groups indicated they remained interested in applying, Plowshares is only interested in
a two year allocation in the amount of $1,000,000. The two year allocation is necessary for
Plowshares to cover the administration costs of the grant and to offset the increase in the overall
project cost due to the prevailing wage requirements of the grant. The prevailing wage issue is
significant to Plowshares as they estimate it would increase the project cost by more than 35%.
The Plowshares project is not subject to that requirement unless the public grant funds are used.
However, Council did not discuss the commitment of a two year allOcation at the January 19
meeting. Staff does have some concern regarding the commitment of a two year allocation, as it
would eliminate the City's availability of the grant funds through Fiscal Year 2006~07. As these
funds could be used for infrastructure and public improvements, the two year commitment will
prevent the City from being able to access the grant funds in the event a significant public
improvement project becomes needed. Also, there are several capital projects currently under
development and will be discussed by Council in the near future which may qualify for CDBG
funds. This is of particular concern during these times when State public works funds are not being
provided to the cities as they have in the past.
Council has inquired regarding the grant application and monitoring and what impact it will have on
staff time. While the non-profit will be required to procure grant writing services and provide any
required match funds at its own expense, staff time will be required to assist with the grant
application preparation, including the preparation and filing of necessary NEPA and CEQA review
and documentation. On-going time will be incurred for budget preparation to establish and
maintain the receipt and expenditure of grant funds, and overseeing the grant administration during
the duration of the grant.
Should Council determine to proceed with an application, staff believes both projects will provide
essential and significantly beneficial services to the public and are qualified candidates for the
funds according to the grant guidelines. Council should note that historically the State has
considered Iow income housing projects the most competitive as long as they meet the TIG
requirement. However, staff has discussed the Plowshares project with state representatives as
well as Madelin Holtkamp of the local Economic Development and Financing Corporation to
determine its qualifications. Each have indicated that Plowshares will be an exceptionally
competitive application based on the range of services provided to the documented income levels
served, as well as additional points awarded for participating in the CDBG Planning and Technical
Assistance Program.
As the deadline for applications is April 8, 2005 Staff is seeking Council direction as to whether to
proceed with an application and if so, on behalf of which project. Staff is also requesting
authorization for the City Manager to execute all necessary documents related to the grant.
$ P
~ Affachment ~_ /
A C F
14.5 East Ehurch Street * Ukiah, C..A 95482 · 707 462-9370 · space@pacific.net
Laurel Near & Paulette Arnold, Co-Directors
February 14, 2005
Ukiah City Council Members
Candace Horsley, City Manager
~Earry DeKnoblough
300 Seminary Ave.
Ukiah, CA 95482
Re: CDBG application
Dear City Council Members & Staff:
Thank you for, on January 19, 2005, choosing the SPACE Theater restoration and
building project as the City's sub-recipient for the Community Development Block Grant
application. We sincerely appreciate your vote of support.
Unfortunately, we are writing to inform you that, after much research and deep
discussion, the SPACE Board of Directors has voted to withdraw from the CDBG
application process for 2005-06.
Among the factors considered were the following:
The grant application awards maximum (300 of 1000) points for
projects serving 100% low income clients and a minimum of 51% of
clients must be low income in order for the application to receive any
points at all. We do not currently obtain income data on those we
serve. We need to obtain and develop this information in order to be
competitive.
.
The development and the writing of the application is an enormous
project for which a professional grant writer experienced with CDBG
applications is essential. We do not currently have a relationship with
such a writer.
SPACE is a tax exempt 501 (c) (3) organization. Federal identification Number 68-0379044
.
We do not, unfortunately, at this time have specific plans and
specifications for Phase 3, the project's final phase, which we would
need in order to complete the grant and create a budget for the grant
proceeds and for the entire project. It takes considerable time to obtain
this from our architect. This information is especially important
because all rules and regulations that apply to the grant will continue to
apply through the completion of the entire project.
The deadline for the grant application is April 8. Considering all of the above, the board
members reluctantly decided that it was not in the best interest of SPACE to pursue the
application at this time.
Again, our sincere thanks to the City and all those who provided us with information and
advice on this issue during the past few weeks.
Yo~s truly, ~:
· / . ....i/
....... l:qd~;i~t of the Board
//
Attachment
February 22, 2005
To Members of the Ukiah City Council:
The Board of Directors of Plowshares resolved today to request that the City of Ukiah
apply for Community Development Block Grant funding in the amount of $1,000,000
over a two-year period, for construction of a Community Dining Room facility to address
the unmet hunger needs of our mutual constituency, the hungry and needy of our
community.
Our current facility does not allow us to meet this need because our City of Ukiah Use
Permit restricts us to lunchtime-only meal service--and the fastest-growing local hunger
need is among low-income workers and schoolchildren who cannot access our mid-day
services, and now go to bed hungry on an alarmingly regular basis.
For nearly three years now Plowshares has been planning and fundraising for this facility
while continuing to watch the local hunger reality become progressively more grim.
Hunger becomes progressively more real and more painful as housing costs escalate and
living-wage employment opportunities shrivel proportionate to low-wage jobs. This new
facility will be a bright spot in Ukiah's ability to provide nutritious food, a safe and
welcoming atmosphere, a meeting place for other poverty-targeting programs, and other
services including job training, information and referral, and the potential for many more
activities to bring the community together and address the needs of its most
disadvantaged members.
After extensive research into the implications of CDBG funding, this grant over a two
year period would be an enormous boost to the project, actually making ,
it possible to complete construction of this much-needed community facility within the
time period of the grant.
The funds available for one year ($500,000) would not be sufficient when administrative
and monitoring expenses awarded to the city and project coordinator contract an other
state mandated expenses are factored in.
We appreciate your support of our efforts to feed and care for our hungry and needy
neighbors. This new facility will truly be a giant step forward in the fulfillment of
Plowshares' basic mission "that no one in our community go hungry."
Thank you,
Mary Buckley
Executive Director
Kiichli and Associates
I ! ii i ii1,1,,,,, ,, I I II
1103 West Perkins Street, Uklah, CA 96482 · (707) 468-1655. fax (707) 468-'/6~5
kiichliC~j:~_..Cbell, ne!
February 21_, 2005
Plowshares Board of Directors
Plowshares Peace and Justice Center, Inc.
Luce Avenue
Ukiah, CA 95482
Dear Board Members:
This letl~ is intended to lend my support to the possibility of an application
sponsored by the City of Ukiah for CDBG funding to support the construction of the
new Plowshares Community Dimng Room.
As I believe you are all aware, I have been working with Mary Bucldey over the past
year to identify potential grant resources and develop grant proposals to secure
funding for the Plowshares Capital Campaign. Over the past month, I have been
involved with Mary and with Martin Bradley in their efforts to explore the potential of
CDBG funding through the City, and to analyze the advisability of seeking and
securing these funds for the proposed dining room facility.
When we initially began this process, I had many concerns about the wisdom of
seeking or securing CDBG funding, particularly in light of the various regulatory
issues attached to the funds. I also had concerns about a partnership between
Plowshares and SPACE, given that it does not appear that the SPACE project is in
keeping with the purpose of this funding.
However, as our investigation and analysis has continued, and SPACE has withdrawn
from the process, I have come to believe that the possibility of a City-sponsored CDBG
application for the Plowshares fadlity creates a tremendous opportunity for
Plowshares, so long as the City is willing to submit a proposal for two years of
funding for a total of $1,000,000.
I will try to summarize here the masons that I have come to this position:
1. A single grant for $1,000,000 would put Plowshares in a very strong position to
move ahead with this project. The grass-roots Capital Campaign being conducted
by Plowshares has been tremendously successful, but the process has been an
arduous one and an influx of $1,000o000 to this campaign would provide a
tremendous boost to the efforts.
2. It appears that there is a strong possibility that, should the City decided to support
this proposal, the application would be funded. I base this conclusion on the
following:
a. According to the grant guidelines, last year Stat~ HCD funded 68 of 69
proposals in this category of funding. The one that was not funded did not
qualify for funding. Opportunities with odds like these are very unusual.
b. According to $~ah~ HCD, this year there is a one-year only increase in CDBG
funding~ and they will be able to fund more projects th~n they h~ve in past
years.
c. I understand that this region's HCD representative told Larry DeKnoblough
that ~ is 'a good year for community facilities, and a good year for multi-
year applications." One could probably assume that the additional funding is
the reason for those statements.
gm
d. The Plowshares Community Dining Room project is an excellent match for
the funding criteria, as follows:
1) The project is consistent with the purpose of the funding and the goals of
the CDBG program. In reviewing the funding criteria, the project looks
as though it will warrant a strong rating in all categories
2) Because Plowshares has a focus on feeding the homeless, there is a
strong possibility that the application will automatically qualify for the
maximum number of points in the category relat~l to the income status
(low) of the people who will be served by the project. One common
hurdle to accessing CDBG funding is the complicated process involved
in proving the income levels of the target population. When serving the
homeless population, this process is eliminated.
3) Plowshares can easily demonstrate a strong base of community support,
among the local dtizenry and among the governmental entities that have
a responsibility to serve those who eat at Plowshares. This support will
also lend strength to the proposal.
4) The required "matching funds" have already been raised by Plowshares
through the current Capital Campaign.
A portion of the CDBG funding can be allocated to support administrative costs
("overall program management, coordination, monitoring, reporting and
evaluation), and for "activity delivery" ("costs associated with staff and overhead
directly involved with carrying out the project, including preparation of final plans
and specifications"). This would make it possible for the City and Plowshares to
hire one or more persons to oversee the project and to make sure that the project is
in compliance with the regulations. Regulatory compliance will be an issue for this
construction, project, with o'r without someone to manage the project. This
funding would provide a resource to help with those issues. It is also my
understanding that at least one individual with a strong track record in this field
may be interesied in contracting to manage the project.
4. When CD~ funding is utilized, those who work on the project must be paid
"prevailing wages" as set by the State. Paying Prevailing Wages usually increases
the cost of a project. It is my understanding that the analysis conducted by Mary,
Bob Axt and a local contractor who may bid on the project indicate that this
requirement makes a one-year application for $500,000 impractical, but with a two
year application for $1,000,000, Plowshares would be able to pay Preva/l/ng Wages,
administrative overhead and project management costs and st/Il come out about
$700,000'~head.
5. Finally, but perhaps most importantly, I believe that with all of the support that
Plowshares has in this community, the human resources are available to
successfully implement a CDBG grant and bring this long awaited new facility to
this community.
I do not want to represent myself as an expert on the implementation of CDBG grant
funding. There may be many additional hurdles in the process of which I am not
aware. My expertise lies in the area of resource development. As a project/program
developer and grant writer working in this community for almost thirty years, I have
written scores of successful grants, bringing in many millions of dollars to support
projects here in Mendocino County. Based upon this experience, I can easily say that
the odds of this grant being funded are stronger than almost any opportunity that I
have seen in my career. I would hate to see Plowshares miss this opportunity.
Thank you for your at~ntion to my thoughts and opinions, and I wish you good luck
with your decision.
Sincerely,
Sharon
Sharon Kiichli
~1/14/200~ i6:37 7074634188 CDC
PAGE 82/83
Attachment #_ ~
DE LO E TT CO I$$IO
7071483-5462
FAX: 7071463-4188
TDD; 707/463-5697
January 14, 2005
Larry DeKnoblaugh
City of Ukiah
300 Seminary Ave~.ue
Ukiah, CA 95482
Dea~ Mr. DeKnoblaugh:
On behalf of Rural Communities Housing Development Corporation (RCHDC) and the
Community Development Commission of Mendocino County (CDC), I appreciate the'
opportunity to submit a preliminary project proposal for funding tmd~ thc 2005/2006
Communit7 Development Block G-rant (CDBG) Program. What is being proposed is an
application for on-site and oft-site improvements for affordable housing &w¢lopment at
Clara Court. Thc property on thc comer of Clara Avenue and Orchard Street was
acquired by RCHDC with the financial assistance of'the Ukiah Redevelopment Agency.
The project is still in the pre-development stage. A phase I environmental review has
been eompleteA. At this time, 26 to 32 rental units are proposed. 20 units will be for
those at 60% and below of Mendocino County median income, adju.~d for household
size. The remaining units will be available to low and moderate income tenants.
Furidiu8 request is as follows:
· Housing Construction (off'site and on sit~ improv~nents):
· Activity Delivery
· Administration
$425,500
$37,000
$37,500
· Total
$500,000
Match and leverage are provided through Ukiah Redevelopment Agency funds already
committed for acquisition of property.
The CDC is cooperating with RCt/I)C on this project by offering to write and administer
funding applications. The CDC has experience with CDBG as the administrator for the
C-ene~ Allocafion component of CDBO for the County of Mendocino. We have also
'- L '
81/14/2885 16:37 7874634188 CDC 'PAGE 83/83
admini~,ar~l CDBO gran~ for the City of LTkiah, most recently last year's CDBG
application, which was fullded.
We look forward to the opportunity to discuss ou~ p~oposal in more detail with you.
you havc any questions, please contact me at 463-$462 Xl09.
Sincerely,
Todd Cral~tree
Community Development Manager
CC:
Charley Stump, City of Ukiah Director Planning and DeveloPment
Tom Mon Per~, RCHDC
Roy Tindle, CDC
Attachment #_ /7/
14.
STATE REQUIREMENTS
The CDBG Program is a federally-funded program that is administered in California's
small cities and counties by the Department (HCD). Within State Statute and
R%mJ~lations, HCD has established the following program requirements:
a. Targeted IncOme Group (TIG) Benefit
All activities funded through the CDBG General Allocation Program shall
principally benefit the Targeted Income Group (TIG) persons or households.
As such, at least 51% of the beneficiaries of an eligible activity Shall be TIG
· (unless it'is direct assistance, like housing rehab programs, whose beneficiaries
must be 100% TIG). Targeted Income Group, which includes "Lowest Targeted
Income Group (LTIG)," is based on current county income'limits provided
annually by HCD. Targeted Income Group is defined as beneficiaries having
incomes that are 80% or less of the adjusted area median household income.
Lowest Targeted Income Group (LTIG) beneficiaries have incomes that are at
50% of the adjusted area median household income.
Each application must contain a discussion of'how the proposed activity will
principally benefit the targeted income group. Failure to adequately document the
level of TIG benefit for the proposed activity, if the activity is brought to
completion, will result in denial of the funds. Different actiVities can have TIG
benefit documented in a variety of ways, so read the activity appendix in this
NOFA for your proposed activity about how to provide the proper documentation.
Exception: 10% set-aside activities may address either low income benefit, or
slums and blig, ht. This is recent change so check with your CDBG Program
representative to confirm how this national objective is to be documented.
bi
Native American Allocation
An amOunt equal to 1.25% of the total State Program funds is to be granted to ·
eligible cities and counties to be used in identifiable geographic areas with
concentrations (at least 51%) of Native American Indians not recognized as an
Indian tribe by the Housing and Community Development Act of 1974. Contact
your CDBG program representative for guidance on how to document this status.
c. Colonias Allocation
For the 2004 program year, an amount equal to five (5)% of the total State CDBG
Program' funds is to be granted to 'eligible cities and counties to be used for
eligible activities in designated Colonias.
13
AGENDA
ITEM NO: 7B
MEETING DATE: March 2, 2005
SUMMARY REPORT
SUBJECT:
POSSIBLE ACTION REQUIRED FOR PARTICIPATION IN PENSION
OBLIGATION BOND PROGI::~MS OFFERED TO CALPERS
PARTICIPATING AGENCIES BY THE CALIFORNIA STATEWIDE
COMMUNITIES DEVELOPMENT AUTHORITY (CSCDA),
Pension Obligation Bonds (POB's) have been suggested by CSCDA and CalPERS as a
way to manage the City's CalPERS Unfunded Actuarially Accrued Liability (UAAL) in a
way that takes advantage of current bond market conditions. The potential benefit to
participation is the difference in the cost of borrowing money on the bond market vs. the
cost of borrowing money from CalPERS, as a UAAL does. On February 16, Council
provided direction to research possible participation in the current bond offer being
developed, requiring Council action on March 2, 2005.
While participation in these bonds is clearly a Council decision, staff has received very
mixed thoughts about the wisdom of offering a staff recommendation to Council.
Ukiah's Statement of Investment Policy summarizes the primary objectives of City
investments, in order of priority, as safety, liquidity and yield. Staff is not comfortable
that all the elements of risk are sufficiently understood to allow a positive
recommendation at this time.
(continued on page 2)
RECOMMENDED ACTION: Receive and discuss Staff report presented at Council
meeting. Take action as recommended.
ALTERNATIVE COUNCIL POLICY OPTIONS: Provide direction to staff to participate
in current or future bond issue, or to discontinue further research and attention.
Citizens Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
Mike McCann, Finance Director
Approved:
Candace Horsley, Cit~anager
Staff believes that there are several risk factors associated with this bond issue:
,
CalPERS attempts to maximize earnings by investing more aggressively in the
equity and bond markets than City of Ukiah policy generally allows. One way to
understand the issuance of POB bonds is that the City is exchanging its
conservative, and very safe, investment restrictions for the more aggressive and
risky policies of retirement system. Generally the CalPERS portfolio is more
volatile in market downturns and upswings than the City's investments
.
The interest rate CalPERS earns on their portfolio may fall below the rate at
which the bonds were issued, in which case the City would be making a bond
payment at a higher rate than the retirement system's current earnings. Staff is
aware of a widely repeated impression that there was a 75% chance that POBs
would be a good investment, with a 25% chance of a probably small loss.
.
In the event of an actual market loss at CalPERS, any funds that the City has in
that investment portfolio share in that loss of principal. The higher our
investment total, the higher the loss. In the event of a loss it would in fact be
better to have high UAAL and Iow investment balance.
.
CalPERS may have higher than expected returns (i.e.16% vs. 7.75% expected in
2003-04) which may lead to a restatement of Ukiah's UAAL. A significant
reduction in the UAAL could have the effect of putting the city into a
"superfunded" position, in effect pre-paying our retirement obligations. While our
funds would earn interest and help reduce future cash-flow needs, it is unclear
that this would be an advantage in the present period. Super-funded balances
cannot be refunded to the City in cash but are used to reduce the City's current
contribution rates.
,
Making a decision to move into the next "validation" stage of preparation for the
issuance does not obligate the City to issue bonds, however it does involve a
non-refundable $7,500 bond attorney's fee and creates the expectation that the
City Attorney will "coordinate all court filings, appearances and publication of
summons"
6. Finally, staff notes that with the issue water and waste water bond issues already
in preparation, this would be the third City debt issue in a single year.
Documents were delivered via e-mail to Ukiah for review on Monday, February 28.
Staff attended a professional conference on February 24 and 25, during which several
conversations on the topic were held with private actuaries and other Finance Directors.
Staff was encouraged to thoroughly investigate all the risks before recommending any
action.
Staff would be pleased to continue to watch this situation and return at a later date if
action seems appropriate.
AGENDA
ITEM NO:
MEETING DATE: March 2, 2005
SUMMARY REPORT
SUBJECT:
POSSIBLE ACTION REQUIRED FOR PARTICIPATION IN PENSION
OBLIGATION BOND PROGRAMS OFFERED TO CALPERS
PARTICIPATING AGENCIES BY THE CALIFORNIA STATEWlDE
COMMUNITIES DEVELOPMENT AUTHORITY (CSCDA),
As previously reported, Pension Obligation Bonds (POB's) may be a way to manage the
City's CalPERS Unfunded Actuarially Accrued Liability (UAAL) in a way that takes
advantage of current bond market conditions. The potential benefit to participation is
simply the difference in the cost of borrowing money on the bond market vs. the cost of
borrowing money from CalPERS, as a UAAL does.
On February 16, Council provided direction to continue to research possible
participation in the current bond offer being developed, requiring Council action on
March 2, 2005.
That research is on-going. It appears that the Council may have to make a decision to
move into the next "validation" stage of preparation for the issuance. While this step
does not obligate the City to issue bonds, it does involve a non-refundable $7,500 fee.
Since documents will not be delivered to Ukiah for review until Monday, February 28,
2005, it is staff's recommendation that Council receive this report to allow the City to
keep the option to participate open while adequate research can be performed.
RECOMMENDED ACTION: Receive and discuss report
ALTERNATIVE COUNCIL POLICY OPTIONS: Determine that further efforts towards
POB participation be discontinued.
Citizens Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
Council
Mike McCann, Finance Director
Candace Horsley, City Manager
Non
Approved:,._
anager
ITEM NO. 7c
DATE: March 2, 2005
AGENDA SUMMARY REPORT
SUBJECT: ADOPTION OF RESOLUTION APPROVING MEMORANDUM OF
UNDERSTANDING FOR ELECTRIC EMPLOYEE BARGAINING UNIT (IBEW LOCAL
1245)
The City's Labor Negotiators and the City Manager have met with representatives of the
Electric/IBEW Unit to discuss negotiation items for the term of October 1, 2004 - December 31,
2005. The negotiations resulted in a mediated agreement on February 10, 2005, which was
subsequently ratified by the Unit. The City Council discussed the mediated agreement at its
February 16, 2005 meeting in closed session.
The proposed Memorandum of Understanding (MOU) has been submitted for Council's review
under separate cover for closed session, if necessary. The Electric Unit has a comprehensive
MOU document, therefore to make the review process easier for you, only those items that were
negotiated or changed as a result of the February 10, 2005 mediation agreement have been
provided for your review. A complete copy of the Electric Unit MOU is available in the Personnel
Department. If the City Council is prepared to adopt the attached resolution, a closed session will
not be necessary.
Staff recommends adoption of the resolution approving the Memorandum of Understanding for the
Electric/IBEW Unit for the term of October 1, 2004 - December 31,2005.
RECOMMENDED ACTION:
Adoption of resolution approving Memorandum of Understanding for the Electric/IBEW
Bargaining Unit for the term of October 1,2004 - December 31,2005.
ALTERNATIVE COUNCIL POLICY OPTIONS:
.
Do not adopt resolution.
Refer to Staff for amendments.
Citizen Advised:
Requested by: N/A
Prepared by:
Coordinated with:
Attachments:
N/A
Melody Harris, Personnel Officer
Candace Horsley, City Manager
1. Resolution
Candace Horsley, City M~ager
3:MOU~ASR-IBEW04-05
Aflachmen! ~p
RESOLUTION NO.
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
ADOPTING MEMORANDUM OF UNDERSTANDING BETWEEN THE
CITY OF UKIAH AND THE ELECTRIC UNIT (IBEW LOCAL 1245)
WHEREAS, the Employee/Employer Relations Officer has met and conferred in
good faith with representatives of the Electric Unit; and
WHEREAS, a Memorandum of Understanding for the term of October 1, 2004 -
December 31,2005 has been arrived at; and
WHEREAS, said Memorandum of Understanding has been presented to the City
Council for its consideration.
NOW, THEREFORE, BE IT RESOLVED that this Memorandum of Understanding
is hereby adopted and the Employee/Employer Relations Officer is authorized to enter
into this Agreement.
PASSED AND ADOPTED this 2nd day of March 2005, by the following roll call
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mark Ashiku, Mayor
ATTEST:
Marie Ulvila, City Clerk
3:mou\resmou
Resolution No. 2005-
Page 1 of 1
AGENDA
SUMMARY
ITEM NO.
DATE: March 2, 2005
REPORT
SUBJECT: REQUEST AUTHORIZATION FOR THE CITY MANAGER TO NEGOTIATE A
CONSTRUCTION CONTRACT FOR THE WATER TREATMENT PLANT IMPROVEMENT
PROJECT
On January 3, 2005, a Request For Bids was issued for improvements to the Water
Treatment Plant including construction of a high-pressure pump station and the addition of a water
filtration unit as required by the California Department of Health Services (DHS). 29 sets of plans
and specifications were distributed to Builders Exchanges, General Contractors, and
subcontractors. On February 24, at 2:00 p.m., the City received no bids from any General
Contractors.
The California Public Contracts Code § 20166 pertaining to rejection of bids, identical bids
and the absence of bids allows in its discretion, if no bids are received, the legislative body have
the project done without resubmitting the project for bids. Due to the importance of completing the
improvements to the Water Treatment Plant within this construction season, Staff is requesting the
City Council authorize the City Manager to negotiate a construction contract for this project with a
qualified and experienced construction company in water treatment plant construction projects.
The final contract will be presented to the Council at that time for approval.
RECOMMENDED ACTION: Authorize the City Manager to negotiate a construction contract for
the Water Treatment Plant Improvement Project.
ALTERNATIVE COUNCIL POLICY OPTIONS:
1. Reject Staff's request and provide direction to Staff on alternatives.
Citizen Advised:
Requested by:
Prepared by:
Coordinated with:
Attachments:
N/A
Bernie Ziemianek, Director of Public Utilities
Ann Burck, Project Engineer/Manager
Candace Horsley, City Manager
APPROVED:
Candace Cit~
Horsley, anager