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2007-02-21 Packet
CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 February 21, 2007 6:00 p.m. o = ROLL CALL PLEDGE OF ALLEGIANCE PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS a. (Item pulled) b. Introduction of New Mendocino County Sheriff: Tom AIIman c. (Item pulled) d. Introduction of New Personnel Analyst: Sheri Walker e. Introduction of Fire Department Volunteers-- Fernando Hernandez, Lucas Martin, Chris Pittman and Nancy Sawyer PETITIONS AND COMMUNICATIONS None. APPROVAL OF MINUTES None. RIGHT TO APPEAL DECISION Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court. The City has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety days (90) the time within which the decision of the City Boards and Agencies may be judicially challenged. CONSENT CALENDAR The following items listed are considered routine and will be enacted by a single motion and roll call vote by the City Council. Items may be removed from the Consent Calendar upon request of a Councilmember or a citizen in which event the item will be considered at the completion of all other items on the agenda. The motion by the City Council on the Consent Calendar will approve and make findings in accordance with Administrative Staff and/or Planning Commission recommendations. a. Report of Disbursements for the Month of January 2007 b. Multi-Hazard Emergency Response Plan c. Status of the Lake Mendocino Hydroelectric Power Plant Equipment Refurbishment Emergency d. Adoption of Ordinance of the City Council of the City of Ukiah Amending Articles 1 and 18 of Division 4, Chapter 2 of the Ukiah City Code, Pertaining to the Definitions Used in the City of Ukiah Sewer Ordinance and to the Replacement or Repair of Sewer Laterals e. Adoption of Resolution Approving Records Destruction f. Notification to the City Council of the Emergency Expenditure of $18,080.55 for the Pump Extraction, Video Inspection, Repair and Cleaning of the Well Casing, Pump Re-Installation of City Well #4 by Layne Christensen g. Resolution of the City of Ukiah City Council Amending the Ukiah Redevelopment Agency Bylaws Pertaining to Article II--Officers and Officials, Section 9. Compensation 8. 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. = PUBLIC HEARINGS (6:15 PM) None. 10. UNFINISHED BUSINESS a. Status Report--Sphere of Influence and Municipal Service Review Data Projects 11. NEW BUSINESS a. Approval of Fiscal Year Mid-Year Budget Amendment b. Discussion of City Alternate to Local Area Formation Commission (LAFCO) Board of Directors 12. COUNCIL REPORTS 13. CITY MANAGER/CITY CLERK REPORTS 14. CLOSED SESSION a. Conference with Real Property Negotiators (GCS 54956.8) Property: 107 South Oak Street, Ukiah Negotiator: Candace Horsley, City Manager Negotiating Parties: City of Ukiah/Saturday Afternoon Club Under Negotiation: Price and terms of payment 15. ADJOURNMENT Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 72 hours prior to the meeting set forth on this agenda. Dated this 16th day of February, 2007. Gail Petersen, City Clerk AGENDA ITEM NO: 3b MEETING DATE: .February 21, 2007 SUMMARY REPORT SUBJECT: INTRODUCTION OF NEW MENDOCINO COUNTY SHERIFF: TOM ALLMAN Sheriff Tom AIIman will be present at the meeting to speak to the City Council. RECOMMENDED ACTION: City Council to welcome Sheriff Tom AIIman. ALTERNATIVE COUNCIL OPTIONS: N/A Citizens Advised: N/A Requested by: Prepared by: Linda Brown, Deputy City Clerk Coordinated with: Candace Horsley, City Manager Attachments: None Approved: Candace Horsley, City Manger ITEM NO: 3d MEETING DATE: February 21,2007 AGENDA SUMMARY REPORT SUBJECT: INTRODUCTION OF NEW PERSONNEL ANALYST: SHERI WALKER The City of Ukiah Personnel Department is pleased to introduce Personnel Analyst Sheri Walker to the City Council. Sheri was hired on January 2, 2007 and replaces Karen Maguire, who recently relocated to Idaho. Sheri Walker was raised in Sonoma County and has lived in Ukiah for the past 10 years. She comes to the City of Ukiah with over ten years of supervisory and personnel management experience, having worked in various capacities during that time for the Mendocino Community Health Clinic. Sheri completed her Master's Degree in Public Administration from Sonoma State University in December, which will serve her well in her career with the City of Ukiah, and we applaud her for this special achievement. In her spare time, Sheri enjoys working in her yard, exercising, and spending time with her boyfriend and her kitties. Sheri's professional skills and experience have already shown through as she has eagerly and enthusiastically tackled many of the varied duties and challenges the Personnel Department regularly faces without hesitation. Please join me in welcoming Sheri Walker to the City of Ukiah. RECOMMENDED ACTION: City Council to welcome Personnel Analyst, Sheri Walker to the City of Ukiah staff. ALTERNATIVE COUNCIL OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Approved: N/A Melody Harris, Personnel Director Melody Harris, Personnel Director Candace Horsley, City Manager None Candace Horsley, City Manager AGENDA SUMMARY ITEM NO. 3e DATE: February 211 2007 REPORT SUBJECT: INTRODUCTION OF FIRE DEPARTMENT VOLUNTEERS - FERNANDO HERNANDEZ, LUCAS MARTIN, CHRIS PITTMAN AND NANCY SAWYER. The Fire Department would like to introduce the following Department Volunteers: Fernando Hernandez started with the Ukiah Fire Department as a Volunteer in early January of 2006. Thus far, Fernando has spent his entire life here in Ukiah attending elementary school, junior high school, and graduating from Ukiah High School. Fernando enjoys playing baseball, disc golf, men's basketball, traveling, music and "ride-a-longs". I have had the pleasure of meeting Fernando's parents Armando and Leticia, both of whom are very proud of their son and his accomplishments. Fernando is currently employed by Canteen Vending Company of Ukiah. Lucas Martin comes to us via Rohnert Park and completed his high school education at Ukiah High School. Lucas started his Volunteer position with our Department in early January of 2006, completing a variety of courses since then. You may have meet Ezra, Lucas's wife, who is also employed by the city. Lucas and his wife have two boys. Lucas is an avid dirt bike rider, and also enjoys snow boarding and wake boarding. Lucas has worked for Seizer Reality and also does tile installations for All Country Tile. (Continued) RECOMMENDED ACTION: Welcome Fernando Hernandez, Lucas Martin, Chris Pittman and Nancy Sawyer to the City of Ukiah ALTERNATIVE COUNCIL OPTIONS: N/A FUNDING: Amount Bud,qeted N/A Account Number Additional Funds Requested Citizens Advised: N/A Requested by: N/A Prepared by: Kevin Jennings, Operations Battalion Chief Coordinated with: Tony Clarabut, Fire Chief Attachments: None APPROVED: Candace Horsley, City lanager Chris Pittman originally comes to Ukiah from Lumberton, North Carolina. Until just recently Chris was employed as the head baker for Schats Courthouse Bakery, a job he held for the past 14 years. But, after getting a taste of the fire service, Chris resigned his position in pursuit of becoming a fulltime Paramedic/Firefighter with the City of Ukiah. Chris enjoys biking, hiking, disc gold, and just about anything outdoors. Chris and his wife of 10 years, Jennifer, have two girls, Sierra and Avery, ages 6 & 4. Chris stated that "he feels honored to be a member of the Ukiah Fire Department". Nancy Sawyer originally came to us with the intent of just being a support member. But after a short time she felt the need to challenge herself to become a fulltime Volunteer Firefighter. Nancy started with us about the time as Fernando, Lucas and Chris. Although uncertain at first, her husband Charlie has been nothing short of supportive of her participation with our Department, "although he is still not liking the pager when it goes off at O-Dark-Thirty". Nancy and Charlie have a son, Charlie or "little Charlie" as he is sometimes known, who is doing very well in high school. Nancy has completed many training opportunities with not only our Department, but throughout the county as well. Her latest class was a boat operator course. Nancy is also very active in our public education program, and this past year didn't miss one home football game, at which our Department provides EMS coverage. It should be noted that Fernando, Lucas and Chris just graduated from the Santa Rosa Junior College Firefighter I Academy. For these gentlemen the time commitment for this course was 384 hours, and 12 semester units. Prior to this course all three, along with Nancy, also completed the Mendocino County Fire Chiefs Academy, which typically spans three months, .January, February and March, on Friday evenings and ail day on Saturday. The level of commitment to the City and sacrifice of their personal time is a true testament to the determination of these dedicated individuals. ITEM NO.: 7a DATE: February 21,2007 AGENDA SUMMARY REPORT SUBJECT: REPORT OF DISBURSEMENTS FOR THE MONTH OF JANUARY 2007 Payments made during the month of January 2007, are summarized on the attached Report of Disbursements. Further detail is supplied on the attached Schedule of Bills, representing the four (4) individual payment cycles within the month. Accounts Payable check numbers: 74387-74497, 74502-74598, 74664-74859 Accounts Payable Manual check numbers: none Payroll check numbers: 74315-74386, 74599-74662 Payroll Manual check numbers: 74501, 74663 Void check numbers: 74498-74500 This report is submitted in accordance with Ukiah City Code Division 1, Chapter 7, Article 1. RECOMMENDED ACTION: Approve the Report of Disbursements for the month of January 2007. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: N/A Requested by: Candace Horsley, City Manager Prepared by: Kim Sechrest, Accounts Payable Specialist Coordinated with: Brent Smith, Finance Director and Candace Horsley, City Manager Attachments: Report of Disbursements KRS:WORD/AGENDAJAN07 CITY OF UK~AH REPORT OF DISBURSEMENTS REGISTER OF PAYROLL AND DEMAND PAYMENTS FOR THE MONTH OF JANUARY 2007 Demand Payments approved: Check No: System generated: 74387-74497, 74502-74598, 74564-74747, 74748-74859 FUNDS: 100 General Fund $208,29968 105 Measure S General Fund $5,080.96 131 Equipment Reserve Fund 140 Park Development $158.79 141 Museum Grants 143 N.E.H.1 Museum Grant 150 Civic Center Fund 200 Asset Seizure Fund $430.00 201 Asset Seizure (Drug/Alcohol) 203 H&S Education 11489 (B)(2)(AI) 204 Federal Asset Seizure Grants 205 Sup Law Enforce. S~ Fund (SLESF) $1,666.66 206 Community Oriented Policing 207 Local Law Enforce. BIk Grant 220 Parking Dist. #10per & Maint $425.07 230 Parking Dist. #1 Revenue Fund $120,00 250 Special Revenue Fund $18,276.63 260 Downtown Business Improvement $141.00 270 Signalizaton Fund 290 Bridge Fund 300 2106 Gas Tax Fund 301 2107 Gas Tax Fund 303 2105 Gas Tax Fund 310 Special Aviation Fund 315 Airport Capital Improvement $2,611.81 330 1998 STIP Augmentation Fund $13,440.08 332 Federal Emerg. Shelter Grant 333 Comm. Development Block Grant $140,000.00 334 EDBG 94-333 Revolving Loan 335 Community Dev Comm. Fund 340 SB325 Reimbursement Fund 341 STP. 342 '[rams-Traffic Congest Relief 345 Off-System Roads Fund 410 Conference Center Fund $7,326.58 550 Lake Mendocino Bond $1,706.25 575 Garage $2,606.68 600 Airport $8,88007 610 Sewer Sen/ice Fund 611 Sewer Construction Fund ~88~9g 25 812 City/District Sewer $42,143.46 615 City/District Sewer Replace 620 Special Sewer Fund (Cap Imp) 640 San Dist Revolving Fund 641 Sanitation District Spatial 650 Spec San Dist Fund (Camp Imp) 652 REDIP Sewer Entel'prise Fund 660 SanitaP/Disposal Site Fund $9,361.02 661 Landfill Corrective Fund 664 Disposal Closure Reserve $_] ,241 25 670 U.S.W. Bill & Collect $25~8~49 678 Public Safety Dispatch $78~3 53 679 MESA (Mendocino Emergency Srv Auth) 695 Golf $34,58794 696 Warehouse/Stores $31536 697 Billing Enterprise Fund $5,229.57 698 Fixed Asset Fund $73,98546 699 Special Projects Reserve $106,973.32 800 Electric $1,375,983.63 805 Street Lighting Fund $9,08650 806 Public Benefits Charges $13,410.66 820 Water $58_,4_~74~._5_6_ 840 Special Water Fund (Cap Imp) $415,45 900 Special Deposit Trust $18,443 19 910 WorkeFs Comp. Fund $148,036 64 920 Liability Fund $330.00 940 Payroll Posting Fund $491,739.11 950 General Service (Accts Recv) $2,602.34 960 Community Redev. Agency $4,23744 962 Redevelopment Housing Fund 965 Redevelopment Cap Imprv. Fund $75000 966 Redevelopment Debt Svc. 975 Russian River Watershed Assoc $~,_15484 976 Mixing Zone Policy JPA $20,181.05 PAYROLL CHECK NUMBERS 74315-74386 DIRECT DEPOSIT NUMBERS 30619-30796 PAYROLL PERIOD 12/17106-12/30106 PAYROLL CHECK NUMBERS: 74501, 74599-74663 DIRECT DEPOSIT NUMBERS 30797-30968 PAYROLL PERIOD 12/31/06-1/13/07 VOID CHECK NUMBERS: 74498-74500 TOTAL DEMAND PAYMENTS-A/P CHECKS $2,973,822.32 TOTAL DEMAND PAYMENTS-WIR E TRANSFERS* $1,216,909.00 TOTAL PAYROLL VENDOR CHECKS $48,727.08 TOTAL PAYROLL CHECKS $148,318.53 TOTAL DIRECT DEPOSIT $424,99444 TOTAL PAYROLL TAXES (EFTs) $141,171.17 TOTALPAYMENTS $4,953,942.54 · VENDOR: KIEWIT PACIFIC COMPANY CERTIFICATION OF CITY CLERK This register of Payroll and Demand Payments was duly approved by the City Council on City Clerk APPROVAL OF CITY MANAGER I have examined this Register and approve same, City~e~ - ~ CERTIFICATION OF DIRECTOR OF FINANCE I have audited this Register and approve for accuracy and available funds. 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S~oooooossooo~ ~ oooo ooooo ooooo ooooo oooo ooooooooooooooooooooooooooooooo .......... °~8 ..... ~ ..... o~ .... 000000000000000000000000000 oo O0 ~00 ooooo ooooo ooooo ooooo ooooo oooooooooooooooooooooooooooooooooo~ ..... ~ ..... ~g ..... ~ ...... g~ ....... o oooo ~ ~o o 0000000~00 0000000000©00 00©00000000 000 ° S oogg oo88 8 8 o o 8 ¥ ..... ~ oooooo oooooooooooo oooooooooooo o~o~ o o .... ~ooo ~ ~ ~ ~ ~ o ooooooooo o~ o ooooooooo o o o o oo ~ ~oooo ~ ~ ~ ~ ~o ~ ~o~oo ..... ~ ~ ~ ~ ~ ~ oo°° > ooo 888~ ~ S88 S ooo o~ 8~ 8 ooo o© ~8ooo 88© oo ..... q · . .q · .~ ~ ~ o ~o~ ~ 8 ooo ....... ~ ~ ~ 8 ggg g 888 000 ~8© 8 o~ o ooogg ....... oog .... 000088 oo oooooooooo ooo ooooo~oooooo oo~ ..... ~o~ o~ o o o o o°°88o ~ ~ ~ ° o oo ~ ~ ~ ~ ~ o ..... oooo ~ ,~ o© ~ o~ ° ~ ~ o ooo o o · o o o o ~ ~°~°~ ITEM NO: 7b MEETING DATE: Feb. 21,2007 AGENDA SUMMARY REPORT SUBJECT: Multi-Hazard Emergency Response Plan During the Feb. 7, 2007 City Council Meeting, the Council received a report on the revision of the City's Multi-Hazard Emergency Response Plan by Fire Chief Tony Clarabut. As a part of the presentation, the Council was advised that Chief Clarabut would return to the Council on February 21st with a resolution adopting the plan which the Council could take action on. After further review it was discovered that the resolution adopting the original emergency plan on February 4, 2003 provided that "....future amendments and modifications to the Plan, which are in accordance with SEMS and are consistent with State and Operational Area requirements, may be made without formal City Council action or approval." Given this, no further action is required by the City Council. RECOMMENDED ACTION: None. Item is informational only ALTERNATIVE COUNCIL OPTIONS: Direct that The Multi-Hazard Emergency Plan be returned to the Council for approval by resolution. FUNDING: Amount Bud.qeted From Acct No. To Acct. No. Additional Funds Requested Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Tony Clarabut, Fire Chief Candace Horsley, City Manager Resolution No. 2003-24 Candace Horsley, City~lanager Aftachment # I RESOLUTION NO. 2003-24 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH APPROVING CITY OF UKIAH EMERGENCY PLAN WHEREAS, the State of California has adopted the Standardized Emergency Management System (SEMS) for addressing emergencies throughout the State; and WHEREAS, it is appropriate for each level of government to implement the most effective response to and recovery from emergencies, be capable of utilizing available resources in the most efficient manner, and through planning develop the best practices and document these in a plan to insure maximum benefit in the times of disaster; and WHEREAS, the City of Ukiah has worked diligently with the Mendocino Emergency Services Authority to prepare a plan compliant with SEMS and consistent with the California Emergency Plan and the Mendocino County Operational Area Emergency Plan; and NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Ukiah hereby approves the City of Ukiah Emergency Plan and directs that future amendments and modifications to this Plan, which are in accordance with SEMS and consistent with State and Operational Area requirements, may be made without formal City Council action or approval. PASSED AND ADOPTED on this 5th day of February 2003, by the following roll call vote: AYES: NOES: ABSENT: Councilmembers Rodin, Andersen, Smith, Baldwin, and Mayor Larson None None ~~f._~_ Eric Larson, Mayor A'I-FEST: Marie Ulvila, City Clerk Resolution No. 2003-24 Page 1 of 1 AGENDA ITEM NO: MEETING DATE: 7c February 21,2007 SUMMARY REPORT SUBJECT: STATUS OF THE LAKE MENDOCINO HYDROELECTRIC POWER PLANT EQUIPMENT REFURBISHMENT EMERGENCY At its May 17th, 2006 meeting, Council voted unanimously to declare the Lake Mendocino Hydroelectric Power Plant equipment refurbishment project an emergency and authorized the City Manager to take action to resolve the emergency until such time that the emergency no longer exists. To that end, the City Manager has contracted with Source California Energy Services, Inc. to perform the work necessary to refurbish the power plant equipment that was damaged and contaminated as a result of flooding that occurred earlier this year. Statute requires that progress reports be made at every City Council meeting until such time that the contract is complete and the emergency no longer exists. A progress report from the Project Manager for Source California Energy Services, Inc. is detailed in Attachment 1. RECOMMENDED ACTION: Staff recommends that the Council continue to declare by a 4/5 vote that the Lake Mendocino Hydroelectric Power Plant equipment refurbishment project is a continuing emergency and to support the refurbishment contract as performed by Source California Energy Services, Inc. until such time that the contract is complete and an emergency no longer exists. ALTERNATIVE COUNCIL OPTIONS: Given that Council declared the Lake Mendocino Hydroelectric Power Plant equipment refurbishment project an emergency at its May 17th Council meeting, and based on that action, the City entered into contract to resolve the emergency, there is no alternative policy option. Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A City Council Liz Kirkley, Electrical Distribution Engineer Candace Horsley, City Manager; David Rapport, City Attorney 1. 2/12/07 Source California Hydro Proiect Status Report Approved: Candace H°rsl anager ATTACHMENT 1 Date: February 12, 2007 To: City of Ukiah Below is a short summary of work that has been accomplished in the last two weeks. Safety and environmental compliance continues to be accident and incident free, 1) The DF&G redundant flow meter is complete. It is has been successfully tested and is fully functional. 2) Unit 1 cooling water system has been pressurized, 3) SCADA communications was tested and a problem found with the telephone communication to NCPA Roseville which is being addressed. 4) SCADA PLC termination panel is installed and field terminations in progress. 5) Unit 1 PLC termination panel is installed. 6) The Auxiliary PLC panel is complete and has been lowered into the power house. 7) Wire pulls for the Auxiliary PLC cabinet are in progress. 8) Both Automatic Voltage Regulators (AVR's) have been software programmed. 9) Generator protection relay testing and configuration is complete. 10 Replacement transfer trip equipment is currently being tested. 11 Replacement control panel for the 12 kV recloser has been bench tested. 12 Wiring for the TSV automatic backfill valve pressure is in progress. 13 Operator console PC equipment mounting is in progress. 14 The exciter heaters are currently being tested/repaired. 15 Final hydraulic sealing for the turbine is in progress. 16 The replacement pressure transmitters have been mounted and electrical work in progress. Paul B. Dirks Project Manager/Sr. Mechanical Engineer Source California Energy Services, Inc. AGENDA ITEM NO: 7d MEETING DATE: February 21, 2007 SUMMARY REPORT SUBJECT: ADOPTION OF ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING ARTICLES 1 AND '18 OF DIVISION 4, CHAPTER 2 OF THE UKIAH CITY CODE, PERTAINING TO THE DEFINITIONS USED IN THE CITY OF UKIAH SEWER ORDINANCE AND TO THE REPLACEMENT OR REPAIR OF SEWER LATERALS SUMMARY: At its February 7, 2007 meeting, the City Council approved a motion to introduce by title only, and introduce an Ordinance amending Articles 1 and 18 of Division 4, Chapter 2 of the Ukiah City Code, regarding definitions used in the City of Ukiah's Sewer Ordinance and to the replacement repair of sewer laterals. Staff recommends adoption of the Ordinance which will become effective in thirty days. RECOMMENDED ACTION: Adopt Ordinance Amending Articles 1 and 18 of Division 4, Chapter 2 of the Ukiah City Code Requested by: Prepared by: Coordinated with: Attachments: Gail Petersen, City Clerk David Rapport, City Attorney/Candace Horsley, City Manager 1. Ordinance of the City Council of the City of Ukiah Amending Articles 1 and 18 of Division 4, Chapter 2 of the Ukiah City Code, Pertaining to the Definitions Used in the City of Ukiah Sewer Ordinance and to the Replacement or Repair of Sewer Laterals Candace Horsley, City M~ager ATTACHMENT ORDINANCE NO. ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING ARTICLES 1 AND 18 OF DIVISION 4, CHAPTER 2 OF THE UKIAH CITY CODE, PERTAINING TO THE DEFINITIONS USED IN THE CITY OF UKIAH SEWER ORDINANCE AND TO THE REPLACEMENT OR REPAIR OF SEWER LATERALS The City Council of the City of Ukiah hereby ordains as follows: SECTION ONE. FINDINGS. 1. The City of Ukiah (City) owns, operates and maintains a sewer collection system within its limits. 2. The Ukiah Valley Sanitation District (District) contracts with the City to operate and maintain the collection system it owns. 3. The City owns, operates and maintains a sewer treatment plant to treat, recycle and dispose of wastewater generated within the limits of the City and District. 4. The City's ability to effectively manage its sewer collection system can be affected by the proper maintenance of private sewer laterals. 5. The City's ability to regulate private sewer laterals is outlined in Division 4, Chapter 2 of the Municipal Code. 6. The modifications set forth below will facilitate the proper maintenance of private sewer laterals; SECTION TVVO. Division 4, Chapter 2, Article I of the Ukiah City Code is amended to read as follows: ARTICLE 1. SEWERS AND SANITATION § 3700.0: DEFINITIONS The following definitions apply to this chapter. Terms not defined in this article shall have their ordinary and common meaning, or if applicable, the meaning set forth in the Plumbing Code as adopted in the City. § 3700.1: APPLICANT DEFINED: Applicant shall mean a person or entity making application under the' provisions of this division for a permit for a sewer or plumbing application. An applicant shall be the property owner or an authorized agent of the property owner. § 3700.2: BOARD DEFINED: Board shall mean the Board of Directors of the Ukiah Valley Sanitation District, California. § 3700.3: BUILDING LATERAL DEFINED: Building lateral shall mean that portion of a sewer lateral beginning at the foundation wall of any building or industrial facility and running to the property line or to a private sewage disposal system. § 3700.4: CERTIFICATE OF SEWER LATERAL COMPLIANCE DEFINED: Certificate of Sewer Lateral Compliance shall mean the certificate issued by the Director of Ukiah Public Utilities or his/her designee certifying that the sewer lateral complies with the standards set forth in this Chapter. Certificates of Sewer Lateral Compliance shall be valid for a period of twenty five (25) years for all sewer laterals constructed or repaired after Dec. 31, 2006; for sewer laterals that, as a result of inspection occurring after Dec. 31, 2006, are confirmed to meet the current building material standards of the City; and for sewer laterals meeting the requirements outlined in Section 3799.7 that also meet the current building standards of the City. Certificates of Sewer Lateral Compliance shall be valid for a period ten (10) years for sewer laterals that satisfactorily pass inspection occurring after Dec. 31, 2006 or that meet the requirements outlined in Section 3799.Tbut that do not meet the current building material standards of the City. § 3700.5: CITY DEFINED: City shall mean the City of Ukiah, California. § 3700.6: CITY ENGINEER DEFINED: City Engineer shall mean the City Engineer of the City. § 3700.7: CHANGE IN OWNERSHIP DEFINED: Change in Ownership means a transfer of a present interest in real property, the value of which is substantially equal to the value of the fee interest, where any consideration is paid to the grantor for the conveyance or transfer. § 3700.8: CONTRACTOR DEFINED: Contractor shall mean a person or entity duly licensed by the State of California to perform the type of work to be done under the permit. § 3700.9: COUNTY DEFINED: County shall mean the County of Mendocino, California. § 3700.10: DIRECTOR OF PLANNING AND COMMUNITY DEVELOPMENT Director of Planning and Community Development shall mean the Director of Planning and Community Development of the City. § 3700.11: DIRECTOR OF PUBLIC WORKS DEFINED: Director of Public Works shall mean the Director of Public Works of the City. § 3700.12: DIRECTOR OF UKIAH PUBLIC UTILITIES DEFINED: Director of Ukiah Public Utilities shall mean the Director of the Public Utilities Department of the City. The Director of Ukiah Public Utilities or his/her designee shall perform all duties of sewer inspector under the terms of this ordinance. § 3700.13: DISTRICT DEFINED: District shall mean the Ukiah Valley Sanitation District, California. § 3700.14: DOMESTIC SANITARY SEWAGE DEFINED: Domestic sanitary sewage shall mean water carried wastes from residences, hotels, motels, restaurants and business establishments, but excluding all ground water, surface water, storm water and industrial wastes. § 3700.15: GOOD CAUSE DEFINED: Good cause shall mean practical difficulties, including interference with the use or safety of the public right of way, adverse weather conditions, or demonstrated economic hardship. § 3700.16: GARBAGE DEFINED: Garbage shall mean solid waste from the preparation, cooking and dispensing of food and from the handling, storage and sale of produce. § 3700.17: INDUSTRIAL WASTES DEFINED: Industrial wastes shall mean the wastes of producing, manufacturing and processing operations of every kind and nature. It shall not include domestic sanitary sewage. § 3700.18: MAIN SEWER DEFINED: Main sewer shall mean a public sewer designed to accommodate more than one sewer lateral. § 3700.19: MULTIPLE DWELLING DEFINED: Multiple dwelling shall mean a building or buildings on a single parcel for residential purposes containing more than one kitchen or having facilities for the occupancy of more than one family, including, but not limited to, the following: hotels, motels, auto courts, trailer courts, apartment houses, condominiums, duplex, rooming house, boarding house, guest house and dormitories. § 3700.20: NOTICE TO REPAIR: Notice to Repair shall mean notice issued by the Director of Ukiah Public Utilities to a property owner that the property owner is in violation of the City Code with respect to the property owner's sewer lateral, which order directs the abatement of the violation. § 3700.21: OUTSIDE SEWER DEFINED: Outside sewer shall mean a sanitary sewer beyond the limits of the City not subject to the control or jurisdiction of City. § 3700.22: PERMIT DEFINED: Permit shall mean any written authorization required pursuant to this Division or any other regulation of City for the installation of any sewerage work. § 3700.23: PERSON DEFINED: Person shall mean any human being, individual, firm, company, partnership, association and private or public or municipal corporations, the United States of America, the State of California, districts, and all political subdivisions and governmental agencies thereof. § 3700.24: PLUMBER DEFINED: Plumber shall mean a person or entity duly licensed by the State of California to perform the type of plumbing work to be done under the permit. § 3700.25: PRE-AUTHORIZED LIST: Pre-authorized list shall mean the list of qualified plumbers, contractors, or other inspectors qualified by training and experience to conduct the required inspections, developed by the Director of Ukiah Public Utilities that may perform sewer lateral inspections without direct City oversight, in accordance with the provisions of this chapter. § 3700.26: PROPERTY OWNER: Property owner shall mean the owner of the property as shown on the last equalized assessment roll or in the records of the Mendocino County Recorder. § 3700.27: PUBLIC DISTRICT DEFINED: Public district shall mean any district organized under the laws of the State of California which is authorized to engage in and is engaged in collecting and disposing of sewage. § 3700.28: PUBLIC PREMISES DEFINED: Public premises shall mean any premises owned of record by the City of Ukiah, the Ukiah Valley Sanitation District, the County of Mendocino, the State of California, or the United States of America. § 3700.29: PUBLIC SEWER DEFINED: Public sewer shall mean a main sewer lying within a street or easement which is maintained and controlled by or under the jurisdiction of the City and/or the District. § 3700.30: QUALITY CHARACTERISTICS AND ANALYSES DEFINED: Quality characteristics and analyses shall mean as defined in the latest edition of "Standard Methods for the Examination of Water and Wastewater" published by the American Public Health Association, or EPA Standard Procedures, and all sample collection, laboratory procedures of analyses, tests, measurements and data reporting. § 3700.31: SANITARY SEWER DEFINED: Sanitary sewer shall mean a sewer which carries sewage and to which storm, surface and ground waters are not intentionally admitted. § 3700.32: SEWAGE DEFINED: Sewage shall mean water carried wastes from residences, business buildings, institutions and industrial establishments. § 3700.33: SEWERAGE WORKS DEFINED: Sewerage works shall mean all facilities owned or controlled by the City except private sewers, for collecting, pumping, treating and disposing of sewage. § 3700.34: SEWER DEFINED: Sewer shall mean a pipe or conduit for carrying sewage § 3700.35: SEWER COLLECTION SYSTEM DEFINED: Sewer Collection System shall mean the network of public sewers, including main sewers that transport flow by gravity, main sewers that transport flow under pressure and pumping stations, which carry sewage to the sewer treatment plant. § 3700.36: SEWER LATERAL DEFINED: Sewer lateral shall mean the sewer line beginning at the foundation wall of any building and terminating at the main sewer and shall include the building lateral and street lateral together, also referred to herein as "the side lateral." § 3700.37: SEWER SERVICE UNIT DEFINED: One sewer service unit is defined as being a single unit of sewer discharge having characteristics of flow, biochemical oxygen demand (B.O.D.) and suspended solids equivalent to that generated and discharged by a typical single family residential unit. § 3700.38: SEWER TREATMENT PLANT DEFINED: Sewer treatment plant shall mean the Sewer Treatment Plant owned and operated by the City. § 3700.39: SINGLE-FAMILY UNIT DEFINED: Single-family unit shall mean and refer to the place of residence for a single-family. § 3700.40: STANDARD SPECIFICATIONS DEFINED: Standard specifications shall mean a set of documents containing design and construction standards for all sewage works and sewer laterals as adopted by the City/District and as amended from time to time § 3700.41: STATE DEFINED: State shall mean the State of California. § 3700.42: STORM SEWER OR DRAIN DEFINED: Storm sewer or storm drain shall mean a conveyance which carries storm waters, non-storm surface flows or ground waters and drainage, but in or through which sewage is prohibited. § 3700.43: STORM WATER DEFINED: Storm water shall mean the water running off or draining from the surface and sub-surface of an area during and after a period of rain or irrigation. § 3700.44: STREETS DEFINED: Streets shall mean any public highway, street, alley, public place, public easement or right of way. § 3700.45: STREET LATERAL DEFINED: Street lateral shall mean the portion of a sewer lateral lying within a public street connecting a building lateral to the main sewer. SECTION THREE. Division 4, Chapter 2, Article 18 shall be amended to read as follows: ARTICLE 18. SEWER LATERAL TESTING 3799.1: PURPOSE, POLICY AND ADMINISTRATION: A. The purpose of this article is to codify requirements for the testing, repair and replacement of sewer laterals within the City. B. It is the policy of the City to reasonably prevent infiltration, exfiltration and better protect the Sewer Treatment Plant and the environment by requiring a reasonable program of testing, and if necessary repair and replacement, of private sewer laterals. C. The Director of Ukiah Public Utilities shall administer these requirements and has the authority to alter or waive the requirements prescribed in this Article 18, if such requirements are impractical, because of the nature or physical location of the sewer lateral. D. Administrative Guidelines for Inspections Within ninety (90) days of the adoption of the Ordinance enacting this article, the Director of Ukiah Public Utilities shall prepare and promulgate the public administrative guidelines which shall, among other things, establish the following: 1. A certification program for licensed plumbers, contractors and other qualified inspectors who will be placed on the Pre-Authorized List and the basis for obtaining and maintaining such a certification or for decertification; 2. Standard Inspection Report Forms and Guidelines for completing and using Sewer Lateral Inspection Reports; 3. A standard Notice to Repair and enforcement procedures for repair and replacements; 4. A standard Certificate of Sewer Lateral Compliance. 3799.2: APPLICABILITY: A. This Article shall apply to property located within the City and to property which is located outside the boundaries of both the City and the District which are served by the City Sewer Treatment Plant or the City's sewer mains. B. This Article shall not apply to properties located within the District or within both the City and the District, if the District has adopted a sewer lateral inspection program that complies with the Consent Decree in River Watch v. City of Ukiah and Ukiah Valley Sanitation District, U.S.Dist. Ct., N.D. Cal., C04 4518 CW. C. All sewer laterals that have been repaired or replaced, including gravity and pressure laterals, shall be tested in accordance with the applicable provisions of this article. No person constructing, repairing or replacing a sewer lateral, shall use that lateral to introduce sewage into the public sewer until the person has complied with sections 3799.3 through 3799.6 of this article, as appropriate. D. All sewer laterals connected to the public sewer, including sewer laterals serving residential, multi-family residential, commercial or industrial uses, shall be cleaned and tested in accordance with the appropriate provisions of section 3799.3 through 3799.6 of this article, upon the occurrence of any of the following, unless a valid Certificate of Sewer Lateral Compliance is on file with the City: 1. Application for a new connection to the sewer collection system; or 2. Application for a building permit for a remodel on the property served, where the cost of the improvements exceeds $50,000 in 2007 dollars and adjusted every year for inflation, the inflation adjustment to be prescribed by resolution of the City Council; or 3. Application for a building or plumbing permit to install additional toilet facilities on the property served; or 4. Application for a change of use on the property served from residential to commercial, or from non-restaurant commercial to restaurant commercial; or 5. In connection with a change of ownership of property served and prior to the recordation of any deed or other conveyance document; or 6. In conjunction with any repair or replacement of the main sewer to which the sewer lateral is connected; or 7. The determination of the Director of Ukiah Public Utilities that the cleaning and testing is required for the protection of the public health, safety and welfare. E. No existing sewer lateral shall be allowed to remain connected to the public sewer for more than 6 months after failing to pass a test as specified in section 3799.3 of this article or the posting of security, as provided in Section 3799.5.C.2 and 3, whichever is later. 3799.3 APPROVED TESTING METHODS The sewer lateral shall be inspected and tested, using the following methods as allowed by and in accordance with standards adopted by the Director of Ukiah Public Utilities: 1. Visual inspection. 2. TV inspection. 3. Smoke testing. 4. Flow monitoring. 5. Air pressure testing. 6. Exfiltration testing. 7. Other similar inspection or testing methods as approved by the Director of Ukiah Public Utilities. 3799.4: REQUIREMENTS FOR NEW CONNECTIONS, REMODELS, INSTALLATION OF ADDITIONAL TOILETS AND CHANGE OF USE A. Testing Procedure: 1. Testing shall be performed by a licensed plumber, contractor, or other person who possesses any license required by law, if any, to perform the test, and who is determined by the Director of Public Utilities to be qualified to perform the test based on training and experience. 2. Permits and Inspection. Testing shall not commence without a valid permit issued by the City and testing may be witnessed by the Director of Ukiah Public Utilities or his/her designee. 3. Access. Access to the sewer lines to be tested and conditions necessary to conduct the test shall be made ready prior to scheduling a sewer lateral test. B. Failure of Test and Requirement for Repair: It shall be the responsibility of the property owner to repair and/or replace any sewer lateral which has been found through testing and/or inspection to exhibit conditions which would permit infiltration to enter the sewer system. Upon completion of the repair and/or replacement of the sewer lateral, re-inspections shall be conducted until the sewer lateral passes the required test. C. Certificate of Sewer Lateral Compliance: Once the sewer lateral has successfully passed the testing procedure, the Director of Ukiah Public Utilities or his/her designee shall execute a Certificate of Sewer Lateral Compliance which shall be filed with both the Director of Ukiah Public Utilities, the Director of Planning and Community Development, and to the extent authorize by law, with the Mendocino County Recorder. D. Role of the Director of Planning and Community Development The Director of Planning and Community Development and the Director of Ukiah Public Utilities, in consultation with each other, are hereby authorized to take the actions necessary to implement this section through the building permit process and to integrate its implementation with the requirements of the Plumbing Code as adopted in the City. 3799.5 REQUIREMENTS FOR SEWER LATERALS UPON CHANGE OF OWNERSHIP A. Requirement to Disclose: The seller of any real property shall be responsible for disclosing to prospective purchasers the requirements of this article and whether or not a valid Certificate of Sewer Lateral Compliance has been filed for the property. B. Testing Procedure: 1. Testing may be performed in accordance with the requirements of section 3799.4(A) or in accordance with the alternative procedure outlined below. 2. Alternative Procedure for Testing and Inspection a. TV Inspections of sewer laterals may be performed by a licensed plumber, contractor or other person who has been placed on a Pre- Authorized List as a result of presenting qualifications, bonding and insurance that satisfy the requirements of the Director of Ukiah Public Utilities, without the need for onsite inspection by the City. b. This Alternative Testing and Inspection Procedure shall require a permit issued by the Director of Ukiah Public Utilities. c. Upon completion of the TV Inspection, the licensed plumber, contractor or other approved inspector shall provide a copy of the TV Inspection to the Director of Ukiah Public Utilities for review. d. The Director of Ukiah Public Utilities or his/her designee shall review the TV Inspection and issue either a Certificate of Sewer Lateral Compliance or a Notice to Repair. Any deed or other conveyance document required for the change of ownership shall not be recorded with the Mendocino County Recorder until the Director of Ukiah Public Utilities issues a Certificate of Sewer Lateral Compliance or security is provided in accordance with subsection C.2 below. C. Failure of Test and Requirement for Repair: It shall be the responsibility of the property owner to repair and/or replace any sewer lateral which has been found through testing and/or inspection to exhibit conditions which would permit infiltration to enter the sewer system. Upon completion of the repair and/or replacement of the sewer lateral, re-inspections shall be conducted until the sewer lateral passes the required test. 1. All repair or replacement work shall be completed by a person properly licensed to perform the work, including a licensed plumber and/or contractor and shall be completed under all appropriate permits from the City including, as appropriate, building and encroachment permits. 2. Except for escrows involving a change of ownership which opened on or after January 13, 2007, and which close before March 19, 2007 ("Transition Escrows"), repair or replacement work shall be completed prior to the recordation of any deed or other conveyance document unless the property owner provides the City with a bond, cash deposit, letter of credit or other security that the City may utilize to affect the required repairs, or evidence, satisfactory to the Director of Ukiah Public Utilities, that an amount sufficient to make the required repairs has been retained in escrow with an escrow instruction, signed by the buyer and seller, requiring the necessary repairs to be completed within six (6) months of the initial inspection, and authorizing the City to utilize the funds for that purpose, if the repairs are not made within the required time. In the absence of a contractor's bid to perform the work for a specified sum, the security provided shall be for the following amounts (in 2007 dollars) that may be adjusted annually for inflation, the inflation adjustment to be established by City Council resolution. a. For repairs to the building lateral at depths less than four (4) feet - $1,000 b. For repairs to the building lateral at depths greater than four (4) feet - $2,000 c. For repairs to the street lateral, at depths less than four (4) feet, and where the main sewer is within thirty (30) feet of the property line - $5,000 d. For repairs to the street lateral, at depths greater than four (4) feet and where the main sewer is within thirty (30) feet of the property line - $10,000 e. For repairs to the street lateral where the main sewer is in excess of thirty (30) feet of the property line - $15,000 3. Sewer laterals for property subject to a change of ownership as a result of a Transition Escrow shall be repaired by April 30, 2007, unless security is provided in accordance with subsection 2, above, 4. If the property owner provides the City with security in lieu of repairs, all repairs must be completed within six (6) months of the date such security is provided, unless, for good cause shown, an extension of time not exceeding 90 calendar days is granted by the Director of Ukiah Public Utilities. 5. If the repair is not completed within the required time period including any time extensions granted, the City shall utilize the security to complete the required repairs. If the cost of the required repairs exceeds the available security, the City may add a surcharge onto the utility account until the additional costs are recovered over a period not to exceed five (5) years. D. Certificate of Sewer Lateral Compliance: Once the sewer lateral has successfully passed the testing procedure, the Director of Ukiah Public Utilities or his/her designee shall execute a Certificate of Sewer Lateral Compliance which shall be filed with the Director of Ukiah Public Utilities, the Director of Planning and Community Development and, to the extent authorized by law, the Mendocino County Recorder. E. Exceptions. This section shall not apply to: 1. Any common interest development where the sewer laterals are owned in common by a homeowner association or other similar entity; 2. Any inter-family transfers, trust transfers or transfers via inheritance; F. Role of the Director of Planning and Community Development and the Director of Public Works: The Director of Planning and Community Development and the Director of Public Works are hereby authorized to take the actions necessary to implement this section through the building and encroachment permit process. 3799.6 REQUIREMENTS FOR SEWER LATERALS UPON REPAIR OR REPLACEMENT OF THE PUBLIC SEWER MAIN OR UPON DETERMINATION OF THE DIRECTOR OF UKIAH PUBLIC UTILITIES. A. Testing Procedure: Testing may be performed in accordance with the requirements of section 3799.4(A), section 3799.5 (13) or, if authorized by City Council resolution, testing may be performed by the City in conjunction with its repair and replacement work. Upon completion of the testing, the Director of Ukiah Public Utilities of his/her designee shall issue either a Certificate of Sewer Lateral Compliance or a Notice to Repair. B. Failure of Test and Requirement for Repair: It shall be the responsibility of the property owner to repair and/or replace any sewer lateral which has been found through testing and/or inspection to exhibit conditions which would permit infiltration to enter the sewer system. Upon completion of the repair and/or replacement of the sewer lateral, re-inspections shall be conducted until the sewer lateral passes the required test. 1. All repair or replacement work shall be completed by a person properly licensed to perform the work, including licensed plumber and/or contractor and shall be completed under all appropriate permits from the City including, as appropriate, building and encroachment permits. 2. All repairs must be completed within six (6) months unless, for good cause shown, an extension is granted by the Director of Ukiah Public Utilities, not to exceed 90 calendar days. 3. If repair is not completed within the required time period, the City shall complete the required repairs and may add a surcharge onto the property's utility account until the costs are recovered in not more than five (5) years. 4. The City Council may, by Resolution, prescribe alternative procedures, by which the repair or replacement work shall be performed including, but not limited to, the degree to which the City shall offer to perform all or a portion of the work or contribute towards the cost of the work. C. Certificate of Sewer Lateral Compliance: Once the sewer lateral has successfully passed the testing procedure, the Director of Ukiah Public Utilities or his/her designee shall execute a Certificate of Sewer Lateral Compliance which shall be filed with the Director of Ukiah Public Utilities, the Director of Planning and Community Development and to the extent authorized by law, the Mendocino County Recorder. 3799.7 CERTIFICATE OF SEWER LATERAL COMPLIANCE WITHOUT INSPECTION. A Property Owner may apply for and the Director of Ukiah Public Utilities of his/her designee may issue a Certificate of Sewer Lateral Compliance without inspection under the following circumstances: 1. The Property Owner provides evidence, satisfactory to the Director of Ukiah Public Utilities, that the building on the property is ten (10) years old or less; or 2. The Property Owner provides evidence, satisfactory to the Director of Ukiah Public Utilities, that the sewer lateral was repaired or replaced and passed inspection within the previous ten (10) years; or 3. The Property Owner provides evidence, satisfactory to the Director of Ukiah Public Utilities, that the lateral has passed an inspection within the past five (5) years. In such cases, the Director of Ukiah Public Utilities or his/her designee shall execute a Certificate of Sewer Lateral Compliance which shall be filed with the Director of Ukiah Public Utilities, the Director of Planning and Community Development, and to the extent authorized by law, the Mendocino County Recorder. 3799.8 FEES The City Council may establish fees by Resolution for administration of this Article. SECTION FOUR. SEVERABILITY. If any section, subsection, sentence, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it should have adopted the Ordinance and each section, subsection, sentence, clause or phrase thereof, irrespective of the fact that any one or more sections subsections, sentences, clauses or phrases be declared unconstitutional. SECTION FIVE. CEQA. This Ordinance is exempt from the California Environmental Quality Act under Public Resources Code Sections 21065 and 21080(b) (8). SECTION SlX. EFFECTIVE DATE. This Ordinance shall be in full force and effective thirty (30) days after its adoption and shall be published and posted as required by law. Introduced by title only on February 6, 2007, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Councilmember Thomas, Crane, McCowen, Baldwin and Mayor Rodin None None None Adopted on February 21, 2007, by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: Mari Rodin, Mayor ATTEST: Gail Petersen, City Clerk AGENDA ITEM NO: 7e MEETING DATE: February 21, 2007 SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION APPROVING RECORDS DESTRUCTION SUMMARY: The Engineering, Public Works, Fire, Police and Finance Departments have reviewed Records Destruction Notices encompassing fifty-seven boxes and have identified these boxes as ready for destruction. The City's Records Retention Schedule was adopted by City Council in 1999. The City Attorney has reviewed the Records Destruction Notices for each archival box and has approved those boxes designated for destruction. Funds have been allocated in the City Clerk's budget for shredding of these documents. RECOMMENDED ACTION: Adoption of Resolution Authorizing Destruction of Certain Records ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Gail Petersen, City Clerk Candace Horsley, City Manager I - Resolution Authorizing Destruction of Certain Records 2 - Exhibit A - Record Destruction Notice Candace Horsley, City ~anager Aflachment # RESOLUTION NO. 2007- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE DESTRUCTION OF CERTAIN RECORDS WHEREAS, the Engineering, Public Works, Fire, Police and Finance Departments have reviewed and approved the list of records provided by the Public Utilities Department that are ready for destruction; and WHEREAS, the attached list of City records represents records which are no longer necessary and may at this time be destroyed. NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council hereby approves the destruction of certain records, contained in Exhibit A of this Resolution, and authorizes the City Clerk to destroy the records. PASSED AND ADOPTED this 21st day of February, 2007, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: Mary Rodin, Mayor Gail Petersen, City Clerk .... EXHIBIT A RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: January 24, 2007 Department: Police Records Coordinator: Gall Petersen, City Clerk Current retention schedules showtt~at the records listed are now ready for destruction Instructions: 1. Review this listing. 2. Obtain Depad:ment Head's Signature. ~2.J t ~l b 7 3. Return this notice, signed, no later than to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 396 1282 Parking Citation Books 1000001- 7/90 None 110951 Signatures Authorizing Destruction E)ep~rtment Head 'Date: City Cle~ /C~t~ A~o~n~.~ Destroyed By tDate: Z/'~/a F IDate: Date: //0.2 ~'//~ '7 Reports: Destroy-City Clerk 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH te: October 20, 2006 Department: Public Works Records Coordinator: Gall Petersen, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Depadment Head's Signature. 3. Return this notice, signed, no later than ,//_ ,¢,Or Dto~City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Z~ Gall Petersen, City Clerk i0/~ (~LJ, / L) LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES Traffic counts, reports, 759 3238 capital improvement 1979 - 1996 2006 Seanor projects blgna~ures ~ :n,o~zln, 9 ues[rucuon {~ ~tt ~//d City Cl.~k ' Destroyed By Date: /,'~/0'"~ Date: :~/.7/~..~ Date: ~/~/~ Date: Reports Destroy - City Clerk - 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH ~ Date: February 2, 2007 Department: Engineering Records Coordinator: Current retention schedules show that the records listed are now ready for destruction. Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3 Return this notice, signed, no later than 2//.~-~/227to/*-- City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gall Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 522 1385 Engineerin~ Files 1970-1989 None Signatures Auth orizing~l~estructio n De pa rtment,~'-;/dd:' City Clerk Date:-' , //~-./',2/?//¢ 7 I Date: ~ / ~'/z~ ? Destroyed By Date.' '>--//~-/~ ~ [Date: Reports: Destroy ~ City Clerk - 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH r~ate: January 24, 2007 Department: Fire Records Coordinator: Gall Petersen, City Clerk Current retention schedules show that the records listed are now ready for destruction Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. .D.//~/~ 7 3. Return this notice, signed, no later than to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gall Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 119 1319 Insurance - State I.S O rating 1982-1990 None McAfee 184 1736 Indiv Personnel Data File 1 87-12196 None McAfee 379 1281 Personnel Data Files Full-Time 1978-1990 None McAfee 465 1795 EMS pre-hospital care reports 2/95-9195 None McAfee Signatures Authorizing Destruction -~ Depa rt~r~H~ead Date: City Clerk Date: ~ ~,/f(~ ~t~~ Destroyed By Date'.'~-Z/ ~/ ~ ;:;t~- I Date: Reports: Destroy-City Clerk 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Oate: October 20, 2006 Department: Records Coordinator: L- ~'J~l'~ _ Gall Petersen, City Clerk Current retention schedules show that the records listed are now ready for destruction.= /..- ~ --~_.~ L.¢' Instructions: 1. Review this listin9. ~ .... ~ ( 2. Obtain Department Head's Signature. 3. Return this notice, signed, no later than //-,~ ~)¢~ to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. ~ Gail Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 173 /~'.~¢~1~x/ 2987 Utility billing b-list 1/00 - 7/00 2006 McClellan 207~ ~ ~ 2115 Payroll timesheets 11/98 - 5~99 2006 ~)~¢_~.._~ ~__. .-.-Thomas 234~ I:~'rl¢]l ~ 2122 Copies of checks 1/99-7/99 2006 Thomas :;:'~ ~ ~ ::, 2:~.0, ~.- ~_'~k,st~t~ent - Cash 4/96 ~ 12/99 t2~~ 2'6'~ ~ ~ ~ ' :32~i ~h 7~di~t~ kdit li~t 4t0~' 670~ ~066' ' M~c~n~ 2~ ~,,~;, 3203 Bank statements 10/99¢b¢~ 2006 McCann ~+/ .... ~.,:: ~;'~8~e4, ,~ ~eurqal~/~0uchers 10101 '~0:i" '~[[ ' Mccann 26~'~ ~"" ~20~ C~sh receipts edit fist 4/03 - 8/03 2006 ' McCann 273 -[) ~21~ Bank statements - cash 10/93 - 3~96 2006 ~ 28~ 3207 Cash receipts edit list 12/03 - 3/04 2006 McCann 28~ 3208 Statistics repods 11/00 - 12/01 2006 McCann '~~ 326~ Billing and customer records 4/4/05- 5/5/05 2006 McCann 493 ( ~ ~ Billing and customer records 1/9/04 - 7/29/04 2006 McCann %~ ~% ,~;' '-,~'267 Billing and customer records 10/12/05- ~ u~:' 10/7/04~ ~ ~ McCann ~96 i~; , ' 3268 ! Billing and customer records 8/5/04 - 9/1/04 20~ ~¢ McCann 51~ 1917 Journal vouchers 7/95 -6/96 ~006 Glenn 531 ~ 2035 Cash post UK 1/01 - 4/01 2006 Babcock 54 ~2~ ~ 1765 interimFinancial statements - 1/96 - 6/96 2006 Glenn Financial statements- 7/96- 12/96 2006 Glenn 551 / 1767 interim 564~ ~ 3051 Transactions listing 1/03- 12/03 2006 Norris ~ ~ 569 ~ 3054 Payroll Validation GL 7/03 - 12/03 2006 MacFarlAnd interface Labor distribution GL 7/03 - 12/03 2006 MacFarland 593~ 3058 interlace ~ ~':',.,<~ I 3103 Applications (se~ice orders) 7/02- 12/02 20/~ Babcock Signatures Authorizing Destrucuor~ Depart nt Hea City Clerk City Attorney Destroyed By Date: I I --~- O(,,, Date: Date: Date: Reports: Destroy - City Clerk - 2006 RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH Date: OcTober 20, 2006 Department: Records Coordinator: Gall Petersen, City Clerk Current retention schedules show that the records listed are now ready for destruction. Instructions: t. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, no later than to City Clerk. Thank you for your cooperation in keeping our records management system working smoothly and legally. Gall Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 68~ 3105 Billing/customer receipts 2006 8/02 - 5/03 Babcock ~90~j,,~/'~/~ 3109 Billing records 2006 7/01 - 6~03 Babcock 693~ 3110 Billing records 2006 11/98 - 6~03 Babcock, 698(.,.f.C,'-,,f#/lJ4jf~' 3113 Billing records 2006 8/99 - 7~03 Babcock Labor distribution & GL 2006 1/04 -6~04 MacFarland 704~ 3116 interface :77~ ?~.. 3242 Miscellaneous files 2006 1985-1992 McCann ' 2006 1 t/04 - 12/04 McClellan 3244 Billipg and customer records '~! ~ -~I'~.6'-6,'~ ~m~'~ :~ :,, ..:~; :*~,~ ,..* .~, ,~.,.,. .,Gasb:¢[ece pt's~ubs ~~~7~%~ 3102 - 61q2 :~abce6k '~7 32~t ~'; !.B:ifii~'~ahU~d~i6'~'~, ~0rds ~: 5~05 - 6/05 tM~Ol~,lla~: ;%; ~, ......... / 7~99 - 12/01 Confidential billing 2006 Norris ~ 788~ / 2264 statements Norris u ~.., ~ 789~ ¢' 2265 Confidential parkin9 tickets 2006 3/01 - 12/01 ~ ~ 10/01 - 6/04 Bab ock 79~ 3156 Collection/billin9 records 2006 ~ i"795~ 31~7 Collection/billing records ¢2006 ' 10/01 - 6~04 gabcocF /. ~6~} ~ 3248 BilliCg':~hd custd~er Ce~0rds ~¢4~ 1105-2105 M~Clellan ~ 798 ~ ~ 3249 Billing and customer records 2006 9~04 - 10/04 MCClel~ah 800~') 2276 Confidential parking tickets 2006 1/01 - 6/01 ~ ~ Confidential landfill charge 2006 11/00 - 9/01 Norris ~ 801 2277 tags Confidential business 2006 1/01 - 12101 Norris a~ 808~ ~ 2284 licenses 939¢ ~ ~ 3352 Billing records 2006 1999 - 2003 McCfell 94~ ~ ~ 335~ Billing records 2006 10/98 - 6~03 McClellan 976 , , J ~3343) Financial statements 2006 2000- 2002 McCann %~ 1026~ 2502 Cash receipt stubs - counter 2006 1/01 - 2/01 Babcock Signatures Authorizing Destruction Deoar:t~ent.~¢ead Datei Date: City Clerk City Attorney Date: Destroyed By Date: Reports Destroy - City Clerk ~ 2006 ~Date: RECORDS DESTRUCTION NOTICE FOR CITY OF UKIAH February 2, 2007 Department: Finance Records Coordinator: Current retention schedules show that the records listed are now ready for destruction Instructions: 1. Review this listing. 2. Obtain Department Head's Signature. 3. Return this notice, signed, no later than ~,,//*/./'¢21o City Clerk Thank you for your cooperation in keeping our records management system working smoothly and legally. Gall Petersen, City Clerk LOCATION BOX RECORD TITLE DATES RETENTION COMMENTS DATES 65 1796 Warrants Paid 7195 - 6~96 2001 Sechrest ,' 525 1752 Warrants Paid 7195 - 6/96 2006 Sechrest 592 1807 Cash Receipt Stubs 4/97 - 5~97 1999 Jud), Signatures Authorizing Destruction Department H~ad City Cler~/) ' ' - Destroyed By Date /~7 Date: A_.//~.//z] 7 Date: 2~ /~'/D 7 Date: Reports: Destroy - City Clerk - 2006 AGENDA ITEM NO: 7f MEETING DATE: February 21~ 2007 SUMMARY REPORT SUBJECT: NOTIFICATION TO THE CITY COUNCIL OF THE EMERGENCY EXPENDITURE OF $18,080.55 FOR THE PUMP EXTRACTION, VIDEO INSPECTION, REPAIR AND CLEANING OF THE WELL CASING, AND PUMP RE-INSTALLATION OF CITY WELL # 4 BY LAYNE CHRISTENSEN. Pursuant to the City of Ukiah Municipal Code Section 1530 this is to inform the Council of the emergency expenditure of $18,080.55 for the pump removal, video inspection, repair and cleaning of the well casing, and reinstallation of the pump at City well #4. On January 11, 2007, well #4 was taken offline due to high turbidity (> 5 nephelometric turbidity unit [ntu]). During the winter, the City's water demand (1.5 - 2.0 million gallons per day [MGD]) is supplied from well #3 (0.864 MGD) and well #4 (1.058 MGD). The Ranney collector normally cannot be used during the winter due to the high turbidity of the Russian River. The Trident filtration units have a maximum turbidity limit of 30 ntu for raw water influent from the Ranney. The City's water demand could not be met with well #3 alone. Due to the lack of rain and Iow turbidity of the Russian River, it was possible to restart the water treatment plant and use the Ranney collector to make up the water supply deficit. However, because a winter (continued on Page 2) RECOMMENDED ACTION: Receive notification of the emergency expenditure of $18,080.55 for the repairs done to City Well #4. ALTERNATIVE COUNCIL OPTIONS: N/A FUNDING: Amount Budqeted $35,000.00 Acct No. 820.3908.250.003 Additional Funds Requested N/A Citizens Advised: NA Requested by: Prepared by: Coordinated with: Ann Burck, Water Utilities Project Engineer Alan Jamison, Water Treatment Plant Supervisor Candace Horsley, City Manager Approved:t Candace R6rsloy, C~ty ~nager storm could quickly increase the turbidity of the raw water from the Ranney collector, making it untreatable, it was imperative to bring well #4 online as quickly as possible. Based on a recommendation from Brown and Caidwell, Layne Christensen was contacted by staff on January 12th to repair well #4. Layne Christensen mobilized and was onsite by January 16th, removed the pump and inspected the pump column and well casing. The televideo inspection of the well casing found a large gash and sediment at 180 feet, the bottom of the well. The original well depth had been 213 feet. There was also a significant amount of iron oxide scale on the inside of the well casing. Layne Christensen sealed the bottom of the well with gravel and a two-foot thick cement plug and removed the scale from the casing. The pump column was cleaned by staff and the pump reinstalled on January 31st. Well #4 was pumped overboard for 24 hours to remove the debris from cleaning, tested for bacteria and was ready for service on February 2nd. As a result of sealing the well bottom and cleaning the casing, turbidity decreased from over 5 ntu down to 0.125 ntu, pumping capacity was restored from 550 gpm to 735 gpm with 14 feet less drawdown of the water level during pumping. Funds to rehabilitate the well were budgeted for FY2006-07 under account 820.3908.250.003. AGENDA ITEM NO: 7q MEETING DATE: February 21, 2007 SUMMARY REPORT SUBJECT: RESOLUTION OF THE CITY OF UKIAH CITY COUNCIL AMENDING THE UKIAH REDEVELOPMENT AGENCY BYLAWS PERTAINING TO ARTICLE II - OFFICERS AND OFFICIALS, SECTION 9. COMPENSATION SUMMARY: At the request of Commissioner McCowen, at the Redevelopment Agency (RDA) meeting held February 7, 2007 the Agency members discussed the matter of compensation to Commissioners for attending RDA meetings. It was the consensus that there would no longer be compensation paid to the Commissioners for RDA meeting attendance. The City Council must adopt the resolution amending the Ukiah Redevelopment Agency Bylaws pertaining to Article II - Officers and Officials, Section 9, Compensation, eliminating the compensation of $30.00 per member. RECOMMENDED ACTION: Adopt Resolution Amending the Ukiah Redevelopment Agency Bylaws pertaining to Article II - Officers and Officials, Section 9. Compensation ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Gall Petersen, City Clerk Candace Horsley, City ManagedDavid Rapport, City Attorney 1 - Resolution Amending Article II, Section 9 of the Ukiah Redevelopment Agency 2 Exhibit A - Bylaws of the Redevelopment Agency of the City of Ukiah Approved: ~ H°rsley, City-Mana~r Attachment 1_ RESOLUTION NO. 2007- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING THE UKIAH REDEVELOPMENT AGENCY BYLAWS PERTAINING TO ARTICLE II - OFFICERS AND OFFICIALS, SECTION 9. COMPENSATION WHEREAS, the City Council has determined that the need for compensation of $30.00 per member per meeting no longer exists and recommends elimination of the compensation, and; WHEREAS, the Bylaws of the Redevelopment Agency of the City of Ukiah provide for the entitlement to said compensation; and WHEREAS, the City Council of the City of Ukiah desires to amend Article II Officers and Officials; Section 9. Compensation; NOW, THEREFORE, BE IT RESOLVED that the Bylaws attached hereto as Exihibit A and made a part hereof are amended as set forth in Exhibit A. PASSED AND ADOPTED this 21 st day of February, 2007 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: Gail Petersen, City Clerk Mari Rodin, Mayor Exhibit A BYLAWS OF THE REDEVELOPMENT AGENCY OF THE CITY OF UKIAH ARTICLE I-THE AGENCY Section I: Name of Agency. The official name of the Agency shall be the "Ukiah Redevelopment Agency". Section 2: Seal of Agency. The seal of the Agency shall be in the form of a circle and shall bear the name of the Agency and the year of its organization. Section 3: Office of A.qency and Place of Meeting. The office of the Agency shall be at Civic Center, 300 Seminary Avenue, Ukiah, California. The Agency meetings shall be held in the City Council Chambers, 300 Seminary Avenue, Ukiah, California or at any place in the City of Ukiah, California, as Agency may from time-to-time designate by resolution. Section 4: Powers. The powers of the Agency shall be vested in the members thereof then in office, who reserve unto themselves the right to delegate by resolution such powers as are appropriate and permissible by law. Section 5: Members. The members of the Agency shall be members of the City Council of the City of Ukiah. ARTICLE II - OFFICERS AND OFFICIALS Section 1: Officers. The officers of the Agency shall be a Chairman and Vice Chairman. Officials, acting as its staff, shall be an Executive Director, an Assistant Director, a Secretary, a Finance Officer, and a General Counsel. Section 2: Chairman. The Chairman of the Agency shall be the Mayor of the City of Ukiah elected as provided by statue. The Chairman shall preside at all meetings of the Agency. Except as otherwise authorized by resolution of the Agency or the provisi9ons of these Bylaws, the Chairman shall sign all contracts, deeds and other instruments made by the Agency. At each meeting, the Chairman shall submit such recommendations and information as the Chairman may consider proper concerning the business, affairs, and policies of the Agency. Section 3: Vice-Chairman. The Vice-Chairman shall be the Vice-Mayor of the City of Ukiah elected as provided by statue. The Vice-Chairman shall perform the duties of the Chairman in the absence or incapacity of the Chairman. In case of the resignation or death of the Chairman, the Vice-Chairman shall perform such duties as are imposed on the Chairman until such time as the Agency shall elect a new Chairman. Section 4: Executive Director. The Executive Director shall be the City Manager of the City of Ukiah, and shall serve at the pleasure of the Agency. The Executive Director shall have general supervision over the administration of Agency business and affairs, subject to the direction of the Agency. Section 5: Assistant Director. The Assistant Director shall be appointed by the Executive Director and, as directed, assist in the general supervision and administration of agency business and its affairs, subject to direction of the Executive Director. Section 6: Secretary. The Secretary shall be appointed by the Executive Director. The Secretary shall keep the records of the Agency, act as secretary at meetings, record all votes, and keep a record of the proceedings of the Agency in a journal of proceedings to be kept for such purpose, and shall perform all duties incidental to the Secretary's office. The Secretary shall maintain a record of all official proceedings of the City Council of the City of Ukiah relevant to the Agency and the redevelopment program. Section 7: Finance Director. The Finance Director shall be appointed by the Executive Director. The Finance Director shall have the care and custody of all funds of the Agency and shall deposit the same in the name of the Agency in such bank or banks as the Agency may select. The Finance Director shall sign all orders and checks for the payment of money and shall pay out and disburse such monies under the direction of the Agency. The Finance Director shall keep regular books of accounts, showing receipts and expenditures, and shall, at the Agency's request, render to the Agency an account of transactions and the financial conditions of the Agency. The Finance Director shall provide such bond for faithful performance of the Finance Director's duties as is required for the City of Ukiah Director of Finance. A single bond is satisfactory if the Agency Finance Director is the City of Ukiah Director of Finance. Section 8: General Counsel. The General Counsel shall be appointed by the Agency and shall serve at the pleasure of the agency. The General Counsel shall be the chief legal officer of the Agency and shall be responsible for the preparation of all proposed resolutions, laws, rules, contracts, bonds and other legal papers for the Agency. The General Counsel shall give advice or opinions in writing to the Chairman or other Agency officers whenever requested to do so. The General Counsel shall attend all suits and other matters to which the Agency is a part or in which the Agency may be legally interested and od such other things pertaining to the General Counsel's office as the Agency may request. Section 9: Compensation. T~ .,..,~-~ of *~'~ '~ ...... ~':" .... ; ....... ~' .,, .... ~ ............ ~ ......... ~ O .................... , ,~ .... ~ ...... = _,,~ ............................... ~Members shall receive their actual and necessa~ expenses, including traveling expenses incurred in the discharge of their duties. Section 10: Additional Duties. The officers of the Agency shall perform such other duties and functions as may from time-to-time be required by the Agency or the Bylaws or rules and regulations of the Agency. Section 11: Election or Appointment. Officials shall be appointed at the annual meeting Amended February 21, 2007 of the Agency. Section 12: Absences and Vacancies. In the temporary absence of the Chairman and Vice-Chairman, the Agency members shall elect a member present as temporary Chairman for the purpose of conducting meetings and per[orming the duties of the Chairman. Should the offices of Chairman or Vice-Chairman become vacant, the Agency shall elect a successor from its membership at the next regular meeting, and such election shall be for the unexpired term of said office. Should any office other than Chairman or Vice-Chairman become vacant, the Agency shall appoint a successor within a reasonable time or by resolution determine tha such office shall remain vacant for a definite or indefinite period of time. Section 13: Additional Personnel. The Agency may from time-to-time appoint or employ such personnel as it deems necessary to exercise its powers, duties and functions as prescribed by the California Community Redevelopment Law and all other laws of the State of California applicable thereto. The selectioN, duties and compensation of such personnel shall be determined by the Agency, subject to the laws of the State of California. ARTICLE III - MEETINGS Section 1: Annual Meeting. The annual meeting of the Agency shall be held on the third Wednesday of June at 8:00 o'clock p.m. in the City Council Chambers, 300 Seminary Avenue, Ukiah, California. In the event such date shall fall on a legal holiday, the annual meeting shall be held on the next succeeding business day. Section 2: Regular Meetings. Regular meetings of the Agency shall be held without official notice on the third Wednesday of each month, at 8:00 o'clock, p.m., or as soon thereafter as is feasible in light of the regular City Council meeting in the City Council Chambers. In the event a regular meeting day shall be a legal holiday, said meeting shall be held on the next succeeding business day. Section 3: Special Meetings. The Chairman of the Agency may, when it is deemed expedient, and shall, upon written request of two members of the Agency, call a special meeting of the Agency for the purpose of transacting the business designated in the all. At such special meeting no business shall be considered other than as designated in the call. Section 4: Posting Agendas / Notices. The Secretary or his/her authorized representative shall post an agenda for each regular Agency meeting or a notice for each special Agency meeting containing a brief description of each item of business to be transacted or discussed at the meeting together with the time and location of the meeting. Agendas / notices shall be posted at the Ukiah Civic Center at least 72 hours in advance of each regular meeting and at least 24 hours in advance of each special meeting. The Secretary shall maintain a record of such posting. Section 5: Right of Public to Appear and Speak. At every regular meeting, members of the public shall have an opportunity to address the Agency on matters within the Agency's subject matter jurisdiction. Except for matters scheduled for formal public hearing, public input and comment on matters on the agenda, as well as public input and comment on matters not otherwise on the agenda, shall be made during the time set aside for public comment; provided, however, that the Agency may direct that public input and comment on matters on the agenda be heard when the matter regularly comes up on the agenda. The Chairman or presiding officer may limit the total amount of time allocated for public discussion by particular issues and/or the time allocated for each individual speaker. Section 6: Non-A,qenda Items. Matters brought before the Agency at a regular meeting which were not placed on the agenda for the meeting shall not be acted upon by the Agency at that meeting unless action on such matters is permissible pursuant to the Brown Act (Gov. Code Section 54950 et seq.). Those non-agenda items brought before the Agency which the Agency determines will required Agency consideration and action and where Agency action at that meeting is not so authorized shall either be placed on the agenda for the next regular meeting, or referred to staff, as directed by the Chairman or presiding officer. Section 7: Quorum. Three members of the Agency shall constitute a quorum for the purpose of conducting Agency business, exercising Agency powers and for all other purposes, but a smaller number may adjourn from time-to-time until the quorum is obtained. Every official act of the Agency shall be adopted by a majority vote. A "majority vote" shall mean a majority of all members present when a quorum is present. Section 8: Order of Business. At the regular meetings of the Agency the following shall be the order of business; provided, however, that the Chairman may, with the approval of the majority of the Agency, address items out of order, if because of the number of persons present who are interested in a particular issue, or because of the distance that persons interested in a given matter must travel, or otherwise of the orderly conduct of the meeting, the Agency should so decide: 1. Roll call 2. Approval of the minutes of the previous meeting 3. Audience Comments on Non-Agenda Items 4. Consent Calendar 5. Unfinished Business 6. New Business 7. Executive Director Reports 8. Redevelopment Agency Reports 9. Closed Session 10. Adjournment All resolutions shall be in writing and designated by number, reference to which shall be inscribed in the minutes and an approved copy of each resolution filed in the official book of Resolutions of the Agency. Section 9. Manner of Voting. The voting on formal resolutions, matters to any federaol, state, county, or city agency, and on such other matters as may be requested by a majority of the Agency members, shall be by roll call, and the ayes, noes and members present not voting shall be entered upon the minutes of such meeting, except on the election of officers, which may be by ballot. Section 10: Parliamentary Procedure. Unless a different procedure is established by resolution of the Agency, or set forth in these Bylaws, the rules of parliamentary 4 procedure as set forth in Robert's Rules of Order Revised shall govern all meetings of the Agency. Section 11: Brown Act Requirements. The provisions contained in this Article Ill are consistent with the provisions set forth in the Ralph M. Brown Act, Government Code Section 54590 et seq. In the event any provision cogntained herein is inconsistent with the Brown Act, as it currently exists or as it may be subsequently amended, the provisions contained in the Brown Act shall prevail. ARTICLE IV - AMENDMENTS Section 1: Amendments to Bylaws. The Bylaws of the Agency may be amended only by majority vote of the Agency at a regular or special meeting, provided that no such amendment shall be adopted unless at least seven days written notice thereof has been previously given to all members of the Agency. Such notice shall identify the section or sections of the Bylaws proposed to be amended. ARTICLE V - CONFLICTS Section 1. Conflicts. Conflicts shall be determined and governed by the Conflict of Interest Code adopted by the Agency as Resolution 76-1 on October 1, 1975. 5 AGENDA SUMMARY ITEM NO: 10a DATE: February 21, 2007 REPORT SUB3ECT: STATUS REPORT - SPHERE OF I'NFLUENCE AND MUNI'C1,PAL SERVI'CE REVI'EW DATA PRO3ECTS SUMMARY: The purpose of this agenda item is to provide the City Council with a status report on the City of Ukiah Sphere of Influence revision and the Municipal Service Review data compilation projects. Sphere of 1,nfluence: On November 27, 2006, the City Council reviewed a draft Sphere of Influence (SOI) map prepared by a City Council/Board of Supervisors Subcommittee. The suggested SOI was consistent with the Sphere recommended in the 1995 General Plan, except that it included additional lands north of the City along State Street and to the Russian River; lands to the south both east and west of South State Street, and a number of parcels to the northwest in the foothills north of Low Gap Road. The Council directed Staff to submit the draft map into the Ukiah Valley Area Plan process for review and discussion. That task was accomplished soon after the November 27th meeting. Municipal Service Review: In cooperation with the Mendocino County Local Agency Formation Commission (LAFCO), the City has been assisting in the preparation of data for the legally required Municipal Service Review (MSR) document. Originally, the LAFCO Staff requested that the City complete service information questionnaires for its water services. City Staff submitted the original water questionnaire in 2004, but after completion of a (continued on page 2) RECOMMENDED ACT1,ON: Receive report Citizen Advised: LAFCO Staff Requested by: N/A Prepared by: Charley Stump, Director of Planning and Community Development Coordinated with: Candace Horsley, City Manager and David Rapport, City Attorney Attachments: 1. Preliminary Draft Municipal Service Review 2. Memorandum from City Attorney regarding LAFCO laws 3. Graphic - City of Ukiah Annexation Tasks A p p ROVE i~ ..~-._~_~.='"~- ~. ~ ca~ndace Horsley, City Manager -- 1 number of water system improvement projects in 2005, the questionnaire needed revisions to include the updated information. Since Ukiah was looking towards possible annexations within the next several years, LAFCO staff discussed with us the need for IVISR's on a variety of City services before any annexations could occur and also indicated that they were under a heavy workload with several other projects in the pipeline. City staff offered to prepare a narrative text of the data on these services to assist LAFCO in finalizing the MSR's for the City, which was agreed to. However, since multiple staff members were assisting in the preparation of this information in between their regular duties, it has taken some time to complete the draft document. Tn addition, it was recognized that this comprehensive document on City services could be used in a variety of other reports and requests made to the City, and so the information included in the draft narrative may be more extensive and comprehensive then the questionnaires alone required. Staff has attached the Preliminary Draft MIunicipal Service Review data that Frank MIcMichaels, Executive Officer of LAFCO is reviewing for comment. Some of the data will be used for the regional MISR's versus the City's MSR as determined appropriate by LAFCO staff. Both agencies will be working together over the next few months to determine any additional information that is needed by LAFCO for the MISR. Also attached for Council's information is a discussion of LAFCO laws governing MIunicipal Service Reviews as provided by the City Attorney (Attachment No. 2). 2 Affachment # ~ Law Offices Of RAPPORT AND MARSTON An Association of Sole Practitioners 405 w. Perkins Street P.O. Box 488 Ukiah, California 95482 e-mail: drapport@pacbell.net David J. Rapport Lester J. Marston Scott Johnson Mary Jane Sheppard MEMORANDUM (707) 462-6846 FAX 462-4235 TO: FROM: DATE: SUBJECT: Honorable Mayor and City Council members David J. Rapport February 14, 2007 Discussion of LAFCO laws governing Municipal Services Reviews, Sphere of Influence Updates and Interim Report by LAFCO Executive Director This memorandum discusses the legal requirements mandated by recent amendments to the laws governing how local government geographical boundaries are established and revised. It discusses these amendments in relation to the recommendations contained in an Interim Report recently prepared by the Executive Director of the Mendocino County Local Agency Formation Commission (LAFCO), for the LAFCO's Board February 5, 2007, meeting. The Interim Report recommends changing the City of Ukiah's sphere of influence to coincide with the City's existing boundaries. A sphere of influence "is a plan for the probable physical boundaries and service area of a local agency? The sphere proposed by the Executive Director would reflect a plan of no physical growth for the City into the foreseeable future. The City of Ukiah and the water districts in inland Mendocino County have current spheres of influence approved by LAFCO. In order to change the boundaries of those spheres, even in connection with 5 year updates mandated by 2000 amendments to the primary law regulating LAFCO,2 LAFCO must go through the legal process, including notice and public hearing, required for changing a sphere.3 1 §56076. 2 Cortese, KnoxHertzbergAct, Gov't Code §§ 56000 et seq. All subsequent reference to Gov't Code, unless otherwise indicated. 3 ~56427. Memorandum to Mayor and City Council members Subject: Municipal Services Reviews, Spheres of Influence and Interim Report Date: February 14, 2007 Page 2 The 2000 amendments to the LAFCO law require it to review and update the spheres of influence of each city and district in Mendocino County on or before January 1,2008, and every 5 years after that.4 In order to update the spheres, the 2000 amendments require LAFCO to conduct service reviews of the services in the county provided by districts and cities.5 Based on the reviews, the Commission must make written determinations concerning nine listed items, including "infrastructure needs and deficiencies." The 2000 amendments to the LAFCO law were based on recommendations from the Commission on Local Government for the 21~t Century contained in a report to the State Legislature entitled: "Growth Within Bounds." The Governor's Office on Planning and Research was directed by the amendments to adopt guidelines for implementing these amendments.6 The final guidelines were issued by OPR in August 2003. LAFCO has considerable discretion with respect to how it conducts these service reviews. It can prepare one report evaluating specified municipal services for the entire county or it can subdivide the county into study areas.7 The Guidelines emphasize that the process of deciding on the appropriate study area boundaries, the services to be reviewed, developing work plans and schedules for undertaking and completing the studies and preparing the study reports is a cooperative process with important roles to be played by LAFCO, the affected local govermnents, and the general public. The Guidelines state: As part of the municipal service review process, LAFCO should convene stakeholders as appropriate and facilitate collaborative efforts to address issues and challenges. Stakeholders may include affected and interested LAFCOs and other government agencies, other interested parties and members of the public. Cooperatively developed municipal service reviews enable LAFCO and service providers to more effectively accomplish mutual public service objectives. To the extent possible, stakeholders should work together to evaluate existing and future service needs and determine what structures are needed to support healthy growth while preserving important agricultural and open space resources. Although LAFCO does not have direct land use authority and is not enabled to manage or operate a service provider agency, LAFCO 4 ~56425(g) . 5 §56430. 6 §56430(d) . 70PR Guidelines, p. 19. Memorandum to Mayor and City Council membem Subject: Municipal Services Reviews, Spheres of Influence and Interim Report Date: February 14, 2007 Page can serve as an intermediary for the State in addressing specific growth challenges. An effective municipal service review process should include early consultation with stakeholders, an inclusive municipal service review design, public review of municipal service review work plans and municipal service review report, and an overall collaborative process.8 As previously stated, a sphere of influence "is a plan for the probable physical boundaries and service area of a local agency.'9 (Emphasis added.) The law does not specify the time period to be used to project those future boundaries. Because the 2000 amendments require 5 year updates, the Interim Report prepared by the LAFCO Executive Director recommends 5 years as the appropriate time period. However, the Growth Within Bounds report, which recommended the 5 year updates, stated: A sphere should designate the area that the agency will annex in the foreseeable future. Many LAFCOs use the time horizon in a city's general plan, often 15 to 25 years, for the sphere designations,l° The Growth Within Boundaries report does not suggest that the five year updates are intended to replace the designation of spheres based on projections over the life of a general plan; only that those projections should be evaluated every 5 years, taking into account the information contained in the municipal service reviews and the nine determinations adopted by LAFCO based those reviews. The Executive Director's Interim Report also recommends that the boundaries of the sphere of influence for an agency that provides water should be based on the agency's present ability to provide water to serve that area. A sphere of influence is "a plan' for the probable boundaries and service area of an agency. The service review evaluates the need for water and any existing deficiencies in meeting that need, but the actual designation of the sphere should reflect the community's plan for the future service areas of its cities and districts. The Growth Within Boundaries report recommended integrating "water supply considerations" into "LAFCO decision-making regarding boundary changes (annexations and spheres of influence)." Neither the recommendation nor the legislation dictates that a water service agency must have a present ability to provide water throughout its entire sphere of influence within the next 5 years, as recommended in the Executive Director's Interim Report. 80PR Guidelines, p. 7. 9 §56076. 10 Growth Witihn Bounds, Chapter 6, pp. 96-97. Memorandum to Mayor and City Council members Subject: Municipal Services Reviews, Spheres of Influence and Interim Report Date: February 14, 2007 Page 4 The LAFCO law itself recognizes that an agency's ability to provide water to a particular part of its sphere will be addressed after the sphere has been established. The "[t]imely availability of water supplies adequate for the projected needs as specified in Gov't Code §65352.5 is one of the factors LAFCO is directed to consider, when acting on a specific proposal to annex territory into a city.~l If the city had to demonstrate that ability before including the area in its sphere, there would be no reason for the LAFCO law to require that determination to be made again, when acting on a specific annexation proposal. Moreover, in Gov't Code Section 65352.5(b), the State Legislature stated its intent "... to provide a standardizedprocess for determining the adequacy of existing and planned future water supplies to meet existing and planned future demands for these water supplies." (Emphasis added.) That section requires a public water supply system with more than 3,000 connections to provide detailed information to a city or county that is adopting or amending its general plan on the system's water use and supply, its delivery system, its capital improvement program, proposed additional sources of water supplies, conservation programs and so on. This statute will require Mendocino County to acquire and consider all of this information in adopting a Ukiah Valley Area Plan, which will identify the service provider and the growth projections, based, in part, on water availability. Because water availability must be evaluated in connection with adopting the UVAP, LAFCO should coordinate the update of spheres of influence for the area covered by the UVAP with the UVAP process. In addition, water is just one factor to consider in updating the City of Ukiah's sphere of influence within the UVAP area. For example, it may make sense to include some areas currently within the Millview County Water District, currently served by Millview, in Ukiah's sphere of influence, because it is an area already developed with urban uses, which should be served by the City, even though water may continue to be supplied to that area by Mitlview. The Interim Report makes water availability the sole determining factor and recommends freezing the City within its existing city limits, until an extensive study of groundwater in the Ukiah Valley is undertaken and completed and the State Water Resources Control Board (SWRCB) takes final action on the City's pending petition to extend the time allowed by its permit to appropriate water from Russian River underflow to put that water to full beneficial use. It could take years to complete a comprehensive hydrologic study of groundwater in the Ukiah Valley. It could take years for the SWRCB to take final action on the City's pending petition for a time extension. Groundwater has not been the primary source of water relied upon by the City. For this reason, the Executive Director has not adequately explained why that study is necessary before an updated sphere of influence for the City can include areas outside its existing city limits. As long as its petition for an extension of time is pending, the City can continue to rely on its permit to 11 §56668(k) . Memorandum to Mayor and City Council members Subject: Municipal Services Reviews, Spheres of Influence and Interim Report Date: February 14, 2007 Page 5 appropriate Russian River underflow up to the full 20 cfs authorized by that permit.12 If the SWRCB denied the City's petition, that decision would constitute a change to the City's existing water right that might warrant a revision to the City's sphere of influence. The fact that the petition is pending does not justify limiting the City to its existing boundaries. 12 See Water Code §1398;23 CCR §§840-848. OOuJ Affachment # _~.~ AGENDA SUMMARY ITEM NO. 11a DATE: February 21 ~ 2007 REPORT SUBJECT: APPROVAL OF FISCAL YEAR 2006/2007 MIDYEAR BUDGET AMENDMENT SUMMARY: At the mid point of the fiscal year, Department staff traditionally review expenses versus the approved budget. Since specific proposed expenditures over $10,000 require pre-approval of the Council (with the exception for emergencies) and expenditures of $5,000-$10,000 require separate Council notification, those items are not addressed in this budget review. Expenditures are reviewed to determine if the current budget will be sufficient for the full year at the current pace of expenditures, and for unanticipated events not addressed elsewhere through a separate Council action. Department staff review expenditures for budget oversights and errors, missed estimates and the kind of items that can gradually generate an overage at the end of the year such as rising fuel costs. Modifications to the budget at this time allow for a greater degree of accuracy when actual revenues and expenditures are compared to budgeted figures at the end of the year. Having a more accurate picture of actual revenues and expenditures also helps in the development of next year's budget. Attachment A provides a summary, by department, of the requested midyear budget amendments. Department staff will be present to respond to any questions the Council may have related to their proposed amendments. Please note that the midyear budget amendment does not include unanticipated costs the City incurred associated with the storms and flooding of December 2005 and January 2006 where Federal and State reimbursements are expected. Staff is recommending Council approve the budget amendments as presented in Attachment A. RECOMMENDED ACTION: Approve Attachment A - Summary of Proposed Mid-Year Budget Amendments - Fiscal Year 2006/2007. ALTERNATIVE COUNCIL POLICY OPTIONS: 1) Determine modifications to budget amendment are necessary, identify changes, and approve revised amendment; 2) Determine budget amendment is not necessary and take no action. Prepared by: Sue Gooddck, Risk Manager/Budget Officer Coordinated with: Department Directors, Brent Smith, Director of Finance, and Candace Horsley, City Manager Attachments: A - Summary of Proposed Midyear Budget Amendments APPROVED: Candace Horsley, City ~anager A.'!.achmen~- # ~£' AGENDA ITEM NO: 11b MEETING DATE: February 21,2007 SUMMARY REPORT SUBJECT: DISCUSSION OF CITY ALTERNATE TO THE LOCAL AGENCY FORMATION COMMISSION (LAFCO) BOARD OF DIRECTORS SUMMARY: There is currently a vacancy on LAFCO for a city alternate representative. A city may seek appointment of a representative to serve as the alternate upon the Mayor calling a City Selection Committee meeting. Mayor Rodin has requested discussion and direction regarding possible City participation in LAFCO. The appointment to fill this vacancy would be made by the City Selection Committee which is composed of the Mayors of the four incorporated cities of Mendocino County. If the City Council is interested in pursuing the vacant position for the City alternate, Mayor Rodin should contact the Clerk of the Board of Supervisors, who is also Clerk to the City Selection Committee, for the purpose of arranging a meeting of the mayors to vote to fill this alternate position. RECOMMENDED ACTION: Discuss and provide direction. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Mayor Rodin Candace Horsley, City Manager Approved: ~/~"~ Candace Horsley, Ci~/ Manager Preliminary Municipal Service Review December 2006 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW TABLE OF CONTENTS T. EXECUTIVE SUMMARY Introduction Required Determinations General Determinations for the City of Ukiah General Determinations for the Ukiah Valley Sanitation District III. THE NISR PROCESS Enabling Legislation Requirements of the Act Required Determinations Mendocino Local Agency Formation Commission What Services are to be Included in the Review Schedule Phased Plan Information Gathering and Preliminary Report Commission and Agency Review Development of Nine Determinations Future Use and Dissemination Sphere of Influence Determination for Agency CITY OF UKIAH General Information Location and Boundaries Governance Administration, Management and Operations Budget and Financial Outlook Population, Growth and Housing Plans Services Provided Services Reviewed Animal Control Parks and Recreation Fire Protection and Emergency Medical TABLE OF CONTENTS - page '1 C!TY OF UKIAH - MUNICIPAL SERVICES REVIEW Law Enforcement and Dispatch Community Planning and Development Redevelopment Regional Airport Roads and Circulation Solid Waste Disposal Water Sanitation Electric Determinations for the City of Ukiah Infrastructure Needs and Deficiencies Growth and Population Projections for the Affected Area Financing Constraints and Opportunities Cost-Avoidance Opportunities Opportunities for Rate Restructuring Opportunities for Shared Facilities Government Structure Options Evaluation of Management Efficiencies Local Accountability and Governance UKZAH VALLEY SANt"TAI'ZON DZSTR~CT General Information Location and Boundaries Governance Administration, Management, and Operations Budget and Financial OuUook Population, Growth and Housing Plans Services Provided Services Reviewed Sanitation Determinations for the Ukiah Valley Sanitation District Infrastructure Needs and Deficiencies TABLE OF CONTENTS - page 2 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Growth and Population Projections for the Affected Area Financing Constraints and Opportunities Cost-Avoidance Opportunities Opportunities for Rate Restructuring Opportunities for Shared Facilities Government Structure Options Evaluation of Hanagement Efficiencies Local Accountability and Governance LIST OF FI'GURES AND TABLES TABLE OF CONTENTS - page 3 CITY oF UKIAH - MUNICIPAL SERVICES REVIEW SECT[ON t. EXECUTIVE SUMMARY This Municipal Service Review (MSR) has been prepared to assist iVlendocino County Local Agency Formation Commission (LAFCO) in meeting the requirements of the Cortese-Knox- Hertzberg Local Government Reorganization Act of 2000 (CKH Act). The City voluntarily offered to assist LAFCO by preparing narrative material for its use in putting together the Municipal Service Review. This MSR has been prepared in accordance with Section 56430 of the California Government Code and in accordance with the Service Review Guidelines prepared by the State Office of Planning and Research (OPR). The CKH Act requires the Local Agency Formation Commission, LAFCO, to update the Spheres of Influence (SOl) for all applicable jurisdictions in the County. A Sphere of [nfluence is defined by Government Code 56425 as "...a plan for the probable physical boundary and service area of a local agency or municipality..." The Act further requires that a Municipal Service Review be conducted prior to or, in conjunction with, the update of a Sphere of Influence. The CKH Act states, "That in order to prepare and to update Sphere of Influences in accordance with Section 56425, LAFCOs are required to conduct a review of the municipal services provided in the County or other appropriate designated area..." The Municipal Service Review must include written determinations regarding each of the following nine factors: 1. Infrastructure Needs and Deficiencies LAFCO must evaluate the infrastructure needs and deficiencies in terms of supply, capacity, condition of facilities, and service quality. 2. Growth and Population LAFCO must evaluate service needs with regard to existing and anticipated growth patterns and population projections. 3. Financinq Constraints and Opportunities LAFCO must evaluate a jurisdiction's capability to finance needed improvements and services. 4. Cost-Avoidance Opportunities LAFCO must identify practices or opportunities that may help eliminate unnecessary costs. 5. Opportunities for Rate Restructuring LAFCO must identify opportunities to impact rates positively without decreasing service levels. 6. Opportunities for Shared Facilities ~FCO must evaluate the opportunities for a jurisdiction to share facilities and resources to develop more efficient service delivery systems. 7. Government Structure Options LAFCO must consider the advantages and disadvantages of various government structures to provide public services, The review process must consider available government options to provide more logical service boundaries to the benefit of SECTION 2 - The MSR Process - page 1 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW customers and regional planning goals and objectives, and other important considerations 8. Evaluation of Management Eff~ciencies LAFCO must consider the management structure of the jurisdiction. LAFCO must consider evaluation of agency's capacity to assist with and/or assume services provided by other agencies; evaluation of agency's spending on mandatory programs; comparison of agency's mission statement and published customer service goals and objectives; and other important considerations. 9. Local Accountability and Governance LAFCO must evaluate the accessibility and levels of public participation associated with the agency's decision making and management processes. The MSR process must take into account compliance with state disclosure laws and the Brown Act; level of public participation (i.e. open meetings, accessible staff and elected officials, an accessible office open to the public, a phone and/or message center, a web site, customer complaint and suggestion opportunities); agency representatives, and other important factors. This legislation, codified as California Government Code §56000 et seq, is noted to be the most significant reform to local government reorganization law since the a LAFCO in each county was created by statute in 1963. LAFCOs have statutory responsibilities of promoting orderly growth and development, preserving the state's finite open space and agricultural land resources, and working to ensure that high quality public services are provided to all Californians in the most efficient and effective manner. In conducting its review of municipal services, the CKH Act requires that LAFCO must comprehensively review all of the agencies that provide the identified service or services within the designated geographic area. A service review should encompass a comprehensive study of each public service provided by counties, spedal districts, and the cities in the region. The review should not be focused on an individual jurisdiction, rather LAFCO is required to look broadly at all agencies within a geographic region that provide a service. Services Provided bv the City of Ukiah The City of Ukiah provides a number of municipal services to the community. The service area for each of the services provided coincides with the City limits, unless stated otherwise in the report. Tt should be noted that the City of Ukiah operates the Downtown Parking District. Operation of this district is not included in this report. The services included in this review as well as the departments providing the services, are arranged in the following order: Community.~ervices provides: Parks, Recreation and Museum Services Facility Rental Services Animal Control Services SECTION 2 - The MSR Process - page 2 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Fire Department provides: Fire Protection Emergency Medical Response Services Police Department provides: Law Enforcement Services Dispatch Services Planning and Community Development Department provides: Planning and Building Services Ukiah Regional Airport provides: Airport Services Public Works provides: Roads and Circulation Services Stormwater Drainage Services ~olid Waste Systems (contract) provides: Solid Waste Disposal Services Public Utilities Department provides: Water Services Wastewater Services Electric Services SECTION 2 - The MSR Process - page 3 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW SECTION I1: The MSR Process Enablina Legislation The three laws which had governed changes in the boundaries and organization of cities and special districts were: the Knox-Nisbet Act of 1963, which established LAFCOs with regulatory authority over local agency boundary changes, the District Reorganization Act of 1965 (DRA), which combined separate laws governing special district boundaries into a single law, and the Hunidpat Organization Act of 1977 (FIORGA), which consolidated various laws on city incorporation and annexation into one law. These laws contained parallel and duplicative provisions, however, procedures varied from one law to another, and procedures necessary for one type of boundary change were found in different sections of the three laws. City and district boundary changes were confusing and complicated for local agencies and LAFCOs, and for residents and property owners. in .lune 1981, a subcommittee of LAFCO staff representatives was established to draf~ legislation for consolidating the three laws. The subcommittee spent three years rewriting the law. Early in 1984, the draft was approved by the CALAFCO legislative committee and executive board. In February 198~,, Assembly Member Cortese agreed to introduce legislation which would carry out the consolidating effort. After various reviews, Assembly Hember Cortese released the consolidated law in Hay 1984 for review and comment by local and statewide agencies, such as the League of California Cities and the County Supervisors Association of California (now the California State Association of Counties), and other interested groups and individuals. The final draft of the consolidated law was introduced by Assembly Hember Cortese in December 1984 as AB 115. This bill was approved by the Legislature, signed by the Governor, and chaptered as Chapter 541, Statutes of 1985. However, several bills in that legislative session amended sections of the Government Code affected by A8 115. AB 558 conformed these other bills to the new Local Government Reorganization Act and added the name of former Assemblyman .lohn Knox to the new law. The Legislature approved AB 558, Chapter 1599, Statutes of 1985, and the Governor signed the bill on October 2, 1985. The "Cortese- Knox Local Government Reorganization Act of 1985" became effective .lanuary 1, 1986. Numerous sections have been added, amended, or repealed since that time. Speaker Robert H. Hertzberg introduced AB 2838 in 2000 to comprehensively revise the Act. On September 26, 2000, AB 2838 (Chapter 761, Statutes of 2000) was signed into law by Governor Gray Davis. The bill incorporated many of the recommendations made by the Commission on Local Governance in the 21~ Century in its report, "Growth Within Bounds." The extent of revisions resulting from A8 2838 is reflected in the Act's new title: '"l'he Cortese-Knox-Hertzberg Local Government Reorganization Act of 2000." ~ This legislation, codified as California Government Code §56000 et seq, is noted to be the most significant reform to local government reorganization law since the Knox-Nisbet Act of 1963. LAFCOs have statutory responsibilities of promoting orderly growth and development, preserving the state's finite open space and agricultural land resources, and working to ensure ~ Historical information has been summarized from California Association of Local Agency Formation Commissions' web page at http://www.calafco.orq/ckh.htm SECTION 2 - The MSR Process - page 4 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW that high quality public services are provided to all Californians in the most efficient and effective manner. Reouirements of the Act IVlunicipal Service Reviews (MSR) were added to LAFCOs' mandate with the passage of the CKH Act in 2000. A service review is a comprehensive study designed to better inform LAFCO, local agencies, and the community about the provision of municipal services. Service reviews attempt to capture and analyze information about the governance structures and efficiencies of service providers, and to identify opportunities for greater coordination and cooperation between providers. The service review is a prerequisite to a sphere of influence (SOl) determination and may also lead a LAFCO to take other actions under its authority. LAFCOS are required to comprehensively review all municipal services provided by agencies with SOls. Service reviews are conducted before, or in conjunction with, but no later than the time LAFCO establishes or updates SO]~s. Service reviews are not intended to be agency specific. Rather, they focus on all public and private service providers within an identified geographic area that provide the service under review. A service review process must include adoption of written determinations of service related issues. I~lendocino Local Aoencv Formation Commission The Mendocino Local Agency Commission (LAFCO) is composed of two members of the Hendocino County Board of Supervisors, two City Council members, two Special District Representatives, and one Public Member-At-Large. The Commission also has one alternate member for each represented category. LAFCO operates under an independent status and the Executive Officer is appointed by contract by the Commission. The Executive Officer is the Chief Administrative Officer and implements the policies and directives which the Commission establishes. The Executive Officer also serves as the Clerk of the Commission, preparing and maintaining documents, public records, and receives all maU:ers or information to be filed for action by the Commission. LAFCO currently has no other staff resources at its disposal. Contact information is as follows: Frank HcHichael, Executive Officer frankmcmichael@mendolafco.org Mendocino County Local Agency Formation Commission Ukiah Valley Conference Center 200 South School Street, Suite 2 Ukiah, CA 95482 (707) 463-4470 Telephone / (707) 462-2088 Fax Office Hours: Hon - Thu, 9:00 a.m. to 1:00 p.m. or by appointment Existing law requires SOls to be updated every five years, IVlSRs must be completed for SOl updates, and MSRs should be updated at least every five years. The planning horizon for this HSR will be five years from the adoption of the revised Sphere of Influence. City of Ukiah Department of Planning and Community Development staff has proceeded with a two-phase process. The first phase consisted of preliminary staff assessment of the municipal services that provided either partially or in whole by the City of Ukiah. This MSR document, which is the compilation of data and summarization of the required determinations, is the second phase. SECTION 2 - The MSR Process - page 5 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW What Services are to be [ncluded in this Review Not all municipal services are required to be reviewed. Only services for which a SOl has been adopted by LAFCO need be reviewed. The OPR guidelines state that "LAFCO should attempt to include public and private service providers. Only the public service providers are required to share information; however, LAFCO should make the same requests of all providers in order to demonstrate that the review was as comprehensive as possible." LAFCO is further encouraged to engage stakeholders as appropriate and to work collaboratively to address issues and challenges. Stakeholders may include the affected and other government agencies, other interested parties and members of the public. In the case of this MSR, services include those provided by the City of Ukiah (listed above) and the Ukiah Valley Sanitation District, with references to other agencies providing similar services within the current SO[. Schedule It is LAFCO's responsibility to establish a schedule for individual MSRs and updates to the same. Tn developing the schedule LAFCO must take into account how current the SOls are, growth and service patterns, if there are pending proposals for changes to SOls, the complexity of the services being reviewed, single (such as the UVSD) or bundled (such as the City) services provided by agencies, the capacity and funding of the LAFCO to undertake the review, the general operating practices of the LAFCO, and all of this in context with planning for its own workload management. Existing law requires that SOls be reviewed and updated if necessary at least every five years. Since municipal service reviews must be completed for SOI updates, municipal service reviews should be updated at least every five years. Although the law became effective as of 2000, LAFCO of Mendocino County had not begun the process of Municipal Service Reviews prior to the release of the State-mandated OPR guidelines which were finalized in August 2003. With their release, LAFCO began the process for all independent special districts and cities within Hendocino County. By statute and policy, LAFCO will not allow SO[ updates or amendments, annexations or other organizational changes until the Municipal Service Reviews have been completed for the agencies requesting changes. Because the Ukiah Valley is subject to questions about water avaitability, growth issues, requests for annexation to districts, requests for annexation to the City of Ukiah, development of a County Redevelopment Agency that will impact water service providers in the Ukiah Valley and the development of an amendment to the County's General Plan, called the Ukiah Valley Area Plan, (UVAP) which will also impact the service providers in the Ukiah Valley, it became critical for Municipal Service Reviews to begin in this location. Written determinations for each factor will be prepared for the Commission's consideration. The OPR Guidelines encourage LAFCO to work cooperatively with the variety of stakeholders involved in preparing a Service Review. A description of the process for this Municipal Service review is included in Section TT of this report. City Council, Agency, and Public Review The Draft MSR will be circulated to the agencies, interested groups, stakeholders and the City Council for review. Responses received from the circulation will be evaluated by staff, SECTION 2 - The MSR Process - page 6 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW discussed with the City Council and general public, and modifications may be made to the document at the direction of the City Council. The Draft MSR will include draft Determ/nab'on$. Final Determ/nat/on$ will be included in the Final MSR. It is anticipated that the City Council discussion and public meeting will help provide direction and/or suggestions for the development of the final nine Determ/nat/on$ required by Government Code 56430. LAFCO Review and Action Once the review period is completed and the City Council has developed the final nine Determinations, a Resolution of Determinations will be prepared for a noticed LAFCO public hearing(s). At that hearing, the Commission may approve, or disapprove, with or without amendments, the final MSR. If the Commission determines that the final MSR is not sufficient or adequate, the Commission may provide additional direction to staff to provide further research or information or to make changes to the document for a continued later hearing. The ultimate outcome of the public hearing(s) would be acceptance of the Municipal Service Review which would include the Resolution of Determinations by the Commission making the nine determinations required by law. Upon approval by the Commission of the Municipal Service Review and the Resolution of Determinations, authorization would be sought from the Commission to make a formal determination that the City of Ukiah Municipal Service Review was complete. Future Use and Dissemination Copies of the Municipal Service Review will be disseminated to the Agency's Board of Directors and the City. Also file copies to be made available at LAFCO's office for public review, a limited number of copies will be printed for purpose of sale to interested parties, and copies will be sent to other requesting agencies and other regulatory agencies as appropriate. Sphere of Tnfluence Determination for Agency The approved Municipal Service Review will be used as an information source, in conjunction with any other studies, to assist in the determination of the Sphere of Influence for the City of Ukiah and future annexations. SECTION 2 - The MSR Process - page 7 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW SECTION THE Cl'TY OF UKZAH L~:ation The City of Ukiah is situated in southern Hendocino County, along Highway 101, approximately 120 miles north of San Francisco. Ukiah and the surrounding Yokayo Valley are protected on the west by the Hendocino Range and on the east by the Hayacamas Mountains. Ukiah is a center of commerce as well as the County Seat. As such, many government services are located in the City, including the Courthouse, Public Library, County Administrative Offices, Social Security, Veteran's Administration and others. Boundaries - Limits of Tncomor~tiQn At the time the City was incorporated it was established as one square mile. Since that time 61 annexations have taken place. The boundary of the City of Ukiah currently encompasses approximately 4.2 square miles and is bordered by unincorporated tands in all directions. The city limits have not changed since the last annexation in 1987. Properties in three general areas (the Brush Street Triangle, the Wastewater Treatment Plant, and the Airport) are currently under consideration for annexation, and one property (the North Fire Station), was recently detached from the City due to its sale to a private party. Sphere of ]influence The City's current SOT was adopted by the City and ratified by LAFCO in 1982. lit extends from State Highway 20 at the north to Burke Hill Road at the south. Tt spans from ridgeline to ridgeline of the mountain ranges on the east and west sides of the Ukiah Valley. Tt encompasses approximately 60 square miles (38,000 acres). The 1995 General Plan stated that the City of Ukiah's Sphere of Tnfluence, rather, should be as depicted in the following figure. As can be seen, the boundaries were significantly reduced to approximately :[0 square miles. Tn 2005, City and County representatives began meeting to discuss regional planning issues, the City's Sphere of Tnfluence, and annexation issues. Tn 2006, general agreement by the City Councit was reached regarding a slight enlargement to the proposed 1995 SOT. Accordingly, the City will be proposing an amendment to its General Plan and a slightly larger SOT than envisioned in 1995. This SO][ includes 1,718 parcels of land with an area of approximately 4,518 acres. At the direction of the City Council, the draft revised SOT has been submitted to the Hendocino County Planning Team for inclusion in the Ukiah Valley Area Plan process. A final determination regarding the City of Ukiah SOT will be made by LAFCO after the City makes formal application to amend its current SOT. SECTION 2 - The MSR Process - page 1 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Figure XX: City of Ukiah Sphere of Influence as Recommended by the General Plan in '1995 and Proposed in the UVAP process in 2007. 2006 SPHERE OF INFLUENCE DISCUSSION iL SECTION 2 - The MSR Process - page 2 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Population and Housing Statistics City officials estimate 90 percent of the City is currently developed: Consequently, unless there is a consolidation of service areas through annexation or service agreement, there is limited potential for significant growth. According to California Department of Finance information, growth in the City of Ukiah was less than one-percent for the year of 2001. City staff estimates that build-out of the current service area will occur within 10 years. The California Department of Finance estimates the City's 2005 population to be 15,959. In the ten years between 1990 and 2000, the City's population increased 5.91%, from 14,632 to 15,497. During the same time period, housing stock was increased by 5.06%. The total number of units increased from 5,841 to 6,137. By comparison, for the same 10-year period, the population increased for IVlendocino County by 7.37% and in housing units was 9.77%. The growth in available housing stock was slightly behind the population for the City of Ukiah, while the growth in housing stock in Hendocino County outpaced the increase in population. The following table shows the current population projections for the City of Ukiah over next 10 years. Table : Population Projections - City of Ukiah YEAR POPULATION WITH 1%GROWTHRATE 2005 15,959 2006 16,119 2007 16,280 2008 16,443 2009 16,607 2010 16,773 2011 16,941 2012 17,110 2013 17,281 2014 17,454 2015 17,629 Population at Buildout- City of Ukiah The 2003/04 Vacant and Underutilized Land Survey concluded that there is a potential for 733 residential units left in the City limits. 733 x 2.44 people per unit = 1789 people. The 2004 population was approximately 15,799 129 people. 15,799 +1789 = 17,588. The estimated population at build-out is 17,588 people. The projected year of build-out if the population grows at 1% annually is 2014/2015. Population Notes 1. Build-out means within the current City limits, and does not assume any annexation of land: SECTION 2 - The MSR Process - page 3 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW 2. Interestingly, the 1995 General Plan estimated the 2015 build-out population at 22,739, nearly 5,000 more than currently estimated. 3. Build-out based on the 2003/04 Vacant and Underutilized Land Survey will mean a substantial amount of infill development, which will be difficult to build because of traditional approaches by local developers and property owners, difficulties with financing and insurance, NIMBYISM, and other factors. This could mean that actual build-out and a population of approximately 17,000 to 18,000 may not occur until later than 2014/2015. 4. Past Growth: 1940-1950 = 239 people annually; 1950-1960 = 378 people annually; 1960-1970 = 20 people annually; 1970-1980 = 194 people annually; 1980-1990 = 256 people annually; 1990-2000 = 90 people annually. The average growth from 1970-1990 was 225 people per year. That dropped off dramatically in the 1990's. A 1% growth rate over the next 10-15 years assumes approximately 150-180 people annually, which nearly doubles what occurred in the 1990's when more vacant and developable land was available. It is concluded that a 1% growth rate in the current City limits over the next 10-15 years is questionable. Obviously, annexation of developable could alter this conclusion. 5. No land has been annexed by the City in the past 20+ years. It is likely that the pressure to annex land for housing opportunities will increase in the future. Types and Locations of Growth - City of Ukiah Commercial Development: Commercial development will continue to occur in the Airport Business Park. The Airport Business Park is approximately 65%-70% built-out. It is likely that this area will build out with retail, office, lodging and restaurant type development in the next 10 years. It is anticipated that the few remaining parcels along Orchard Avenue will develop with commercial land uses in the next five years. The vacant parcel at the intersection of Orchard Avenue and Gobbi Street will likely be developed with a mixed commercial/residential project or visitor serving commercial land use. Similarly, it is anticipated that the vacant parcels along Gobbi Street west of the railroad tracks will develop with a mixed commercial/residential project and the railroad depot site may development with visitor serving commercial and residential land uses. Residential Development: Opportunities for large residential developments are extremely limited due to the lack of large vacant parcels. The 2004 General Plan Housing Element suggested that residential development will primarily occur on the remaining small vacant parcels and on existing underutilized commercially developed parcels. It also acknowledges that there is opportunity for creative mixed commemial/residential land uses. It is estimated that infill development on vacant and underutilized land could result in approximately 733 residential units. Light Manufacturin,q/Industrial Development: It is anticipated that light manufacturing and industrial development will occur as small projects on vacant and/or underutilized land zoned for such uses. While there is limited opportunity left in the City limits for infill light manufacturing and industrial development, there is approximately 15 acres of industrially zoned vacant land, 24 acres of light manufacturing/mixed-use designated land, and approximately 12 acres of industrial/automotive commercial designated land in the Airport Business Park. SECTION 2 - The MSR Process - page 4 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Table : Development Potential - Sphere of Znfluence Growth Areas AREA CURRENT ZONING CONSTRAZNTS POTENT[AL DEVELOPMENT DEVELOPMENT Brush Self storage and Industrial Access, :[00- Residential, Street 2 sfd's and year flood areas commercial, light Triangle commercial manufacturing Western Scattered sfd's Low Access, Limited SFD Hills density topography, residential slope stability Masonite Light Industrial, ~.00-year flood Light North manufacturing, residential, areas, access manufacturing, residential, AG, and and circulation, industrial, commercial, commercial prime soils, commercial, agriculture zoning residential - 700,000 sq.ft. commercial center proposed Lovers Agriculture ] AG Prime soils, Residential Lane access and commercial mixed circulation use - 800 to 1800 units estimated Stipp Agricultural and Residential Prime soils Residential -199 Lane sfd's SFD/MF proposed Governance The City of Ukiah was incorporated as a general law city, in 1876. The City operates under a Council-Hanager form of government. The City Council consists of five council members who are elected by the community at large to serve four-year terms. The Mayor is appointed by the Councilmembers. The Hayor presides over all Council meetings and represents the City in official matters. The Vice Mayor is appointed by the City Council and serves in the Mayor's absence. Councilmembers receive a monthly stipend of $471 and a paid allowance of $241 for medical insurance coverage as compensation for their service. The City Treasurer's is an elected position, and is a four-year term. The City Treasurer receives a monthly stipend of $300 per month. The Council meets twice monthly, on the first and third Wednesday of each month, at the Ukiah Civic Center at 300 Seminary Avenue, Ukiah, California, starting typically at 6:00 p.m. The meetings are easily accessible to the public and are publicly broadcast on a local cable television channel, a service provided by the franchise cable service provider. Agendas of the City Council and various commissions are posted on the City website http://www.cityofukiah.com/, posted at the Ukiah Civic Center, and copies are faxed to the media, and other interested agencies, such as the public library. A list of the current elected officials is as follows. SECTION 2 - The MSR Process - page 5 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Mayor: Marl Rodin Nov, 2008 Vice Mayor: Phil Baldwin Nov, 2010 Councilmember: Benj Thomas Nov, 2010 Councilmember: Doug Crane Nov, 2008 Councilmember: John McCowen Nov, 2010 Treasurer: Allen Carter Nov, 2008 As Councilmembers begin new terms of office, they are provided the opportunity to meet with the City Hanager, City Attorney, City Clerk, and Department Heads. Some members elect to spend additional time with Department Heads and out "in the field" with line supervisors for a better understanding of the operations. City Administration. Manaaement and O~erations The Council appoints a City Manager to carry out the day-to-day operations of the City. The City Manager is the administrative head of the government of the City under the directions and control of the City Council except as otherwise provided in the Municipal Code. The City Manager is responsible for the eff~cient administration of all the affairs of the City which are under his or her control. The total authorized positions for all City departments in the 2006-2007 budget totaled 172.85 full-time positions. In addition 100 other positions are filled by temporary, part-time and seasonal personnel. Oroanization The City Manager oversees nine departments, as shown in the following organization chart. Figure __: City of Ukiah Organizational Chart by Department ICity Manager~ (1) J I I Dispatch EMS (39) (19) I I Community ( 14 ) Development (6) Public Utilities (36) I Works Services (15) (26) I Regional Airport (4) "Administrative~ Services (9) SECTION 2 - The MSR Process - page 6 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Table __: City of Ukiah - Staffing: Full and Part Time Employees DEPARTMENT FULL TLME EMPLOYEES PART TZME EMPLOYEES Fire 21.6 _0 Police 43 2 Public Works ~.5.5 ]. Utilities 44.5 Finance 12.8 City ManaQer and 8.2 Administrative SuDuort PlanninQ and Community 6 _0 DevelQpment Community Services 20 8~4 ReeJonal Airnqrt 2 6 172.85 100 Departments Departments providing services which are reviewed in this study are described elsewhere in this report. Those departments are Community Services, Fire, Police, Planning and Community Development, Ukiah Regional Airport, Public Works, and Public Utilities. Two departments which provide internal services to the departments listed above, and for which specific services are not reviewed in detail in this report, are the Finance Department and the City Manager/Administration Department. CZ'FY MANAGER AND ADMINI'STRAT'ZVE SERVZCES DEPARTMENT The City Manager is assisted by the Executive Assistant to the City Manager/City Clerk, who also supervises the administrative services work group. This group performs a variety of secretarial, receptionist, clerical, and other support tasks, providing assistance to all departments other than the public safety departments. The Personnel Division is staffed with two full time employees, performing a broad range of services including recruiting candidates, managing the hiring process, assuring compliance with various employment requirements such as testing, employee communications, benefit administration, and so forth. Recently the City hired an Economic Development Coordinator/Assistant to the City Manager. At this time the position is funded for two years, 50% by grant funding and 50% by the Redevelopment Agency. The Risk Manager/Budget Officer handles the City's liability and safety compliance functions. Figure : City Manager/Administrative Services Organization Chart ICiManage~ (1) J SECTION 2 - The MSR Process - page 7 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW FZNANCE DEPARTMENT The Director of Finance is the Chief Accounting Officer for the City and is responsible for the efficient administration of all the accounting functions for the City. Under the direction of the Director this department administers accounting functions of the City, distributes wages to employees and payments to vendors, invoices for and collects from consumers for services, administers laws and ordinances pertaining to taxes, licenses and permits, causes current accounts to be kept of all funds, revenue, receipts, expenditures and financial commitments of the City, applies budgetary controls of expenditures, performs the necessary assistance and oversight for the purchase of materials and supplies, organizes, prepares and analyzes the budget document recommended for approval of Council, performs audits of the accounting functions performed by all other departments and divisions of the City and prepares financial statements and statistical reports. The functions of the Finance Department are organized as follows: Figure : City of Ukiah Finance Department Organization Chart Director (1) ( I FT ) Technology ( 1 FT ) Payable ( I PT) (2 FT) ( 1 FT) I Misc Accts Receivable (1 FT) I Purchasing (1 FT) Customer Service (4FT) (2 PT ) I fMtr Reading Field Svcs (2FT) (2PT) Budaet and Financial OuUook The City's annual proposed budget is prepared by staff under the direction of the City Manager. The City Council adopts the annual budget typically at a special "Budget Hearing" in .~une, just prior to the end of the fiscal year. The City Council is provided "hard copies" of the proposed budget prior to the budget hearings, and copies are made available at the Civic Center and at the Library. The budget hearings are publicly noticed and the public has the opportunity to comment on the proposed budget. Notice of the budget hearings is provided in the same way as other routine Council meetings. Budget performance is continuously monitored by staff and recommendations for Mid-Year Budget Adjustments are compiled and presented to the City Council for approval at a regularly SECTION 2 - The MSR Process - page 8 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW scheduled or special meeting. At this time the City Council has the opportunity to adjust the current budgeted revenue or expenditures to respond to significant new or emergency needs. The City's total budget for fiscal year 2005-2006 is approximately $55 million and is a balanced budget. The revenues anticipated should approximately equal the estimated expenditures, leaving an ending fund balance of approximately $18.26 million. General Fund revenues total approximately $10.87 million and expenditures of approximately $10.73 million, with an ending fund balance projected to be $2.33 million. The City's recent improved financial outlook comes as a result of conservative fiscal measures and precautions on the part of the decision makers and staff, in response to recent State Budget issues. It is also the result of passage of a 1/2 cent general sales tax measure along with an advisory measure specifying public safety as a high priority for the revenues generated. The 1/2 cent tax measure is expected to generate an additional $1.5 million in the nine-month period from October 2005 through June 2006 (equates to approximately $2.0 million if in affect for a full fiscal year). However, the tax measure has a 10-year sunset clause, and therefore ends in 2014 unless it is reinstated or another measure is passed by the voters. At budget approval time, the City had approximately $23.5 million in external debt and internal debt financing totaling $1.9 million, or approximately $25.4 million total. FISCAL RESPONSZBILZI'Y The City avoids or reduces costs to maintain fiscal responsibility in a number of ways. Annual Fiscal Audit Each year the Council retains an independent auditor to perform an audit of the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregated remaining fund information. The audit for the fiscal year ending June 30, 2005, was performed by Davis Hammon & Co. - Certified Public Accountants. Their report, dated October 28, 2005, atong with reports from previous years is available at the City of Ukiah offices. Investment Policy The City of Ukiah has a written Statement of Tnvestment Policy which establishes the investment policies governing investment activities under the direction of the City. Investment of bond proceeds is further restricted by the provisions of relevant bond documents. The objectives of the policy are to assure safety of the principal, assure that the City shall remain sufficiently liquid to meet its cash flow requirements, and to earn a reasonable investment return. This policy is reviewed annually by the elected City Treasurer, who prepares a "Statement of Investment Policy" which is presented to the City Council at a public meeting. The City also has established an Investment Oversight Committee. This committee periodically to review the investment activities of the City to see that they are in accordance with regulations and that investment strategies are being followed. The primary investment objectives of the City as stated in the July 2002 Statement of Investment Policy, in order of priority, are safety, liquidity and yield. Insurance Protection The City participates in the Redwood Empire Hunicipal Insurance Fund {REM[F), a joint powers authority that funds insurance coverage for its members. This membership allows the City to receive lower rates on insurance coverage. SECTION 2 - The MSR Process - page 9 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Purchasing Policy The City also has an adopted purchasing policy to guide expenditures which places the purchases of goods and services under the control of the City Manager. The policy lists requirements for competitive pricing, professional service agreements, and public works contracts. Grant Funding 'The City makes a practice of applying for grants to assist in funding needed facilities and programs for the City's residents. Grants totaling approximately $4.86 million were reported on in the 2004-2005 Single Audit2. Some of the grants and funding programs the City has benefited from during the last five years include: US Dept of Housinq and Urban Development- Federal Emergency Shelter Grants, Community Development Block Grants and Home Investment Partnership Program US Dept of Justice- Office of Community Oriented Policing Services, Office of Justice Programs Local Law Enforcement Block Grants, and Federal Narcotics Forfeitures Federal Emerqency /Vanaqernent Aqency- Disaster Assistance, and Assistance to Firefighters Grant Program Inst/tute of ~luseurn Serv/ces- General Operating Support Department of the Interior- Indian Arts and Crafts Development Department of Transportat/on - Airport ]:mprovement Program Nat/ona/Sc/ence Foundat/on- General Operating Support State ofCa//forn/a. - State Transportation Improvement Program Federal Hiqhway A/d Proqrarn - TEA Fund/rig Subsequent to the end of the fiscal year, the City received notice that it will be the recipient of three Prop 40 (2002) Resources Bond grants totaling $1.5 million, for use at Anton Stadium, Ukiah Skatepark, and the Ukiah Municipal Swim Center. COMMUNZI'Y SERVICES: PARKS, RECREATION, MUSEUM The City of Ukiah Community Services (CS) Department is comprised of six divisions: Parks/Animal Control, Recreation/Aquatics, Golf, Ukiah Valley Conference Center/Facility Rentals, Grace Hudson Museum/Sun House, as well as General Government Buildings. 2 Davis Hammond & Co., Certified Public Accountants - City of Ukiah Financial Statements To,qether with Independent Auditiors Reports, for the year ended June 30, 2005. October 2005 SECTION 2 - The MSR Process - page CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Figure __ : City of Ukiah Community Services Department Organization Chart I Animal Control ~. (8) Director (1) Admin Support I & Aquatics I ( 6 ) . (2) ~ I Supervisor (1) I "-Ukiah Valley Conference Center & Facility Rentals (3) I Grace Hudson Vluseum ~ Sun House ,. (3) I Gov't Buildings (3) Personnel To staff the various divisions, CSD is authorized in the 2005-2006 for 18-full time positions. In addition, the CSD is authorized to utilize 80 temporary, para-time and seasonal personnel. The actual number varies through the seasons depending on the programs underway (summer day camp works, swimming pool staff, umpires, referees, etc) Seventeen full time employees in the Community Services Department have bargaining unit representation in one of three bargaining units. Budget - Expenditures and Revenue The adopted 2005-2006 budget for the entire CSD was over $2.6 million. Additional detail is provided in the following table. Table 2006 : City of Ukiah Parks, Recreation and Museum Services Budget FY 2005- Gen Govt Bldgs Parks Park Development Recreation Salaries Operations Capital & & Benefits Maintenance $102,284 $167,852 $4,900 477,389 190,192 125,000 0 0 390,000 99,940 35,566 0 Funding Sources $269,630 Reimb credits 410,000 State Park Bond 2000 8,000 Ballfield Sign Rev SECTION 2 - The MSR Process - page 11 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Administration Recreation, Sports and Programs Aquatics Grace Hudson/ Sun House Museum Museum Grants Municipal Golf Course Parking District Ukiah Valley Conf Center and Facility Rentals 130,561 sports 199,861 activities 70,177 57,387 0 185,969 51,452 0 0 71,500 5,OO0 303,534 303,530 0 156,500 Spods Rev 236,000 Other Rec Rev 73,428 Genl Fund 34,000 Revenue 93,564 GenlFund 20,000 Reimb Credits 12,000 Museum Rev 205,421GenlFund 76,500 Grant revenue 654,725 Revenue 82,874 79,347 30,000 159,382 Revenue 10,398 Debtse~ice 102,907 140,649 221,506 Revenue 22,024 Genl Fund Service Area: The CSD currently provides parks, recreation, golf, sports, aquatics, and museum services to the citizens in the City of Ukiah. In addition, the Department serves the greater Ukiah Valley including Hopland, Potter Valley, Talmage, Calpella, and Redwood Valley with these services because the County of Hendocino does not offer them. Review of past records and current estimates reveal that the Department also serves residents throughout the County from the hamlet of Hopland to the various communities along the coast. For example, in 2004, approximately 65-70% of the 1,000 participants in City League Youth Basketball resided outside the City limits. The City of Ukiah CSD serves all of Mendocino County. Facilities: The Community Services Department operates and maintains an aquatics center, tennis courts, an 18-hole golf course, basketball courts, turf playing fields, a sports complex, picnic and barbeque areas, the Grace Hudson Museum and Sun House, playgrounds, restrooms and a variety of other facilities. In addition, CSD also maintains all the trees, shrubbery, and passive turf areas within the park system. Table : City of Ukiah Community Services Facilities Facility Amenities Acres Alex R Thomas Plaza Picnic tables, benches, amphitheater, pavilion, restrooms. 0.8 310 S. State Street Gardner Park Picnic tables, benches. .2 248 Oak Street Giorno Park/ Open grass areas, softball/baseball diamonds. 12.0 Anton Stadium 506 Park Blvd. Hudson-Carpenter Open grass areas, picnic tables, benches, 0.8 Park multipurpose/meeting rooms, bocce court, restrooms 431 S. Main Street McGarvey Park Picnic tables, benches. 1.0 SECTION 2 - The MSR Process - page 12 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW 310 Dora Street Nokomis Tennis Courts Tennis courts. 0.3 Wabash Avenue Oak Manor Park Open grass areas, playground equipment, picnic tables, 4.0 500 Oak Manor Drive benches, BBQs, group picnic area volleyball courts, tennis courts, softball/baseball diamonds, bocce court, restrooms. Todd Grove Park Open grass areas, playground equipment, picnic tables, 16.2 600Live Oak benches BBQs, group picnic area horseshoe pits, volleyball standards, swimming pool, amphitheater, covered gazebo/pavilion, multipurpose/meeting rooms, restrooms. Ukiah Civic Center Open grass areas, multipurpose/meeting rooms, 2.5 300 Seminary Avenue restrooms. Vinewood Park Open grass areas, playground equipment, picnic tables, 4.7 1260 Elm Street benches BBQs, group picnic area, volleyball, restrooms. Ukiah Softball Complex Open grass areas, picnic tables, benches, 10.3 River Road exit off 101 softball/baseball diamonds, restrooms. Riverside Park Open grass areas, playground equipment, picnic tables, 42 benches BBQs, group picnic area horseshoe pits, volleyball courts, tennis courts, basketball courts, swimming pool, amphitheater, covered gazebo/pavilion, softball/baseball diamonds, multipurpose/meeting rooms, bocce court Observatory Park Open grass area, labyrinth, benches, walking path, .3.0 432 Observatory Ave. and native garden. Orchard Park Open grass area, benches, walking path, picnic area, and 0.25 855 Orchard Ave. playground Depot Pocket Park Benches, walking path and tandscaped area. 0.15 Perkins Street & Hospital Drive Ukiah Municipal Golf 18 hole championship golf course, NCGA rated par 70. 89.0 Course Total Acreage 187.2 Recently the City received notice that it will be the recipient of three Proposition 40 (2002) Resource Bond grants of $500,000 each, a combined total of $1,500,000 for use at Anton Stadium, the Ukiah Flunicipal Swim Center, and the Ukiah Skate Park. Improvements at Anton Stadium include minor field upgrades, new dugouts, minor drainage improvements to the in- field, batting cage renovations; parking lot improvements include resurfacing and striping. Pedestrian and ADA access will be addressed with the main focus on the wood grandstand structure which is extremely deteriorated. Improvements will also include the structural demolition and renovation in the under seating area including the team rooms and restrooms, and reconstruction and a multi-purpose room. Work at the swimming complex will consist of two phases. The first phase includes renovation of components and equipment replacement, including a PC liner for the small pool in an attempt to stop the water leaks, chlorination system replacement, filtration system upgrade, one meter diving board replacement, a slide in lieu of a three-meter board, life guard stands, chairs, benches, and tables. The second phase includes removal & replacement of restrooms, pool office, concession stand & storage rooms, the SECTION 2 - The MSR Process - page 13 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW addition of a multipurpose room, circulation system replacement, deck repair removal of abandoned wading pool, solar panel system replacement, and photovoltaic system installation. The County Supervisor representing the residents of the City has committed to contribute $175,000 of Proposition 40 funding available to him for discretionary use to assist with these projects, and an anonymous donor has also committed to $100,000 for the Skate Park. The Grace Hudson Museum was established in 1986. Since that time it has become an increasingly important cultural and educational resource for Northern California. The Museum's collections consist of more than 30,000 inter-related objects, with significant holdings of Pomo Tndian artifacts (particularly basketry) ethnographic field notes, unpublished manuscripts, historic photographs and the world's largest collection of Grace Hudson paintings. The Museum's exhibitions and public programs are thematically shaped by, and linked to, its collections with their focus on Western art, history and anthropology. The Museum also houses a gift store with exhibition-related merchandise and high quality books, children's items, local crafts and t-shirts. The Huseum is locates at Hudson-Carpenter Park, which has picnic tables shaded by ancient oaks and a basketry garden featuring the plants used by Pomo Indian weavers to create their baskets. The Hudsons' 1911 redwood Craftsman bungalow home, the Sun House, is adjacent to the Huseum. Tt is interpreted for the public with docent led tours leaving from the Museum. The Sun House is a California Historical Landmark and is listed in the National Register of Historic Places. The Grace Hudson Museum is a division of the City of Ukiah's Community Services department. The City owns and operates the Museum with a professional staff and the support of the Sun House Guild. 3 Programs and Events: The Recreation and Aquatics division of CSD offers a number of programs and services that enhance the quality of community life in Ukiah. Day Camp: This program offers ten weeks of camp activities for children ages 6-12. Camp hours are from 7:30am - 5:30pm, and the program runs mid-~lune through the end of August. Aquatics: The City of Ukiah operates the largest aquatic program in Mendocino County. The pool facility is open 7 days a week throughout the summer months. A variety of American Red Cross swimming courses are offered for individuals of all skill levels, including lessons for infants, youth, and adults. Tn addition, the pool offers public swim, lap swim, private party rentals, and aquatic sports. Recreation Guide: This guide is direct-mailed to 19,000 homes. CSD coordinates all aspects of this guide from the class instructors, to the advertisers, to the graphic design. Revenues are generated by the various programs CSD offers. The following table provides a schedule of the charges. Grace Hudson Museum website, http://www.~lracehudsonmuseum.orq/ SECTION 2 - The MSR Process - page 14 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Table __: City of Ukiah CSD Program Fees and Participation Program Fee Average Participation Day Camp $125 per week (with discounts for 250 children multi weeks and part time rates) Aquatics $3 for youth, $4 for adults Youth Basketball $170 per team/$45per player, 1000 youth Men's Softball $450per team/$30 per player, 700 adults Co-ed Softball $300 per team/S25 per player, 400 adults Girls Youth Softball $200 per team/S50 per player, 250 youth Basketball Camps Approx $135 per week 200 children/youth CSD is also responsible for coordinating several events for the community. Table __: City of Ukiah Sponsored Events Event Description Average Attendance PumpkinFest Annual two day community event + 10,000 held downtown, in the area surrounding Alex Thomas Plaza. Events feature a pumpkin weigh- off, parade, brew & wine tasting and a dog contest. Concerts in the Park Free concert series, held 6 times + 5,000 per concert during the summer months. Movies in the Plaza Free summer outdoor movies + 400 per showing series, held 6 times in Alex Thomas Plaza The City of Ukiah Municipal Golf Course is an Enterprise funded operation, with the capacity to be self sustaining. Fees for use of the Golf Course are as listed in the following table. Table __: City of Ukiah Golf Course Greens Fees Amount Fee Type Friday through Sunday and'Holidays Adults - 18 holes $ 25 After 1:00 pm $ 18 Monday through Thursday Adults - 18 holes .$ 20 After 1:00 pm $ 16 Seniors - 18 holes $ 16 Juniors - 18 holes $ 12 Annual Greens Fees Unlimited Adult $ 1,500 Unlimited Adult Couples $ 2,000 · Unlimited Junior $ 500 Limited Adult $ 1,200 SECTION 2 - The MSR Process - page 15 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Limited Couple $ 1,600 Limited Senior $ 1,000 Limited Senior Couple $ 1,500 Limited Junior $ 300 Annual Private Cart Permit Fee $ 215 Best Practices The Community Services Department, as well as other departments in the City, also lends support to the Chamber of Commerce, the Hain Street Program and other non-profit organizations in various community efforts. Boards, Commissions and Committees Parks, Recreation, and Golf Commission This Commission consist of seven members, three from the Hen's and Women's Golf Clubs, and four members at large two of whom reside within the City and two of whom may reside outside the city by within the sphere of influence. The members of the commission serve three year terms. Their powers and duties are as follows: Recommend and advise on policies to be adopted and enforced for the operation, use and management of all recreation activities and facilities, parks and parkways; policies for the planning of recreation and parks programs for the inhabitants of the City, promote and stimulate public interest therein, and to solicit to the fullest extent possible the cooperation of school authorities and other interested public or private agencies; and policies for the acquisition, development and improvement of parks, playgrounds and facilities for recreation. Cultural Arts Advisory Board This advisory board was established in 1990, and consists of thirteen members, appointed by the Hayor with the approval of the City Council. There are six public members and seven members representing cultural organizations, as identified in a resolution adopted by the City Council from time to time, and as recommended by the Boards of Directors of the represented organizations. The members serve three year terms. This Board has the power and duty to recommend and advise on: policies to be adopted and enforced for the master planning, operation and management of the Sun House/Grace Hudson Huseum, policies to be adopted and enforced for the operation, use and management of all cultural arts activities and facilities; policies for the planning of cultural arts programs for the community, promote and stimulate public interest therein, and to that end, solicit to the fullest extent possible the cooperation of school authorities and other public or private agencies interested therein; and policies for the acquisition, development and improvement of facilities for cultural arts. Paths, O~en S~ace and Creeks Commission The Paths, Open Space, and Creeks Commission was established in 2003. This five-member commission is charged with recommending and advising on the efficient implementation of the open space and conservation element of the Ukiah general plan, on the efficient implementation of the pathway sections of the transportation element of the Ukiah general SECTION 2 - The MSR Process - page 16 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW plan, and on procedures and funding mechanisms for acquisition, preservation, and effective stewardship of city paths, open space, and creeks. SECTION 2 - The MSR Process - page ~17 CITY OF URIAH - MUNICIPAL SERVICES REVIEW ANIMAL CONTROL SERVZCES COMMUNETY SERVZCES DEPARTMENT The City of Ukiah provides Animal Control services through its Community Services Department. There is one full-time employee responding to calls within the City of Ukiah city limits. The City contracts with the County of Mendocino for limited shelter services. Budget - Expenditures and Revenue The 2006-2007 budget for providing Animal Control Services is $71,814. Service Area and Sphere of Influence Animal Control services are provided in all areas within the City of Ukiah city limits. Areas lying outside the City of Ukiah are served by the Flendocino County Facilities Operated and/or Maintained A pickup truck, equipped to allow animal containment, is necessary for this position, as well as the ability to communicate by radio or phone. Best Practices Backup to this one person work unit during times of illness, vacation or after hours is provided by the combined efforts of the Police Department and the Street Haintenance Division of Public Works. SECTION 2 - The MSR Process - page 18 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW FZRE PROTECTZON AND EMERGENCY MEDI'CAL RESPONSE FZRE DEPARTMENT The City of Ukiah Fire Department is a full service fire department inclusive of an advanced life support engine and ambulance. Overall management of the Fire Department is the responsibility of the Fire Chief. The Duty Chief and Shift Captains monitor the daily operations. Quality Assurance Quality Control, aflcer- action reviews, and monthly staff meetings are all approaches used to ensure the highest possible efficiency and effectiveness of service. Figure __: City of Ukiah Fire Department Organization Chart Fire Chief (1) Administrative Support (1) I (1 FT B.C.) (1 FT B.C.) (1 FT B.C.) HazMat, USAR, Volunteer (25 Volunteers) 3 shifts/each with Prevention Program, 1 Capt, I Eng, 3 FF/EMT Personnel The Department is authorized in the 2005-2006 budget to be staffed with 20 full time personnel, including a Chief, three battalion chiefs, four fire captains, three fire engineers, ten fire fighter/EHTs, and one administrative secretary. The FD is also supported by 25 paid volunteers. All the full time employees in the Fire Department have bargaining unit representation in one of= four bargaining units. One position was recently added following passage of a local 1/2-cent sales tax measure and advisory measure setting public safety as a high priority for funding. The measure has a 10- year sunset clause that is it expires in 2015 unless voters approve passage of another tax measure. One full time employee, a vehicle maintenance mechanic represented by the Miscellaneous Unit, performs work for both the Police and Fire Departments. SECTION 2 - The MSR Process - page 19 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Selection of new employees includes consideration of competitive testing results, physical ability, as well as medical and psychological examinations. Employees are considered for wage increases and advancement based on merit. An employee's performance is documented utilizing standardized evaluation forms. Traininq Fire fighter training and skills development provided by agency/department for fire fighters include on going in house training and courses offered by other agencies. Paramedic and EMT certifications per state and county requirements are required of the Firefighter/EMT personnel. Opportunities for continuing education in EHS training and skills is provided by the department. Firefighter 1, Firefighter 2, NWCG, TFSTA standards and other training is conducted daily and every Thursday evening. New volunteers are provided training including county chief's academy and FF1 curriculum. The Emergency Services Battalion Chief is responsible for training volunteers and paid staff. There are no similar departments similar to the City of Ukiah Fire Department in Mendocino county to compare with in order to characterize the training of the department's fire and EFvlS providers compared to other departments of similar size. The Chief characterizes the training of the department's fire and EMS providers compared to industry standards as good. Hazardous materials training provided to staff is as follows: Training Personnel Certification FRA: FRO: 28 Technician: Specialist: 6 CST[ Instructor: 4 CST[ Incident Commander: 6 CST[ WMD: 6 CST[ Other: Responsiveness On-duty fire fighting and emergency medical response personnel are equipped with pagers and radios. Volunteers are summoned by pager. The volunteer(s) responding from the farthest locations to the fire house typically arrive in approximately 15 minutes. Personnel and equipment responding to fire and/or medical emergencies can reach even the most remote area of the jurisdiction within five minutes. Exception§ could arise if traffic is severely congested or in the case of the western hills, where grades are steep and terrain limits accessibility. Currently these situations occur infrequently. Response times for the City and the UVFD differ due to different level of staffing and service area. SECTION 2 - The MSR Process - page 20 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Table : City of Ukiah FD - Typical Staffing and Response by Type of Emergency Call Type of Call Resources Activated Time, minutes Structure Fire: 1st alarm, all UFD plus an engine from UVFD 9-15 and one from CDF, if they are staffed, Grass Fire: UFD engine and patrol and Duty Chief 5-6 Wildland Fire: UFD engine and patrol and Duty Chief 5-6 Vehicle Fire: Engine with medic ambulance 4-5 Other Fire: Engine with medic ambulance 4-5 EMS Calls: Engine and/or ALS ambulance, depends on 2-5 type of call Vehicle Accidents: Engine and ALS ambulance 4-5 Hazardous Materials: Engine, ALS ambulance and Duty Chief 5-6 Staff responding to emergency medical service calls are typically trained and certified paramedics. The transport equipment offers advanced life support capabilities, and addition EMS equipment is also carried on the other units. Emergency medical service calls are coordinated with other service providers such as Ukiah Ambulance, CalStar, REACH, and the Ukiah Valley Medical center. The following table provides historical data regarding the number of calls responded to by FD personnel. Table __: City of Ukiah FD Service Calls by Type and Year 2000 2001 2002 2003 2004 2006 2006 Structure Fires: 15 24 24 24 12 15 14 Grass and 28 15 15 19 7 12 14 Wildland Fires: Vehicle Fires: 8 12 9 12 13 11 19 EMS/Medical Aid 1335 1366 1442 1585 1364 1405 1248 and Vehicle Accidents: Hazardous 52 59 55 52 61 39 45 Materials: Mutual Aid: 33 62 62 33 42 109 96 Other: 495 570 641 619 640 672 696 The City of Ukiah personnel participate in REH[T. REH[T refers to the Redwood Empire Hazardous Incident Team. Team members receive specialized training and respond to hazardous materials spills and incidents which occur within the county. SECTION 2 - The MSR Process - page 2'i CITY OF UKIAH - MUNICIPAL SERVICES REVIEW The Ukiah FD participates in the Ukiah Valley Automatic Aid Agreement and to the Hendocino County and State of California Hutual Aid, sharing personnel and equipment as requested. Aid is also provided to Ukiah Ambulance and to Mendocino County as requested. Ukiah FD is a State-wide mutual aid provider and upon request does respond to fires outside of Hendocino County. The City FD does not provide service to other areas under contract and does not rely on another agency by contract for service. F:~RE FLOW AND WATER SUPPLY Existing Conditions Water storage facilities are described in the Public Utilities Water service section of this report. A new 16" supply line has been constructed from the water plant to the tanks on the hillside. Almost the entire city is 'gridded' in the water supply piping. Hydrant spacing throughout the City varies but is generally adequate. The minimum target fire flows are according to the 2001 CFC and CBC, as well as municipal ordinances using the [SO calculations worksheet. The ability to attain these minimum flows is for the most part satisfactory. No fire pumps are needed to provide the fire flow pressures for sprinkler systems within the City of Ukiah, the pressure needed has always been adequate from the City's pipe system. Outside but adjacent to the City limits, there are the two water districts; Millview and Willow Water Districts to the north and south respectively. Both districts have cross-over system capability with the City of Ukiah so that either agency is able to provide their neighbor with water on an emergency basis. The crossover connection capability has been used infrequently, most recently however during the New Years 2005 flooding event, to assure potable water. There is also one private water system within our western hills area with a 120,000 gallon tank and hydrants at each of the residences. Recommended Improvements Dispatch The City of Ukiah Fire Department might benefit from changes in the system by which Fire and Emergency Medical Response calls are dispatched. The dispatch service managed from Howard Forest specifically deal with the types of emergencies the Ukiah Fire Department responds to. However, one obstacle is the added expense to the City of Ukiah to provide financial support to Howard Forest, as the City's dispatch function would continue to be required. Vehicle Maintenance Both the Police Department and the Fire Department depend on two mechanics to provide vehicle maintenance. Also, the PD relies on conventional gasoline-fueled vehicles. The FD relies somewhat on conventional gasoline-fueled vehicles and heavily on diesel-powered equipment. Each requires its only specialized training. Having two mechanics allows for specialization on the two primary types of vehicles. SECTION 2 - The MSR Process - page 22 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Street Infrastructure Improvements Continued infill within the congested downtown area creates increasing delays and hazards to emergency response. Traffic signal systems and emergency equipment should be fitted with pre-emption devices to enhance effectiveness. Narrow streets, particularly in the western neighborhoods, have been identified as potential obstructions to timely response. Efforts should be made to reduce conflicts where possible such as eliminating parking at areas of constraint, and assuring that new development and redevelopment provides adequate off-street parking. New streets and intersections should be designed for traffic conditions at "build-out" and should integrate state of the art design as it relates to facilitating emergency response equipment. Water System Fire Department personnel recommended the following improvements to the City of Ukiah water system: · Upgrading any existing service line to a minimum of 8". Completion of gridding of the water system Hydrants which are not a minimum of a "Style 76," should be replaced and upgraded. Dry barrel type hydrants should be upgraded to a wet barrel style. Further increase in water storage capacity is needed as described in the water section of this report. The existing 1,000 gallon tank on San .lacinta needs to be replace or supplemented with additional capacity, and raised in elevation to increase pressure. · Additional wells and water supply must be developed · There are four square blocks on South Dora which are supplied from outside the City, by Willow Water District. Consideration should be given to transferring these customers to City water service, because the City has no control over supply or maintenance. Evaluations and Ratings ISO RatinQ The City FD was last evaluated by the Insurance Services Offices ([SO) in 2005. Ukiah was assigned a [SO fire suppression Public Protections Classification rating of three on a scale of one-to-ten, ten being the best. l[SO's Public Protection Classification (PPCTH) Service gauges the capacity of the local fire department to respond if flames engulf a property in that jurisdiction. SECTION 2 - The MSR Process - page 23 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW In assigning a rating, [SO evaluates information it collects on a community's public fire protection with overall grading based on 1) how well the fire department receives fire alarms and dispatches its fire-fighting resources (including reviewing the communications center, looking at the number of operators at the center; the telephone service, the number of phone lines coming into the center; the dispatch circuits and how the center notifies firefighters about the location of the emergency, and even the listing of emergency numbers in the telephone book); 2) the number of engine companies and the amount of water a community needs to fight a fire (including the distribution of fire companies throughout the area, verification that the fire department tests its pumps regularly and inventories each engine company's nozzles, hoses, breathing apparatus, and other equipment type and extent of training provided to fire-company personnel, the number of people who participate in training, firefighter response to emergencies, maintenance and testing of the fire department's equipment); and on the community's water supply (including whether the community has sufficient water supply for fire suppression beyond daily maximum consumption, the various components of the water supply system, including pumps, storage, and filtration, and verifying the rate of flow the water mains provide, and the distribution of fire hydrants.) By classifying a community's ability to suppress fires, 1SO provides crucial information for understanding the entire landscape of risk. A favorable TSO rating for a community has a direct affect on the cost of fire insurance that can be acquired. Public opinion of the services of the FD/EMS appears to be satisfactory, in that no complaints have been raised during the last year. The Fire Chief is the point of contact for all public complaints. Recent passage of the 1/2-sales tax measure seems to support the public's concern for the adequate provision of public safety services. Growth and Future Demand for Services The Fire Department keeps abreast of service needs through the process of project review. Land use plans and growth patterns are increasing service demands. The City has recently commissioned a Fire Service Master Plan and projected growth in service demands is a component of that study. The Fire Department currently has the capacity to provide services to all development that is reasonably foreseeable within the City limits. However, funding, both short-term and long- term, is the major concern for the FD's ability to continue to provide the full range of fire and emergency medical services to the City of Ukiah and ultimately its SOl[. [t is logistically feasible to provide fire fighting and emergency medical response provided fire station(s) are appropriately located and financial resources are available for adequate staffing, equipment and training needs. Budget - Expenditures and Revenue The City of Ukiah FD budget for 2005-2006 totals approximately $2.73 million. Of this amount $1.71 million is for salaries and benefits, $858,000 is for operations and maintenance ($49,500 being for the Fire Volunteers/Explorers Program), and $156,000 is for capital expenditures. SECTION 2 - The MSR Process - page 24 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Service Area and Sphere of Influence The FD is the first responder within the city limits. There are no areas within the City limits that are not or cannot be served effectively by the City of Ukiah FD. Fire protection services in the areas surrounding the City/SOI are provided by Ukiah Valley Fire Department and the California Department of Forestry (CDF). Emergency Medical response in the areas surrounding City/SOI are provided by Ukiah Ambulance, Ukiah Valley Fire Department and the California Department of Forestry (CDF). Facilities Operated and/or Maintained The fire station, which is manned 24 hours a day, seven days a week is a 8,500 square foot operations center located in the south wing of the Ukiah Civic Center at 300 Seminary Avenue. In addition, the facility has parking, laydown, storage and training areas adjacent to the building. The portion of the Civic Center housing the Fire Department is at capacity, and significant improvements are impractical to expand to house additional personnel and equipment at this location in the future. A new fire station to replace the existing facility in the event that additional staffing and equipment are acquired would be needed. However funds do not exist at this time for such a project. One other fire station is proximate to Ukiah. This is Ukiah Valley Fire District station located outside the City limits at 1500 South State Street across from the Ukiah Regional Airport. Facilities Operated and/or Maintained The following table lists equipment available to the UFD. Table : City of Ukiah FD - Fire Apparatus Unit Kind Type Make Year Capacity Pumping Other (gallons) Capacity 6500 Pickup 4WD GMC 2500 2002 N/A N/A Pickup HD 6503 Pickup 4WD Chevy 2006 N/A N/A Pickup 2500 6504 Pickup 4WD Chevy 2007 N/A N/A Pickup 2500 6520 Ambulance 3 Ford F350 2000 N/A N/A 6521 Ambulance 1 Ford 1993 N/A N/A 6524 Ambulance 3 Ford 1996 N/A N/A 6547 Brush/ 4 Ford 1999 350 250 patrol 6551 Ladder N/A American 1983 N/A N/A Truck LaFrance 6555 Support N/A Ford 750 1978 N/A N/A Unit 6560 Brush/ 4 GMC 3500 1989 350 250 patrol SECTION 2 - The MSR Process - page 25 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW 6581 Engine 1 Beck 1988 700 1250 6580 Engine 1 American 2001 750 1500 LaFrance 6584 Engine 1 Pierce 1994 750 1250 OES Engine 2 Freightliner 1997 750 1000 260 Programs and Events Fire Prevention Elementary school (K-3) safety presentations (fire and life safety) are performed annually in all the schools. Adult and Senior citizen specific fire and life safety presentations are presented upon request. Fire extinguisher demonstrations and safety talks are presented throughout the year to businesses upon request. Annually all of the students in the automobile shop classes at the Ukiah High School receive safety demonstrations and practice in using fire extinguishers. There are many presentations to nursery schools, pre- schools, charter schools, and youth groups (Boy / Girl Scouts, ~,-H, FFA). Smoke detectors are installed or checked at any location within the City, upon request. Annually the UFD co- sponsors and participates in the community-wide Fire Safety Expo. The Fire Marshal is also available to any fire agency requesting his assistance; these have included Mendodno County, Anderson Valley, Covelo, Fort Bragg, Potter Valley, Hopland, Redwood Valley, and Ukiah Valley Fire Departments. These requests have included hydrant testing, sprinkler plan reviews and inspections, reviews and inspections of kitchen suppression systems, business inspections and code interpretations. Defensible Space InsPections Tnspections are preformed upon request or complaint. Recommendations related to defensible space, fuel loading, fire rated roofing and the like.are offered. Boards, Commissions and Committees None. SECTION 2 - The MSR Process - page 26 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW LAW ENFORCEMENT AND DISPATCH SERVZCES POLZCE DEPARTMENT Overall management of the Police Department is the responsibility of Police Chief lohn Williams. The Department is comprised of two divisions with multiple functional groups within those divisions. With the passage of the 1/2 -cent sales tax measure, Measure S, the Ukiah Police Department will be able to organize and staff as shown in the following organization chart. Figure : City of Ukiah Police Department Organization Chart Chief I ! Operations Administration Dispatch I I Records ) Civilian Personnel ( 3 ) Civilian Personnel .~ Patr°l I [ Evidence teams and 2 relief ( .5 ) Civilian Personnel off~cers 18 ) Sworn Officers Vehicle Maint, (1) Civilian Personnel Detective Sworn Officers ..,~ Cdme SuPPression Team ( 5 ) Sworn Officers Traffic Officer (1'; Sworn Officer The PD undergoes regular law enforcement reviews by the Grand Jury. Complaints are received on a regular basis due to the nature of the work, and all complaints are tracked and investigated. The Department of Justice requires the department to submit an annual report to track the number of citizen complaints the department receives and the number of complaints that are valid and not-valid. The PD is also required to submit reports to the Peace Officer Standards and Training (POST) and the Department of Justice (DO.l). ]~n addition the PD is required to maintain a current Federal Communications Commission (FCC) license. A current Injury and Illness Prevention Plan (IIPP) and ongoing safety training as required by OSHA help reduce the number of on the job injuries. Employee performance is documented by performance evaluations performed on an annual basis - or more frequently as necessary. Ongoing operations are directed and monitored through daily briefings and documented in "shift reports." The PD does not have a "master plan" however it does take on smaller strategic planning efforts. For example, the department is currently involved in a county-wide "needs assessment" study, examining county-wide dispatching services with law enforcement, fire and emergency medical providers within the county. SECTION 2 - The MSR Process - page 27 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Personnel During the 2006-;!007 fiscal year, the PD is authorized to have 41.5 employees. Six employees are added as the result of passage of Measure S. In addition, a vehicle mechanic and a half- time evidence clerk, are assigned to PD. Six full-time personnel are assigned to Dispatch. Of the total number of employees 32 are sworn Law Enforcement Officers, and 10.5 are civilian positions. Law Enforcement The PD contracts for a number of services including transcription, repair and maintenance of radios and other equipment, and training. Up until the passage of Measure S, the City police department has had the same number of officers on patrol since about 1969. And the total number of sworn officers had only increased from 21 to 27, even though the crime and calls for response statistics had risen drastically, as will be described later in this report. The PD has been supported in the past by Reserve Officer personnel. However with the evolving requirements for training of these officers, the numbers have dwindled and the program is likely to end within the next couple years. In past years the City of Ukiah made use of K-9 officer but discontinued their use due to expensive mandates, training and other issues. A Law Enforcement Cadet Explorer Post is also sponsored by the Ukiah PD. This group of school-aged individuals receives training in the various aspects of the Police Service. Although not permitted to respond to emergency situations, participants do attend and assist with specific support services, and ride with patrol officers, while learning the specifics of the various aspects of law enforcement. Police personnel are represented by one of three bargaining units: the Ukiah Police Officers Association, the Miscellaneous unit, and the Department Head unit. Additional detail is provided in Table __ Patrol Division Patrol, has an authorized staff of 18 sworn officers is divided into four teams, working 12- hour shiffcs. The passage of Measure S, and realignment of personnel, has allowed for the patrol teams to be increased to one sergeant and three officers, as well as for two officers providing additional coverage as needed. The Patrol Officers provide immediate police services within the community. According to 2003 statistical information, an average UPD patrol officer answers 1,800 calls for service, writes 288 crime reports, makes 97 misdemeanor arrests and 48 felony arrests, and writes 127 traffic tickets during a year. D_.e_l~ctive D~ The Detective Division has a total staff of 5 sworn personnel, including one sergeant, three detectives and a patrol officer is rotated through the Detective Division for his or her professional development on a yearly basis. Detectives are responsible for all major investigations from murders and sexual assaults, to property crimes. The detectives also assist patrol in investigating unsolved crimes. According to 2003 statistical information, an average Detective investigates and coordinates 138 criminal investigations a year, liaisons with community groups, the District Attorney, and other law enforcement agencies, and SECTION 2 - The MSR Process - page 28 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW coordinates Megan's Law - Sexual Assault Response Team activities, multi-agency gang activities, fraud education activities, and Domestic Violence Council activities. Crime Suooression Team The Crime Suppression Team, is made up of six sworn personnel. The members include an, Administrative / Training Sergeant, Gang Enforcement / Investigation Officer, Administrative / Departmental Training Officer, a School Resource Officer, a Major Crimes Task Force Officer, and a Traffic Enforcement Officer. The Crime Suppression Team has a varied array of responsibilities. They range from: · Working with various other agencies to solve long-term crime problems such as underage drinking and drug use; · Use community policing tactics to work with citizen groups and organizations; · Identify and suppress criminal gang activity; · Identify and suppress traffic related injuries; · Use community policing tactics when promoting traffic related education; · Attend community functions such as concerts in the parks, Cinco de Mayo, fairs, special events, and protests and rallies; · Provide educational meetings and events such as bike rodeos, and reading events; · Develop and coordinate Commission of Peace Officer Standards and Training (POST) Perishable Skills Training (Communication, Driving, Cultural Diversity, Defensive Tactics, and Firearms) for department staff, and on-going Continuing Professional Training requirements for all officers at out of the area POST approved training sites; · Maintain, plan and deploy departmental equipment and technology, including computer software and hardware, digital video equipment, and other equipment essential to the department. The School Resource Officer, under the terms of a Memorandum of Understanding, is currently assigned to work full-time at Ukiah High School and Pomolita Middle School. The School Resource Officer program began in approximately 1995 and has been recognized for its importance in the community. The School Resource Officer responds to approximately 500 calls for service at Ukiah High School and Pomolita Middle School each and conducts approximately 200 criminal investigations a year. The Major Crimes Task Force (MCTF) operates under the supervision of the State Department of Justice, Bureau of Narcotics Enforcement. The MCTF deals with crimes involving violence, such as homicide and assault as well as burglary and drug crimes. However drug suppression is their major mission and within that they direct their primary activities toward elimination of production, trafficking and use of methamphetamine in the County. Personnel consist of two Sheriff's deputies and one officer each from the Fort Bragg, Ukiah, and Willits Police Departments, the California Highway Patrol, a County Probation Officer, a representative from the State Parks Department, and a representative of the District Attorney. The City of Ukiah provides salary and related support funding for one UPD officer. The MCTF was formed to operate under a Memorandum of Understanding. SECTION 2 - The MSR Process - page 29 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Recruitment Recruiting officers is a rigorous effort for the department. To become an officer, an individual must pass a comprehensive peace officer background investigation, complete the 20-week Police Academy program, complete a16-week field training program and complete a year probationary period. From recruitment through the final day of the training program, the City of Ukiah spends approximately $50,000 to train each recruit. A telling illustration of the time required to recruit and train officers, is the recent recruitment for officers made possible by the passage of Measure S passed by the voters in November of 2005. Once an additional officer is authorized for hire, the department spends at least 18 months conducting the recruitment, background, academy training and field training program, before that new employee is ready to work on their own.. To recruit highly qualified candidates, candidates that are both diverse, and represent a cross section of the Ukiah community, the department has adopted a number of unique initiatives. These initatives include: · A "Becoming an Officer" Development Workshop, Handbook and PowerPoint series. This series is designed to help potential applicants learn about law enforcement career's and assist them in competing in the applicant process. · An "Open Door" applicant ride-a-long policy. This process ensures that potential applicants have an opportunity, before competing in the application process, to observe and learn about law enforcement careers for officers working out on the street. · A "Continuous Hiring Process". This process allows the department to actively seek out and recruit using the "person-to-person, best qualified-already employed-local candidate" process, rather than relying on newspaper ads, and other medias in a structured time line applicant process. · A "Structured Interview Panel Testing Process". This process creates an conversational type of interview, allowing interview panels a "get to know the applicant" opportunity. Dispatch Dispatch provides services for Police, Ambulance and Fire. Dispatch receives over 60,000 telephone calls per year, or an average of seven calls per hour for Police and Fire assistance. Dispatch personnel attend Post Academy (Commission on Peace Officer Standards and Training) as well as Emergency Medical Dispatch Academy. Dispatchers in Ukiah are in trained in police, fire and emergency medical dispatching techniques. Currently, all 911 calls originating within the City of Ukiah, are routed to the City of Ukiah Dispatch Center and 911 calls placed on cell phones are fielded by the California Highway Patrol (CHP). New wireless technology currently being phased into Mendocino County in the next year, will make it possible and feasible for 911 calls placed from within the city to be fielded by the City of Ukiah Dispatch Center. This technology change, along with additional officers on patrol, will have the effect of increasing the number of calls received. Currently there is only one person on duty at a time in the Dispatch Center to respond to law enforcement, fire and other emergency calls such as those for utility crews. SECTION 2 - The MSR Process - page 30 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW The department is currently involved in a county-wide "needs assessment" study, examining county-wide dispatching services with law enforcement, fire and emergency medical providers within the county. This is the first step in identifying communication issues and short-falls on a county-wide basis, in an attempt to develop a long-term plan for communication interoperability and joint dispatching services in the future. Budget - Expenditures and Revenue The total 2005-2006 adopted general fund budget for the City Police Department including Dispatch is $3,852,252. In addition, expenditures funded by Supplemental Law Enforcement Service Funding total $105,337. Details are shown in the following table. Table : City of Ukiah Police Expenses Salaries & Operating Contract Training Equip. Vehicle Total Dept/Fund Benefits Costs Services Maint. Police 100.2001 $2,881,195 $331,429 $48,550 $19,000 $30,000 $44,855 $3,355,029 MCTF 100,2080 101,940 2,216 3,670 1,500 1,009 110,335 Reserve & Cadet 100.2090 0 7,580 2,200 9,780 SLESF 205.2001 45,120 5,217 20,000 70,337 Total $3,028,255 $346,442 $72,220 $22,700 $30,000 $45,864 $3,545,481 By % 85% 10% 2% 1% 1% 1% The above totals do not include $107,400 capital expenditures for an additional patrol vehicle and equipment for four additional officers, or $35,000 set aside for capital expenditure to be determined by Council. The total also does not include the $304,708 PD share of the cost of Dispatch. Funding for Dispatch expenditures, which total $557,865, are administered through an internal service fund, with contributions from Police, Fire, the Parking District and Public Utilities. The following table provides a breakdown of Dispatch expenses by type. Table __: City of Ukiah Dispatch Expenses Salaries & Operating Contract Training Equip. Vehicle Total Dep~ Fund Benefits Costs Services Maint. Dispatch 678.2040 $499,473 $32,392 $19,000 $3,000 $0 $0 $557,865 Service Area and Sphere of Influence The Police Department currently provides police protection and safety services throughout the 4.2 square mile area bounded by the City limits. Logistically, the City of Ukiah Police Department could serve the entire sphere of influence, provided there is adequate headquarters space and funding available for staffing and equipment. Facilities Operated and/or Maintained The PD is headquartered at the Ukiah Civic Center at 300 Seminary Avenue. The station is basically shared with the Ukiah Fire Department. In addition, one police vehicle maintenance employee is headquartered at the Corporation Yard adjacent to the Ukiah Regional Airport in an SECTION 2 - The MSR Process - page 31 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW up-to-date vehicle maintenance facility also shared with one fire mechanic and two mechanics of the Public Works Vehicle Maintenance Division. The Police Department, similar to the Fire Department, is at capacity with its current staffing in its current facilities at the Civic Center. Vehicles The PD vehicle replacement list is provided in the following table. The table does not record the replacement of vehicle 4165 is budgeted for FY 2005-2006, or an additional vehicle to meet the needs of four additional offices made possible by passage of Measure S. Table Unit : City of Ukiah Police Department Vehicle List Model Mileage Cost 4230 Ford CVPI MU 101,946 4165 Ford CVPI MU 88,195 4194 Ford CVPI MU 81,402 4114 Ford CVPI MU 15,239 4145 Ford CVPI MU 17,474 4202 Ford CVPI MU 10,000 4212 Ford CVPI MU New 3106 Chevy Tahoe MU 5,000 4291 Ford CVLX, Chief 54,664 4271 Ford Taurus, Adm Sgt 94,893 4101 Ford CVPI, Pat Capt 48,638 3105 Ford Explorer, Adm Capt 65,000 3101 Ford Explorer, T/F 60,000 4265 Ford Taurus, Der 84,000 4235 Ford Taurus, Det 49,000 4262 Ford Taurus, Der 58,000 4134 Ford Taurus, Der 57,969 4222 Ford Taurus, Der 59,191 $39,000 $39,000 $39 000 $39 000 $41 000 $45 000 $52 000 $26 000 $20 000 $30 000 $25 000 $25 000 $25 000 $25 000 $25 000 $25 000 $25 000 Life Due for Repl (years) 10 2005 5 2006 5 2007 5 2009 5 2009 5 2010 5 2010 5 2010 12 2007 14 2006 10 2008 6 2007 6 2007 10 2006 9 2008 7 2007 6 2007 7 2008 Currently it costs approximately $45,000 to purchase and equip a patrol car. Some of the equipment such as light bars, vehicle radios and other equipment was purchased as long ago as 1992 and most is no longer supported by manufacturers. According to PD staff, as a rule of thumb, mileage registered by police pursuit type vehicles can typically be expected to depreciate the value and deplete remaining life of a vehicle at about twice the rate of a typical passenger vehicle. Patrol vehicles are used around the clock, and register miles more quickly than typical passenger vehicles. Routine maintenance is performed in accordance with manufacturers' recommendations, and is required as frequently as monthly. Vehicles taken out of service for maintenance or repairs restrict the ability of the PD to perform its work, and this is compounded when the only mechanic has a backlog of work. This need has lead to the separation of police and fire vehicle maintenance responsibilities for FY 2006 / 2007, with the addition of a second mechanic authorized by the City Council. , SECTION 2 - The MSR Process - page 32 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Equipment The PD is heavily reliant on specialized and up to date equipment. Some of these include items issued to individuals such as radios, vest and gas masks; equipment added to vehicles such as radar, radios, and mobile audio-video units; computer equipment including desktop units, servers, printers and specialized software; and weapons such as sidearms, rifles, shotguns, "less than lethal" weapons and the specialized "Use of Force" training system. Dispatch equipment includes the radio combining system and main antennas which are due for replacement in 2016, and computer servers, the 911 system and the dispatch work stations, all of which are due for replacement in 2006. A great deal of the equipment in use in the police department has been acquired through the use of grant funding. The ability to utilize geographic information systems (GIS) and wireless communication, and improved records management systems, greatly enhances the effectiveness of a police department. Service Calls Statistics The following information is summarized from a presentation to Council in August 2004. The statistics reflect calls for service. They do not indude the instances of officer initiated activity. In 2003, UPD patrol officers averaged 59 calls for police services per day, or 2.5 calls for assistance per hour. By 2005, that number had risen to 75 per day, or over 3 calls for assistance per hour. Table : City of Ukiah - Total Calls for Service Calls 1969 1979 t989 t999 2000 200t 2002 2003 2004 2005 Total 2,148 7,862 12,515 22,241 20,747 21,576 24,013 23,871 22,822 23,798 In 1969, there were 21 police officers in the UPD. In 2003 the number of officers had increased to 27. However, as can be seen, the number of sworn officers increased by only 28.6%, while over that same period calls for assistance increased ten times over. Table : City of Ukiah - Calls for Service - Criminal Acts Type of Call 1999 2000 200'1 2002 2003 Assaults with Weapons 32 54 54 39 49 Burglary 153 162 145 167 163 Theft / Shoplifting 270 260 280 275 290 Drugs 144 196 188 213 288 Firearms and Weapons 31 27 25 31 37 Sexual Assaults 92 118 81 67 71 Domestic Violence 268 293 252 258 2858 2989 3110 3026 3052 5759 Table __: City of Ukiah - Calls for Service - Accidents Type of Call 1999 2000 200t 2002 2003 Hit & Run 88 101 93 109 126 DUI Collisions 8 11 17 17 15 Collisions - Private Property 100 98 98 106 64 SECTION 2 - The MSR Process - page 33 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Collisions - Street 362 395 430 45t 398 2,557 2,605 2,639 2,685 2,606 Table : City of Ukiah - Arrest Statistics Type of Arrest 2001 2002 2003 2004 2005 DUI Arrests 116 112 222 160 116 Misdemeanor Arrests 897 967 1,340 1,141 1,278 Felony Arrests 594 538 670 587 698 In 2005 the UPD made 1,976 arrests for criminal acts, an average of 5.4 arrests per day. Felony arrests have reached a new high. DU! arrests have doubled from the late 1990s. Table __: City of Ukiah - Felony Arrest Statistics Type of Arrest 1999 2000 2001 2002 2003 Homicide 1 3 2 4 5 Sexual Assault 9 4 9 17 10 Robbery 21 8 12 10 8 Felony Assualts - Weapon 63 52 136 134 165 Burglary 115 100 59 66 89 Drugs 80 80 71 89 102 ]It is noted that being the County seat, as well as a large commercial center, puts a higher demand on law enforcement services. An indication of this can be seen by the locations with high instances of calls for police response have been recognized as listed in the following table. Table __: City of Ukiah - High Incident Locations Type of Arrest 1999 2000 2001 2002 2003 Safeway 294 267 265 267 334 Wal-Mart 177 137 116 156 249 Albertsons 74 84 96 137 147 Social Services 112 114 91 104 89 Alex Thomas Plaza 70 62 71 95 90 Perkins Street Bar 125 124 72 61 67 Forest Club 43 68 54 50 61 It is recognized that a high number of people come from outside of the City to work, to make use of social services, the hospital, the Courts, and the schools. Some residential areas in the City, where population densities are often higher, also have higher call incidents. And in some areas, for example on the south end of Ukiah on the fringes of the City, it is common practice for both the City PD and the Mendocino County Sheriff Department to roll in response to calls. Table : City of Ukiah - Detective Division Activity Type of Case 2000 2001 2002 2003 2004 2005 Juvenile Cases 291 261 260 372 372 228 SECTION 2 - The MSR Process - page 34 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Adult Cases Total Cases 1,031 977 1,034 1,286 1,286 1,300 1,322 1,238 1,294 1,658 1,658 1,528 Table Type and Location Ukiah High School Calls for Police assistance Criminal Reports Pomolita Middle School Calls for Police assistance Criminal Reports __: City of Ukiah - School Resource Officer Activity 1999 2000 2001 2002 2003 267 349 319 331 315 97 125 134 131 154 95 119 124 156 134 29 45 45 50 61 Best Practices The Police Department utilizes Lexipol LLC, to develop and maintain their Policies and Procedures Manual. Lexipol LLC, offers a consistent, integrated program of risk management designed by law enforcement professionals and researched by Attorneys specializing in Law Enforcement Litigation. The company has established a new dimension for law enforcement agencies by integrating agency specific customized policy manuals and a "Solid, Realistic, Ongoing, Verifiable, Training (SROVT)" law enforcement learning system. This document is update annually, and funded by REMIF, the City's insurance funding ]PA. It was last updated in March 2006. Soon, technology will allow for the updating, even daily, as regulations and litigation change. Tlhe City also provides training in excess of the minimums established by the State. For example a minimum of 24 hours every two years of Professional Standards training is required. The City provides on average 40 hours per _fiscal__ year. And in the area of "perishable skills" the City provides 32 hours per year on average, well above the minimum 24 hours every two years. These skills are academy-level subjects that have been found to require refresher training such as driving, shooting, communications, cultural diversity, and defensive tactics. The Ukiah PD is proud of the accomplishments it has made recently to increase the number of bilingual officers and in the realignment to support the concept and vision of the Community Crime Suppression Team. Another statistic for which the PD feels satisfaction is that the percentage of cases investigated by the PD and ultimately charged by the District Attorney is over 85%. SECTION 2 - The MSR Process - page 35 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Future Plans Tn March of 2006, the Police Department presented to the Ukiah City Council, short and long- term (3-5 year) needs for the future. These are identified below: Short Term / Next Fiscal Year: 1. Community Policing / Gang Enforcement Unit In Hay 2005, the police department recognized an increase in Gang Violence in the city, spurred by a shooting incident on Clara Street. UPD was able to assign a full time investigator to work on gang issues in the community in an attempt to curb activity primarily within the city limits and provide community education on the gang issue. Because of the success of this endeavor and projected community issues in 2006, as well as in-house needs for training, both internally and externally, UPD is forming a community policing and gang enforcement team. This is possible due to the recent Administrative Sergeant's position vacancy. This team will be able to address community issues and concerns and take a proactive approach to community problem solving by dealing directly with the stakeholders and conducting special operations on a flexible schedule. The team will also be responsible for administrative support within the department and facilitating the regimented training required and mandated for Police Officers by the State. The team will operate with the reassignment of existing positions of the Administrative Sergeants, the Gang Enforcement Investigator, and the School Resource Officer and an Administrative Officer. 2, Mobile Digital - Video Project During this Fiscal Year, the Ukiah Police Department started the Hobile Digital Video Project to replace out dated Patrol Car Hobile Video Recorders. Installation of the system has been scheduled for early spring of this fiscal year. This installation includes: retrofitting ten patrol vehicles to accept the new equipment; deploying video and audio monitoring equipment within the Police Department facility; and installing computer servers and recording devices to support the system. During the next phase of the project department personnel will be trained it the use of the new equipment and the maintenance of the systems. Additional protocols will be developed for the use, storage and transfer of Digital Video Evidence to the courtroom. Lono Term / 3-5 years 1. Mobile Data Terminals Project / Wireless Data Capabilities Call for Police Services continue to climb at a steady rate. Currently the department responds to an average of 75 calls per day where a citizen requires a police officer response. In 2005 the department responded to an average of 70 calls per day, 65 calls for police services in 2004, and 60 calls for police services in 2003. SECTION 2 - The MSR Process - page 36 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW In response to this issue, the department was recently allocated four additional officers. These officers have not yet been deployed to the patrol staff. Radio and information requests by existing officers during peak periods of time are currently overwhelming the dispatch center. The addition of the four new officers will add to the overwhelming workload in the communications center. During these critical peak periods of time, both the Police and Fire Department has experienced that critical information and requests for support and assistance are being lost due to workload pressures. To combat these issues, Public Safety departments throughout California have found solutions in routing computerized dispatch information directly to the users in the field through wireless data networks. These types of wireless data networks are now available within the Ukiah valley and would greatly increase the effectiveness of first responders in the field and dispatching services. Because of technological improvements within the cellular services being provided to the Ukiah area, pricing in obtaining these services has become increasingly lower. As an example, preliminary cost estimates for providing wireless data services to patrol car would be roughly $50 per month. 2. Recruitment/. Retention of Personnel During the last fiscal year, the department has hired six new officers, and currently has three open officer positions, one open dispatcher position and one open records clerk position. Finding and hiring qualified candidates for these positions has increased in difficulty. During the next three to five year period, at least six more employees will be eligible for retirement. The department continues to stress the importance of finding qualified bi-lingual applicants to fill these positions. Finding, recruiting and retaining qualified personnel remains one of the top priorities of the department. The department has initiated a continuous hiring program, applicant development workshop program, and intensive efforts to advertise in many different media platforms, including Spanish radio and newspapers to attract new applicants. The Police Department and the Personnel Department have also started a tracking system of potential applicants. This new process has allowed department personnel to quickly respond to employment inquiries, schedule applicant ride-a-longs for potential employees, and develop interest in these applicants in continuing in the process. 3. Development of a 2nd School Resource Officer - Cadet Coordinator Position Currently, the department has a contract with the Ukiah Unified School District to provide police services at the Ukiah High School and Pomolita Middle School. The School District currently pays $20,000 dollars a year towards for these services. During the 180-day school year, the School Resource Officer responds to about 500 requests for police services and writes about 210 criminal investigations. Last fiscal year, the Ukiah Unified School District approached the Police Department with interest in seeking a 2nd Schoo~ Resource Officer to assist and provide services to each of the elementary schools within the City of Ukiah. At that time, the District had interest in using a Federal COPS Grant funding program to assist in the development and deployment of this second officer. This funding pays up to $75,000 dollars for three fiscal years toward SECTION 2 - The MSR Process - page 37 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW the hiring and deployment of School Resource Officers. At the time of the District's request, the UPD could not go through with the grant application because of limited funding sources. School Resource Officers have been proven to be highly effective in stopping violence on school campuses, and are in high demand to support school personnel. As requests for police services have increased within the school district, the department views the deployment of an additional School Resource Officer a top priority in the coming years. Initial funding for this position is still available through the Federal COPS School Resource Officer grant program. Because our of the current School Resource Officer's workload, a patrol officer has been assigned to the management and supervision of the department's cadet program. This program has proven to be highly effective in the development and future recruitment of new officers. In fact, two of the last six hiring's are former Ukiah Police Cadets. If deployed, the department anticipates assigning the Cadet program to the second School Resource Officer. Rather than having a patrol officer, who spends at least 50% of his or her time on graveyard shifts, managing the high school age cadet program, it is anticipated that a School Resource Officer could expand and further develop cadet program for the department. 4. Full-time Police Evidence Technician Position Currently, the department funds a 1/2-time evidence technician position through the use of grant funding. Evidence management and the collection of evidence has become a highly technical and high legislatively mandated area. As the department adds staff and continues to respond to the increasing calls for service, a part-time evidence technician will be unable to support the needs of the department. 5. Additional City of Ukiah IT Support Person - Dedicated for Public Safety Zssues Currently, Public Safety has 40 workstations, six servers, and a host of network routers, hubs and other devices within its network. These critical computer systems act as a backbone to deliver 911 requests to the department, provide officers with vital criminal information and provide firefighters with vital medical and fire information. Over the last few years, these systems have become highly critical in the Public Safety's ability to provide emergency responses to the community. In the future, as the Police and Fire Department continue depend on this internal network and deploy an external wireless data network for the first responders, additional support will be required. In addition to the increasing dependence in these current systems, future technological advances will prevent current staff from understanding, diagnosing and correcting problems to the system when failures occur. Rather than continuing to rely on sworn police officer staff to deploy, maintain and diagnose these complex systems, the department feels that a dedicated support person, reporting to the IvEs Director, should be allocated to Public Safety. Boards, Commissions and Committees Latino Coalition Domestic Violence Council Mendocino County Public Health Advisory Board SECTION 2 - The MSR Process - page 38 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Mendocino County Office of Emergency Services, WMD Committee GRIP - Gang Resistance Is Paramount. Action Team Coalition for Gang Prevention County-Wide Investigators Association Mendocino, Lake, Sonoma County Gang Investigators Committee Mendocino County Training Managers Committee Ukiah Senior Center Board of Directors City of Ukiah Traffic Engineering Committee Nuestra Casa Victim - Offender Reconciliation Program Board of Directors Mendocino County Tobacco Settlement Advisory Board Grant Review Committee - Sexual Assault Response Team - Fraud Education Activities - Elder Abuse Multi-DisciplinaryTeam - Mendocino Law Enforcement Executive Committee - Child Abuse Investigation Committee - Ford Street SECTION 2 - The MSR Process - page 39 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW PLANNi'NG AND COMMUNZ'FY DEVELOPMENT DEPARTMENT PLANNZNG~, BUI'LDI'NG AND CODE COMPLZANCE SERVZCES The Planning and Community Development Department (P&CD) provides a full range of planning and building inspection services. P&CD is comprised of two divisions. Community Planning provides both long-range planning and current planning services. Long- range planning services include General Plan preparation, implementation and updates; zoning code revisions; planning studies; and special projects. Current planning services include processing development permit applications and providing information to the public. Tn addition code compliance coordination services is a function of this Division. The Building Inspection division provides plan check and building inspection services, as well as building code compliance services. Figure__: City of Ukiah Planning and Community Development Department Organization Chart I COMMUNITY PLANNING'~ Senior Planner (1) Associate Planner (1) ~. Code Comoliance (1) ~) Director (1) i Development Permit Coordinator (1) I Building Inspector (1) I As mentioned above, P&CD receives assistance from other departments, agencies and service providers in the delivery of various services, such as in review of development applications. Input is solicited from other departments such as Public Works, Police, Fire, Finance, and Public Utilities; from other agencies such as but not limited to those such as Air Quality, Caltrans, Department of Fish and Game; and from service providers such as the telephone company, the cable company, etc. Personnel P&CD has six full-time employees. These include the Director, two Associate Planners, a Development Permit Coordinator, a Code Compliance Coordinator, and a Building Inspector/Plans Examiner. Budget - Expenditures and Revenue The adopted budget for Fiscal Year 20062007 for the two division Planning and Community Development Department was approximately $663,750. SECTION 2 - The MSR Process - page 40 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Fees: On June 1, 2005, the City Council adopted a new fee schedule for planning permit fees and services. The new fees include a 100% cost recovery approach for all major permits, such as large Site Development and Use Permit projects. The 100% cost recovery approach is intended to collect enough fees to fully cover the cost of processing the permits for large projects. In the past, it is estimated that the City has collected, on the average, well less than 50% of the cost to process permits for large development permit projects. Service Area The Department of Planning and Community Development serves the area of the City of Ukiah and supports planning efforts throughout the City's sphere of influence. Programs Develoement Review The Development Review (Current Planning) function is comprised of two Associate Planners with support from the Development Permit Coordinator, and guidance and supervision from the Director. They work in a team setting with the Engineering Staff in the Public Works Department, as well as with the Fire Marshal, the Electrical Distribution Engineer, and Water/Sewer Engineering Specialist. Development Review includes providing guidance to applicants and evaluating development permit applications including site development permits, use permits, sign permits, minor and major subdivisions, boundary line adjustments, and variances. These applications involve retail, office, and light manufacturing projects, along with entertainment, small business applications, private schools, multi-family residential developments, second dwelling units, senior housing, community care facilities, and large family day care homes. During the 200~,-2005 fiscal year, 59 applications were submitted to the Department of Planning and Community Development for review by the Development Review Team. Of these projects '~6 were acted on by the Planning Commission and 1~, were acted on by the Zoning Administrator, and 9 were acted on by the City Engineer (minor subdivisions and Boundary Line Adjustments). The Development Review Team coordinates their review with all City Departments, other local and State agencies, and the neighborhood, synthesizing any identified environmental, design or policy issues and works with the applicant to resolve these issues. Projects are then scheduled before the Zoning Administrator, City Engineer, or Planning Commission for a decision. The function produces agendas, prepares staff reports and makes oral presentations to the Zoning Administrator, City Engineer, Planning Commission, and City Council on proposed development projects. The average development permit application takes approximately 6-8 weeks to process. Processing time can be lengthened by the environmental review process and the time it takes to receive a complete application from the project applicant. Code Compliance The Department of Planning and Community Development responded to 5z~ complaint cases in 2004-2005. These cases involved, but are not limited to trash, debris and weeds on property, basketball hoops in the right-of-way, unauthorized banners and signs, unauthorized outdoor sales, illegal camping, broken windows and blighted buildings in SECTION 2 - The MSR Process - page CITY OF UKIAH - MUNICIPAL SERVICES REVIEW commercial zones, farm animals in residential neighborhoods, illegal land uses, bushes and vegetation growing in the public right-of-way, and unauthorized portable car covers erected in yard setback areas. In addition to these cases, the Building Inspector handled numerous cases involving construction activities without proper permits, illegal occupancies, substandard housing, and other health and safety issues. The program includes both commercial and residential code compliance. This entails initial investigation; necessary enforcement; and working with specific property owners, contractors or property managers as needed to obtain compliance. Support is also provided by the Department of Public Works, Finance Department, and City Attorney. P&CD staff was successful in clearing most of the cases during the 2004-05 fiscal year. Some are on-going. ZoninQ Administration The Zoning Administrator is responsible for conducting public hearings and acting on Minor Use Permits, Minor Site Development Permits, and Minor Variances applications. Minor planning permits are defined in the Ukiah City Code as small additions and expansions of more than 150 square feet, but less than 1000 square feet; amendments to previously approved permits, and changes in use that do not require additional parking, and will not generate substantial amounts of traffic, noise or other potential nuisances. In addition, Minor Variances are those seeking less than 50% relief from a yard setback requirement, and in residential zones, a minor Use Permit is required to exceed the height limit by less than 5 feet. The two Associate Planners process the minor development permit applications, and are supported by Staff from other reviewing departments. An Administrative Secretary records the meetings, takes notes, and transcribes both into detailed minutes. The Planners are responsible for maintaining the administrative record, reviewing building permits for consistency with the projects approved by the Zoning Administrator, conducting inspections, and monitoring imposed mitigation measures. lnsoection Services The Department provides inspection services through the Building and Community Planning Divisions, which includes code compliance. The Building Division provides inspection services for all building related construction, as well as survey inspections to property owners who request them. The Planning Division ped:orms inspections of properties proposed for development, discretionary permit condition compliance, mitigation monitoring, and zoning code compliance. The Department of Public Works Staff provides inspection services related to grading, drainage, street/road improvements, tree planting and street frontage improvements. They are also responsible for the inspection of all public improvement projects sponsored by the Department of Public Works. The Building Division, as it has for many years, contracted with a structural engineering firm to review structural engineering plans associated with Building Permit applications. The contract also called for substitute building inspection services when the City Building [nspector is on vacation. In late 2005, the City decided to contract with a second firm to ensure timely structural engineering review during times of heavy workload and/or consultant staffing issues. SECTION 2 - The MSR Process - page 42 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Lona Ranae Planninq Proqram The Long Range Planning Program was very busy during the 2004-2005 fiscal year. While the Director of Planning and Community Development is the primary Staff person performing long-range planning tasks, the Associate Planners also contribute time. The types of projects include ordinance revisions and development, General Plan updates, special studies, and grant writing and management. The Long-Range Planning Program also uses consultant services from time to time. California Environmental OIJiality ACt The Department of Planning and Community Development performs a number of tasks associated with implementing the California Environmental Quality Act (CEQA). These tasks include performing environmental review on privately initiated development projects requiring discretionary review, performing environmental review on City initiated development (capital improvements) projects, performing environmental review for long- range planning projects, and providing public information regarding CEQA. Boards, Commissions and Committees Plannino Commission The Planning Commission (PC) was established in 1947. The PC is made up of five members who are residents of the City. The Hunicipal Code states "[t is the function and duty of the planning commission to prepare, make and adopt, subject to the provisions of law, a master plan for the physical development of the city, and of any land situated outside the boundaries thereof which in the commission's judgment bears relation to the planning thereof." Paths, Open S~ace and Creeks Commission The Paths, Open Space, and Creeks Commission is a body of 5 citizens who have been appointed by the City Council to review matters related to paths, open space and creeks. The Commission has the duty to advise the City Council on the efficient implementation of the Open Space and Conservation Element of the General Plan; the efficient implementation of the pathway sections of the Transportation Element of the General Plan; and procedures and funding mechanisms for acquisition, preservation, and effective stewardship of City paths, open space and creeks. The Commission is purely advisory to the Council and takes no formal action of projects or proposals. The Council may choose to follow the recommendations of the Commission or not. Demolition Permit Review Committee The Demolition Permit Review Committee is a five-member body made up of two citizens appointed by the City Council and three City staff members. The Committee is responsible for reviewing proposals for demolishing structures over fifty years old to determine if the structures have: 1) A special or particular quality such as oldest, best example, largest, or last surviving example of its kind; or 2) Exemplifies or reflects special elements of the City's cultural, social, economic, political, aesthetic, or architectural history; or 3) Is strongly identified with persons or events significant in local, State, or national history, The Committee formulates a recommendation to the City Council as to the disposition of the proposed Demolition Permit based on the above criteria, SECTION 2 - The MSR Process - page 43 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW UKZAH REGI'ONAL ATRPORT AI'RPORT SERV][CES Personnel The Airport has bNo full-time employees, three part-time employees and ~vo seasonal employees. The operation also takes advantage of community service volunteers and convict labor details whenever possible to perform a variety of maintenance chores. Street Department resources are used to perform annual mowing tasks and some paving and drainage repairs throughout the year. The cost of providing those services is tracked and is accounted for as a credit against the Street Department's share of the rent of the Corporation Yard located on Airport lands. Budget - Expenditures and Revenue The City Airport operates as an enterprise fund with a total 2005-2006 budget of approximately $845,000. The Airport Capital Improvement Fund was budgeted at $597,300. As an airport permitted by the state and by the FAA, the Ukiah Regional Airport is eligible for FAA entitlement grant funding up to $150,000 annually. Additionally discretionary grant funding is also available with state matching funds at 95%. As mentioned above, the airport is an enterprise fund and is anticipating a fund balance at the end of the fiscal year of $203,135. The fund has been growing about $25,000 annually for the past 5 years. This fund balance is in addition to annual grant funding. Service Area and Sphere of Influence The Ukiah Regional Airport is located less than a mile west of State Highway 101 in the southern portion of the City of Ukiah, 25 air miles directly inland from the Pacific Ocean and 62 miles north of Santa Rosa. The airport is within the Yokayo Valley, surrounded by Iow hills, with Lake Mendocino to the north. The Mayacama Mountains lie to the east and rise nearly 3,900 feet above the 614 foot Mean Sea Level {HSL) elevation of the Airport. Construction of the Airport began in 1941 with a 4,000 foot by 150 foot runway, and 50 foot- wide parallel taxiway. The runway was extended to 5,000 feet in 1954. It remained at this length until 1986 when, because of Federal Aviation Administration (FAA) standards applicable at that time, Runway 15 threshold was relocated to the south 585 feet. The current length of Runway 15-33 is 4,415 feet. Facilities Operated and/or Maintained Property: Approximately 160 acres owned in fee by the City of Ukiah; property includes a runway/taxiway system, most of the south runway protection zone, approximately half of the north runway protection zone, and several acres of developed and undeveloped building area, including the Corporation Yard used by various departments of the City. Airfield: Runway 15-33 is 4,415 feet long, 150 feet-wide, asphalt; lighted, and equipped with: Visual Approach Slope Indicator (VASI) at approach end of Runway 15. Runway End Identification Lights (REIL) at both runway approach ends. SECTION 2 - The MSR Process - page 44 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Localizer approach to Runway 15. Threshold relocated 585 feet at Runway 15 approach end. ASOS weather information station. Recorded weather- 462-7343 Buildino Areas: Located along the west side of the runway/parallel taxiway are: Airport terminal/office building. Primary auto parking lot, several statler parking areas (approx. 75 spaces) . Four primary tie down areas, as well as a few smaller areas (total 65 spaces). Conventional hangars/shop buildings (total 10) Two T-hangar buildings (20 aircraft). One shade hangar (14 aircraft), Portable T-hangars (total 30). Aviation fuel storage facility and one mobile fuel truck. Tenant O~erations · CDF air attack facilities with three (:DF fire fighting aircraft (seasonal) · One 24-hour air ambulance operator (rotorcraft) Three major daily freight operators (UPS, DHL, FED EX) One flight school Two aircraft maintenance operators One avionics installation/repair operator One composite parts manufacturer One aviation sheet metal repair operator · Two rental car operators Programs and Events The Airport Commission has tentative plans to reestablish Airport Day at the Ukiah Regional Airport beginning in 2007. This is intended to be an annual event. The Hendocino County Sheriff's Air Squadron (MCSAS) and Civil Air Patrol (CAP) provide volunteer services for search and rescue and other community services. These services are staged from the airport. Best Practices The Airport is operational 24/7 and provides a myriad of services to the public from freight operations to flight instruction to emergency services, as stated above. Additionally, the airport is an ideal location for staging, housing, storing, etc., during the next community emergency such as flood, wild fire, or earthquake. SECTION 2 - The MSR Process - page 45 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Challenges The major projects for the over the course of the next three to five years include the CDF Relocation Project at the southwest area of the airport, a proposed New Terminal Building at the site of the existing facility, and development of the old lumber property on the northeast corner of the airport property. The tenant recently vacated by the site. The biggest challenges to the airport will be the compatibility of adjacent land uses and development, and changing environmental regulations effecting airport development. Boards, Commissions and Committees Airaort Commission The Airport Commission was established in 1956. The commission consists of five members. Except as provided in the IVlunicipal Code, three of the members shall be residents of the City and two may reside outside the City but within the City's sphere of influence as established by the Local Agency Formation Commission. Members are appointed according to procedures established by the City Council. Each member serves a term of three years and the Commissioners' terms are staggered. The Commission acts in an advisory capacity to the City Council in all matters pertaining to the operations of the Ukiah Regional Airport. SECTION 2 - The MSR Process - page 46 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW PUBLZC WORKS DEPARTMENT ROADS AND CZRCULATZON SERVZCES Roads and circulation, and a number of other related functions including storm drainage are the responsibility of the Public Works (PW) Department. PW is divided into two divisions, Engineering and Public Works Maintenance Divisions, as shown in the following figure· Figure : City of Ukiah Public Works Department Organization Chart I Administrative Support (part-time) Director ( 1 ) I Engineering (3.5 I I I I LandfillMaintenance I I Vehicle Maintenance I I Street Maintenance1(1) (2) (7) Personnel PW has a total of fifteen full-time authorized employees. Employees are represented by three bargaining units - Management, Miscellaneous and Department Heads - as shown in Table · The department also routinely utilizes two to four temporary, part-time and seasonal employees at its busiest times· Public Works Engineering Division (PWE) is authorized by the 2006-2007 budget to be staffed by the Director and three and a half other civil engineering employees - Deputy Director, Senior Civil Engineer and an Assistant Engineer and a Public Works Project Manager which is a 20 hour a week position The division shares administrative and clerical support with other departments. Tasks of the division related to roads and circulation include planning and implementing capital improvement and maintenance projects; planning, studies and engineering related to drainage, traffic, signalization and streets; issuance of encroachment, transportation and grading permits, public works inspection and customer service. Host of the listed activities are required due to demands of development (new or extended infrastructure) or addressing existing deficiencies (failing infrastructure or the need to implement new technologies). Other significant tasks of this division include dealing with issues related to solid waste collection, disposal, and the solid waste landfill site, securing project funding through various programs, planning and assisting with implementation of projects at the airport, review SECTION 2 - The MSR Process - page 47 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW and approval of land-division projects, general administration of the public works department, and general service to the public. The Street Maintenance (PWS) crew, comprised of one supervisor, one leadworker and seven PW Maintenance T workers, is responsible for all maintenance of public right-of-ways. Work includes pavement and sidewalk construction and repairs, maintaining storm drainage structures, performing scheduled and emergency street sweeping, debris and hazard removal from public thoroughfares, installing pavement markings such as stop bars and crosswalks, installation of street name, speed limit and other traffic signs, and other related tasks. This division is also responsible for the maintenance of the Ukiah Solid Waste Disposal Site which is pending approval of the design for its final closure cap construction, and for long-term maintenance and monitoring plans of same. The size of specific projects which can be performed by City crews is limited by the Uniform Construction Cost Accounting program, which the City has adopted. Street Division also provides assistance to other City departments where specialized skills or equipment are needed. The Engineering division assists the Street Haintenance division when contractors are enlisted to accomplish some of the street maintenance workload. Through the process of development review, PWE also assures that the City's road and circulation facilities are upgraded as appropriate. Engineering staff reviews plans as well as the impacts of projects. Staff works with applicants to assure that impacts are dealt with and, if necessary, that additional improvements are undertaken to mitigate the impacts. Two Public Works mechanics and one Public Safety mechanic (funded by Police and Fire) share an updated garage facility at the City's Corporation Yard to perform preventative maintenance and repairs to City vehicles and equipment. Vehicles from most departments are typically serviced within this facility, the exception being specialized vehicles used by the Electric Department. Budget - Expenditures and Revenue The 2006-2007 adopted budget for PW is approximately 4.97 million dollars. The total budget is recorded against many funds. The street maintenance budget is $871,730. Service Area and Sphere of Influence PW serves all areas within the City of Ukiah, including the remote solid waste landfill site. There are isolated areas of overlapped responsibility: Formal agreements are in place with other agencies for the shared expense of maintaining the traffic signal systems at the agency boundaries. These locations are the intersection of Empire Drive and North State Street (Mendocino County) and the intersection of Talmage Road and South State Street (Caltrans). The City takes the lead role in coordinating the maintenance. There are agreements in place with Caltrans for the shared maintenance of the three overcrossings of State Highway 101, on Perkins Street, Gobbi Street, and Talmage Road. Caltrans is solely responsible for the maintenance of the pedestrian overcrossing located between Perkins and Gobbi, over SH 10:[. SECTION 2 - The MSR Process - page 48 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW There is an agreement in place between the City of Ukiah and the County of Mendocino for the shared cost of maintaining the proposed Orchard Avenue Orr Creek Bridge. Facilities Operated and/or Maintained Streets The City has over 53 miles of street within the City. The City completed an updated report of its Pavement Management Program in 2004, which noted that there was a deferred maintenance backlog (the amount of necessary reconstruction and overlays not performed each year due to budget constraints) of $~.4 million. The report recommended that the City increase its annual budget for pavement work to $2.5 million. The condition of these streets has been inventoried and cataloged in the City's Pavement Maintenance Program (PMP). The equivalent of fifty-three centerline miles of streets or 112 lane miles of streets have been inventoried. The 2004 update of the PMP rates the street segments in terms of condition. The average pavement condition index (PC:[) for all segments is 70. The condition survey will be updated again in 2007. The street segments are classified in the PMP report as shown in the following table. Table __: City of Ukiah Functional Classification of Streets Classification Collector Arterial Residential Total in Feet 61,620 49,432 166,731 Total in Miles 12 9 32 The City's Public Works Street Department personnel sweep ail the City streets at least once every two weeks throughout the year. The frequency of sweeping is increased during the fall "leaf" season, and sweeping is performed more often in the core area of downtown. The City has one primary sweeper, and utilizes an older sweeper as backup or when needed during busier times. State Highway 101 traverses north-south through the Ukiah Valley. State Street, Ukiah's main north-south arterial served as Highway 101 until the new freeway was constructed in 1968. State Street is five lanes (two lanes each direction plus a continuous left turn lane) from Beacon Lane north to Washington/Hastings, and is four lanes (two lanes each direction) over its length from Washington/Hastings to the north City limits. State Street connects with Highway 101 in the county area, south of Ukiah and continues to parallel 101 in the county area to the north. The primary east-west streets, which are also considered "gateways" because they are joined to Highway 101 with interchanges, are Perkins Street, Gobbi Street and Talmage Road. Between Highway 101 and State Street, Perkins is four lanes (two lanes each direction). Gobbi is one lane each direction with a center left turn lane over much of the distance. All three east-west streets are constrained by two lane overpass structures over Highway 101, and all three interchanges are I/2 clover-leaf configurations, causing some traffic congestion. Both Perkins Street and Gobbi Street transition to residential streets as they proceed west beyond State Street. Talmage Road dead ends at State Street. Talmage Road is also unique in that this is State Highway 222. Several sections of this road remain under the jurisdiction of Caltrans rather than City or County. Preliminary discussions to relinquish these sections of SECTION 2 - The MSR Process - page 49 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW roadway to the City and County have been underway for some time but little progress has been made to this point. The City plans to have this process completed by the summer of 2007 The City's roadway system is rectangular in nature. However there are several "T" intersections, closely spaced intersections, and a number of one-way streets in the core area of downtown that provide unique challenges to traffic management. Bridoes There 1. 2. 3. 4. 5. 6. 7. 8. are a total of eight bridges in the City limits as recognized by Caltrans State Street over Gibson Creek State Street over Orrs Creek Bush Street over Orrs Creek Oak Street over Orrs Creek Ford Street over Orrs Creek Gobbi Street over Gibson Creek Orr Street over Orrs Creek Waugh Lane over Doolan Creek Sidewalks There are approximately 75 miles of Sidewalk in the City. Sidewalks are maintained by the property owners of the parcels that front the right of way where the sidewalks are located, The City Street Crews repairs sidewalk in emergency situation only in order, to remove eminent hazards. The Cit7 has adopted ordinances that enable the City to require new sidewalk construction as a condition of building permits that are over 1/3 the value of the structure that the work is being permitted. This ordinance also enables the City to condition discretionary planning permits requiring sidewalk construction. A study is in the process of being performed in order to develop a plan for the City pedestrian facilities to comply with the American Disability Act (ADA). The study will identify all areas in the public right-of-way that are not ADA compliant as well as focusing on developing a strategy to bring ADA compliance to any areas in the City. There are two programs funded by the City which encourage sidewalk construction. One is for residential parcels that have improvements but do not have sidewalk. The City funds approximately 50% of the cost of construction. The other program is for commercial property that is in a defined area of the downtown. The City will also fund approximately 50% of this construction as well. Traffic Sianals There are thirteen traffic signals in the City. They are at the following Intersection: 1. North State Street and Ford Road/Empire Drive 2. North State Street and Low Gap Road SECTION 2 - The MSR Process - page 50 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW 3. North State Street and Norton Street 4. North State Street and Scott Street 5. North State Street and Standley Street 6. State Street and Perkins Street 7. South State Street and Hill Street 8. South State Street and Gobbi Street 9. South State Street and Talmage Road 10. South State Street and Washington Avenue 11. East Perkins Street and Orchard Avenue 12. Talmage Road and Airport Park Blvd. 13. East Perkins Street and Hospital Drive There is a fourteenth proposed signal at the intersection of East Gobbi Street and Orchard Avenue. This signal is designed and will be constructed in the summer of 2007. As stated before two of the above signals are maintained based on agreements with other agencies. There is also a project proposed for the summer of 2007 that will upgrade ail signals with battery backup and (Liquid Emitting Diodes) LED lights. The budget to maintain and repair signals is approximately $65,000 per year. The City has a contract with Republic Electric Inc. to maintain and provide emergency service for the signal controller systems. The City Electric Department maintains all lamp replacement. This will not be necessary once the LED's are in place. Challenges Funding - The escalating cost of fossil fuel has caused a radical price increase for asphalt concrete (AC). Between the 2004-2005 fiscal year and the 2005-2006 fiscal year the price increase in the cost of AC nearly doubled. This has caused an issue with road maintenance. Both our internal street crew maintenance projects as well as our larger projects that are bid to private contractors have been greatly affected by this market shift. Traffic Congestion - The City is nearing the completion of a circulation study that, once adopted, will guide the infrastructure improvement requirements for development. This study projects the traffic impacts based on the current zoning for the next twenty years. In order to fund the improvements that the study recommends the City and the County of Mendocino are working on an AB 1600 program that will prioritize projects for funding that are in the City as well as in the County. ADA - A draft study has been completed for the City's right of way as well as all City owned facilities. A version of this study must be adopted by the City Council which will provide a program for the City to become completely ADA compliant. SECTION 2 - The MSR Process - page 51 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Boards, Commissions and Committees Mendocino Council of Governments Flendocino Council of Governments (HCOG) was formed as a joint powers agreement in 1972, as mandated by state law, the Transportation Development Act (TDA). HCOG is a political subdivision of the State of California. Two county supervisors, a county elected official and one council member from each of the four incorporated cities make up Board membership. A representative of Caltrans serves on the Policy Advisory Committee with the seven directors. Acting as the Regional Transportation Planning Agency, MCOG programs or allocates various types of state and federal transportation funds to Caltrans, the County of Mendocino, and the cities of Ukiah, Fort Bragg, Willits, and Point Arena. In addition to projects on state highways and within its five member jurisdictions, MCOG helps support transportation activities of the North Coast Rail Authority, California Western Railroad, Mendocino Transit Authority, local airports, and others. Projects involve planning, capital improvements, rehabilitation and maintenance, fleet replacement, and intermodal transit centers, rvlCOG serves as the Service Authority for Freeway Emergencies (SAFE) of Mendocino County, administering the call box program. Staff members of the Public Works Department participate on the Technical Advisory Committee. FICOG has a website at http://www, mendocinocog.org/index.shtml. Traffic Enaineerina Committee Section 7030 of the City's Municipal Code established the office of the City of Ukiah Traffic Engineer. The Traffic Engineering Committee serves as the Traffic Engineer, a team of persons consisting of the City Manager, the Chief of Police, the City Engineer, the Planning Director, the Superintendent of Public Works or their duly appointed representatives, together with a representative of the local transit authority, and two City residents of driving age, each of whom may from time to time be determined and appointed by the Council. This committee meets monthly as needed to discuss traffic hazards, proposed improvements, concerns raised by the public, and to make recommendations to staff and to Council as appropriate. SECTION 2 - The MSR Process - page 52 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW PUBLIC WORKS DEPARTMENT STORM WATER DRAI~NAGE SERVI'CES Maintenance of the storm water facilities within the City of Ukiah is provided by the Street Maintenance Division (PWS) of the Public Works Department. Information regarding staffing, organization, budget and service area is provided in the section entitled Roads and Circulation preceding this section. Facilities Operated and/or Maintained Staff maintains a system of surface and underground drainage facilities as well as three named "blue line" creeks within the City of Ukiah; they are Orrs Creek, Gibson Creek, and Doolan Creek. There is also an "unnamed" creek (Mendocino Creek), that flows through the City of Ukiah and joins Doolan Creek. These four creeks ultimately outlet to the Russian River outside of the city limits, in the unincorporated area of Mendocino County. In 1958 a study was performed by Brown and Caldwell (B&C) to master plan the storm water system. Many of the improvements in the B&C study were constructed. However, as expected some were not. The City has set aside funds in the 699 reserve accounts to create a new Drainage Master Plan. This plan will identify improvements, funding options and opportunities for those improvements as well as a priority list. It will also recommend design requirements for future development. Programs and Events Floodplain Hanagement The City acts as the local FEHA floodplain manager. This duty includes review of development in the floodplain and floodway. These reviews require continual staff training to maintain updated knowledge on the different FEMA requirements. The tasks in this program include review of elevation certificates as well as calculations necessary to determine substantial improvements. Best Management Practices The Engineering staff of Public Works reviews all development for erosion control. This review assures that developers as well as contractors are both planning and performing these storm water protections. Challenges Funding sources SOL:ID WASTE SYSTEMS SOLID WASTE D:ISPOSAL The City of Ukiah has a franchise agreement with Solid Waste Systems (SWS), a division of North Bay Incorporated (NB), for the collection and disposal of solid wastes including garbage, recyclables, and greenwaste, in the City of Ukiah. Wastes collected on the local customer mutes were formerly hauled to the City of Ukiah Solid Waste Disposal Site located at the end of Vichy Springs Road in the unincorporated area of the Ukiah Valley. The City of Ukiah Solid Waste Disposal Site began operation in 1955 and over the years implemented the staging of mcyclable materials and greenwaste. SECTION 2 - The MSR Process - page 53 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW The site ceased operations in September 2001, when the Ukiah Valley Transfer Station (uv-rs) was put into operation. The City has a fifteen year contract with SWS for the operation of the Ukiah Valley Transfer Station located on Plant Road south of the City limits. Mendocino County Solid Waste Division has a contract with SWS to dispose of wastes at the UVTS, for wastes generated and collected from some areas in the County of Mendocino. SWS contracts with Potrero Hills Disposal Site, located in Suisun California, for landfill disposal of the household wastes collected at the UVTS. The company contracts with various companies for the disposal and reuse of the recycled materials. Greenwaste collected on the local routes is transported to the Cold Creek Compost facility, another privately owned facility, in Potter Valley. In 2005, the City disposed of 16,749 tons of solid waste (non-recyclables). The California Integrated Waste Management Board (CIWMB) shows that the solid waste disposal generation factor for the City is 10.44 pounds per resident per day. Diversion rates are defined as the percentage of total solid waste that a jurisdiction diverted from being disposed in landfills through reduction, reuse, recycling, and composting programs. The CIWMB has adopted a diversion rate mandate of 50 percent. Per the CIWMB, the City had nearly reached this goal and had a 45 percent diversion rate in 2005, which is the most recent data posted. The City is currently looking at strategies that will put the City in compliance with the mandated diversion rate. The most significant of these strategies is a construction and debris ordinance. Personnel Solid Waste Systems of Ukiah, a subsidiary of North Bay Corporation, manages all aspects related to the collection of refuse and recycling, and operating a buy-back center and transfer station at the UVTS. It has twelve employees, including drivers, mechanics, buy-back attendants, transfer station attendants, gate house keepers, and clerical employees. Budget- Expenditures and Revenue Revenues are generated by the collection of garbage collection fees for the citizens of Ukiah, by fees collected for the disposal of waste at the UVTS by self-haulers and by Mendocino County. The City of Ukiah acts as the agent for'Ukiah Solid Waste in the matter of accepting applications and billing for garbage services. There is a minimum mandatory charge to each residence for providing this service as stated in City of Ukiah Municipal Code, Section 4443. The City Council approved solid waste rate revisions which became effective October 1, 2006. The following table provides the current residential garbage rates charged. This rate increase was discussed at a public hearing and was based upon the 2.4 percent U.S. Department of Labor Consumer Price Index increase. The City of Ukiah has a fiat rate for residential solid waste services, and commercial rates are based on the larger refuse bin size and number of pickups per week. Table 2.] compares the City's solid waste rates and those of nearby jurisdictions within the southern Ukiah Valley. As shown, the rates for solid waste services are very similar among these agencies. Table : City of Ukiah Residential Garbage and Recycling Service Rates Service Curb Pack Out* Remote** 1- 10 gallon can $ 3.88 $ 5.99 $ 11.98 1 -20 gallon can 8.16 10.24 16.23 1 - 32 gallon can 14.66 17.95 23.94 SECTION 2 - The MSR Process - page 54 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW 1 - 68 gallon can 1 - 95 gallon can 2 - 68 gallon cans 34.61 42.16 48.15 48.83 60.90 66.89 93.43 87.18 93.17 Pack Out Service is limited to the elderly and disabled who apply directly through SWS. ** The additional charges of Remote Service may be required for certain areas with difficult access. Commercial and Industrial Dependent upon bin size and frequency of pickup ($47.51- 1,075) Dependent upon bin size and frequency of pickup Dependent upon bin size and frequency of pickup Dependent upon bin size and frequency of pickup ($731.85 +) Description of how UVT~ rates are se~ Table : UVTS Fees and Charges Description of Service Cost Per Minimum Gate Fee $5.40 minimum Solid Waste Self-haul (delivered in loose uncompacted state) $11.10 cubic yard Mixed Load (solid waste which contains recyclables) $16.75 cubic yard Compacted solid waste from Franchise Haulers (incl MSWMA surcharge) $56.71 ton Major Appliances (only freezers & refrigerators) $16.00 each Passenger Tires without Rims $3.00 each Passenger Tires with Rims $4~75 each Yard Waste/Greenwaste* $ 5.25 cubic yard Wood waste* $ 5.25 cubic yard Scrap Metal (1 cubic yard and less) No Fee Scrap Metal (greater than 1 cubic yard) $ 7.19 cubic yard Misc. Recyclables, where bins have been provided at UVTS No Fee * Minimum gate fee $5.40 applies. Service Area and Sphere of Influence As noted above, SWS provides curbside collection service to the City of Ukiah, and transfer station services to the City of Ukiah. Best Practices Single stream recycling Challenges Alternative fuels, increasing costs and recycling rate increases. Boards, Commissions and Committees The Mendocino Solid Waste Management Authority (MSWMA) is a Joint Powers Authority created by the County of Mendocino, City of Ukiah, City of Fort Bragg, and the City of Willits. It was organized in 1990 at the instigation of the City of Ukiah to deal with the increasing complexity of solid waste management. It was felt that the cities should share control with the county in this area, rather than depending on the county to handle it. Over the years, MSWMA SECTION 2 - The MSR Process - page 55 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW has evolved into a special waste agency with the following main responsibilities: Hazardous waste management, electronic waste management, appliance hazardous waste management, recycling promotion and public information, monitoring and reporting, and illegal dump abatement. SECTION 2 - The MSR Process - page 56 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW PUBL[C UTILz I rES DEPARTHENT WATER UTILITY SERVICE The City of Ukiah Public Utilities Department is governed by the City Council. The City Council governs in accordance with Division 4 of the Municipal Code. The department is overseen by the Director of Ukiah Public Utilities who is responsible for ail utility operations and reports to the City Manager. The City Council is responsible for determining policy for the utilities. The City of Ukiah Public Utilities Department is organized into bNO separate divisions: Water and Wastewater, and Electric. The :2005-2006 FY Budget authorizes a total of 39 full-time employees and one part-time employee to the Public Utilities Department. :in addition the department contracts out for studies, engineering design, construction management. Figure __: City of Ukiah Public Utilities Department Organization Chart ADMIN SUPPORT (part-time) DIRECTOR ] I WASTEVVATER (14) (24) Personnel The water side of the Water and Sewer Division can be further broken down in three functional work groups: Water Treatment Plant Operations, Field Operations, and Engineering. Key personnel also sharing responsibility with the Director include the Water Treatment Plant (WTP) Supervisor, the Water/Sewer Maintenance Supervisor and the Water Utilities Project Engineer. The budgeted personnel for the oversight and administration of the sewer division total 0.15 FTE (Director at 10% plus part-time purchasing support). Four full time employees are assigned to the WTP, including the VVTP Supervisor, one Senior WTP Operator and two W-FP Operators. WTP Operations is responsible for the maintenance and operation of the plant, and maintenance and monitoring of water storage tanks. The authorized personnel total 3.8 FFE (two persons shared with sewer). Water/Sewer Field Operations is responsible for maintenance and repair of the City's water distribution system. A crew of nine personnel respond to service calls for water mains, water services, fire hydrants, and water valves, as well as respond to sewer calls. The authorized personnel total zL5 FTE (9 persons shared with sewer) Engineering is responsible for the design and inspection of the water distribution system throughout the City of Ukiah, as well as for managing the implementation of capital SECTION 2 - The MSR Process - page 57 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW improvement projects. The authorized manpower is I I-I1: (two persons shared with sewer). Figure__: City of Ukiah Public Utilities Water Organization Chart I WATERAND 1 WASTEWATER I ( 4 ) Operations (9) and Wastewater Division Purchasing Support1 Budget - Expenditures and Revenue The budgets related to each of the services provided by the City of Ukiah Public Utilities Department are broken separately in the budget. The water utility is an "enterprise" fund. The approved budget for Fund 820 Water Fund shows approximately $2.89 million in expenditures and $2.76 million in revenue. [t is anticipated that the ending fund balance for the Water Fund will be reduced by approximately $121,000 at the end of FY 2005-2006. Fund 840 Water Fund Capital Projects expenditures for the current fiscal year total approximately $9.04 million. This total covers plant engineering and dam feasibility study, sponsorships and legal fees, bond debt service for the Sep 2005 bond issue for the WTP upgrade. [t also reflects various system improvements, water main replacement projects and water line improvement projects, pump and backflow device projects, as well as approximately $1:[ million in water reservoir construction, treatment plant reservoir system pumps and pipes, and the Phase [! of the Water Treatment Plant 1Improvement Project. Service Area and Sphere of !nfluence The City has been providing water to its customers since 1880. The maintenance, operation and repair of the City's water production, treatment and distribution services are provided by the Public Utilities Water (PUW). This division is also responsible for water meter installation and meter reading. The water service area is not coterminous with the city limits. There are 4,946 residential and 739 other water service connections within the City service area. lin addition, there are eight residential connections outside the city limits. SECTION 2 - The MSR Process - page 58 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW City of Ukiah Limits & Water Mains/Services Eighty residential connections within the city limits are served by Willow County Water District. These service locations are along the west side of 1300 block of South Dora, both sides of the 1300 block of Yokayo Drive and along both sides of the 1300 block of Rose Avenue. SECTION 2 - The MSR Process - page 59 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW City of Ukiah Limits & Water Mains/Services Legend Water_Ma~as_6in ~ Cit~_Uk eh_04~4 Uk[ah_Stme~s ~ Ukiah City Limits M SECTION 2 - The MSR Process - page 60 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW The City has over 5,600 service connections. Of those approximately 87% are 3/4" meters, primarily serving single family homes. The increase in connections has been slow, increasing from 5,511 in 2002 to 5,685 in 2004.4 The following table provides population growth projections being used for strategizing water issues. Table : City of Ukiah Water Service Area Population Projections Service Area Population Total Connections 2000' 2005~ 2010~ 2015~ 2020~ 15,497 5,511 16,288 5,718 17,118 5,985 17,992 6,291 17,992 6,291 Population data from California Department of Finance 2003 Population estimated from data provided by the City and buildout reached at 2015. Water Rates The City of Ukiah adopted a revised rate structure effective May 2005, with incremental increases in the years that follow. The water rates had not been increased since 1996. The California Department of Health Services (DHS), following its inspection/audit of the City of Ukiah water system, concluded that expansions of the City's water treatment and distribution storage facilities were required as a condition of renewing the operating permit of the water utility. Improvements identified totaled $15 million in 2004 dollars? The cost of financing the necessary improvements, as well as operating permit renewal expense and increases in operating costs, necessitate water rate increases. The City brought on a consulting firm to review the existing rate structure, to evaluate financing alternatives, and to develop a financing plan. The study examined existing rates, historical water production, and customer usage, as well as,the cost of the proposed improvements to establish a new water utility rate structure. Following are the rates recommended by the consultant and ultimately adopted by the City Council at its meeting of April 6, 2005.6 As can be understood from the consultant's report, increased rates of monthly services are intended to fairly distribute the costs of increased capacity to existing and future customers. Customers with a larger meter realized greater proportional increases. The revised fees are in line with the AWWA demand capacity guidelines and are designed to meet the revenue pledge for the 2005/2006 water bond. Increased connection fees, on the other hand, are intended to distribute the "buy-in cost" of existing improvements to new customers, and is considered to be a fair method. The consultant, in its report to Council recommended financing the improvements using a combination of water fund reserves and a bond issuance to finance the needed improvements. The bonds were sold and awarded under a competitive bidding held on August 30, 2005. 4 Bartle Wells Associates, Independent Public Finance Advisors. March 2005. City of Ukiah Water Utility Rate Structure and Connection Fee Update. 5 SPH Associates Consulting Engineers. February 2004. Predesiqn Report, Water System Improvements, City of Ukiah. 6 Bartle Wells Associates, Independent Public Finance Advisors. March 2005. City of Ukiah Water Utility Rate Structure and Connection Fee Update. SECTION 2 - The MSR Process - page 61 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Table : City of Ukiah Water Rates Meter Size/Class I Current Monthly Service Charge Description In City May Nov Nov Nov Nov Incr Rates 2005 2005 2006 2007 2008 from 1996 3/4" Meter $13.80 $14.08 $14.36 $14.64 $14.94 $15.24 10.4% 1" Meter 14.40 18.38 21.58 22.97 24.41 25.90 79.9% 1-1/2" Meter 15.00 27.76 37.85 41.85 45.99 50.28 235% 2" Meter 15.50 39.33 58.10 65.38 72.93 80.75 421% 3" Meter 16.70 66.52 105.72 120.70 136.25 152.36 812% 4" Meter 17.80 104.92 173.40 199.43 226.44 254.45 1329% 6" & Up 19.00 200.16 341.13 394.53 449.92 507.37 2570% Fire Service 2" Mtr & Under 15.50 7.87 11.62 13.08 14.59 16.15 4.19% Fire Service 3" Mtr 16.70 13.30 21.14 24.14 27.25 30.47 82.5% Fire Service 4" Mtr 17.30 20.98 34.68 39.89 45.29 50.89 194.16% Fire Service 6" Mtr & Up 20.70 40.03 68.23 78.91 89.98 101.47 390.2% Consumption Rate (S/unit/1 unit = 748 gallons) $0.58 $0.73 $0.91 $1.07 $1.20 $1.29 122.4% Table : City of Ukiah Water Utility - Connection Fee Meter Size SFD 1996 Revised Increase Equiv. Fee Fee 3/4" Meter 1.00 $660 $1,459 110% 1" Meter 1.70 1,100 2,480 125% 1-1/2" Meter 3.30 2,200 4,813 119% 2" Meter 5.30 3,520 7,731 120% 3" Meter 10.00 7,040 14,586 107% 4" Meter 16.70 11,000 24,359 121% Over 4" Connection Fee Determined by City Council Infrastructure and Facilities The City was originally granted a water supply permit in 1939 to supply domestic water to the City of Ukiah and vicinity. The figure below shows the City of Ukiah water service area, and locations of primary water facilities. SECTION 2 - The MSR Process - page 62 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Figure .: City of Ukiah Water Service Map N Production, Treatment, Storage and Distribution Operations related to the production, treatment, and distribution of water are governed by a number of codes and regulations. The parameters of operation are captured in various permits that are issued by regulatory agencies. Daily operations are monitored and recorded by electronic equipment. Efficiency and effectiveness, are ensured by measuring performance in relation to the permit criteria. The City of Ukiah sends an annual report to all customers on Ukiah's water quality, the Consumer Confidence Report, as required by law. SECTION 2 - The MSR Process - page 63 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Water Supply The Ukiah Valley groundwater basin, located in southeastern Hendocino County, is approximately 22 miles long and 5 miles wide at the widest point, and is the larqest of several groundwater basins along the Russian River. The basin is part of the Ukiah and' the Redwood Valleys to the north, and their tributary valleys. The Iow-lying regions 'of the Ukiah and Redwood Valleys as well as those sloping areas along the valley edges that include Quaternary- and Tertiary-age sediments define the area extent of this north-south trending basin. The basin surface elevation varies from approximately 1,000 feet in the upper portions of the Redwood Valley, to approximately 500 feet in the lower, southern areas of the Ukiah Valley. The Russian River traverses the entire length of the Ukiah Valley groundwater basin and is met by many tributaries from both the east and west sides of Redwood and Ukiah Valleys. The main tributaries include Forsythe Creek, which joins with the Russian River north of the city of Calpeila, and the East Fork of the Russian River, which joins the main branch of the Russian River north of Ukiah. Lake Mendocino, a reservoir created from the East Fork of the Russian River located between Redwood Valley and Ukiah Valley, is also an important feature of the surface hydrology of the region. Precipitation in the basin ranges from approximately 45 inches in the north to about 35 inches in the south. Ukiah is the largest city within the valley and is located on its southwest side. Other cities include Talmage, east of Ukiah, and Calpella on the south end of Redwood Valley. Highway 101 travels the length of the Ukiah Valley from the south and veers west away from Redwood Valley, paralleling Forsythe Creek. Highway 20 enters the valley from the east and intersects with Highway 101 at Calpella.7 The physical constraint on the current groundwater supply is the pumping capacity of the existing wells. The City has completed or will complete in the near future several projects to help offset the lack of pumping capacity. The City began a well siting study in March 2006 to add two groundwater wells with a total capacity of 1500 gpm. The groundwater wells will add needed pumping capacity to meet peak demands and water demands during drought conditions. The City recently constructed 'three new storage tanks to meet the California Department of Health Services Standards. Improvements to the City's water treatment plant will be completed in September 2006. The water treatment planrt improvements will comply with new California Department of Health Services regulations to ensure adequate redundancy and reliability. WATER PRODUC'I~ON (PUMPZNG CAPACx i Groundwater The City's groundwater supply consists of Well 4 and has an estimated capacity of approximately 750 gpm. The facility is equipped with a standby engine ddven pump. Well 4 provides 25% of the agency's total use. During drought years Well 4 is capable of meeting up to 18% of the agency's total demand based on historic water production data. Appendix C - KJ SECTION 2 - The MSR Process - page 64 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Surface Water The City has four wells providing 75% of the agency's total use. During. drought years the system is capable of meeting up to 62% of the agency's total demand based on historic water production data. There are four active wells in the City's system with an estimated capacity of 4,400 gpm (4,034 AFY). They are described as follows: · Well 2 and 6: These wells are used to periodically supplement th& surface source by providing an estimated 50 gpm. Well 2 is a shallow dug well and Well 6 is a drilled well that pumps directly into Well 2. The water production for these wells is included in the Pre-49 water rights total. · Well 3: This well has an estimated capacity of about 650 gpm. Well 5: This drilled well has a capacity of about 0 gpm when the WTP is operating because of its proximity to the Ranney wellf otherwise it has a capacity of 300 gpm. It is used periodically to supplement the surface water. The well is equipped with a standby engine driven pump. Ranney Collector: The Ranney collector well is located near the Russian River. The City is entitled to these water rights by it State Water Resources Control Board Permit 12952. Reliance on the Ranney Collector is limited to 20 cfs by the RWQCB permit. Production in the Ranney Collector, as well as in the other wells, decreases in summer. The Ranney collector has a design flow of 13 mgd (9,027 gpm). The initial design had nine laterals, which extended beneath the Russian River. However, one of the laterals was plugged and abandoned in April 1981. The Ranney collector can currently pump 0nly 3,400 gpm. The laterals Were cleaned in 2002 and four new laterals were constructed in 2003. Ranney capacity increased, but not as much as expected. It is believed the compaction of clays and silts in the riverbed over the laterals has reduced the permeability of the soil around the laterals and permanently lowered pumping capacity in this area of the riverbed. The City of Ukiah's pumping capacity in acre-feet per year from each source and the total is shown in Table SECTION 2 - The MSR Process - page 65 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Table __: City of Ukiah Pumping Capacity (AFY) Source and Location Max Annual Percent of Min Annual Percent of Supply Agency Total Supply Agency Total (drought) (drought) Well 4 (groundwater) 1,210 23.0 1,210 27.3 Ranney Collector 2,706 51.5 2,165 48.9 Well 2/6 40 1.0 0 0.0 Well 3 1,049 20.0 860 . 19.4 Well 5 239 45 196 4.4 Total 5,244 100.0 4,431 100.0 California has experienced two droughts over the past 30 years, one severe drought in 1976 /1977 and a prolonged drought from 1987 to 1993. During both drought periods, the City did not experience any shortages in its supply. Customers voluntarily cut back their water usage during this time to help the City meet demands and demonstrate their concern for the statewide drought conditions. In 1992, City water demands were less than the previous year even though the number of connections and population increased. During peak demand or drought periods, when the water table is affected, the pumping capacity may be limited from the Ranney collector, surface water wells, and groundwater wells. Because the City has ample water rights and a sufficient water supply, the City is limited by pumping capacity and not water supply. Reclaimed Water Sources The City currently makes limited use of tertiary treated wastewater to offset the demand for treated water. It is used for irrigation within the Wastewater Treatment Plant and plant operations. Currently, the City's wastewater treatment plant produces a high quality treated effluent that is suitable for reuse. However, there are currently no pipelines to convey the recycled water from the wastewater treatment plant to the potential use areas and large capital investments would be required to implement. The City is evaluating opportunities that may be available for recycled water use as a part of a planned wastewater treatment plant expansion. Customers with large landscaped areas would be the most likely users of recycled water. The majority of customers with large landscaped areas include schools, parks and a golf course that are scattered throughout the City. Evaluation of the recycled water use opportunities will include a cost/benefit comparison including the cost of system improvements needed to deliver the recycled water to the potential users. Previous studies have indicated the cost of conveying the recycled water to the potential users and the projected water savings may make recycled water an unfeasible alternative. However, the regulatory agency that governs wastewater treatment and discharge has indicated that future wastewater discharge permits may further restrict percolation or discharge SECTION 2 - The MSR Process - page 66 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW to the Russian River of the highly treated effluent and would therefore encourage reuse. In general, water quality agencies in California have encouraged reuse of treated effluent as an alternative to discharge. Recycled water is not included in the supply projections for the City. This may change in the future after the evaluation of recycled water use is completed. Table : City of Ukiah Reclaimed Water Production Source and Max Annual Percent of Min Annual Percent of Location Supply Agency Total Supply Agency Total (drought) - (drought) VWVTP - 300 43 acre-feet 0%" 43 acre-feet 0 % Plant Road Water from Other ~ources Three water districts bound the City: Millview County Water District to the north, Willow County Water District to the south and the Rogina Water Company to the east, bound the City. Of the water suppliers in the Ukiah Valley, the City produces the greatest amount of water and serves the largest population. Under current mutual aid policies exchanges of water between systems during periods of emergency are possible between the City of Ukiah, and Millview CWD, and the City of Ukiah and Willow CWD. An Emergency Interconnection Agreement was formalized dated July 1, 2002. Total Water Supply Available The total available water supply from all sources is 8,298 acre-feet, and 3,065 acre-feet in times of drought. The average daily supply from all sources is 2,207 acre-feet per day. Water Rights Wagener and Bonsignore compiled the details of the City's water rights from the following sources: State Water Resources Control Board files for City of Ukiah's water right Application 15704 (Appropriative Permit and Pre-1914 rights) City of Ukiah's water supply agreement with Mendocino County Russian River Flood Control and Water Conservation Tmprovement District (Contract Water) Bernie Ziemianek, Utilities Director (Former), City of Ukiah (Groundwater) Pre-194g Appropriative Right. The Pre-1949 Apprepriative Right for 2.8 cubic feet per second (cfs) for diversion from the Russian River for a maximum of approximately 2,027 acre-feet (AF) annually is recognized in State Water Rights Board (predecessor to State Water Resources Control Board) Decision 1030. Water Right Permit 1:2952. Post-1949 Appropriative Right. Water right Permit 12952 (Application 15704) provides for the diversion of Russian River underflow for mu'nicipal 8 No reclaimed water is currently distributed outside the WWTP. SECTION 2 - The MSR Process - page 67 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW purposes. Under the Permit, water can be diverted at a rate not to exceed 20.0 cubic feet per second (cfs) from January 1 through December 31 (with no annual limit). The Permit is considered a Post 1949 water right, which is a right that was initiated subsequent to the authorization to construct Coyote Valley Dam in 1949. The Permit expired on December 31, 2000 and the City filed a Petition for Extension of Time with the State Water Resources Control Board (SWRCB). The Permit is valid while the Petition for Extension of Time is processed. Currently, the Permit covers Wells 2 and 3 and Ranney. Tt~e City has filed a Petition with the SWRCB to add Wells 5 and 6 and expand its place.of use under Permit 12952. Groundwater. The City currently diverts groundwater at Well 4 and may add other groundwater sources in the future. Project Water,' I~lendocino County Russian River Flood Control and Water Conservation Improvement District (District) hold water right Permit 12947B for storage and use of up to 8,000 acre-feet of water stored in Lake Hendocino and/or directly diverted from the East Fork Russian River. The City of Ukiah entered into a water supply agreement with the District that allows the City to use up to 800 AF of water annually under the District"s permit. The face value of the City's Pre-1949 and Post 1949 appropriative rights is approximately 16,500 acre-feet annually. Water Demand The annual water demand from all customers of the City of Ukiah for 2005 is reported to total 1,223,542,000 gallons. The daily water demand ranged from a minimum of 1,765,241 gallons to a maximum of 5,906,097 gallons, the average being 3,352,170 gallons. The following provides a summary of the actual and projected demands for water. The City's accounting system does not differentiate among connection types such as residential, commercial, or industrial. Table __: Past~ Current and Projected Connections and Demand, 1.995-2020 (acre- feet) Year Conne~ions Demand Year Conne~ions Demand 1995 4,596 3,879 2010 5,985 4,396 2000 5,511 4,224 2015 6,291 4,592 2005 5,718 3,756 2020 6,291 4,592 Source: Brown and Caldwell. 2006 Update. 2006 Urban Water Management Planning Worksheets The following tables compare current and projected water supply, and demand in average precipitation years and in dry years. They indicate that the City's water supply is adequate to meet demands. Total water supply is equal to the City's water rights and future groundwater pumping projections. Because the City has ample water rights and a sufficient water supply, the City is limited by pumping capacity and not water supply. SECTION 2 - The MSR Process - page 68 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Table __: Projected Supply and Demand Comparison acre-feet) Year 1~ 2000 2005 2010 2015 2020 Supply Totals 16,569 16,569 18,982 18,982 18,982 Demand Totals 4,224 3,756 4,369 4,592 4,592 Difference 12,345 12,813 14,613 14,390 14,390 Source: Brown and Caldwell. 2006 Update. 2006 Urban Water Management Planning Worksheets Table __: Supply Reliability and Demand Comparison (acre-feet) Normal Water Supply Water Single Dry Multiple Dry Water Years Sources Year Water Year Year I Year 2 Year 3 Supply totals 16,569 8,285 8,285 8,285 8.285 Demand totals 4,200 4,200 4,400 4,400 4,400 Difference 12,369 4,085 3,885 3,885 3,885 Source: Brown and Caldwell. 2006 Update. 2006 Urban Water Management Planning Worksheets Treatment The City's Water Treatment Plant (WTP) plant, built in 1992, has a name plate treatment capacity of 6 million gallons per day (MGD). Improvements to reliability and redundancy will be completed in September 2006. The plant operates under conditions governed by its State Department of Health Services permit. The City of Ukiah's primary water source is the Russian River, which is classified by the U.S. Environmental Protection Agency as surface water. The primary process in surface water treatment is chemical clarification by coagulation and flocculation, sedimentation, and filtration. The WTP uses up-flow tanks, which combine the processes of coagulation, flocculation, and sedimentation in a single compartmented tank. The water is then filtered and chlorinated before it can be delivered to customers in Ukiah, ~o~ge The City's water system has a total storage capacity of 6.106 million gallons. The tanks vary in construction type and vintage. As can be seen in the following table, storage capacity was last expanded in 2005. SECTION 2 - The MSR Process - page 69 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Table: __: City of Ukiah Water Storage Capacity million gallons) Reservoir Capacity Percent of Total Construction Type Year Place in Service 1- PZIS 2.5 40.9 Concrete 1948 2- PZ4 0.013 0.2 Redwood unknown 3- PZ3 0.030 0.5 Bolted Steel. unknown 4- W-FP Ciearwell 0.135 2.2 Concrete 1992 5- FWR 1.5 24.6 Prestressed Concrete 2005 6 - PZ1N 1.5 24.6 Prestressed Concrete 2005 7 - PZ2S 0.100 1.6 Welded Steel 1984 8 - PZ2N 0.315 5.2 Bolted Steel, Glass lined 2005 Total Capacity 6.106 Source: City of Ukiah staff. 2005. Water Service Questionnaire Distribution The City has over 66 miles of water distribution piping throughout its service area. The water distribution system is "gridded" or "looped" through much of the City. The total quantity of piping infrastructure is detailed in the following table. Table __: City of Ukiah Water Distribution Piping by Size Size Length 16-inch 12,598 feet 12-inch 36,001 feet 10-inch 15,967 feet Size Length 8-inch 81,636 feet 6-inch 166,847 feet 4-inch 39,652 feet Improvements The City of Ukiah water system was the subject of an inspection audit by the California Department of Health Service (DHS) in May of 2001. As summarized by Bartle Wells Associates,g "The DHS audit concluded that concluded that the City's water treatment and distribution storage facilities must be expanded to reliably meet current and anticipated demand 9 Battle Wells Associates. March 2005. Water Utility Rate Structure and Connection Fee Update SECTION 2 - The MSR Process - page 70 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW and to ensure that fire protection is available at all times. DHS has made these improvements a condition of renewal for the operating permit of the water utility." The City is currently undertaking a program to improve the reliability and redundancy of the water supply system. Improvements are being made to the Water Treatment Plant which include: a third filtration unit, high service pump station, new chlorine scrubber facility, new chemical facilities, new laboratory, a supervisory control and data acquisition system and expanded operations facility. The City also added 3.315 million gallons of storage to the water distribution system to better meet emergency and firefighting requirements. Tt is anticipated all improvements to the water supply system will be completed by September 2006. Programs and Events Ukiah is committed to ensuring efficient use of the existing water supply. This section discusses measures being implemented by the City. The City does not directly budget for conservation programs. Water Survey Pro~rams Water surveys of residential users help raise awareness on water conservation in the home. The City offers to test customer meters upon request. The City does not track the number of tests performed annually. The City will continue to offer meter testing and notify customers of any detected leaks. System Water Audits, Leak Detection and Repair Repair and maintenance of the water distribution system is a priority to the City. The City performs leak detection and repair on an ongoing basis. The City, also, calculates system water losses annually and reports this information to DWR. In addition to calculating system losses, the City is currently replacing old meters in the system. The new meters will provide a more accurate reading of water use within the City. The City will continue to calculate annual loss in the system and replace the old meters, The City's annual report to DWR tracks the unaccounted for water losses in the system. Any reductions in water loss due to the replacement of old meters and water leak detection and repairs will be reflected in the annual report. Meterinq with Commodity Rates The City water distribution system is fully metered. The City is currently replacing old meters in the system in an effort to provide more accurate readings of water use within its service area. The City will continue to install and read meters on all new services and replace aging meters. Meters allow the City to track customer water use, LarQe Landscaoe Conservation Pr~rams The City's Planning Department reviews all landscape plans proposed for new developments. Included in the City's Municipal Code is a requirement for all landscape planting to be "those which grow well in Ukiah's climate without ex~ensive irrigation." The City will continue to review all landscape plans included with proposed development in the City. SECTION 2 - The MSR Process - page CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Public Znformation Proarams The City believes public awareness of water conservation issues is an important factor in ensuring a reliable water supply. The City promotes public awareness of water conservation through occasional bill stuffers, distribution of the Consumer Confidence Report, and the City web site. In addition, City staff is willing to take the time to discuss with customers how they can conserve water as required on a daily basis. See Appendix D. The City will continue to provide its customers with information on water conservation. The City will consider additional links to water conservation sites on their web-site and increasing the number of bill stuffers sent to customers. The City will track any comments received regarding the usefulness of the information distributed. School Education Pro~rams The City offers tours of their water treatment plant to local schools and also provides educational materials to the classes. The City will continue to offer tours and provide educational material to local schools. The City will track any comments received regarding the usefulness of the information distributed. Conservation Proarams for Commercial, Tndustrial and :Institutional Conservation is promoted through the water rate structure which is proportional to the demand a connection places on the water system. Monthly service charges in proportion to the demand and connection locations on the water system encourages water conservation. Wholesale AQencv Proarams The City does not wholesale water or purchase water from any wholesale agency and, therefore, implementation of such a program is not currently planned. Conservation PricinQ The City of Ukiah adopted a revised rate structure effective May 2005, with incremental increases in the years that follow. The revised rate structbre follows the American Water Works Assodation guidelines which price monthly service charges in proportion to the demand a connection places on the water system, which encourages conservation. Under the old rate structure, monthly service charges for larger meters were much lower, which provided little, if any, incentive for conservation. Water Waste Prohibition The City has adopted regulations, which state in part: "Where negligent or wasteful use of water exists on a customer's premises...the City may discontinue the service..." (City Municipal Code Article 7, Section 3571). Customers are first written a letter calling their attention to the wasteful practice and asking for correction. Tf the condition is not corrected within five days after the written notice, service may be discontinued if necessary. The City will continue to enforce this regulation. The City is able to track the number of customers cited for wasteful use of water. Historically, this regulation has rarely needed to be enforced. Residential Ultra-Low-Flush Toilet Reolacement Proarams Since October 1992, the sale of toilets using more than 1.6 gallons per flush has been prohibited by State and Federal regulations. These regulations are enforced in the City. The estimated average annual water savings created by a new City toilet retrofit program SECTION 2 - The MSR Process - page 72 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW ~ppear to be minimal, and would decrease in each year of implementation. As a result, it is not anticipated at this time that such a program will be implemented in the future. Best Practices The City has a Water Quality Emergency Notification Plan (Notification Plan) for use when it has been determined that an imminent danger to the health of the water users exists. Within the Notification Plan, City staff is directed to contact local radio stations, television stations and newspapers. [f necessary, City staff members are available to make door-to-door notifications during the hours that other media sources are not available to broadcast a warning. The City has alSO developed a water treatment plant disinfection failure emergency plan, which describes the automatic shutdown of the chlorination system in the case of equipment malfunction. Yf the chlorination system cannot be rapidly repaired, the City can: Start a manual auxiliary chlorinator, Prechlorinate at the Ranney collector and manually chlorinate at the clearwetl if required, Start groundwater wells with alternative dedicated chlorination system, and/or Purchase water from the Millview County Water District or the Willow Water District through the emergency intertie agreements. Although the City does not have a formal emergency plan in place in the event that water cannot be pumped from the river, the City can initiate either the third or fourth option described above, to provide water to its customers. Challenges The wastewater treatment plar~t will produce a high quality effluent that will meet Title 22 Reclaimed Water Standards when the WWTP project is completed in 2009. However pipelines to convey the recycled water to use areas do not currently exist. Finding a cost effective solution for dis~bution would allow for the beneficial reuse of recycled water. Challenge No. 1: Reduce use of potable water for landscaping irrigation. The City is studying the viability of using existing Iow producing water wells and drilling new shallow wells to irrigate the golf course and softball complex. The may reduce potable water,demand by 0.5 - :~.0 million gallons per day during the summer months. Challenge No. 2: Tncrease use of recycled water after completion of the improvements to the wastewater treatment plant in 2009. The expansion of recycled water use will include: · Water features in the emerging Riverside Park including irrigation and storage. · Water features.in the golf course including irrigation and storage. · Irrigation of the City-owned open lands on and adjacent to the airport to allow agricultural leases for livestock feed production. SECTION 2 - The MSR Process - page 73 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW PUBLZC UTZI..z i xES DEPARTI~tENT WASTEWATER UTZLZTY SERVZCE Wastewater collection, treatment and disposal services are provided by the Wastewater Division of the City of Ukiah Public Utilities Department (PU). This division operates as an "enterprise fund." The following organization chart depicts the division. The Field Operations and Engineering work groups support both water and wastewater functions. Figure__: City of Ukiah Public UtiliUes Water and Wastewater Division Organization Chart IWATER AND WASTEWATER Administrative Support Purchasing Support IFieldOperati°ns(9 ) II Engiheering(2) II WWTPOpsI(9) Personnel The wastewater side of the Water and Sewer Division can be broken down into three Functional work groups, simila~ to water operations: Wastewater Treatment Plant Operations, and Field Operations, Engineering. Key personnel also sharing responsibility With the Director include the Wastewater Treatment Plant (WWTP) Supervisor, the Water/Sewer Maintenance Supervisor and the Water Operations Project Engineer. 'rile budgeted personnel for the oversight and administration of. the sewer division total 0.7 ~ ~ (Director at 40% plus part-time administrative and purchasing support). WWTP Operations is responsible for the maintenance and operation of the plant. The budgeted personnel total 8.1 FTE (eight fulltime persons plus one part-time from Water). · Water/Sewer Field Operations (same crew as in Water above) is responsible for maintenance and repair of the City's sewer distribution system. The crew responds to service calls concerning the seWer collection system and house service laterals from the main to the sewer line. Collectiop system facilities are serviced on a routine basis or as necessary. The budgeted personnel total 3.85 FTE (nine persons shared in varying degrees with sewer). Engineering is responsible for the design and inspection, of the sewer collection system throughout the City of Ukiah and the Ukiah Valley Sanitation District, as well as for managing the implementation of capital improvement projects. The budgeted personnel total ! FTE (two persons shared with sewer). SECTION 2 - The MSR Pro~;ess - page 74 CITY OF UKIAH - MUNICIPAL SERVICES REVIEW Budget - Expenditures and Revenue As stated previously the budgets related to each of the services provided by the City of Ukiah Public Utilities Department are broken separately in the budget. The sewer utility is an "enterprise" fund. The approved budget for Fund 6~.2 Sewer Operations Fund shows approximately $3.85 million in expenditures and $2.34 million in revenue. It is anticipated that the ending fund balance for the Sewer Operations Fund will be reduced by approximately $1.51 million at the end of FY 2005-2006. Table : Summary of Budget Information for City of Ukiah and Ukiah Valley Sanitation District Wastewater Utility Salaries Ops and Capital EXPENSE REVENUE and Maint. and Non- Benefits recurring Costs 612. Revenues $2,340,766 612.3505 Administration & $118,540 $ .436,806 $182,806 General 612.3510 System Maintenance 264,333 216,377 570,600 61.35802 WWTP Operations 71 ~1,681 894,132 457,600 and Maintenance TOTAL~CtTY/DISTRICT SEWER OPERATIONS FUND $3.85 million $2.34 million 611.7410 City/UVSD Sewer $116,250 Construction Fund 620. Summary City Sewer Capital $250,984 Fund Summary 641.7402 UVSD Special Fund - Sewer Main $ 5,752 73,945 Construction 650.7420 City/UVSD San District Capital 6,508 488,384 Improvement Fund TOTAL CITY/DISTRICT CAPITAL IMPROVEMENT FUNDS $129 k. $823 k Capital expenditures outlined in the FY 2005-2006 City/UVSD Sewer Operations budget include contributions for the replacement of equipment, vehicle replacement, asset management SECTION 2 - The MSR Process - page 75 NTech Industries, Inc. February 8,2007 BY: ..... City Council City of Ukiah City Hall Ukiah, California 95482 Honorable Mayor and council members, I today received a bill for renewal of our business license. A further reason for a manufacturing business not doing business in the City of Ukiah. Your rates are out of line. Main Office February 12, 2007 To: Ukiah City Counsel From: Estelle Palley Clifton Re: Water Permit and Place of Use Amendments I wish to express my concerns over the POU expansion that the city is proposing in order to come into compliance with the state Water Resource Control Board. It is my understanding that since an emergency inter-tie exists the permit must reflect this area of use. My concern is over the expanded area this permit includes. I do not believe the city should assume this agreement will remain an emergency only inter-tie but that it should plan for the inter-tie becoming an open line since that possibility exists. If the districts were to become always connected, beyond emergency use, then the POU boundary should be planned with that possibility in mind. It was my observation that a vast area, expanding each district's present use area, was presented to the counsel by staff or committee. This to me is problematic. First that the city will be providing water to lands that are not rational planning areas for residences and second that water could become committed to areas and uses that are not in to the greater benefit of the city, also the cities water rights have precedence over other water rights based on when they were established allowing for newer developments potentially outside of the planning sphere of city officials to have primacy over established users that got their rights after the city. In regards to the POU boundary the emergency inter-tie agreement is allowing for a district with a moratorium (Willow I believe) to plan for massive expansions to their POU. I hope the boundary of the POU for each district will reflect only those areas that are currently receiving water from individual districts (in and outside of their legally recognized boundaries). If those districts that receive emergency water run out of water from time to time why would the city of Ukiah want to expand beyond those present districts's POU boundaries? As for expanding the boundary to areas the city hopes to annex that would seem reasonable, as long as it is not prime agricultural land or valuable industrially zoned tracks. I am concerned that each district could expand development using city water that could eventually limit water available for a large industrial user or housing that is in the city counsel's jurisdiction. The overly expanded POU provides water to regions that are not in the public interest and in my understanding could provide for a primacy conflict. Perhaps the issue of poor planning or limiting un-planned developments perhaps should not rest on water availability but rather should be addressed through the general plan process. Are there assurances that the emergency inter-tie will be legally just that or that districts will not be able to use these expanded POU boundaries to expand their services; services that they can not meet at present without help from the city. As was presented in November at the special hearing it was unclear to me. I encourage the city counsel to see this expansion area in the context of planned annexations and to begin involving LAFCO as soon as possible, so that repeated overlapping planning does not disconnect these related issues. Briefly I want to address the sphere of influence map. If it is to plan annexations then I would encourage the city to not include the wildland interface of the western hills. That area is a fire hazard and, in my opinion, should not receive the fire protection resources of the City of Ukiah. I hope you will consider the expansion map. Please expand the POU to those areas that are receiving emergency water now only and investigate those boundaries because the individual districts could be inflating their current POU. Thank you for considering my concerns, Estelle Palley Clifton