Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2007-03-07 Packet
CITY OF UKIAH CITY COUNCIL AGENDA Regular Meeting CIVIC CENTER COUNCIL CHAMBERS 300 Seminary Avenue Ukiah, CA 95482 March 7, 2007 5:00 p.m. 5:00 p.m. Presentation and Discussion on the Progress and Direction of Information Technology Activities at the City Of Ukiah 6:00 p.m. 1. ROLL CALL 2. PLEDGE OF ALLEGIANCE PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS a. introduction of New Personnel Analyst, Sheri Walker b. Introduction to the City Council of New Employee Jennifer Grimm as Water Treatment Plant Operator-in-Training 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. Status of the Lake Mendocino Hydroelectric Power Plant Equipment Refurbishment Emergency b. Award Purchase of Liquid Polymer, Emulsion to Polydyne, Inc. at the Unit Price of $1.020 Per Pound for an Approximate Total Amount of $12,240.00 c. Award Purchase of Ferric Chloride to Kemira Water Solutions, Inc. at the Unit Price of $544.00 Per Dry Tonfor an Approximate Total Amount of $32,640.00 d. Award Purchase of Sodium Bisulfite to Basic Chemical Solutions, LLC at the Unit Price of $576.60 Per Dry Ton for an Approximate Total Amount of $14,415.00 e. Award Purchase of Sodium Hypochlorite to Pioneer America's Inc. at the Unit Price of $0.799 Per Gallon for an Approximate Total Amount of $60,724.00 f. Approve Appointment of Temporary Financial Analyst in an Amount Not-To-Exceed $20,0OO. g. Notification to Council of Open Market Appointment in the Amount of $6,320.00 for AS400 Repairs & Maintenance h. Approval of the Request from the Friends of Observatory for Travel Reimbursement for the Historical Preservation of the Ukiah Observatory and Corresponding Budget Amendment in an Amount Not To Exceed $2,000 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. Consideration of and Possible Decision Regarding Petition to Change Place of Use Under City's Appropriative Water Rights Permit b. Lake Mendocino Hydroelectric Plant Refurbishment Project Budget and Schedule Update; Authorize the Expenditure of Additional Funds Necessary to Complete the Project c. Adoption of Resolution Supplementing Formal Public Project Bidding Procedures d. Approval of Opticom GPS Traffic Preemption System from the 3M Corporation for a Price Not To Exceed $100,000.51 e. City of Ukiah Public Benefits Program Presentation by Efficiency Services Group and Possible Action on Recommendations f. Discussion and Approval of Award of RFP for City Manager Recruitment 11. NEW BUSINESS a.. Update of City of Ukiah Bicycle Facilities and Trails 12. COUNCIL REPORTS 13. CITY MANAGER/CITY CLERK REPORTS 14. CLOSED SESSION a. Employee negotiations; Department Directors Bargaining Unit Negotiator: Candace Horsley, City Manager 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 accommqdate 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 2nd day of March, 2007, Gail Petersen, City Clerk ITEM NO. Presentation DATE: March 7, 2007 AGENDA SUMMARY REPORT SUBJECT: PRESENTATION AND DISCUSSION ON THE PROGRESS AND DIRECTION OF INFORMATION TECHNOLOGY ACTIVITIES AT THE CITY OF UKIAH Steven Butler, IT Supervisor, will report to Council on the progress and direction of both current and future Information Technology activities within the City. In addition, staff wishes to obtain Council feedback on the proposed direction and activities of the Information Technology Division to ensure alignment with City Council goals and directions. RECOMMENDED ACTION: Presentation and discussion on the progress and direction of Information Technology activities at the City of Ukiah. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizen Advised: N/A Requested by: Candace Horsley, City Manager Prepared by: Steven Butler, IT Supervisor Coordinated with: Candace Horsley, City Manager and Brent Smith, Finance Director Candace Horsley, City Manager ITEM NO: 3a MEETING DATE: March 7, 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 Shed 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: N/A Requested by: Melody Harris, Personnel Director Prepared by: Melody Harris, Personnel Director Coordinated with: Candace Horsley, City Manager Attachments: None Approved: '~;~~e~-~'~ Candace Horsley, City Mana~l,er AGENDA ITEM NO: 3b MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: INTRODUCTION TO THE CITY COUNCIL OF NEW EMPLOYEE, JENNIFER GRIMM, AS WATER TREATMENT PLANT OPERATOR- IN-TRAINING. Submitted to the City Council is the introduction of Jennifer Grimm as the Water Treatment Plant Operator-in-Training (OIT). In 2005, a summer internship program was developed at the WTP for local residents to learn about job opportunities in the water profession. At the same time, Jennifer had approached the City about the possibility of an apprenticeship position to help her achieve her goal of a career in the water profession. The summer internship program was the opportunity Jennifer had been looking for and she proved to be a valuable asset to the staff. In November of 2006, Jennifer passed her Water Treatment Operator II exam on her first attempt. The pass/fail rate for that exam was 69%/31%. For FY 06-07, the City Council approved a new OIT position at the WTP. In 2006, Jennifer returned to work with the City as a summer intern. She was encouraged to apply for the new OIT position. We were so pleased to be able to offer Jennifer a full time position and welcome her as a new WTP OIT. Jennifer is a single mother of two children, Austin (10) and Amber (9). Her interests include gardening, horses and other animals. RECOMMENDED ACTION: Welcome Jennifer Grimm as a new City employee. ALTERNATIVE COUNCIL OPTIONS: N/A Citizens Advised: N/A Requested by: Ann Burck, Water Sewer Project Engineer Prepared by: Alan Jamison, Water Treatment Plant Supervisor Coordinated with: Candace Horsley, City Manager Attachments: N/A Approved: C~ndace Horsley, Cit~ Manager AGENDA ITEM NO: 7a MEETING DATE: March 7, 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. 2/26/07 Source California Hydro Project Status Report Approved: '- Candace Horsley, City Mana9~ ATTACHMENT 1 Date: February 26, 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 following sub-subsystems have been placed in service electrically: a) Unit 1 generator bearing cooling water automatic back flush system. b) Unit 1 turbine speed set point controller. c) Unit I PLC controller. 2) SCADA PLC termination work continues. 3) Unit 1 PLC terminations are complete and loop testing has begun. 4) The Auxiliary PLC terminations are completed. 5) The Unit 2 PLC panel fabrication is 80% completed. 5) Replacement transfer trip equipment is ready for installation. The communication cable between the plant and Gobbi Substation is being repaired. 7) Replacement control panel for the 12 KY recloser has been installed and is currently being wired. 8) Final Iow voltage testing of the generators, bus, and line protection relays is currently in progress. 9) Wiring for the TSV automatic backfill valves is complete. 10) Operator console PC equipment mounting is complete, and the PC has initial software loaded for loop testing. 11) The exciter heaters are in service. 12) Unit 1 turbine water side is completely sealed up with pressure tubing and mechanical equipment installed. 13) Unit 2 turbine water side pressure tubing is currently being installed. 14) The replacement pressure transmitters are installed mechanically and electrically. 15) The plant 54" and 108" bypass valves are in service currently passing 1000 cfs flow for lake level control. 16) The Unit 1 bearings have been filled with oil and the unit rotated 180 degrees. Paul B. Dirks Project Manager/Sr. Mechanical Engineer Source California Energy Services, Inc. AGENDA ITEM NO: 7b MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: AWARD PURCHASE OF LIQUID POLYMER, EMULSION TO POLYDYNE, INC. AT THE UNIT PRICE OF $1.020 PER POUND FOR AN APPROXIMATE TOTAL AMOUNT OF $12,240.00 Submitted for the City Council's consideration and action is staff's recommendation that the purchase of approximately 12,000 pounds of Liquid Polymer, Emulsion, Polydyne SW- 057, or Praestol, K144L or equal, be awarded to Polydyne, Inc. in the amount of $1.020 per ton of material for an approximate total amount of $12,240.00. The material will be used at the City's Wastewater Treatment Plant for the treatment of wastewater biosolids. Bids for Liquid Poiymer, Emulsion were requested from six firms. Responses were received from two firms: Polydyne, Inc., and CIBA Specialty Chemicals. Polydyne, Inc. was the Iow bidder at $12,240.00. Refer to the bid summary table below for a complete listing of bid amounts. Continued on paqe 2 RECOMMENDED ACTION: Award the purchase of approximately 12,000 pounds of Liquid Polymer, Emulsion, Polydyne SW-057, to Polydyne, Inc. at the unit price of $1.020 per pound for an approximate total amount of $12,240.00. ALTERNATIVE COUNCIL OPTIONS: Reject all bids and provide direction to Staff. FUNDING: Amount Bud.qeted $12,240.00 Account Number 612.3580.520.000 Additional Funds Requested N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Ann Burck, Water-Utilities-Project Engineer William Pounders, Waste Water Treatment Plant Supervisor Candace Horsley, City Manager Approved: ~~ Candace Horsley, City I~anager Bid Summary Table Company Unit Price Total Polydyne Inc. $1.020 $12,240.00 California Water Technologies $1.35 $16,200.00 Funds for this purchase have been budgeted in the WWTP Operations and Maintenance Fund under account number 612.3580.520.000 and adequate funds are available for the requested purchase. AGENDA ITEM NO: 7c MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: AWARD PURCHASE OF FERRIC CHLORIDE TO KEMIRA WATER SOLUTIONS, INC. AT THE UNIT PRICE OF $544.00 PER DRY TON FOR AN APPROXIMATE TOTAL AMOUNT OF $32,640.00 Submitted for the City Council's consideration and action is staff's recommendation that the purchase of approximately 60 dry tons of Ferric Chloride be awarded to Kemira Water Solutions, Inc. in the amount of $544.00 per dry ton of material for an approximate total amount of $32,640.00. The material will be used at the City's Wastewater Treatment Plant for the treatment of wastewater effluent. Bids for Sodium Hypochlorite were requested from five firms. Responses were received from three firms: Kemira Water Solutions, Inc, California Water Technologies, and Univar USA. Kemira Water Solutions, Inc. was the Iow bidder at $32,640.00. Refer to the bid summary table below for a complete listing of bid amounts. Continued on pare 2 RECOMMENDED ACTION: Award the purchase of approximately 60 dry tons of Ferric Chloride to Kemira Water Solutions, Inc. at the unit price of $544.00 per dry ton for an approximate total amount of $32,640.00 ALTERNATIVE COUNCIL OPTIONS: Reject all bids and provide direction to Staff. FUNDING: Amount Budgeted $32,640.00 Account Number 612.3580.520.000 Additional Funds Requested N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Ann Burck, Water-Utilities-Project Engineer William Pounders, Waste Water Treatment Plant Supervisor Candace Horsley, City Manager Approved:~. _~.~ Candace Horsley, Cit~.~Manager Bid Summary Table Company Unit Price Total Kemira Water Solutions, Inc. $544.00 $32,640.00 California Water Technologies $632.00 $37,920.00 Univar USA No Bid Funds for this purchase have been budgeted in the WWTP Operations and Maintenance Fund under account number 612.3580.520.000 and adequate funds are available for the requested purchase. AGENDA ITEM NO: 7d MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: AWARD PURCHASE OF SODIUM BISULFITE TO BASIC CHEMICAL SOLUTIONS, LLC. AT THE UNIT PRICE OF $576.60 PER DRY TON FOR AN APPROXIMATE TOTAL AMOUNT OF $14,415.00 Submitted for the City Council's consideration and action is staff's recommendation that the purchase of approximately 25 dry tons of Sodium Bisulfite, 25% solution, be awarded to Basic Chemical solutions, LLC. in the amount of $576.60 per dry ton of material for an approximate total amount of $14,415.00. The material will be used at the City's Wastewater Treatment Plant for the treatment of wastewater effluent. Bids for Sodium Bisulfite were requested from five firms. Responses were received from three firms: Basic Chemical Solutions, LLC, Brenntag Pacific, Inc., and Univar USA. Basic Chemical Solutions, LLC, was the Iow bidder at $14,415.00. Refer to the bid summary table below for a complete listing of bid amounts. Continued on pa.qe 2 RECOMMENDED ACTION: Award the purchase of approximately 25 dry tons of Sodium Bisulfite, 25% Solution, to Basic Chemical Solution, LLC. at the unit price of $576.60 per dry ton for an approximate total amount of $14,415.00. ALTERNATIVE COUNCIL OPTIONS: Reject all bids and provide direction to Staff. FUNDING: Amount Bud.qeted $14,415.00 Account Number 612.3580.520.000 Additional Funds Requested N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Ann Burck, Water-Utilities-Project Engineer William Pounders, Waste Water Treatment Plant Supervisor Candace Horsley, City Manager Approved: Candace Horsley, Cit~kManager Bid Summary Table Company Unit Price Total Basic Chemical Solution, LLC. $576.60 $14,415.00 California Water Technologies $598.80 $14,970.00 Univar USA No Bid Funds for this purchase have been budgeted in the WWTP Operations and Maintenance Fund under account number 612.3580.520.000 and adequate funds are available for the requested purchase. AGENDA ITEM NO: 7e MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: AWARD PURCHASE OF SODIUM HYPOCHLORITE TO PIONEER AMERICA'S INC. AT THE UNIT PRICE OF $0.799 PER GALLON FOR AN APPROXIMATE TOTAL AMOUNT OF $60,724.00. Submitted for the City Council's consideration and action is staff's recommendation that the purchase of approximately 76,000 gallons of Sodium Hypochlorite be awarded to Pioneer America's, LLC. in the amount of $0.799 per gallon of material for an approximate total amount of $60,724.00. The material will be used at the City's Wastewater Treatment Plant for the treatment of wastewater effluent. Bids for Sodium Hypochlorite were requested from seven firms. Responses were received from three firms: Pioneer Americas, Inc, Univar, USA, and JCl Jones Chemicals, Inc. Pioneer Americas, Inc. was the Iow bidder at $60,724.00. Refer to the bid summary table below for a complete listing of bid amounts. Continued on pa.qe 2 RECOMMENDED ACTION: Award the purchase of approximately 76,000 gallons of Sodium Hypochlorite to Pioneer America's, Inc. at the unit price of $0.799 per gallon for an approximate total amount of $60,724 ALTERNATIVE COUNCIL OPTIONS: Reject all bids and provide direction to Staff. FUNDING: Amount Bud.qeted $60,724.00 Account Number 612.3580.520.000 Additional Funds Requested N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: Ann Burck, Water-Utilities-Project Engineer William Pounders, Waste Water Treatment Plant Supervisor Candace Horsley, City Manager Ap p rove d: ~:~,~--~ Ca-'Edace Horsley, City rv~nager Bid Summary Table Company Unit Price Total Pioneer Americas, Inc $0.799 $60,724.00 Univar, USA $0.925 $70,300.00 JCl Jones Chemicals, Inc. No Bid Funds for this purchase have been budgeted in the WWTP Operations and Maintenance Fund under account number 612.3580.520.000 and adequate funds are available for the requested purchase. AGENDA ITEM NO: 7f MEETING DATE: March 07, 2007 SUMMARY REPORT SUBJECT: APPROVE APPOINTMENT OF TEMPORARY FINANCIAL ANALYST IN AN AMOUNT NOT-TO-EXCEED $20,000. For the FY06/07 fiscal year, the City of Ukiah Finance Department has and currently is experiencing an ever increasing workload. Currently there is a backlog of key financial projects and initiatives that need to be completed by the end of the fiscal year (refer to Attachment 1 for Project List). There are only two professional staff that exist within the Finance Department that can tackle these types of special projects -- the Finance Director and Accounting Supervisor. Unfortunately, the existing daily workload is prohibiting the Finance Director and/or the Accounting Supervisor from dedicating the time necessary to complete the projects by the end of the fiscal year. Staff is proposing to utilize a financial analyst, Gordon Elton, on a temporary basis for the balance of the year in order to assist staff with this workload. Staff proposes using the temporary Financial Analyst to assist in the completion of the projects listed on Attachment 1 which need to be completed by the end of the fiscal year, June 30th, 2007. RECOMMENDED ACTION: Approve appointment of temporary Financial Analyst in the not-to-exceed amount of $20,000. ALTERNATIVE COUNCIL POLICY OPTION: Provide Staff with alternative direction. FUNDING: Amount Budqeted From Account To Account Additional Funds Number Number Requested $0 General Fund 100.1301.110.000 $20,000 Balance Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: NA Brent Smith, Finance Director Candace Horsley, City Manager 1 - Finance Key Project List Approved: ~'~'"~ Candace Horsley, City rv~nager Finance Depa~ment Key Pr~ect List January-June 2007 Attachment 1 City Audit for period ending June 2006 -- prepare MD&A (Management Discussion & Analysis) section of audit report. · City Fund Definitions/Q&A for Council Sub-Committee. · Ukiah Valley Sanitation District Audit Liaison & Support- provide reports, information and analysis as needed to external auditors for 5 year financial audit that is just underway. · FY07/08 budget assistance--internal costs allocation analysis. · Ambulance rate analysis in support of current rate study project. · Transfer Station annual CPI rate adjustment calculations. · Third year review of Garbage collection rates. · Job Costing--Deposits in trust reconciliation. · Implementation of GASB 34--issue RFP, consultant selection and implementation of go forward procedures. · Update overhead analysis for city job reimbursement--labor; overhead; & equipment. · County Animal Control operating cost analysis of annual fees. AGENDA ITEM NO: 7q MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: NOTIFICATION TO COUNCIL OF OPEN MARKET APPOINTMENT IN THE AMOUNT OF $6,320.00 FOR AS/400 REPAIRS & MAINTENANCE SUMMARY: Pursuant to the requirements of Section 1522 of the Municipal Code, staff is filing with the City Council this report regarding the utilization of professional services provided by Jerry Mishork in the amount of $6,320. The operating system on the AS/400 computer hosting the City's General Ledger and Utility Billing programs needed to be updated in order to continue to receive IBM's support. Funding for this work is budgeted and available within account number 100.1965.250.000. RECOMMENDED ACTION: Receive report of the notification to Council of open market appointment for AS/400 Repairs & Maintenance. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A FUNDING: Amount Budqeted Account Number Additional Funds Requested $7,000 N/A 100.1965.250.000 Citizens Advised: Requested by: Prepared by: Coordinated with: N/A Steven Butler, Information Services Supervisor Steven Butler, Information Services Supervisor Candace Horsley, City Manager and Brent Smith, Finance Director Ca-~ace Horsley, City~anager ITEM NO. 7h DATE: March 7, 2007 AGENDA SUMMARY REPORT SUBJECT: APPROVAL OF THE REQUEST FROM THE FRIENDS OF OBSERVATORY FOR TRAVEL REIMBURSEMENT FOR THE HISTORICAL PRESERVATION OF THE UKIAH OBSERVATORY AND CORRESPONDING BUDGET AMENDMENT IN AN AMOUNT NOT TO EXCEED $2,000. As the steward of the historic Ukiah Observatory, the City of Ukiah has an obligation to make efforts to gather and preserve the history of the site and its function. In addition, it is recognized that efforts to gather information from individuals with direct knowledge of the Ukiah Observatory is extremely valuable and that the ability to gather this type of information is limited given the age of the individuals that maintained the site during its actual operation. As Council is aware, the Community Services Department has been working in cooperation with the Friends of Observatory, a community grass roots volunteer organization, to restore the historic Observatory site and preserve its unique history. On behalf of the City, the Friends of Observatory have made a significant effort to research, locate, and acquire historic information on the site. Furthermore, the group is in the process of coordinating the historical restoration of the buildings. Continued on Page 2 RECOMMENDED ACTION: Approve the request from the Friends of Observatory for travel reimbursement for the historical preservation of the Ukiah Observatory and corresponding budget amendment in an amount not to exceed $2,000. ALTERNATIVE COUNCIL POLICY OPTIONS: Do not approve the request and provide direction to Staff. FUNDING: Bud.qeted Account # From: Account # To: Additional Funds Requested $0 699.260.007 140.6050.800.000 Not to exceed $2,000 Citizen Advised: N/A Requested by: Friends of the Observatory, Martin Bradley Prepared by: Sage Sangiacomo, Community/General Services Director Coordinated with: Candace Horsley, City Manager Attachments: 1. Request from Friends of the Observatory APPROVED: Can~ce Horsle~'~Y'~nager Recently, the City received a request from Mr. Martin Bradley with the Friends of Observatory to sponsor a trip to Corbin, Virginia to accomplish the following: · Meet with City of Gaithersburg Community Service Director and National Oceanic and Atmospheric Administration Branch Chief to discuss and draft a memorandum of understanding for assistance in restoration and development of the Latitude Observatories in Gaithersburg and Ukiah, including short and long term loans of the original equipment used at the sites. · Video interview Richard Wright, retired United States Geological Services Field Surveyor, originally assigned to the closure of the Ukiah Observatory regarding the operations and equipment. · Photograph and Document instruments and equipment used at the Ukiah Observatory. · Visit Gaithersburg's Observatory to discuss and document methods of restoration and collaborations for further restoration, development, and educational efforts. Mr. Bradley's request is attached for review and provides a more detailed overview of the purpose and itinerary. Community Services Department Staff including the Museum Director, Sherrie Smith-Ferri, have reviewed Mr. Bradley's request and support the proposal. Museum Director Smith- Ferri has indicated that Mr. Bradley is the most capable person for the task given his vast knowledge of the Ukiah Observatory and his previous work with collecting historic information about the site. Furthermore, it is recognized that the information, specifically from Mr. Wright, would other wise be lost forever if not collected soon. Museum Director Smith-Ferri also indicated that for the modest outlay the City would be acquiring information that is invaluable and irreplaceable. In his proposal, Mr. Bradley is requesting that the City assist with travel and supply costs, estimated at an amount not to exceed $2,000. Mr. Bradley is willing to volunteer his time and hopes to complete the trip in mid March if approved. The information gathered from the trip would become the property of the City of Ukiah and achieved by Museum staff. Funding for the project could come from the Observatory Restoration 699 Fund. Attachment #1 February 23, 2007 Sage Sangincomo, Director Department of Community Services City of Ukiah 300 Seminary. Drive Ukiah CA 95482 Dear Sage; On behalf of the Friends oJ the Observatory I would like to express our appreciation to the CiD' of L'kiah in the eftbrt to preserve the international Latitude Observatory at 432 Obscr,,'atory We recognize the cooperation we have received since 2001 from the Department of Community Services. la pamcular, we are grate~l fbr the recent purchase and installation ora temporary shelter to cover the 108-year~old observatory structure. This shelter will provide protections from the elements; keeping it dry in the winter and out of the direct the summer sun. This will also provide the volunteers of Friends oJthe Obser, ato~.' the time to carefully reslore the observatory over a Period of time unhindered by extreme weather conditions. As you know, tbe Friends of the Observatory wes formed "In the interest of historical preservation of the Ukiah Latitude Observatory built in 1899 and to promote educational, research and cultural exchange among the other countries that the Latitude Observatories are located; Italy, Uzbek~stan, Japan and the United States." In addition, Friends of the Observatory welcomes being involved in the planning and development of City of Ukiah's Oh,wrvatory Park for the community use. We support the designation of the property as · passive park and the use of the former Observatur3 residence for · coininunity meeting room. Over the pa.st five years the Friends o/Observato~, have quietly been researching and documenting the history and significance of the Observatory. Briefly: Early in 2003 through the spring of 20PA we interviewed Patricia Caouette and Emily Bernard, daughters of the Leonard Caouette, the lead observer in Ukiah from the late for~ies to early sixties. They provided personal stories of growing up in the observatory residence and recollections of their father's work. The interviews included 3 residence and recollections of their father's work. The interviews included photographing the family albums as well viewing personal papers from Leonard Cauoettcs library. · We established email contact with other Latitude observatories and discussed a cultural exchange program with representatives from Uzbckistan. In Match of 2004, we visited the Galthersburg Maryland Observatory interviewing city staff, taking photographs of the Galthersburg landmark and park and photocopying documents. In the spring of 2005 Friends of the Observatory join~xt the "RuralMurals Project" of County of Mendocino Alcohol and Other Drug Prevention program and the City of Ukiah to plan, organize and install the 3000 square foot labyrinth at Observatory Park. Also in 2005 we were introduced to Richard Finch, an 81 year old retired assistant observer now living in Lake County,. Ukiah historian and Friend of the Obser~,atory member Judy Pruden conducted a walking interview with Mr. Finch that was video recorded on the observatory grounds. The most exciting result of the Friend~ of the Observatory. research occurred last year when Richard Finch located a retired colleague, Richard Wright, U.S. Coast and Geodetic Survey field surveyor who had come to Ukiah shortly afier the observatory closed in May of 1982..Mr. Finch wrote and told as: "I called Dick Wright and he informed me that if or when you get back to Fredricksburg Virginia that he would more than happy to take you to Corbin Virginia to meet with the people who are in camtrol of the old obsev,'atory equipment." This finally answerext the riddle that had vexed city staff, the county museum and local historians for years. By companng old photographs from a 1972 Ukiah Daily Journal feature to the equipment stored at the U.S. Coast and Geodetic Research Center in Corbin Virginia~ we had a lock on the location of the profoundly unique, custom made 18a' century telescope and the equally rare pendulum operated sidereal time astronomical clock. Richard Wright was in charge of maintaining and 'calibrating the observatory equipment in both Gaithersburg and Ukiah. It is our understanding that he and Richard Finch, more than anybody else alive in the United States, knows the exact function and operation of the Observatory telescope and the system used to record the nightly obse~'ations at the observatory. It is recognized that this knowledge will pass away unless it is recorded and documented, along with their professional and respected recommendation that the equipment be made available to the Gaithersburg and Ukiah Observatories for educational and interpretive purposes. Therefore, the Friends of the Observatory' would like to request $1500 to help fund a trip to Corbin Virginia to meet with the Richard Wright retired L'SGS field surveyor, City of Gaitherburg's Michele McGleish. Director, Department of Parks, Recreation and Culture and Kendall Fancher, Chief of the NOAA National Geodetic Survey Instrumentation and Methodologies Branch in Corbin Virginia. The purpose of the trip would be to make a viden recording of Mr. Wright describing the use and operation of the old observatory telescope and recording equipment, meet with Mr. Fancher to discuss the restoration of the old Ukiah Observatory telescope and other equipment and draft a memorandum of understanding between NOAA, the CiD' of Gaithersburg and the City of Ukiah to jointly sponsor and support the loan and partial installation of the old equipment for educational, research and interpretive purposes in Gaitbershur~ and Uklah. Pending the recommendation of the Community Services Department and the approval of the City Council. the Friends of the Observatory will meet with Michele McGleish, Kendall Fancher and video the interview with Robert Wright as he explains the equipment and how it was used, show us any documev, tation that is available, and record his recollections of the use and calibration of thc equipment in Gaithersburg and Ukiah and the dismantling of the observatory in Uki'dh. In addition, we will discuss ,,,,5th Mr. Fancher the restoration and re. ovation of the Ukiah and Gaithersburg Observatories, any available funding from the Department of the Interior. collaboration with the municipalities and agencies involved to strengthen any funding prospects, and the memorandums of understanding necessary for short and long term long loan of the equipment. Finally, we will initiate a discussion recording thc safe collecting and archiving of records, documents and other material held in public and private collections. Thank you for thc consideration of this proposal, I look forward to meeting with you to discuss this before presentation to the City Council on March 7, 2007. Sincerely, 5 l=riencls of thc Observ tor j FRIENDS OF THE OBSERVATORY PROPOSAL: Site Visit to NOAA/USGS Fredericksburg Geomagnetic Observatory (National Geodetic Survey Ins~-ameolation and Methodologies Branch) Gaithersburg Latitude Observatory PURPOSE: Video Interview US Coast and Geodetic Surveyor Retired Field Surveyor responsible for calibration oftele~ope and equipment used at US Observatories and invenlory and removal of observatory equipment at closure. PbotogFaph and Document instruments and equipment. Meet with CRy of Gatthersburg Community Service staff and NOAA Branch Chief · Discu.ss collaboration proposed Memorandum of Understanding for assistance in restoration and developmem of Latitude Observatories, including shoa and long term property loans. Visit Gaitherburgs Observatory · Discuss park development and interpretive program for Gaithersburg park · Ways to work together with Slate and Federal agencies to further re. sloration, development and education efforts, Budget Travel, lodging and car rental package Attached 950 Per Diem cost for five days 150 Car Rental gas costs 100 Supplies and material costs (Copying, video equipment remal photo and video media etc) 300 TOTAL $1500 ITEM NO: 10a MEETING DATE: March 7, 2007 AGENDA SUMMARY REPORT SUBJECT: CONSIDERATION OF AND POSSIBLE DECISION REGARDING PETITION TO CHANGE PLACE OF USE UNDER CITY'S APPROPRIATIVE WATER RIGHTS PERMIT SUMMARY: BACKGROUND The City Council conducted a workshop on November 2, 2006, reviewing the City's pending petitions to the State Water Resources Control Board ("SWRCB") to (1) extend the time allowed by its water rights permit to put the water appropriated under that permit to full beneficial use, (2) change the points of diversion allowed under the permit and (3) change the place of use allowed under the permit. The workshop followed a scoping session for the Environmental Impact Report (EIR) which is being prepared for the petitions. [Continued on p. 2] RECOMMENDED ACTION: Retain current proposed change in place of use but only if SWRCB approves a permit condition as described under option 1 of this report. ALTERNATIVE COUNCIL POLICY OPTIONS: 1) Reduce proposed area to include only those areas currently served by Millview and Willow with or without condition described under option 1; 2) Abandon petition to change place of use, relying instead on Temporary Urgency Change petitions when emergency service is requested or; 3) Seek approval from the Flood Control District to use Flood Control District permit water for emergency intertie service. Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Candace Horsley, City Manager David J. Rapport, City Attorney Candace Horsley, City Manager, Wagner and Bonsignore, Gary Weatherford Attachment 1- Memorandum from Paula Whealen re: well field alternative Approved: L~~'~ Candace Horsley, Cit~Manager Agenda Summary Report Page 2 March 7, 2007, City Council meeting There has been considerable public comment on this issue both during and after the November 2 workshop, particularly concerning the proposed expansion of the place of use to include not only the current boundaries of Millview (plus Calpella) and Willow County Water Districts, but areas that both Millview and Willow propose to add to their respective allowed places of use pursuant to their petitions currently pending before the SWRCB. The City Council extended the deadline for submitting public comments on the proposed scope of the EIR, and sought meetings with the Boards of Directors of both Millview and Willow Water Districts to get their reasons for expanding their places of use. The City Council met with Willow's Board, which explained that over 90% of the area they propose adding to their place of use is already served by the district. Prior to meeting with Millview's Board, the City received a letter from the General Manager of Millview stating that Millview no longer agrees to join the City in developing a single EIR for both agencies' petitions to the SWRCB. Instead, Millview intends to prepare its own EIR which will cover its change petition and the purchase and transfer of additional water rights. Nevertheless, the City cannot proceed with its EIR on the City's pending petition for a change in place of use, until the City Council decides on the areas it wants to include in its place of use. THE ISSUE PRESENTED IN THIS REPORT The purpose of this agenda item is to request direction from the City Council on the areas that should be included in the City's pending petition to change its place of use. If the City Council wants to change the place of use from that currently described in its petition, the City will amend its petition accordingly. As was pointed out in the November 2, 2006, workshop, the City has proposed changing its place of use to respond to concerns raised by the SWRCB staff, when it conducted compliance inspections of the City, Millview and Willow water systems in 2001. The SWRCB staff notified the City that it considered the interties between the City water system and the Millview and Willow water systems and the provision of water through those interties pursuant to emergency intertie agreements as resulting in the threatened and actual provision of water outside all three agencies' authorized places of use. The staff suggested adding each agency to the other agency's place of use to address this concern. The City also sought to revise its place of use to include existing areas currently being served and to accommodate future annexations. Public comment on these proposed changes has focused on the growth inducing impact of allowing water under the City's permit to be used throughout the areas included in the places of use under the Millview and Willow water rights licenses and permits. Of particular concern were the areas Millview and Willow proposed to add to their existing authorized places of use, as well as areas adjacent to central Ukiah between the east side of Highway 101 and the Russian River. Agenda Summary Report Page 3 March 7, 2007, City Council meeting OPTIONS Several options have been proposed to address these concerns. Option 1. The staff recommendation is to maintain the current proposed change in the place of use, excluding the areas east of the freeway, but including those areas that Millview and Willow seek to add to their place of use. However, staff also proposes that a condition be added to its permit, which would require the City to provide water through the interties to Millview and Willow solely in compliance with the terms of the existing emergency intertie agreements. This would prevent the City from furnishing water outside its city boundaries, except in the emergencies described in those agreements. At the same time, this condition would allow the City to serve new areas within the expanded place of use as those areas are incorporated into its city limits through annexations. This condition could only be changed by filing a petition with the SWRCB to amend the permit, and should avoid concerns about the growth inducing impact of furnishing water through the interties. The EIR would still have to consider the growth inducing impact of making water available to areas within the expanded place of use that the City may annex in the future, but these areas start with parcels which are contiguous to the City's current boundaries, represent a logical expansion of the City, and would require LAFCO approval before they could be annexed and served under the City's water rights permit. Wagner and Bonsignore, the City's hydrological engineering consultants, have discussed this proposed permit condition with SWRCB staff, including John O'Hagan, Chief of the Enforcement Section, who has tentatively approved the following proposed term and who said that it could be included in the order issued on the City's petition for change in place of use. However, the proposed term will not be formally reviewed and considered by the SWRCB staff until they are processing the change petitions, after completion of the EIR. Therefore, it is possible that the following language could be subject to further revision by the SWRCB staff at that time. The proposed term reads as follows: The Permittee shall submit to the State Water Board with the annual Progress Report by Permittee a map showing the area(s) actually served within the place of use authorized by the permit. To chad development in the City, the map shall depict any growth that has occurred during that year within the current boundary of the City of Ukiah and within any areas officially annexed by the City. The City shall report the amount of water served during that year to Willow County Water District and Millview County Water District under the Agenda Summary Report March 7, 2007, City Council meeting Page 4 emergency service contracts dated June 27, 2002 and July 1, 2002, respectively. The City shall not serve water under this Permit to those Districts except for emergency purposes pursuant to those contracts. The Permittee shall report on the annual Progress Report the monthly amounts diverted to the City's area and the amounts diverted to Willow County Water District and Millview County Water District for emergency service. The State Water Board may consider the Permittee's failure to submit the map or diversion amounts as required by this term as a violation of the permit. Option 2. Reduce the proposed place of use to include only those areas currently served by Millview and Willow and include the above condition in the City's permit. This option would require a future change in place of use, if Millview or Willow extend service within an expanded place of use in the future. Whether this represents a significant disadvantage, as compared to Option 1, depends on how likely it is that either district will extend service in the future to serve additional areas. Option 3. Amend the City's change in place of use petition to eliminate Millview and Willow and address emergency service under the emergency intertie agreements, either: a. By filing a temporary change petition each time Millview or Willow requests emergency service; or b. By seeking approval from the Mendocino County Russian River Flood Control and Water Conservation Improvement District ("Flood Control District") to use water under its permit to serve Millview or Willow in emergencies. This Option 3 addresses the City's current uses but does not address future annexations, which is a significant disadvantage as compared to Options 1 or 2. Also, under Option 3.a, above, Water Code Sections 1435 et seq., would require the City to file a Temporary Urgency Change Petition with the Board prior to furnishing water in an emergency. The City would not be authorized to furnish the water until the order is granted. An order remains in effect for 180 days. If another emergency occurred beyond that time period, the City would have to file for another order. The petition must provide sufficient information for the Board to find that an urgency condition exists, that the change can be made without injury to other lawful users of water, and that the proposed change may be made without unreasonable effect upon fish, wildlife or other instream beneficial uses. The Board is required to investigate the petition and provide a notice and hearing, if the permit is for more than 3 cfs, which the City permit is. Any interested person may file a protest. The Board has discretion to issue an order prior to a hearing, but according to Jim Kassel and Kathy Mrowka of the Board, who process the petitions for Temporary Urgency changes, the fastest their office has approved of an application is two weeks, and the average approval time is Agenda Summary Report Page 5 March 7, 2007, City Council meeting much longer than that. They also stated that the City would have to pay a $5,000 application fee ($1000 minimum plus $.30 per acre foot based on the diversion authorized by the City's permit) for each application. This represents a significant disadvantage as compared to Options 1 or 2. Option 3.b would not avoid a threatened use of City water outside the authorized place of use under the City's water rights permit, because Millview and Willow serve some areas which are located outside the authorized place of use under the Flood Control District permit. As a result, emergency water service reaching those areas would be outside the allowed place of use under both permits. The City would also have to establish that the Flood Control District permit water was available, when the emergency service was requested. For example, an emergency could occur in the winter, when Flood Control District permit water is being diverted for storage in Lake Mendocino and is not available for rediversion below the dam. Even if the water is available, Lake Mendocino Project Water under the Flood Control District permit is most valuable in the summer. Intelligent water planning would aim to preserve as much of that 8000 acre foot entitlement as possible for diversion during the summer. There is ample water available in the winter under the City's permit. Accordingly, the use of Flood Control District water does not avoid a threatened use of City permit water outside its allowed place of use, and, for that reason, does not satisfy the concerns raised by SWRCB staff in its 2001 compliance inspection of the City's water system. Good water planning should also seek to conserve the Flood Control District's entitlement to project water for summertime use. WELL FIELD ALTERNATIVE FOR POINTS OF DIVERSION As explained more fully in Attachment 1, Paula Whealen also has suggested an alternative, regarding the pending petition to change points of diversion allowed under the permit which currently seeks to add wells 5 and 6. She says that in addition to designating specific wells or diversion points along the Russian River, the SWRCB will allow the designation of a "well field." A well field must be a describable geographical location, such as a parcel owned by the City or within an easement(s) held by the City. The advantage of a well field is that the City is not required to petition the SWRCB to amend its water rights permit each time it develops a new well within the designated well field. Staff is not seeking a decision on this alternative at this time. As the well siting study progresses, staff may return with a proposal to revise the petition to change points of diversion under the permit to designate one or more well fields. XV_agnered3onsignore Consultin~ Civil Engineers, A Corporation Memorandum ATTACH M EN'T~.,, / To: David Rapport From: Paula J. Whealen Date: February 27, 2007 Re: City of Ukiah - Designation of a Well Field for Water Right Permit This is to respond to your question regarding the designation of a 'well field' rather than individual 'points of diversion' in the City of Ukiah's water right Permit 15704. The designation of a 'well field' area would relieve the City from having to file a Petition with the State Water Resources Control Board (SWRCB) each time a well is replaced or a new well is drilled within the named area. The well field would have to be a describable geographical location, such as a parcel owned by the City or within an easement(s) held by the City for that purpose. For example, the assessor's parcel(s) on which the City's Wells 2, 3, 5 and 6 are located could be designated as a 'well field'. That would allow multiple well heads to be developed and used within that area without having to obtain approval ora Petition from the SWRCB each time a new well is activated. The collective diversion rate and amount diverted within the well field would still be held to that stated in the City's water right Permit. SWRCB staff recommended the designation of a 'well field' for Millview County Water District when it filed a Petition to add new wells that were within the general vicinity of its other wells. In that case, a single parcel of about 7 acres was designated as the 'well field'. There is not a stated limit on the size that a well field can be with respect to the SWRCB's approval process. We believe the situation, when it arises, is reviewed on a case-by-case basis by SWRCB staff. As you know, the City has a Petition pending with the SWRCB to add Wells 5 and 6 as individual Points of Diversion to its Permit. We would suggest obtaining concurrence from SWRCB staff on any proposed 'well field' before formally amending the pending Petition. The amendment would also require the SWRCB to issue and circulate a new public notice. COUW094,DOC 444 No~b TotrdStr~et, $uiteJ25, Sacraraemo, Cal~nta 958144)228 Pb: 916-441~o~50 F'~ 916.448-3866 AGENDA ITEM NO: 10b MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: LAKE MENDOCINO HYDROELECTRIC PLANT REFURBISHMENT PROJECT BUDGET AND SCHEDULE UPDATE; AUTHORIZE THE EXPENDITURE OF ADDITIONAL FUNDS NECESSARY TO COMPLETE THE PROJECT This report is to provide an update to the City Council on the current refurbishment and restart project for the Lake Mendocino Hydroplant; to refine cost projections and project economics; and discuss possible impacts of the Eel River diversion flow changes. Background: On July 20, 2005, Council approved Staff's recommendation to proceed with a Hydroplant Restart Project. With State mandated renewable portfolio standards for utilities that require minimum levels of renewable generation, renewable energy sources like the Lake Mendocino Hydro Project are becoming increasingly more valuable. The preliminary estimate for Tainter Gate modifications, limited power plant equipment repairs, control upgrades, permits and licensing, start-up costs and a contingency was $1,350,000. Continued on pa.qe 2 RECOMMENDED ACTION: AL~thorize the expenditure of additional funds necessary to complete the Lake Mendocino Hydroelectric Plant equipment refurbishment and engineering upgrades. ALTERNATIVE COUNCIL OPTIONS: Do not authorize the expenditure of unbudgeted funds necessary to complete the Lake Mendocino Hydroelectric Plant equipment refurbishment and engineering upgrades and abandon plans to restart the plant or give alternative direction to Staff. FUNDING: Amount Requested $685,000 $285,000 From Acct No. Electric Fund 815 Electric Fund 815 To Acct. No. 800-5536-250 800-5536-302 Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A City Council Murray Grande, Hydro Project Manager Candace Horsley, City Manager N/A Approved: ~y,~ Cit~a CaE'dace H°rsle nager This estimate could not take into account the additional work required once the plant was disassembled and the actual repairs needed were assessed. In addition, in January of 2006 the power plant was flooded and the scope of work to refurbish the plant was increased to include cleanup and refurbishment of equipment damaged by the flood. As the refurbishment efforts continued it was discovered that other systems beyond the power plant proper were also in need of repair. As a result of the increased work scope, it was necessary to seek approval from Council to expend additional funds. The final FY 05/06 budget approved by Council was $2,070,955 which included an increase to deal with the immediate impacts of the flood. The Council approved FY 06/07 budget of $404,100 was followed by Council approvals of $571,199 on September 20, 2006 and $700,000 on December 20, 2006 for funds needed to continue with the restart project for a total or $3,746,254, with approximately $1,200,000 of that amount to be recovered through FF:MA. Total authorized and committed to date on the Hydro Restart Project, including the FEMA reimbursement is $2,546,254. Project Refurbishment Status Update: Continued progress has been made since the last Council update on December 20, 2006. As of this update to Council, the following project milestones have been achieved: The turbine-generators, turbine stop valves and power house bypass valves have been completely refurbished and reinstalled. The turbine hydraulic control units have been refurbished and tested. The Tainter gate modification and refurbishment contract is complete and the Tainter gate has been operationally tested and closed. As a result, the turbine penstock has been pressurized and Coyote Dam water releases scheduled by the Corps of Engineers are now flowing through the power house bypass valves for the first time in nearly 10 years. The operating procedures, preventative maintenance schedules and emergency action plan for the Tainter gate have been completed and tentatively approved by the regulatory agencies having jurisdiction. - Upgrades to the water supply for the Department of Fish & Game hatchery are nearly complete, including new backup supply pumps, flow meters and redundant control logic. Repair and upgrade to the 12kV distribution system transfer trip circuit is complete. Upgrade, installation and testing of the generator protective relays is complete. Upgrade, installation and testing of the battery bank, charger and universal power supply is complete. The communication link to the NCPA Roseville Dispatch Center necessary for remote operation has been established and the remote control logic in the NCPA Dispatch Control Center is nearly complete. The upgraded generation meter for the Independent System Operator (ISO) has been installed, tested and certified by the ISO. The programmable logic controller (PLC) for the plant supervisory, control and data acquisition system (SCADA) and auxiliary systems is complete and undergoing loop testing in anticipation of startup. The PLC for Unit 1 is complete and undergoing loop testing in anticipation of startup. The PLC for Unit 2 is installed and is presently undergoing wire terminations. Dam release flows are being sent via wireless communication to the plant SCADA to allow for automatic control of dam releases. Schedule Update: Since the last Council update on December 20, 2006, the project schedule for the Unit 1 startup has slipped approximately four weeks from February 23rd to March 21st. The Unit 2 startup is presently scheduled for two weeks later on April 5th. Both of those dates include a full five days each for commissioning the units and paralleling the generators to the City's 12kV distribution system. It is possible that the commissioning of each unit will take less than the scheduled five days. The delay in schedule centers principally on the installation and testing Of the Unit 1, Unit 2 and common plant PLC systems. The previously discussed issue of original plant control wiring problems took longer for the contractor, Source California, to resolve than was estimated. Also, along with absences due to illness, the contractor had difficulty over the holidays locating and hiring journeyman technicians with the specific PLC and wiring qualifications needed to progress with this phase of the project. Consequently, the PLC installation and testing became and is currently the critical path to unit startup. Due to the schedule delays caused by the contractor staffing issue, Staff has negotiated a credit from the contractor in the amount of $117,231. In order to minimize the delays to the schedule, NCPA provided two technicians to the project to "jump start" the installation and wiring of the PLC's. Once the NCPA technicians were on board, significant progress was made and the new startup schedule was developed. As of this update to Council, the revised schedule is still accurate. Budget Update: Since the last update as the project assessment is refined, it is necessary to authorize additional funding to complete the project. Several issues impacting cost and schedule that were brought to the attention of Council previously included; engineering upgrades needed due to original plant construction, unanticipated auxiliary systems repairs and/or upgrades and the consequence of the plant being shut down with deferred maintenance of the plant equipment, have all been addressed and are either resolved or nearly resolved. Reasons for an additional funding request include: Additional engineering and craft labor to resolve plant wiring issues. Additional engineering and equipment to resolve transfer trip issues. Additional engineering and craft labor to perform operational tests on the Tainter Gate. Additional craft labor to repair Corp of Engineers equipment inside the dam intake structure. Extend the contractor provided one year equipment and labor warranty to include O&M services. Tainter Gate modification and repair change orders. The total amount needed to complete the project is $970,000, which includes the credit from Source California for schedule delays. To date the refurbishment contract has been performed on a time and material basis due to the initial unknown condition of the plant and estimated work scope. Source California has now committed to a fixed dollar amount included in the budget request necessary to complete the project, regardless of possible future issues and/or delays that may arise. This would equal a total of $3,516,254, including the flood costs. Project Economics: The forecasted amount of generation produced by the hydro project has not changed from the original proposal presented to the Council in July of 2005. The Sonoma County Water Agency (SCWA) was contacted to obtain an opinion on the impact of projected cuts in Eel River diversions on water releases from the Coyote Dam and the related generation from the hydro project. SCWA indicated that they do not see any significant changes to their release program given the storage capability of the reservoir. SCWA has release requirements mandated by the State Water Resources Board that they are still required to meet. What may change are the magnitude of releases during the winter to compensate for dry year, Iow reservoir elevation conditions, in which case high flood control releases may be reduced in order to maintain storage to meet required release rates for the remainder of the year. This would have minimal if any impact on generation levels given that maximum generation levels are small compared to high winter time release rates (400 cfs vs. as much as 6000 cfs). SCWA does not see any additional flow restrictions for at least another ten years pending the outcome of numerous proposals being evaluated by National Oceanic and Atmospheric Administration (NOAA) Fisheries and others. With State mandated renewable portfolio standards for utilities that require minimum levels of renewable generation, renewable energy sources like the Lake Mendocino Hydroplant Project are becoming increasingly more valuable. Presently it is projected that generation from small hydro plants (<5 MW) can demand a 10% premium above wholesale electric market rates. That premium may increase even more in the future as the availability of these limited resources diminishes. It is estimated that the net present value payback on the revised cost of the Hydroplant restart project of $3,516,254 ranges from 4 to 6.5 years depending on factors such as actual annual maintenance costs and renewable energy market premiums. AGENDA ITEM NO: 10c MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: ADOPTION OF RESOLUTION SUPPLEMENTING FORMAL PUBLIC PROJECT BIDDING PROCEDURES SUMMARY: On October 18, 2006, the City Council adopted an ordinance amending Sections 1521 and 1522 of the Ukiah City Code, which address public bidding and procurement practices in the City. The ordinance became effective on November 17, 2006. Section 1521 allows the City Council to adopt resolutions which supplement the procedures for conducting formal public bidding on public projects as set forth in state law and the City Code. Subsection (a) provides: Notices inviting bids shall include a general description of the articles to be purchased or services to be rendered and shall state where bid blanks, specifications and plans (if applicable) may be secured, and the time and place for opening bids, all in accordance with policies adopted by the City Council. (Emphasis added.) Attached for the City Council's consideration is a resolution addressing the availability of bid blanks, bid specifications and plans. [Continued on p. 2] RECOMMENDED ACTION: Review and approve or suggest changes or additions to proposed resolution. ALTERNATIVE COUNCIL POLICY OPTIONS: N/A Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A City Council David J. Rapport, City Attorney Mary Horger, Purchasing Officer; Tim Eriksen, Public Works Director/City Engineer and Candace Horsley, City Manager Attachment 1 - Resolution Approved: Candace Horsley, Cit~,~Manager Agenda Summary Report March 7, 2007, City Council Meeting Page 2 When the ordinance was approved, there was an interest among City Council members in making bid specifications available on the City's website as one means of making it easier and more efficient for contractors to submit bids on City projects. The resolution attached as Attachment 1, addresses two subjects: (1) City Council approval of plans and specifications, when such approval is required - currently for projects estimated to cost more than $125,000; and (2) posting bid packages on the web. Staff has found a company that will provide a link on the City's website to a company website to which the City can upload bid packages at no cost to the City. Staff is proposing a trial period, during which it will post some bid packages on the company's website. Staff will select bids that they determine are well suited for this purpose. The trial period will last six months from the adoption of the resolution. Within 60 days after the end of the trial period, staff will report to the City Council on the results of this trial and based on that experience propose longer term policies for posting bid packages to the web. Staff is seeking input from the City Council on the proposed resolution, including possible revisions as well as the addition of other topics the City Council would like the resolution to address. Attachment RESOLUTION NO.__ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING PROCEDURES FOR INVITING BIDS AND AWARDING CONTRACTS WHEN FORMAL PUBLIC BIDDING IS REQUIRED WHEREAS, 1. Under Ukiah City Code ("Code") Section 1521, when formal public bidding to the lowest responsive and responsible bidder is required by the City Code or applicable state law, the City is required to invite bids and award contracts using the procedures specified in the Code or applicable state law, including procedures adopted by resolution of the City Council; and 2. The City Council has determined to supplement the procedures as set forth in Section 1521 of the Code; NOW, THEREFORE, BE IT RESOLVED as follows: 1. Interim policy on postinq notice invitinf:l bids and bid documents on website: At or prior to the date that notice is published in the newspaper and/or distributed to trade publications, City staff will post to the City's official website all notices inviting bids for public projects. In addition, on a trial basis staff shall use a tool selected by staff for posting bid specifications for public projects on the worldwide web. "Bid specifications" means all documents included in a bid package distributed to a prospective bidder for submitting a bid in compliance with the notice inviting bids. During a six month trial period (starting on the date that this Resolution is approved), Public Works, in conjunction with the Purchasing Supervisor, shall select bid specifications which they believe are well suited to posting on the worldwide web. Within sixty (60) days after the end of this trial period, Staff will report back to the City Council on the successes and/or challenges that the process presented, and make a final recommendation as to the process that should be used for posting all future bid specifications for formal public bids on the web. 2. Approval of plans and specifications. When City Council approval is required for plans and specifications under Public Contracts Code Section 22039, as it now reads or as it may be amended, which is currently required for public projects estimated to cost more than $125,000, the plans, specifications and working details for the project shall be considered by the City Council at a regular or special meeting occurring not less than two weeks before the notice inviting bids is published and distributed. For a period of not less than two weeks prior to that City Council meeting, the plans, specifications and working details shall be available in the office of the City Engineer and on the City's website for inspection by any member of the public. The agenda packet for Council meeting need not contain plans which are larger than 8 ½ by 11, but shall indicate where the plans can be inspected. PASSED AND ADOPTED on March 7, 2007, by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: ATTEST: Mari Rodin, Mayor Gail Petersen, City Clerk AGENDA SUMMARY ITEM NO. 10d DATE: March 7, 2007 REPORT SUBJECT: APPROVAL OF OPTICOM GPS TRAFFIC PREEMPTION SYSTEM FROM THE 3M CORPORATION FOR A PRICE NOT TO EXCEED $100,000.51 BACKGROUND: On October 18, 2006 the City Council was presented with a discussion and a short video presentation regarding the Opticom GPS Traffic Preemption System (Opticom). The Council was supportive of the system. Specific questions were raised regarding certain capabilities ofthe system and other agencies use ofthe system. Council directed staff to get answers to these questions and return to Council with a request to purchase the system. On November 1, 2006 the City Council approved the purchase of the Opticom GPS Traffic Preemption System (Opticom) in the amount of $110,000 directly from the 3M Corporation. This was an introductory price for the system that expired at the end of the calendar year. When Staff and the 3M Corporation attempted to structure the contract, legal issues arose. Those issues pertained to the fact that the majority of the work, which is system installation that was going to be performed, was intended to be subcontracted. It was discovered that 3M Corporation was not a licensed contractor in California. This did not give them proper licensing to subcontract per California State Law. Staff, 3M and the City Attorney attempted several solutions to this issue however the time line expired along with the introductory offer. (Continue on Page 2) RECOMMENDED ACTION: 1. Authorize the City Manager to negotiate an agreement with ATP to purchase the 3M GPS Opticom system for an amount not to exceed $100,000.51 ALTERNATIVE COUNCIL OPTIONS: Do not pursue project at this time. Citizens Advised: Requested by: Tim Eriksen, Director of Public Works and City Engineer Prepared by: Tim Eriksen, Director of Public Works and City Engineer Coordinated with: Tony Clarabut, Fire Chief and Candace Horsley, City Manager Attachments: 1. Statement of Work 2. ATP Price Quotation APPROVED: Candace Horsley, City I~anager March 7, 2007 Page 2 Advanced Traffic Products (ATP), the authorized dealer for 3M, has come forward with a price of $100,000.51 for the system. This price was achieved by eliminating some of the items from the original scope of services (see Attachment 1) and narrowing the quantity of units purchased. The current offer includes minimal installation by ATP. City electric crews will be used to pull all the cables for the system. City mechanics will install all the systems on the vehicles. ATP will responsible for set up, turn on, and validation testing and documentation. EXISTING TRAFFIC SIGNAL SYSTEM: The City has thirteen signals in place and has a fourteenth signal proposed in the summer of 2007. Of the existing signals only eleven of the controllers are compatible with the Opticom system. The other two controllers are scheduled to be updated this summer and the Opticom components can be purchased and installed as part of the specifications for that project. OTHER AGENCIES USE OF THE SYSTEM: The Fire Department Staff has contacted both the Ukiah Valley Fire District and the local ambulance service (Ukiah Ambulance) to discuss their interest in this system. Both agencies are interested in the system. The Ukiah Valley Fire District has purchased five vehicle units for their engines. They intend to equip their vehicles with this technology as funds become available. FD Staff also contacted the City Attorney to discuss any legal issues that would possibly arise based on these agencies depending on the City's system. The City Attorney added that these agencies and the City will need to prepare and execute an indemnity agreement. He also raised the issues that the agencies would be required to adopt Code 3 policies approved by the City. SYSTEM DEFINITION: Traffic Preemption Systems are commonly used in cities throughout the country to facilitate the rapid response of Emergency Vehicles. Through a process of sequencing of traffic lights, this system clears a pathway for Emergency Vehicles to maneuver through intersections referred to as "green lighting". In the process of green lighting certain pathways, drivers are given a legal and safe option to get out of the route of the Emergency Vehicle. This system, commonly called 'Opticom', is marketed exclusively through the 3M Corporation. ATTACHMENT,, Statement of Work (SOW) for OpticomTM GPS System, Ukiah, California Contact Name Tim Erickson Customer Phone Number Customer e-mail Address Date Requested October 11,2006 3M SOW Number ~ CA-2006101106 NH P-01 The city of Ukiah, California plans to install an Opticom GPS system as a means to ensure effective intersection signal Priority Control for safe and rapid Emergency Response. This project includes turnkey installation of the equipment into vehicles and intersections. The first ten intersection and vehicle units are included as part of a Quick Start promotion, with an option to include additional equipment. 3M, acting as Prime Contractor, will provide project management, the equipment, and install, set-up, and turn-on the equipment at the intersections, and in the vehicles. Intersections: · Installation, set up and turn-on of 10 or more intersections, with validation testing and documentation. The intersection equipment will be cabinet mounted unless GPS reception is limited in that location. · Intersection Documentation Package, including all manuals, maintenance schedule, warranty information, documentation of intemection equipment settings, user information, and contact information Vehicles: · Equipment installation of t0 emergency vehicles · Driver Training Kit · Vehicle Documentation Package, including all manuals, warranty information, user information, and contact information Page 1 of 7 10/11/2006 Statement of Work (SOW) for OpticomTM GPS System, Ukiah, California · Acceptance of this Statement of Work · Signing of Contract · Completion of intersection equipment installation, set-up and turn-on of equipment, validation testing by 3M · Completion of vehicle equipment installation, set-up and turn-on of equipment, validation testing by 3M · 3M acting as prime contractor will provide the equipment, installation, set-up, turn- on, and validation testing of all equipment in specified intersections and vehicles. · 3M will evaluate each site to determine GPS receptivity, and determine if cabinet mounted radios will get satisfactory reception, or whether pole mounting will be required. · 3M will ensure that the installed Opticom GPS systems will meets specifications. Standard system performance verification test procedures will be supplied to the customer. The specifics of this testing as applied to this project will be discussed and agreed to prior to the start of construction. · 3M is committed to providing a solution that meets the requirements of the Ukiah Traffic Engineering and Fire Departments. If the customer finds that the system does not meet our design specifications or the agreed upon testing, 3M will cover equipment repair or replacement per the standard OpticomTM GPS warranty in Appendix B, and labor for 90 days after the completion of validation testing and acceptance. Response and repair time for system failure or malfunction should be within 48 hours of initial report. · During Opticom equipment setup and turn on, 3M will coordinate with a representative of the City of Llkiah Signal Department so that programming of the traffic controller and the Opticom system occur concurrently. · Ukiah Fire Department will define a contact person with authority to answer any questions and decide any issues relating to vehicle installation and operation preferences, and help address vehicle or system installation issues. Prior to the start of the project, s/he will review and agree to the verification test plan. At the conclusion of the installation, s/he will receive 3M's test results and sign off that the vehicle installations have been completed. · Ukiah Fire Department will provide a site for installation of the vehicle equipment, and a contact person who will organize the vehicle schedule Page 2 of 7 10/11/20o6 Statement of Work (SOW) for OpticomTM GPS System, Ukiah, California · Ukiah Traffic Department will define a contact person with authority to answer any questions and decide any issues relating to intersection installation and operation preferences, and help address intersection or system installation issues. Prior to the start of the project, s/he will review and agree to the verification test plan. At the conclusion of the installation, s/he will receive 3M's test results and sign off that the intersection installations have been completed. · Ukiah Traffic Department will provide a contact person who will assist 3M in providing access to the specified intersection and signaling equipment and defining and arranging for traffic control assistance, and will take responsibility for any traffic control desired in excess of basic cone placement. · Ukiah Traffic Department will ensure that existing infrastructure is compatible for OpticomTM GPS equipment, for example, Traffic Control Cabinets and Controllers, and conduits, and will be responsible for programming the traffic controller (in conjunction with Opticom equipment setup and turn on, see note under 3M Responsibilities, above). 3M will arrange and coordinate a kick-off/preconstruction meeting in Ukiah where the project plan will be defined, targeted within one month of the acceptance of this Statement of Work. A schedule will be provided after that meeting. (Generally, installation of equipment can be done at a minimum rate of one vehicle or intersection per day.) This Statement of Work assumes the existing Ukiah infrastructure is adequate to support the 3M OpticomTM GPS equipment. Some examples of needs that have shown up in previous projects: modifications to existing conduits, traffic controller or cabinet upgrades. 3M will conduct a survey of the designated intersection sites prior to installation. Additional needs or potential problems may be defined during the site survey, er during the implementation of the project. Issues that come up and options for satisfying them will be submitted to key stakeholders in Ukiah as a change request. If the Customer desires changes in the scope or specifications, 3M will make every effort to accommodate those changes. This may require adjustment to the price or schedule. Completion of vehicle and intersection installations: 3M will perform a series of tests at the intersections and on the vehicles according to our standard protocols, and will supply the results of these validation tests to the Customer. Final acceptance will occur after 3M's testing are given to the customer. 3M is committed to satisfying the customer, and will proactively work with the customer to resolve any questions or issues that arise after the installation is complete. Page 3 of 7 10/11/2006 Statement of Work (SOW) for OpticomTM GPS System, Ukiah, California The 3M List Price for 15 intersections and 10 vehicles is $100,020 plus applicable local taxes (details in Appendix 1). Additional intersections and vehicles can be added at the rates listed below. Payment schedule options: OPTION 1: The costs of the project to be paid in milestone payments, as follows: · The costs of the equipment ($70,220) to be paid in full when the equipment is shipped. · The costs of the intersection and vehicle installations ($29,800) to be paid in full when all intersection installations are complete, and agreed upon validation testing is signed off by Ukiah Traffic Engineering, and when all vehicle installations are complete, and agreed upon validation testing is signed off by Ukiah Fire Department. OPTION 2: · The costs of the project to be paid as a 3-year Iow-interest lease purchase plan with three annual payments, with the first payment due when the vehicle and intersection installations are complete and agreed upon validation testing is signed off by the Ukiah Fire Department and the City of Ukiah. Details to be supplied upon request. Payment terms: net 30 days. Pricing good through December 31, 2006. Prime Contractor - 3M Project Manager Nancy Phillips Office: 651-733-5519 Cell: 3M Center, Building 235-3W-52, 651-331-1728 Emaih St. Paul, MN 55144 NancyPhillips@mmm.corn Advanced Traffic Alan Hollen Office: 503-853-5015 Products Email: Alan@AdvancedTraffic.com Technical Service Pat Cosgrove Office: 1-651-575-3130 3M Center, Building 235-3B-55 St. Paul, MN 55144 Page 4 of 7 10/11/2006 Statement of Work (SOW) for OpticomTM GPS System, Ukiah, California By signing this document, the Customer and 3M agree to the scope, pricing, and terms of this Service Request. Customer Approval of Service Request Date: Name: Title: 3M Approval of Service Request Date: Name: Title: Page 5 of 7 10/11/2006 Statement of Work (SOW) for OpticomTM GPS System, Ukiah, California Appendix A. Equipment and Services, Lists and Pricing Optlcom" GPS New Customer Quick Start Package: OpticomTM GPS Intersection Matched Components Auxiliary Interface Panel Kit Card Rack w/Power Supply Kit OpticomTM GPS Installation Cable/50' OpticornTM GPS Preemption Vehicle Kit Mounting Hardware OpticomTM GPS Ex¢orer Software Total, Quick Start Opticom GPS Equipment Unit Units Price Total Price 1 $66,000 $66,000 10 10 10 10 10 10 1 3M OpticomTM GPS Intersection Turnkey Installation Package 10 OpficomTM GPS Vehicle installation 10 Total, Quick Start Opticom GPS Turnkey Installation Services OptlcomTu GPS Intersection Matched Components 4 Auxiliary Interface Panel Kit 4 Card Rack w/Power Supply Kit 4 OptlcomTu GPS Installation Cable/50' 4 3M OptlcomTM GPS Intersection Turnkey Installation Package 4 3M Opticom GPS Vehicle Turnkey Installation Opticom GPS Vehicle Equipment Kit Opticom Intersection Installation/Maintenance Training Opticom Vehicle Installation/Maintenance Training Opticom Train-the-Trainer Driver Training $20 000 OO $5,300 $21,200 $3OO $1,200 $425 $1,700 $30 $120 $2,450 $9,800 $590 $0 $3,OOO $0 0 $5,000 $0 0 $5,000 $0 0 $5,000 $0 Equipment Subtotal Turnkey Services Subtotal Training Subtotal $70,220 $29,800 $0 tota~ $100,020.00 Pricing good through December 31, 2006. Page 6 of 7 lO/11/2oo6 Statement of Work (SOW) for OpticomTM GPS System, Ukiah, California Appendix B - 3M OpticomTMGPS Standard Warranty Opticom'"' GPS Priority Control System Important Notice to the Purchaser Page 7 of 7 10/11/2006 Advanced Traffic Products Opticom CPS Preemption System ATTACHMENT..-.CL-~ It's About Time Name City of Ukiah Date 2/1/2007 I Contact Tim Erickson / Chief Tony Clarabut Phone No. 707-463-6280 Address 300 Seminary Avenue Fax No. City ,Ukiah State CA I Zip Code 195482-5400 Project iOpticom CPS Priority Control County E-Mail iflme@citvofukiah.com ATP Sales Rep Mike Malcuit / Alan Hollen Qty Description Unit Price Price 11 Dpticom GPSIntersection Kit $4,315.29 $ 47,468.19 11 ~.ux. Interface Panel Kit $285.00 $ 3,135.00 11 Card Rack w/Power Supply $403.75 $ 4,441.25 11 50' CPS Cable · ,. ~ .... ~ $28.50 $ 313.50 11 Dpticom CPS Vehicle Kit $2,404.12 $ 26,445.32 I Opticom CPS Software Interface Kit $1,000.00 $ 1,000.00 Sub Total $ 82,803.26 11 SERVICE: Site survey to determine CPS receiver mountin~l $980.00 $ 10,780.00 location at intersection, ~lps receiver installation trainin~l, mapping, programming and software set-up, and vehicle installation trainin~l 0.0775% Sales Tax $ 6,417.25 *This proposal does not include installation of vehicle units, intersection e~luipment or cabinet wirin~l. ATP will provide full training to city personnel on how to install these items. . ~ TOTAL $ 100,000.51 This quote will be honored for 90 days. 909 SE Everett Mall Way Suite B280 - Everett, WA 98208 - 800 690 4287 www. advancedtraffic, corn ITEM NO: 10e MEETING DATE: March 7, 2007 AGENDA SUMMARY REPORT SUBJECT: CITY OF UKIAH PUBLIC BENEFITS PROGRAM PRESENTATION BY EFFICIENCY SERVICES GROUP AND POSSIBLE ACTION ON RECOMMENDATIONS; AUTHORIZE BUDGET AMENDMENT IN THE AMOUNT OF $98,O0O SUMMARY: On December 20, 2006 Efficiency Services Group (ESG) made an initial presentation with recommendations to the City Council regarding the City's Public Benefits Program (PBP) (see Attachment 2). Staff has been working with ESG and attached for the City Council's review and consideration is ESG's Response to Ukiah City Council for Information (see Attachment 1). In addition, pursuant to Council's request, Attachment 1 includes statistics and other information provided by Finance staff related to the income guidelines and benefit levels for the Ukiah CARES program which provides assistance to income eligible residents. ESG will be presenting their proposal to the City Council. Staff recommends adopting the revised and/or new programs, associated PBP budget, administrative process and reporting as recommended by ESG. As expenditures are reaching current budget limits, Staff is requesting Council authorize a budget amendment using Public Benefits Fund Balance in the amount of $98,000 within Account number 806.3765.250. (Refer to Attachment 7 - Public Benefits Fund Budget). RECOMMENDED ACTION: 1) Approve Efficiency Services Group recommendations for the City of Ukiah Public Benefits Program Assessment, Revision, Development, Turn-key Administration and Reporting and associated Public Benefits Funds Program Budget as listed on page 7 of Attachment 1. 2) Authorize budget amendment in the amount of $98,000 using Public Benefits Fund Balance. ALTERNATIVE COUNCIL OPTIONS: Re-direct staff: FUNDING: Amount Budqeted $680,226 Account Number Additional Funds Requested 806.3765 806.3765.250.001 Senior Assistance $17,000 806.3765.250.002 Emergency Assistance 14,000 806.3765.250.003 Monthly Discount 13,000 806.3765.250.001 Efficiency Rebates 54,000 Requested by: Prepared by: Coordinated with: Attachments: Elizabeth Kirkley, Electrical Distribution Engineer Elizabeth Kirkley, Electrical Distribution Engineer Candace Horsley, City Manager; Brent Smith, Finance Director 1. ESG Response to Ukiah City Council Request 2. December 20, 2006 PB Agenda Summary Report w/Attach. 3. CARES FY05/06 Data 4. Qualifying Low Income Comparisons 5. 2007 Federal Poverty Income Guidelines 6. KEMA Window Savings 7. Public Benefits Fund Budqet (FY 06/07) Candace Horsloy, C~Manager Attachment EFFICIENCY Group March 7, 2007 Response to Ukiah City Council Request for Information On December 20, 2006, Efficiency Services Group (ESG) and the City of Ukiah (Ukiah) made a presentation with recommendations for modifications to Ukiah's Public Benefits Energy Efficiency (EE) programs, including recommendations for EE rebates for Ukiah's lower-income customers. During the presentation, several issues and questions came up for which City Council requested additional information and/or work to be done. Among those issues: 1. Council requested a complete review of Ukiah's CARES programs, and suggestions for needed modifications or changes. 2. Council requested copies of California's Public Benefits (PB) legislation for their review, as well as information regarding deemed values for EE measures approved under PB guidelines. 3. A discussion regarding the removal of windows as an approved measure. 4. A discussion of the impact the new measures and rebate levels would have on customer participation in the program. This report addresses the issues raised by Council during the December 20, 2006 presentation. This report also summarizes previous and new recommendations to Council needed to revise Ukiah's EE, solar, and Iow- income/senior assistance CARES programs. Review of Ukiah's CARES Pro.qrams Ukiah's Finance Department performed a thorough review of Ukiah's CARES program. The following discussion and associated chart attachments are provided in response to Council's request for information. ESG and staff also gathered information regarding the Iow-income and senior assistance programs from other utilities. Ukiah C.A.R.E.S. (City Assistance for Relief through Energy Support) is the City Sponsored program that has been in place since October 1998 that has provided financial assistance to qualifying senior and Iow and moderate-income customers to assist them in making their electric utility payments. Once determined income eligible, a household can receive relief in the form of a monthly discount or temporary emergency assistance. There are three programs currently offered through CARES: · Temporary Emergency Assistance · Senior Citizen Monthly Discount · Non-Senior Household Monthly Discount Total cost to the City for these programs in FY05/06 was $214,000, with approximately 650 households participating in the CARES program (see Attachment 3). The attachments show statistics on the three programs listed above which include number of households participating in each program on an annual basis; total annual % and dollar savings per program participants; and total cost of the program. The Temporary Emergency Assistance program offers a City of Ukiah electric utility customer to receive up to $350 in emergency assistance in a twelve-month period. In order to receive this assistance, an ENERGY emergency must be present and documented however there are some exceptions to this guideline. The Monthly Discount program consists of two discount elements: one provides a $25.00 monthly discount to lower-income applicants; the second element provides a monthly discount of $30.00 to qualified Senior applicants. To qualify for a discount, a household must meet the qualifying income requirements that are published in the Ukiah CARES Guidelines document which was last updated in October 2003. Though most other cities use a % of GROSS income for qualifying purposes, the City of Ukiah uses NET income as the qualifier. The current CARES Guidelines state that the qualifying total NET household income (after tax and other various deductions) must meet 160% of the current Federal Poverty Income Guidelines. Deductible expenses include mandatory (taxes) amounts withheld from wages or other income and monthly Shelter Costs (rent). This method could also leave -2- room for other deductions from income such as contributions to retirement or savings plans; Christmas club withholdings; wage garnishments, etc. Council requested staff to review the current City of Ukiah CARES income guidelines in comparison to other local utilities (see Attachment 4). Upon completion of this review, Staff has concluded that the 160% threshold when used with NET household income as the qualifier is rather generous. Staff proposes (see Attachment 4, section titled "proposed") that the CARES income guidelines be changed to 200% GROSS of the 2007 Federal Poverty Income Guidelines (see Attachment 5) which would align us with other local utilities. This would eliminate all deductible expenses from the calculation and would make the system fair and equitable for all participants. Ukiah will continue to utilize the Salvation Army for program administration; screening customers for income eligibility and working closely with Utility Billing Department personnel. Once this proposal is approved, Staff recommends that all current "qualified" customers be "re-qualified" on their respective annual enrollment anniversary date in the program and be changed over to the new 200% threshold, ESG researched the following cities to determine the percentage of each city's PB budget funding their Iow income programs: City %PB Fund Gridley 14% Lodi 25% (supplemented w/other funds) Shasta Lake 17% Lassen 33% Ukiah 43% Should the City Council approve Recommendation 1, ESG and staff will review the impact this change has on the CARES portion of the PB budget. This data will then be used to make further recommendations for the Iow income portion of the PB FY07/08 budget. Recommendation 1: that Council review and discuss the proposed changes to the Ukiah CARES program, and provide direction on other modifications to the program. California Public Benefits Pro.qram LeRislation ESG has provided the City Council members with copies of California's Public Benefits legislation and EE measures with deemed values for review. Information regarding approved measures, deemed values, etc. is contained in large spreadsheets based on evaluations by KEMA. ESG has provided this -3- information to staff as well. The spreadsheet includes measures from all of the California climate zones. Ukiah is in climate zone 2. Removal of Windows as an Approved Measure There was a good deal of discussion and questions as to why windows were removed as an approved measure. It is understood and agreed by most that new, EE windows provide greater comfort, appearance and energy savings to those who choose to make this investment. The following are discussion points to provide a better understanding of Ukiah's current windows incentives, as well as to better explain why windows do not appear on Ukiah's proposed measure list. Ukiah's current incentive is $150 per window with a maximum rebate of $1000 per house. This is the larqest single use of PB customer rebate dollars for EE. The current rebate per window does not change with regard to the window size. For example, a typical 3' x 3' (9 sqft) window would receive a rebate of $16.67 per sqft, while a typical patio sliding door (approx. 40 sqft) would receive a rebate of $3.75 per sqft. It is important to note that PB funds are intended to save "electrical" energy. Since a great deal of the residences in California are heated with natural gas, the California Energy Commission (CEC) focuses on air conditioning savings when determining the deemed values for windows. Customers that replace their windows, and heat their homes with natural gas, are encouraged to contact PG&E to inquire regarding the availability of window rebates. Ukiah's air conditioning loads are considered to be Iow compared to other areas of the state, such as Redding. Because of this, the energy savings credited to windows in Ukiah are small. The deemed values for replacement windows in Ukiah range from $.01 per sqft for clear glass to $.42 per sqft for tinted glass. See "Window Savings from KEMA Tables", Attachment 6. It is also important to note that KEMA is utilizing an "incremental" approach to calculating energy savings. This means that the savings are based on upgrading from a "new, standard efficiency window (code)" to a "new, high efficiency window". The savings would be higher if KEMA -4- based their savings on upgrading from the "existing window (ie. metal frame, single pane)" to a "new, high efficiency window". ESG is not stating that we are in agreement with the above approach taken by KEMA. We are simply providing the above discussion to assist Council in understanding the issue. Because of the Iow energy savings attributed to windows in Ukiah's climate zone (as stated in #6 above), ESG did not include windows on the approved measure list for Ukiah's proposed program. Recommendation 2: that Council select from the fo/lowing options regarding window rebates. Staff Recommends Option A: Option A: That window rebates no longer be offered through Ukiah's PB program. Option B: Offer window rebates of $2.00 per sq. ft. For example: a 3x4 or 12 sq. ft. window would receive a rebate of $24 to a maximum of $250 rebate per household. To qualify, customers would need to have either electric heat or central air conditioning. This would assure that the energy saved is electric energy. This offer would not be cost-effective according to KEMA, but does acknowledge the value of replacement windows, and provides a rebate for some of: Ukiah's customers. Customers with gas heat can apply to PG&E for window rebates. Floor Insulation At the December 20, 2006, it was noted that underfloor insulation was not included on the measure list. KEMA's analysis of underfloor insulation does not support savings for this measure. KEMA assumes that during the air conditioning season, the ground temperature in the crawl space contributes to helping cool the home. If the floor is insulated, the ground temperature contribution to cooling is negated. Because of this, ESG did not include floor insulation on Ukiah's measure list submitted in December, 2006. Recommendation 3: that Council select from the foflowing options regarding floor insulation: Option A: That under floor insulation no longer be offered through Ukiah's PB program. -5- Option B: Offer under floor rebates of $.20 per sqft. A customer with a 1000 sqft home would receive a $200 rebate under this offer. To qualify, customers would need to have either electric heat or central air conditioning. This would assure that the energy saved is electric energy. This offer would not be cost-effective according to KEMA. Customers with gas heat can apply to PG&E for floor insulation rebates. Impact of New Measures and Rebates on Customer Participation It should be anticipated that the revised measures and rebates will have the following impact on customer participation in the program: Residential Lighting - It is expected that rebates for residential lighting will increase substantially. The new program makes the rebate application process for EE residential lighting easy to understand, and easy to apply for. ESG recommends that Ukiah should strongly promote the use of compact fluorescent light bulbs (CFL's) to their customers. Commercial Lighting - This is a new offer. This offer provides excellent benefits to both the customer (energy savings) and Ukiah's electrical system (reduced load on the system). This is a popular program when offered by utilities, and we expect Ukiah's commercial customers to actively participate. Solar PV - It is expected that customer participation and funding will remain level for this offer. (There will be more information presented to Council in the future regarding SB1. SB1 will have an impact on Ukiah's current solar program design and funding.) Appliances - Rebate expenditures for appliances will decline. There are three reasons for this: 1. The appliance rebates have been reduced based on KEMA analysis. A requirement has been added that a customer needs to have an electric water heater to qualify for clothes washer and dishwasher rebates. Customers with gas water heaters should contact PG&E to check on the availability of rebates for clothes washers and dishwashers. Rebates are no longer being offered for freezers, stoves, ovens, clothes dryers, evaporative coolers, ceiling fans, and attic ventilators. KEMA does not recognized deemed savings for these measures. Therefore, Ukiah cannot claim any energy benefits for these measures. Weatherization - Rebate expenditures for weatherization measures will decline substantially. There are two main reasons for this: -6- 1. Window rebates are substantially reduced, or no longer being offered (pending Council decision). 2. A requirement has been added that a customer needs to have electric space heat or central air conditioning to qualify for weatherization rebates. Customers with gas space heat should contact PG&E to check on the availability of rebates for weatherization and windows. Summary of Recommendations The following recommendation was approved by City Council on December 20, 2006: Council approved staff and ESG to pursue gaining state recognition of Ukiah's Geysers EFFLUENT payments as approved PB expenditures. That Council provide direction to ESG and staff as to how they should deal with the large balance being carried forward in the PB budget; Option I or 2. During the discussion at the December 20, 2006 meeting, it appeared that Council was leaning toward maintaining the balance in the PB fund. ESG and staff would like to confirm this with Council. The following is a summary of the new recommendations not included in ESG and staff's December 20, 2006 report to City Council: Recommendation 1: that Council review and discuss proposed changes to the Ukiah CARES program. Recommendation 2: that Council select either Option A or Option B regarding window rebates as presented on pages 3-5 of this report. Recommendation 3: that Council select either Option A or Option B regarding under floor insulation rebates as presented on page 5 of this report. The following is a summary of the recommendations included in ESG and staff's December 20, 2006 report to City Council: Recommendation 4: that Council adopt the proposed Renewable and Energy Efficiency Measures & Incentives as outlined in Attachment 3 of the December 20, 2006 Agenda Summary Report.. Recommendation 5: that Council approve the PB Program services A - D as described on page 7 in the "New Services to be Provided Under Agreement w/ESG' section of ESG's December 20, 2006 report to City Council (Attachment 1 of the December 20, 2006 Agenda Summary Report. .7¸- Recommendation 6: that Council adopt the fo/lowing guidelines regarding reserving So/ar PV incentives for customers: For Applications submitted at time of: Building Permits: 1 year deadline Planning Permits: 2 year deadline, with possible I year extension Plan Development: 3 year deadline, with possible I year extension Next Steps Once Council provides approval on Recommendation 1, Ukiah' revised CARES programs can be implemented. With Council approval of Recommendations 2 - 6, we will work to finalize the rebate application forms, customer information sheets, etc, necessary to begin offering the new EE services to Ukiah customers. We will also identify key vendors and contractors and make them aware of Ukiah's PB offers, encouraging them to promote these offers to their customers. If Council grants approval during their March 7, 2007 Council meeting, ESG anticipates being ready to launch Ukiah's PB EE offers on April 1,2007. Staff estimates that the revisions to the CARES program can be implemented within 30 days. -8- AGENDA ITEM NO: 10c MEETING DATE: December 20, 2006 SUMMARY REPORT SUBJECT: CITY OF UKIAH PUBLIC BENEFITS PROGRAM PRESENTATION BY EFFICIENCY SERVICES GROUP AND POSSIBLE ACTION ON RECOMMENDATIONS SUMMARY: On July 19, 2006 the City Council approved award of Request for Proposal for the City of Ukiah Public Benefits Program (PBP) Assessment, Revision, Development, Turn-key Administration and Reporting to Efficiency Services Group, LLC (ESG). Staff has been working with ESG staff and attached for the City Council's review and consideretion is a culmination of this work. ESG will be presenting their proposal to the City Council. Staff recommends adopting the new programs, associated PBP budget, administrative process and reporting as advised by ESG. RECOMMENDED ACTION: Approve Efficiency Services Group recommendations for the City of Ukiah Public Benefits Program Assessment, Revision, Development, Turn-key Administration and Reporting and associated Public Benefits Funds Program Budget as listed on page 8 of Attachment 1. ALTERNATIVE COUNCIL OPTIONS: Re-direct staff. FUNDING: Amount Budgeted $680,226 Account Number 806.3765 (See Attachment 4 ) Additional Funds Requested Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: NA Elizabeth Kirkley, Electrical Distribution Engineer Elizabeth Kirkley, Electrical Distribution Engineer Candace Horsley, City Manager 1. ESG Ukiah Council Report 2. City of Ukiah CARES Program 3. Renewable & Energy Efficiency Measures & Incentives 4. Council Adopted PB Budget (FY2006-07) 5. ESG PB Budget Allocations (from above PB Budget) 6. Renewable & Energy Efficiency Summary Report 7. New Rebate Process Flow & Sample Rebate Application Approved: Candace Horsley, City Manager Attachment 1 EFFICIENCY Group December 20, 2006 City of Ukiah's Public Benefits Pro.qrams Presented to City of Ukiah, City Council On September 7, 2006, the City of Ukiah (Ukiah) entered into an Agreement with Efficiency Services Group (ESG) to develop, implement and operate their Public Benefits (PB) Programs. Since that time, ESG and Ukiah have been working together to design a PB program that will benefit the City's electrical system, provide a broad range of offers to Ukiah's customers, and meet the requirements of Public Benefits guidelines. The program is ready for City Council (Council) review and approval. This report and supporting documents contain a brief overview of the current PB programs, a description of the proposed program, and its goals and objectives. It also contains: · A list of recommended measures and customer incentive levels; compares current and proposed customer rebate levels · Council adopted PB Programs budget (FY 2006-07) · A Monthly Summary Report showing the content and format of monthly reports to Ukiah · Services available to Ukiah customers · An overview of how services will be marketed to customers · A general description of how the rebate programs will operate Brief Overview of Current PB Pro~lrams Ukiah currently funds the following programs/offers through their PB Programs: City Assisted Relief for Energy Support (CARES) - These provide payments to qualifying senior and lower-income customers to assist them in making their electric utility payments. There are three programs offered through CARES: -]- Temporary Emergency Assistance Senior Citizen Monthly Discount Non-Senior Household Monthly Discount See Attachment 2 for CARES Program details, including Income Guidelines. Photovoltaic (PV) & Energy Efficiency Measures & Incentives - Rebates are offered to customers to help them install PV systems and energy efficient equipment to lower their energy use. See Attachment 3 - Renewable and Energy Efficiency Measures & Incentives. · Other Expenses - Ukiah's PB Program has been used to fund other projects and purchases, such as alternative fuel vehicles. New PB Pro;Iram Obiectives Ukiah's proposed PB Program is designed to meet the following objectives: Peak Reduction - Measures have been selected that will contribute to the reduction of peak Icad on Ukiah's electrical system. Current peak loads place upward pressure on rates and on Ukiah's electrical system. Customer Reach - Measures have been selected that will provide offers to most, if not all of Ukiah's customer segments; ie, commercial, residential, lower-income, seniors. Since all customers contribute to the PB budget, it is important that the selection of measures and services allow an opportunity for all customers to participate. Ukiah will continue to offer assistance to their senior and lower-income customers through the CARES Program. Meet California State PB Objectives - All measures, incentives and services offered under Ukiah's new PB programs will result in reportable program activity that is consistent with California state PB objectives and guidelines. There is a new and higher level of scrutiny by the State and others as to how PB funds are utilized. Items for Discussion A) Renewable and Energy Efficiency Measures & Incentives The following measures will continue to be featured in Ukiah's PB program offers: -2- · Solar Photovoltaic · Commercial Lighting - Primarily T12 to T8 conversions · Residential Lighting - Primarily Compact Fluorescent Lights (CFL's) Residential HVAC - Energy Efficient Heat Pumps and Air Conditioners Energy Efficient Appliances - Refrigerators, Dishwashers, Clothes Washers, Room Air Conditioners · Residential Weatherization - Attic Insulation, Wall Insulation, Window Shades and Films, Duct Insulation and Sealing · Custom Projects The recommended measures have been approved by the organization hired by the State to review and approve energy efficiency measures for PB programs. These measures have been determined to help reduce peak and energy use on Califomia state electrical grid. The rebate levels shown in Attachment 3 are based on the energy savings that will be realized by the installation of the various measures. Measures targeted as best contributing to peak reduction are solar PV, commercial lighting, residential lighting and HVAC. Low-Income Energy Efficiency Rebates - Customers meeting certain income guidelines will qualify for higher rebates for some of the energy efficient measures being offered. See Attachment 3 for more detail. Recommendation: that Council adopt the proposed Renewable and Energy Efficiency Measures & Incentives. B) Budget The PB budget already approved by Council for FY 2006-07 is $680,227 (see Attachment 4). This budget total was determined by the following: $410,760 $ 49,714 $219,752 Public Benefit contributions (2.85% of electric revenues). Interest eamed from balance in PB fund Drawn from the PB fund balance forward to cover the budget deficit. The proposed PB Program for FY 2006-07 has been allocated according to the budget amounts already approved by Council (see Attachment 5) It is possible that a portion of the FY 2006-07 PB dollars will roll into the next fiscal year. This is due to fact that the programs will not be operating for the entire fiscal year. In addition, it is possible that customer participation in the program offers will start out slowly, and gain momentum as customer and -3- contractor/vendor awareness of Ukiah's PB offers increase. Some projects in the commercial sector may take several months to complete. Therefore, allocated funds may roll over for projects that are initiated in FY 2006-07, but not completed until FY 2007-08. Recommendation: that Council adopt the proposed City of Ukiah Public Benefits budget. C) Public Benefit Fund Balance Forward Based on the 2006-07 budget, there is currently a positive balance of $1,393,331 being carded forward into FY 2007-08. There are some important issues to note regarding this balance. Lar,qe Balances Beinq Carried Forward Not Viewed As Positive - The State expects PB funds to be utilized by utilities to provide approved (as defined by PB legislation) products and services to their customers. If large balances are carried forward, it appears that the utility is not meeting their PB obligations. This is the situation Ukiah currently finds itself in. Ukiah HAS Met Their PB Obl~qations to Date - Even though Ukiah is carrying a large balance forward in their PB fund, they have met their obligations under PB legislation. Since 1998, Ukiah has contributed approximately $1.8 million to the Geysers EFFLUENT project. This is a qualified and approved PB expenditure. However, these payments were made out of the Electric Enterprise fund; not from the PB fund. If the Geysers EFFLUENT payments had been made from the PB fund, there would be no balance forward, and Ukiah's FY07 PB budget would be $410,760. Ukiah should seek to gain official recognition from the state that they have met their PB obligations. While this step is not officially required by legislation, it will allow those reviewing Ukiah's PB expenditures to understand that Ukiah is meeting their obligations under PB legislation. Scott Tomashefsky of NCPA (Northern California Power Agency) has indicated that this can most likely be accomplished with a letter from Ukiah to the State. Mr. Tomashefsky has also indicated that he would be willing to work with Ukiah to get this accomplished. Recommendation: that Council approve Ukiah and ESG to pursue gaining state recognition of Ukiah's Geysers EFFLUENT payments as approved PB expenditures. -4- Direction from City Council Requested: A decision needs to be made regarding what to do with the large balance being carried forward in the PB budget. This decision can be deferred if Council would like additional time to evaluate. However, the decision will need to be made before future PB budgets can be assembled and approved. The options are: Transfer all or part of the balance to the Electric Enterprise Fund This option reimburses the Electric Enterprise Fund for the expenditures on the Geysers EFFLUENT project. It makes these funds available for other uses in the Electric Enterprise Fund, and reduces or eliminates the balance forward in the PB budget. Leave the balance in the PB budget - This option allows Ukiah to continue to offer their customers approved energy efficiency projects, renewable projects, and other approved PB activities and services over and above Ukiah's base PB budget. If this option is selected, the goal should be to aggressively promote additional approved PB projects, and eventually draw down the surplus funds. The direction Council takes on this issue will greatly affect the level of funding available for future PB offers and services to their electdc customers. Recommendation: that Council provide direction to ESG and City staff as to how they should deal with the large balance being carried forward in the PB budget; Option I or 2. This decision can be deferred for a time. Future PB Budget Issues No action is needed by Council at this time on the following issues. However, Council should be aware of these issues, as they will most likely need to be addressed for future PB budgets, beginning with FY 2007 - 08: Large Solar Project - A large rebate in the amount of $154,608 has been set aside for solar rebates for the Menton Builder's PV and solar hot water budget. This represents approximately 23% of the FY07 budget. Permits have not yet been requested for this project, and there is question as to when construction on this project will begin. -5- At this time, Ukiah's obligation to reserve these funds is open-ended, tying up a good sized portion of the budget. Recommendation: that Council consider taking action that would set a deadline for the availability of these rebate funds for Menton Builders. If the deadline passes, these funds could be made available to fund approved products and services to other City Of Ukiah customers. Income Qualification Guidelines - Review Ukiah's current income qualifying guidelines. Ukiah's current income qualifying guidelines are relatively generous (currently 160% of Annual Federal Poverty Income Guidelines) compared to many other utilities (see Attachment 2). For example, a family of four with a household income of $64,950 can qualify for Iow-income assistance. (See page 2 of Attachment 2) Adjusting these income guidelines can help assure that available Iow- income assistance funding is made available to those customers who need it most. Low-Income Funding Levels - Review the percentage of the PB budget allocated to Iow-income bill assistance. The large balance being carried forward in the PB fund has allowed Ukiah the flexibility to fund projects and services over and above the PB revenues from customer contributions (2.85% of electric revenues). As these funds are drawn down, or transferred into the Electric Enterprise Fund, historic funding levels for these services may not be sustainable. Options to sustain historic levels of funding for Iow-income services include: · Pay for a portion of these services out of the Electric Enterprise Fund · Increase the dollars being collected to fund PB services (increase from 2.85% of electric revenues) -6- New Services to be Provided Under A.qreement w/ESG A) Rel~orting ESG will provide monthly reports to Ukiah. Activity reports will track program activity on a current month, fiscal year-to-date, and program-to-date basis. Monthly reports also identify specific customers who are eligible for rebates. Ukiah will use these reports to issue rebate checks to customers. A monthly report Program Summary page is attached for your review (see Attachment 6 - Renewable and Energy Efficiency Program Summary Report). B) Services Available to Ukiah Customers Energy Efficiency Programs Hot Line - A toll-free hotline will be available for Ukiah customers, contractors and vendors to get information regarding Ukiah's PB programs, request rebate application rebates, and receive answers to general energy efficiency questions. This hotline will be answered Monday - Friday, 8:00 am - 5:00 pm. ESG staff will be in Ukiah one day per month to provide residential and commercial auditing and inspecting services. These field services should be directed towards customers who are seriously considering installing energy efficiency measures. ESG will also inspect lighting, insulation and HVAC work to assure measures are being installed to program specifications. C) Rebate Application Processing ESG will receive, review and approve rebate applications from Ukiah customers. A process flow chart is attached to descdbe how rebate applications are processed through the system, and how data is captured and reported (see Attachment 7 - Rebate Application Process Flow Chart and sample rebate application). D) Marketint:l It is important that customers, contractors and vendors are aware of the availability of Ukiah's PB programs. We are anticipating some advertising in the local newspaper, as well as some targeted direct mailing to promote specific offers. In addition, Ukiah will engage local contractors and vendors to promote Ukiah's programs. -7- Recommendation: that Council approve the PB Program services described above (A - D). Summary of Recommendations: Ukiah and ESG seek Council's approval of the following recommendations at the December 20, 2006 council meeting. Recommendation l: that Council adopt the proposed measures and rebates as described in the attached Measures and Incentives list. Recommendation 2: that Council adopt the proposed PB Program budget (attached) Recommendation 3: that Council approve the PB Program services A - D as described in the 'New Services to be Provided Under Agreement w/ESG" section of this report. Council approval of Recommendations 1 - 3 are required for Ukiah and ESG to implement Ukiah's proposed new PB Programs. Council decision on the following recommendations can be made at the December 20, 2006 Council meeting, or deferred if Council desires additional time for consideration. Recommendation 4: that Council approve Ukiah and ESG to pursue gaining state recognition of Ukiah's Geysers EFFLUENT payments as approved PB expenditures. Recommendation 5: that Council notify Ukiah and ESG as to how they should deal with the large balance being carried forward in the PB fund; Option I or 2. This decision can be deferred for a time. Next Steps Once Ukiah and ESG have received Council approval on Recommendations 1 - 3, we will work to finalize the rebate application forms, customer information sheets, etc, necessary to begin offering services to Ukiah customers. We will also identify key vendors and contractors and make them aware of Ukiah's PB offers, encouraging them to promote these offers to their customers. If Council grants approval during their December 20, 2006 Council meeting, ESG anticipates being ready to launch Ukiah's PB offers on February 1,2007. -8- Attachment #. ~ · The City of Ukiah has~ejll~erent pro~.a~n, s that help with fmancial assistance t~.~gY bills to eligible households. Customers can call ~on Army office at 468-9577 to get pre~ed over the phone. Temporary Emergency Assistance ,r A benefit of up to $350 is available each twelve-month period to an eligible household toward the electric charges on their City utility bill. ," Eligibility is based on 160% of total household net (after tax) income of the current Federal Poverty Guidelines. · / The City of Ukiah Customer Service Depm tx~xent provides customers with the proper printouts of their account. ~r Non-electric charges must be paid prior to receiving any benefit. Senior Citizen Monthly Discount ,r A credit of up to $30.00 is applied toward electric charges each month to eligible Senior households. · / The City of Ukiah utility bill must be in the Senior's name. ,/The Senior must be 62 years of age or older to qualify. ,r Eligibility is based on 160% of total household annual net (after tax) income of the current Federal Poverty Guidelines. · " The benefit shows as a credit on each monthly bill for a total savings of $360.00 each year. Non-Senior Household Monthly Discount ,r A credit of up to $25.00 is applied toward electric charges each month to eligible households. ~ Eligibility is based on 160% of total household annual net (after tax) income of the current Federal Poverty Guidelines. ~/The benefit shows as a credit on each monthly bill for a total savings of $300.00 each year. Ukia . S. City Assistance fsllq~f througk Ener~, Support sponsored by City of Ukiah. Administered by the Salvation .4rmy. UKIAH C.A.R.E.S. PROGRAM (Temporary Emergency Assistance, Senior Discounts, Non-Senior Discounts) INCOME GUIDELINES JULY 1, 2004 THROUGH JUNE 30, 2005 Income considered for eligibility is MONTHLY OR ANNUAL NET INCOME (gross income minus mandatory taxes and rental expense) GROSS INCOME ~ 160% of FPIG NUMBER OF PEOPLE LIVENG 100 % of Annual Federal Poverty Ukiah C.A.ILE.S* 160% of Annual Federal Poverty Income Guidelines C.A.R.E.S. C.A.R.E.S. MONTHLY ~N~T ANNUAL NET CASH INCOME TOTAL INCOME OF HOUSEHOLD ~ 1 Person $13,965 $1,862 $22,344 **Example of Net Income plus 25% taxes & S700 rent $3,028 / $36,330 2 Persons $18,735 $2,498 $29,976 $3,823 / $45,870 3 Persons $23,505 $3,134 $37,608 $4,618 / $55,410 4 Persons $28,275 $3,770 $45,240 $5,413 / $64,950 5 Persons $33,045 $4,406 $52,872 6 Persons $37,815 $5,042 $60,504 7 Persons $42,585 $5,678 $68,136 8 Persons $47,355 $6,314 $75,768 9 Persons $52,125 $6,950 $83,400 10 Persons $56,895 $7,586 $91,032 $6,208 $74,490 $7,003 $84,030 $7,798 $93,570 $8,593 $103,110 $9,388 $112,650 $10,183 / $122,190 C.A.R.E.S. amounts represent 160% of Federal Poverty Income Guidelines. Examples arc meant to represent a POSSIBLE NET INCOME to compare to the 160% FPIG amounts for determining eligibility to the program. Figures may change based on the household's level of withholding, number of exemptions claimed, single or married status and amount of rental expense. Over 10 people add $4,770 annually or $398 monthly for each additional person per household. Eligibility is determined by The Salvation Army * 714 S. State St, Uklah, CA 95482 * (707) 468-9577 City Of Ukiah Renewable and Energy Efficiency Measures & incentives Attachment 3 Current Low- Proposed Unit Of Current Income Unit Of Measures Rebate Measure Rebate Rebate Measure 3olar Photovoltaic S~,stems ~olar PV Systems - $6000 Res Cap~ $25r000 Comml Cap No Chan~e Per AC W $3 Per AC W ~ommerclal Lighting 1'-12 to T-8:4 foot lamp $25 Per Lamp Per Lamp -12 to T-8:8 foot lamp $20 Per Lamp Per Lamp Rebate not to exceed Not well defined - Very seldom used by 'Residential Lighting 75% of purchase price customers ',FL: Screw-In {<=15W} $2.50 Per CFL ;FL: Screw-In {16-24W) $2,50 Per CFL *Central 14 SEER (11.99 EER) $75 Per Ton $500 Max $500 Max Per House 15 SEER (12.72 EER) $100 Per Ton $500 Max $500 Max Per House 6 SEER {11.61 EER) $125 Per Ton $500 Max $500 Max Per House 17 SEER (12.28 EER) $175 Per Ton $500 Max $500 Max Per House 18 SEER (13.37 EERI $200 Per Ton $500 Max $500 Max Per House *Heat Pumps 14 SEER {12.19 EER) / 8.6 HSPF - Etectric Heat Pump $125 Per Ton $500 Max $500 Max Per House 15 SEER 112.70 EER} / 8.8 HSPF - Electric Heat Pump $150 Per Ton $500 Max $500 Max Per House 16 SEER (12.06 EER) / 8.4 HSPF - Electric Heat Pump $175 Per Ton $500 Max $500 Max Per House 17 SEER (12.52 EER) / 8.6 HSPF - Electric Heat Pump $200 Per Ton $$00 Max $500 Max Per House 18 SEER (12.8 EER) / 9.2 HSPF - Electdc Heat Pump $225 Per Ton $500 Max $500 Max Per House *Residential Appliances No max. limit par home Appliance rebate max. - $600 per home Clothes Washer: Electric Water Heating $¶ 00 Per Unit $150 $250 Per Unit Dishwasher: Sin,qle-family- Electric Water Heatin,q $50 Per Unit $150 $250 Per Unit Refrigerators $75 Per Unit $150 $250 Per Unit Room Air Conditioner (10,8 EER) $50 Per Unit $150 $250 Per Unit Freezers Per Unit $150 $250 Per Unit Stoves/Ovens Per Unit St 50 $250 Per Unit Clothes Dryers Per Unit $150 $250 Per Unit Evaporative Coolers Per Unit $150 $250 Per Unit .~eilin~ Fans~ Attic Ventilators Per Unit $t50 $250 Per Unit ~Residential Weatherization - Homes w/Electric Heat nd/or Central NC No max. limit per home Appliance rebate max. - $600 )er home ~eilin~ R~ to R-38 Insu[ation $0.35 Per Sq/Ft $150 $250 Per Wz type ,~eiling - Some existing insulation - increase to R38 $0,20 Per Sq/Ft St 50 $250 Per Wz type Wall Blown-in R0 to R13 Insulation $0.30 Per Sq/Ft $150 $250 Per Wz t~e ::)uct Insulation/Sealing - Add R-8 to uninsulated ductwork, and seal $1.00 Per Lin/Ft $150 $250 Per Wz type Shade Screen $0,75 Per Sq/Ft $150 $250 Per Wz type Window Film: Single Pane Clear G/ass with Standard Film $0.75 Per Sq/Ft $150 $250 Per Wz type Double Pane Windows $150 - Max. $1000 per home Per Window *Residential Electric Water Heaters Single-Family - Less than 60 ,qallon - minimum .93 EF $100 Per Htr $150 $250 Per Htr Single-Family - 60+ .~allon - minimum .93 EF ~100 Per Htr $150 $250 Per Htr Multi-Family - Less than 60 ~allon - minimum .93 EF $75 Per Htr $150 $250 Per Htr Multi-Family - 60+ ~lallon - minimum .93 EF $100 Per Htr $150 $250 Per Htr I'Recommended Lower-Income Rebates - Qualifying customers can receive a higher rebate if cedain income qualifications are met. The additional Iow-income rebate is lequal to an additional 50% of the standard rebate. Qualified customers can receive 152 per CFL up to 100% of the purchase price Attachment # 8oo8ooo8 '- ~. '¢ ~' ~O.i~ aw I' ~~o ..~ ........ ~ ~ ~-~*~ J~ ~ ~ ~ / I~E ~e ~ .~ City of Ukiah Public Benefits Budget Allocations (Adopted by City Council - FY 2006-07) '12120/2006 Attachment 5 %of Budget Low-Income Services - CARES 110 ;alaries Regular $36,836 5.4% 141 - 156 Employee Benefits $16,117 2.4% 250 - .000 Salvation Army contract $11,700 1.7% 250 - .001 ;enior Assistance payments throu~lh CARES $115~000 16.9% 250 - .002 Emercjency assistance payments throu~ih CARES $42,000 6.2% 250 - .003 Monthly Discount Program $40,000 5.9% 320 Billing & Collection Charges $4,075 0.6% 250 - .004 Other Public Benefits Programs $2,000 0.3% Additional EE Rebates Sub-Total $267,728 39.4~ Energy Efficiency and Solar pV 250 Energy Conservation Program Rebates $50,000 7.4% Commercial Lighting Residential Lighting EE Appliances EE Water Heaters Residential Shell Residential HVAC Custom Proiects 250 - .006 Photovoltaic Rates/incentives $45,392 6.7% 250 - .006 Menton Builders PV Proiect $154,608 22.7% 250 - .007 Outsource PB Program mgmnt $50,000 7.4% Sub-Total ~,auu,O00 44.1~ Other 291 General Governmental Service Charges $9,775 1.4% 1'~92 Purchasing Service Charge $224 0.0% 160 Conference & Training $500 0.1% 411 Posta~]e $1,000 0.1% 390 Supplies & Equipment $1,000 0.1% 300 Machinery & Equipment - 2 Alternative Fuel Vehicles $100,000 14.7% Sub-Total $112,499 16.5~ ]FY 2007 Approved Budget $680,227 Public Contibutions $410,760 Interest Income Total Public Benefit Revenues Deficit - Amount Drawn from Fund Balance Total Budget $49,714 $460,474 $219,752 $680,226 IPublic Benefit Fund Balance Forward Amount Drawn for FY 2007 Budget Public Benefit Fund Ending Balance ~1,613,083 $219,752 $1,393,331 Attachment 6 City Of Ukiah Renewable and Energy Efficiency Program Summary Report December~ 2006 Estimated kWh's Acquired: December~ 2006 YTD PTD Weatherization 0 0 0 ~pliances 0 0 0 _ighfing 0 0 0 -teat Pump & A/C 0 0 0 ~o~ar FA/ 0 0 0 .~ommemial 0 0 0 l'otal 0 0 0 Estimated kW Reduction: December, 2006 Y'TD PTD ~Veatherization 0 0 0 ~ppliances 0 0 0 Lightin~ 0 0 0 Heat Pump & NC 0 0 0 Sola r PV 0 0 0 Commemial 0 0 0 Total 0 o 0 Total Rebates Paid: Decemberr 2006 YTD PTD Weathedzation $0 $0 $0 Appliances $0 $0 $0 Lighting $0 $0 $0 Heat Pump & A/C $0 $0 $0 ~olar PV $0 $0 $0 Commemial $0 $0 $0 Total $0 $0 $0 Total Low-Income Rebates Paid: December~ 2006 Y'TD pTD Weathedzation $0 $0 $0 Appliances $0 $0 $0 Li~htin~ $0 $0 $0 -leat Pump & A/C $0 $0 $0 ~ommemial $0 $0 $0 total $0 $0 $0 ~*Total EE Program Administration Costs: Decemper~ 2006 Program Admin Fee $0 IOther Services ~ $0 ~Expenses $0 IT°tal I $0 $o $o $o $o $o $o $o $o Program Summary Estimated Savings (kWh's) ~T' ot Ia imapt er ~kr aWmR~ do :=IOn= December~ 2006 YTD PTD 0 $0 I 0 0 $0 [ 0 $0 $0 $0 *Does not include CARES expenses, City employee salarleslbenefits, or City loadings/overheads Energy Efficient Appliance Rebate Application Please complete front and back of this form, and read and sign the back. Information is required for rebates. Utility Account Number (Please Print Clearly) First Name: Last Name: Installation Address: City: Apt: Mailing Address (if different): State: Zip:~ Home Phone: ( ) City: State: __ Zip: E-Mail (optional) Date of Installation: ( Rebate requests must be submitted within 6 months after purchase) Apt:. APPLIANCE INFORMATION IMPORTANT: Musthaveanelectricwaterheatertoquafifyfordishwasherandclotheswasherrebates. Chosen model(s) must meet all other progrem criteria to qualify for this rebate. Please note that there is currently no rebate available for clothes dryers. Only Energy Star appfiances will qualify. BRAND MODEL NUMBER QTY REBATE AMT REFRIGERATOR - Energy Star $75 DISHWASHER - Energy Star $50 Water heater type: r-IGas [] Electric CLOTHES WASHER - Energy Star $100 Water heater type: []Gas [] Electdc ROOM AC - Energy Star $50 TOTAL: I (OVER) © Efficiency Services Group, LLC. All Rights Reserved. Rev. 1.1 Upon signing this agreement, customer acknowledges the following: This rebate offer may be discontinued at any time by City of Ukiah (Ukiah). Ukiah disclaims any warranty, whether expressed or implied, regarding the product listed above for any materials or labor associated with its installation, maintenance, repair, or any energy savings associated with its use. I understand the above and certify that I am a customer of Ukiah and the above mentioned products will be installed at the location indicated above. SIGNATURE: Date: You must submit this rebate application within 6 months after purchasing your appliance. Mail this original form, a legible copy of purchase receipt and a copy of your yellow "Energy Guide" label to: City of Ukiah Attn: Energy Efficiency Rebates PO Box 421 Clackamas, OR 97015 Additional Information and Benefits · Only appliances with the Energy Star Label will qualify · Energy Star appliances may reduce your energy usage up to 30% · Some Energy Star appliances will reduce your water consumption which could yield a lower water heating cost and lower water bills · Go to www.enerqystar.qov to find lists of qualifying appliances Lower-Income customers meeting certain income criteria may qualify for a higher rebate than those listed on this form. Certification of income required to qualify for higher rebates. For additional questions and information call 1-888-883-9879. Please allow 8 - 10 weeks for processing. For Office Use Only Customer Verification: Initials: © Efficiency Services Group, LLC. All Rights Reserved. Attachment w~ 0 0 Z 0 C.A.R.E.S Monthly Discount INCOME PER HOUSEHOLD 7/2005-6/2006 Dateof1 Customer[ #persons INetMonthlyl Average I After Service ~,~sistance~ ACC# ~in Househ~'ld-I Income -I Monthly i~11-1 Discount Full/Else 7/12/2005 60360-5 ,4 $ 2.007 $ 40 $ 15 ELEC 7/6/2005 66424-3 5 ' 470 4,4 19 ELEC 7/7/2005 1095~-2' 1' 953 25 Full/Else 7/12/2005 62613-5 't ' 428 94 69 Full/Elec 7/12/2005 63487-3 2 '~ 574 26 ELE( 7/5/2005' 54930-3 7 1 704 81 56 ELEC 7/18/2005~% 11366-2 3 1 224 445 420 Full/Elec 7/7/2005 68923-2 3 1 547 25 Full/E/ec 7/12/2005 66553-9 11 1,034 i 25 ELEC 7/7/2005 11466-0 1 339 219 194 Full/Bec 7/7/2005 63649-8 2 1.335 25 Full/Ele, 7/12/2005 64790-9 1 809 83 58 Full/Bec 7/21/2005 67286-5 ,4 1.330 25 7/12/2005 66061-3 10 1.828 25 7/19/2005 64441-9 2 2.272 25 8/24/2005 63824-7 3 1.147 25 8/16/2005 55589-6 ,4 1.422 69 8/15/2005 68166-8 2 1.537 38 8/2/2005 10063-6 5 ' 868 25 8/9/2005 69063-6 5 1 317 120 ELEC ELEC Full/Elec Full/Elec ~.,4 ELEC 13 ELEC 8/15/2005 68251-8 8/4/2005 69508-0 2 1 514 25 8/31/2005 70337-1 2 · 663 27 8/18/2005 69741-7 9/22/2005 10914-0 9/21/2005 68849-9 9/22/2005 69726-8 9/7/2005 67005-9 9/28/2005 55434-5 5 I 790 25 Full/Elec Full/Elec 2 ELEC 528 48 23 ELEC 983 120 95 Fu /Eec I 832 29 ,~ ELEC 1,300~ 48 23 ELEC 2 3 1.281 39 14 ELEC I 300 78 53 Full/Bec 9/22/2005 60445-4 9/21/2005 64650-5 9/8/2005 68112-2 5 'I 965 9/21/2005 12127-7 2 '1 515 9/26/2005 10319-2 712 9/6/2005 62016-1 1 460 9/15/2005 69105-5 ,4 2 255 9/21/2005 69116-2 3 1 280 9/28/2005 64630-7 9/13/2005 55969-0 10/20/2005 54644-0 3 ,1 258 10/31/2005 67207-1 3 3 922 10/12/2006 70593-9 2 1.510 10/31/2005 58913-5 2 I 300 10/31/2005 65921-9 ~ · 589 10/5/2005 31136-5 2 · 184 9/28/2005 67011-7 ,4 "995 30 5 ELEC 9/7/2005 68830-9 3 1 028 105 80 ELEC 9/27/2005 21098-9 ' 1 184 116 91 ELEC 9/7/2005 54444-5 3 1 295 29 4 ELEC 1 099 136 '~11 ELEC 3 1 117 26 ' ELEC 129 104' Full/Elec 237 212 Full/Elec 146 121 FuH/Elec 38 13 ELEC 63 38 ELEC 104 79 Full/Elec 5 2 183 52 27 ELEC 3 1 000 51 26 ELEC 25 - Full/EIec 25 Fufl/Elec 25 ELEC 86 61 ELEC 30 5 ELEC 118 93 Full/Elec FulI/E ec 95 Full/Elec C.A.R.E.S Monthly Discount INCOME PER HOUSEHOLD 7/2005-6/2006 Dateof I Customer #persons lNetMonthlyl Average I After l Service Assist~nc~ J ACC~ -i~ Household] Income ! Mortthiy bill I Discoun~ 10/17~2005 70286-0 1012012005 63393-3 10/11/2005 70643-2 11/7/2005~ 55347-9 11/28/2005 70635-6 1 '1/17/2005 62992-3 11/16/2005 66968-9 11/7/2005 63882-5 2 336 25 Full/Elec 1.93' 171 146 Full/Elec 2 800 86 61 Full/Bec 1.779 316 291 Full/Elec 1 031 37 12 ~ ELEC I 170 84 59 Full/Elec ' 210 67 ' 42- ELEC ' 764 25 Full/Bec 67060-4 ·,417 77 52 Full/Bec 2 560 35 10 ELEC I 180 110 85 Full/Elec 5 1 545 84 59 ELEC 2 1.648 66 `4'~ ELEC 4 ' 196 48 23 ELE~ · 812 28 3 ELEC 1.432 81 56 Full/Elec ~ 1.552 34 9 ELEC 3 832 95 70 ELEC 797 25 ELEC · 1,481 83 58 Full/Elec · 820 26 I ELEC 2 2 180 89 64 :ull/E ec 3 ' 195 71 46 ELEC 3 689 38 13 ELEC 2 ' 429 90 65 ELEC 1 316 113 88 Full/Bec I 397 25 Full/Bec 2 1.916 117 92 FulI/E ec 2/22/2006 71525-0 2 '~ 484 ' · 26 ELEC 2/6/2006 55405-5 ' 832 65 40 Full/Elec 3/28/2006 7113TM 2 1 580 4! 16 ELEC 3/7/2006 58003-5 `4 1 459 140 115 Full/Elec 3/1/2006 28230-1 1 ~ 812 67 42 ELE( 3/13/2006 15693-5 1.251 88 63 Full/Elec 3/13/2006 70293-6 1 896 42 '~ 7 ELEC 3/1/2006 63969-0 3 1 714 139 114 Full/Eec 4/12/2006 69871-2 · 055 43 18 ELEC 4/4/2006 47528-5 ~ 2.106 116 91 Full/Elec 4/18/2006 52596-4 ,4 2.368 113 88 Full/Ele¢ 4~28~2006 62859-4 `4 2.115 25 Full/Ele¢ 5/10/2006 41979-6 6 1.040 225 200 Full/Bec 5/15/2006 58811-1 `4 1,754 168 143% ELEC 5/23/2006 69476-0 3 ' 274 130 105 Full/Bec 5/2/2006 32874-0 2 1,433 ] 14~ 115 Full/Elec 5/2/2006 65356-8 6 1683 47 - 22 ELEC 5/23/2006 71567-2 · 1.608 37 ' 12 ELEC 5/9/2006 65108-3 2 555 '15 90 Full/Elec 5/17/2006 69677-3 3 ' 647 · 62 37 ELEC 5/24/2006 70750-5 ,4 2 132 ~ 25 Full/Bec 11/21/2005 '~ 'u'~ 4/2005 62372-8 11/1/2005 64773-5 12/22/2005 45365-4 12/15/2005 63153-1 1/10/2006 65191-9 1/24/2006 33878-0 1/17/2006 71035-0 1/17/2006: 69245-9 1/12/2005' 66270-0 1/3/2006 70759-6 1/6/2006 21135-9 1/4/2006 62861-0 1/12/2006 70766-1 1/23/2006~ 70610-1 2/8/2006 71077-2 2/21/2006 65409-5 2/14/2006 33591-9 2/15/2006 10933-0 2/27/2006 13419-7 C.A.R.E.S Monthly Discount INCOME PER HOUSEHOLD ?/2005-6/2006 Date of i Customer I # persons INet Monthly I Average I 'Ariel' I Service Assistance I .ACC# ~in HoUs~hoidl Incom~ J Monthly bill I DiscountI Full/Elec 5/3/2006i 71535-9 5 956 45[ 20, ELE( 5/2/2006_ 66877-2i 11 856 43i 18 ELEC 5~2~2006 71864-3! 21. 1,58!! 25 i ELEC 6/~2006! 66044-9 5 2,544 ~ 211 166 Full/Elec 6/28/20061 69804-3~ ~; 1,405~ ~0: 35: ELE~ 6j20~006, 12279-6!, 3] 2,447', 1197 ~4~ ~u~l~Eiec TOTAL ANNUAL INCOME' 27 ! $ ~71029; l-otaiAn~ual Dis~un~ ~ i $ 31,~00 ~;{o~ neTM applic~n{~, only. i ~ ;j $ ~6.89 .i $ ~.89 . $ 25.00 Savings 33% I ~25.24 av,cI d sc = 208 kWh free C.A.R.E.S Assistance Senior Discount BY HOUSEHOLD INCOME FOR JULY 2005-JUNE 2006 Dateof lCustomerl #persons INetmonthlyl Average I After I Service Assistance ! ACC# ~inHousehold~ Income ~ Monthly Bill JDiscountIFulllElec 7/7/2005 10636-9 2i $ 1,159 $ 108 $ 78 Full/Bec 7/5/2005 66898-8 1 1,130 36 6 ELEC 7/7/2005. 64802-2 1~ 1,135 2 ~ ELEC 7/13/2005 57934-2 1 832 45 15 ELEC 7/12/20051 58375-7~ 1! 1,329 30 ELEC 7/6/2005 58624-8 1 933 30 ELEC 7/6/20051 55287-71 2' 1,789 115 85 Full/Elec 7/20/2005. 10622-9, 17 708 116 86 - Full/Elec 7/6/2005~ 50467-0. 1 812 30 ELEC 7/12/2005 38704-3 I 1,243 61 31 ELEC 7/5/2005 53431-3, 1 897 30 ELEC 7/7/2005_ 53824-91 1 1,278 30 ELEC 7/6/2005 38815-7 1' 1,237 87 57 Full/Elec 7/7/20051 11536-0' 1' 832 87 57 Full/Bec 7/6/2005 14470-9 1 ' 906 30 ELEC 7/19/2005 58754-3 1 1,093 30 ELEC 7/26/2005 53352-1 2 1,424 140 '10 Full/Elec 7/13/20051 1~026-9 1 634 99 69 Fufl/Elec 7/7/2005 61447-9~ 1 828 35 5 ELEC 7/12/2005 56570-5 1. I 276 14 - ELEC 7/7/2005 59333-5 1 970 30 ~ - ELEC 7/6/2005~ 21874-3 1~ 1,586 r 87 57 Full/Bec 7/12/2005 10442-2 2 1,241 168 138 Fulf/Elec 7/11/2005 48936-9 1 829 45 15 ELEC 7/6/20051 57281-8 1 825 ' 38 8 ELEC 7/6/2005 i 57748-6 2 1,457 37 7 ELE( 7/7/2005: 44334-1 2 1,322 38 8 ELEC 7/7/2005' 65534-0 1- 847 30 ELE( 7/5/2005 31792-5 1 1,423 155 125 Full/Elec 7/5/2005~ 50008-2 1 881 30 ELEC 7/6/20051 58310-4 I 832 3 ELE( 7/21/2005' 69196-4 1 825 210 180 Full/Bec 7/6/2005- 50017-3 1 1,004 30 ELEC 7/11/2005. 52100-5~ 1 897 86 56 Full/Elec 7/6/20051 56116-7 1~ 1,329. 3 ELEC 7/5/2005j 69375-4 1~ 400 30 ELEC 7/19/2005, 17544-8. 1 ! 877 30 ELEC 7/6/2005 55251-3 1 1,078 30 ELEC 7/5/2005- 52995-8 1- 1,022 30 ' ELEC 7/7/2005' 66167-8' 1 805 30 ELE~ 7/28/20051 55941-9~ 2 1,961 30 Full/Elec 7/11/2005 57414-5~ 11 I 471 30 - ELEC 7/12/2005' 36771-4 1 1,288 30 - ' ELEC 7/~/2005_ 36771-4. 11 832 ~_ 30 ~ ~ ELEC 7/7/2005 60458-7 11 882 30 ELEC ' 7/12/2005~ 10632-8 1~ 1,533 100 70 ~ Full/Elec 7/13/2005 49779-2 i 2 805 42 12 - ELEC 7/7/2005 53066-7~ 1 911 30 ELEC C.A.R.E.S Assistance Senior Discount Date of Assistance 7/5/2005 7/21/2005 7/19/2005 7/5/2005 7/7/2005 7/7/2005 7/7/2005 7/6/2005 7/7/2005 7/6/2005 7/7/2005 7/7/2005 7/612005 7/27/2005 7/7/2005 7/19/2005 7/15/2005 7/7/2005 7/7/2005 7/18/2005 7/7/2005 7/7/2005 7/13/2005 7/7/2005 7/6/2005 7/28/2005 7/6/2005 8/4/2005 8/2/2005 8/23/2005 8/2/2005 8/31/2005 8/23/2005 8/31/2005 8/2/2005 8/23/2005 8/29/2005 8/18/2005 8/29/2005 9/6/2005 9/6/2005 9/28/2005 9/21/2005 9/7/2005 9/27/2005 9/27/2005 9/13/2005 9/28/2005 BY HOUSEHOLD INCOME FOR JULY 2005-JUNE 2006 Customer I # persons I Net monthlYl Average I After [ Service ACC # ~ in Household~ Income ~ Monthly Bill~ Discount !Full/Elec 60029-6 1 1.201 30 ELEC 12902-3 1 751 136 106 ELEC 65831-0 1.245 6 ELEC 10276-4 2 ' 500 263 233 Fuil/Elec 48997-1 1 832 42 12 ELEC 28929-8 1 892 30 ELEC 31819-6 2 1.442 33 3 ELEC 16243-8 ' 018 82 52 Full/Elec 48841-1 1 832 =1 11 ELEC 13470-0 1 812 10 ELEC 60581-6 1 898 90 60 FuH/Elec 34976-1 810 34 4 ELEC 54542-6 976 30 ELEC 62548-3 1 1 044 30 Full/Elec 52730-9 1 864 38 8 ELEC 69622-9 2t 1.390 30 ELEC 69086-7 2 473 40 10 ELEC 47490-8 889 30 ELEC 55429-5 1 837 30 ELEC 65936-7 I 812 30 ELEC 69733-4 I 1.634 30 ELEC 56391-6 1.203 30 ELEC 63106-9 786 30 ELEC 15516-8 2 825 199 169 ELEC 33298-1 1 832 30 ELEC 52076-6 2 1.377 39 9 ELEC 65181-0 2 1 722 189 159 Full/Elec 69766-4 2 1B18 38 8 ELEC 15637-2 1 633 30 Full/Elec 60699-6 1 739 30 ELEC 55534-2 ~ 812 4 ELEC 69755-7 840 30 ELEC 57897-1 2 1 644 75 45 ELEC 56611-7 2 1.148 51 21 ELEC 69618-7 I 915 30 ELEC 58094.4 1.915 30 Full/Elec 62901~t 823 30 ELEC 63043-4 I 812 30 ELEC 23141-5 I 1.050 30 ELEC 56954-1 I 782 30 ELEC 13472-6 910 146 116 Full/Elec 70191-2 ~ 222 48 18 ELEC 65930-0 I 802 30 ELEC 54972-5 I 1.173 94 64 Full/Elec 10540-3 " 965 30 Full/Elec 15918-6 2 1.601 30 Full/Elec 66228-8 2 I 366 40 10 ELEC 70041-9 2 1.457 30 ELEC C.A.R.E.S Assistance Senior Discount Date of Assistance 9/27/2005 9/22/2005 9/21/2005 9/20/2005 9/27/2005 9/21/2005 9/8/2005 9/13/2005 10/25/2005 10/25/2005 10/28/2005 10/26/2005 10/27/2005 10/4/2005 10/12/2005 10/25/2005 10/19/2005 10/26/2005 10/31/2005 10/26/2005 10/5/2005 10/25/2005 10/2/2005 10/25/2005 10/26/2005 11/14/2005 11/9/2005 11/28/2005 11/1/2005 11/16/2005 11/16/2005 11/14/2005 111/25/2005 11/1/2005 11/1/2005 11/21/2005 11/1/2005 11/15/2005 11/1/2005 11/7/2005 11/1/2005 12/7/2005 12/15~2005 12/21/2005 1/4/2006 1/5/2006 1/3/2006 1/18/2006 BY HOUSEHOLD INCOME FOR JULY 2005-JUNE 2006 Customer! #persons I Net monthly! Average I After I Service ACC# lin HouseholdI ncome I Monthly B,. I Disc°anti FulllElec 11798-6 2 1,218 103 73 FuII/Elec 64782-6 1 1.586 51 21 ELEC 70387-6 1.000 30 ELEC 39664-8 2 ' 300 143 113 Full/Elec 56266-0 2 2 284 30 Full/Elec 67640-3 I 1.159 30 ELEC 57069-7 I 1.328 30 ELEC · 1591-5 ! 1.200 182 152 Full/Elec 61011-3 942 30 ELEC 57431-9 2 ' 400 205 175 Full/Elec 28870-4 5 I 078 144 11,4 Full/Elec 665565-3 1 1.787 84 54 ELEC 56190-2 I 1.265 53 23 ELEC 10939-7 1 832 30 ELEC 11609-5 1.087 30 Full/Elec 69025-5 ' 28' 34 4 ELECl 22941-9 2 I 930 147 117 Full/Elec1 38184-8 I 399 40 10 ELEC 13100-3 I 1.684 90 60 Fu /Eec 67268-3 1 832 30 ELEC 66277-5 2 2.264 45 15 ELEC 529981-8 · 440 45 15 ELEC 10282-2 I 965 103 73 Full/Elec 47228-2 1 1.680 35 5 ELEC 11793-7 2 1.297 88 58 Full/Elec 53885-0 1.583 54 24 ELEC 66945-7 1.099 30 ELEC 51426-5 2 910 30 ELEC 47039-3 1 950 30 ELEC 13599-0 I 1.296 30 ELEC 59473-9 '~ 832 85 55 Fuli/Ele¢ 16936-7 2 988 40 10 ELEC 14345-3 906 87 57 Full/Elec 57781-7 1 815 30 ELEC 62367-8 1 I 302 30 ELEC 13602-8 1 I 396 30 ELEC 51643-5 1 108 30 ELEC 66039-9 832 41 ' ' ELEC 70379-3 690 30 ELEC 333226-0 1 1 027 33 3 ELEC 12267-1 1 838 76 46 Full/Elec 45630-1 ~ 1.330 92 62 Full/Elec 65074-7 ' 860 49 19 ELEC 57329-5 812 30 ELEC 56928-5 1 832 40 10 ELEC 71142-4 1 675 97 67 ELEC 35905-9 I 993 97 67 Full/Elec 70707-5 728 30 ELEC C.A.R.E.S Assistance Senior Discount BY HOUSEHOLD INCOME FOR JULY 2005-JUNE 2006 Date of I Customer ! # persons I AssistanceI ACC # !in Householdl 1/4/2006 71247-1 1/23/2006 71330-5 */11/2006 44334-1 1 1/4/2006 61230-9' 1 1/31/2006 68117-1 1/23/2006 56755-2 2 2/21/2006 21977-4 2/21/2006 62564-0 1 2/1/2006 13866-9 1 3/20/2006 18194-1 ~ 3/20/2006 23792-5 3/28/2006 66479-7 3/20/2006 68345-8 1 3/20/2006 65846-8 1 4/4/2006 70843-8 4/3/2006 67669-2 4/4/2006 71500-3 1 4/12/2006 66413-6 2 4/11/2006 71608-4 1 4/10/2006 71969-0 4/10/2006 10411-7 4/28/2006 71308-1 1 4/28/2006 57765-0 1 4/3/2006 11754-9 2 4/28/2006 69622-9 2 5/8/2006 71231-5 2 5/8/2006 66796-4 2 5/24/2006 13890-9 1 5/2/2006 17366-6 ' 5/30/2006 42063-8 5/30/2006 71812-2 1 5/24/2006 37183-1 1 5/18/2006 71582-1 1 6/15/2006 72248-8 6/8/2006 71447-7 ' 6/15/2006 65669-4 1 6/20/2006 58130-6 2 6/7/2006 72281-9 1 6/6/2006 56333-8 3 6/15/2006 52980-0 1 6/8/2006 48830-4 1 Net monthly Income 731 812 1 364 1.017 825 ' 847 768 847 1.202 98O 1.076 985 823 526 836 853 1 362 2.185 701 836 832 988 798 1.504 ~ 492 1 337 1 549 I 712 800 830 879 856 815 2.039 832 836 1.614 856 836 I 052 826 Average ! After Monthly Bill I Discount 30 30 40 10 30 30 59 29 34 30 33 3 30 30 30 30 30 30 95 65 30 195 165 220 190 30 89 59 30 44 14 96 66 30 30 107 77 30 136 106 44 14 49 19 57 27 3O 3O 3O 3O 53 23 3O 150 120 99 69 73 43 TOTAL ANNUAL INCOME Fotal Annual Discount **for new applicants only. 1.2 '$ 13.118 $ 64.581 $ 57.00 $ 27.07 Savings 1529,93 arq. disc = 249 kwh Service Full/Elec ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC Full/Elec Full/Eiec ELEC Full/Elec ELEC ELEC Full/Ele¢ ELEC ELEC Full/Elec ELEC Full/Elec ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC ELEC $ 29.93 53% C.A.R.E.S ASSISTANCE TEMPORARY EMERGENCY Date of ~Customer # persons Net monthly ! Average Service Amount of Assistance ~ Acc# n Household Income ! Monthly Bill Full/Eiec Assistance 7/12/2005 54596-2 3 $ 1.016 $ 83 ELEC $ 149 7/26/20051 68841-51 2 1.303 105 Full/Elec 98 7/13/2005 64749-5 4 1.050 159 Full/Bec 258 7/26/2005~ 11466-0] 1 ' 339 215 Full/Ele¢ 305 7/21/2005 69196-4 I 825 ' 143 Full/Elec 350 7/21/2005 69196-4 1 825 143 Full/Bec 350 7/14/2005i 69070-1~ 6~ ""10 131 ELEC 236 7/28/2005~ 60272-2 I 1,531 167 Full/Elec 350 7/21/20051 66884-8 5 1.985 55 Full/Elec 174 ~ I $ 2,269 8/16/2005 65270-1 5 2.271 143 Full/Elec $ 194 8/2/2005~ 66275-9 4 859 124 Full/Bec 80 8/23/~005 65510-0 2 ! 525 190 Full/Elec 350 8/22/20057 58913-5 24 805 89 ELEC 139 8/8/20051 56654-7 3 3 295 98 Full/Elec 132 8/3/2005, 66241-1 4' 527 49 ELEC 144 8/3/2005 69009-9 3 1 932 90 ELEC 224 8/9/2005 67986-0 2 872 70 ELEC 160 8/9/2005' 69063-6 5 ~ 317 120 Full/Elec 345 8/1/2005' 57894-8 1 812 30 ELEC 40 8/4/20051 2 ' 340 33 86 68625-3 ELEC 8/31/2005 68203-9 3 1.264 93 Full/Elec 199 8/15/2005- 68048-8 3 1,373 24 ELEC 49 8/2/2005 64913-7 2 ' 120 1~,4 Full/Bec 115 8/9/2005 69159-2 2~ 945 128 ELEC 331 8/8/2005 69413-3 2 1.159 111 ELEC 252 8/30/2005 69240-0 3 1.185 54 Full/Elec 105 8/9/2005 [ 56666-1' 3 957 165 Fu II/Elec 196 9/28/2005' 29507-1 2 694 133 ELEC $ 264 9/20/2005~ 69225~1 5 1.022 42 ELEC 77 9/7/2005 6883-0-9' 3~ ' 028 105 ELEC 239 9/19/2005 64026-8' 3~ 1.435 173 Full/Elec 180 9/20/2005 47726-5 2 844 54 ELEC 158 9/20/2005 60445-4 1 1.099 136 ELEC 305 9/6/2005* 66038-1 ' 1 2.089 56 ELEC 117 9/1/2005- 68609-7 2 812 52 ELEC 123 9/20/2005 69683-1 I 1,75_5 i 69 [ ELEC . 252 9/22/2005, 64782-6 1 1.586 51 ELEC 222 9/13/2005 52218-5 1 1.266 151 Full/Bec 180 9/22/2005 ' 67093-5; 3 1.249 37 1 ELEC 98 9/27/2005 56266-0 2 2.284 49 · Full/Elec 46 9/27/2005' 68424-1 1 1.423 13 ELEC 57 9/8/2005' 64586-1 ! 1 832 81 ELEC 162 I ] $ 2,481 C.A.R.E.S ASSISTANCE TEMPORARY EMERGENCY Date of Assistance JCustomer # persons ! ] Net monthly Acc# I in Household! Income 10/12/2005 10/5/2005 10/4/2005 10/3/2005 10/24/2005 10/3/2005 10/25/2005 10/31/2005 10/6/2005 10/31/2005 10/25/2005 10/25/2005 10/24/2005 10/12/2005 10/24/2005~ 694476-0 44230-1 39119-3 34816-9I 64592-9 65300-6 61335-6 45591-1 53638-3 58913-5~ 66763-4 66521-6 57329-5 63546-6 62100-3 1 274 1 429 I 109 2.093 1.973 607 1.846 86 3.183 1.300 1.791 1 223 812 825 2.600 11/29/2005 11/23/2005 11/15/2005 11/15/2005 11/9/2005 11/1/2005 11/17/2005 11/10/2005 11/29/2005 11/10/2005 11/29/2005 11/16/2005 65177-8 29507-1 59197-4 64730-5 43332-6 66233-8 66968-9 45169-0 63260-4 63433-7 67092-7 65855-9 602 694 203 925 810 I 412 1.210 2.788 904 1.739 I 319 869 12/5/2005 70172-2 5 1 762 12/12/2005 60517-0 2 1 599 12/7/2005 68850-7 3 819 12/21/2005 51545-2 1 556 1/25/2006 33878-0 2 836 1/25/2006 33878-0 2 812 1/5/2006 69758-1 2 ' 190 1/5/2006 69758-1 2 1 190 1/9/2006 69097-4 10 2.312 1/17/2006 69245-9 ,4 1.552 1/17/2006 68111-4 3 912 1/5/2006 69130-3 3 1.125 1/5/2006 69130-3 3 1.125 Average ~ Service Amount of Monthly Bill ! Full/Elec I Assistance 140 Full/Elec $ 133 72 ELEC 254 166 Full/Bec 229 194 Full/Elec 167 134 FulVElec 307 40 ELEC 143 116 ELEC 350 109 ELEC 285 237 ' Ful/Bec 350 88 1 ELEC 105 128 ELEC 350 23 ELEC 108 30 ELEC 38 66 ELEC 158 225 Full/Bec 350 j $ 3,329 48 ELEC $ 188 133 ELEC 86 20 ELEC 31 60 ELEC 138 80 ELEC 242 91 ELEC 204 67 ELEC 163 317 Full/Bec 350 57 ELEC 108 100 ELEC 127 72 ELEC 164 113 ELEC 350 j $ 2.152 197 ELEC $ 350 125 Full/Bec 174 58 ELEC 87 43 ELEC 61 j$ 671 28 ELEC $ 134 28 ELEC 70 49 ELEC 107 49 ELEC 111 251 Full/Elec 350 34 ELEC 65 65 ELEC 107 25 ELEC 90 25 ELEC 141 C.A.R.E.S ASSISTANCE TEMPORARY EMERGENCY Date of ~Customer[ # persons ~ Assistance ~ Acc# [in Household ~ 1/11/2006 66270-0 3 1/23/2006~ 59908-4[ 10 1/4/2006 62861-0_ 1 1/17/2006 63402-2 31 1/24/2006 70784-4 6 1/5/2006 61730-8 4 1/5/2006 65816-11 5 1/4/2006 66370-8 1 1/11/2006 60234-2 3 1/11/2006 27182-6 5 1/23/2006 70190-41 2 1/27/2006 66604-0 4 1/6/2006 59637-9 3 Net monthly [ Average [ Service ~ Amount of Income~ Monthly Bill ! FulllElec~ Assistance 812 94 ELEC 292 I 177 I Full/Elec 245 2.185 820 15~ ELEC 37 1 610 118 ELEC 310 1.465 148 ELEC 345 689 36 ELEC 118 1.269 210 Full/Bec 350 850 55 ELEC 111 555 79 ELEC 152 1.176 215 Full/Elec 155 720 84 Full/Bec I 79 1.500 154 Full/Elec 240 T 1 435 170 ELEC 300 I $ 3,9 2/21/2006 67470-5 2 1.402 2/15/2006 70954-3 1 812 2/6/2006 70251-4 6 4.100 2/7/2006 54987-3 3 1.137 2/27/2006 70293-6t 1 896 2/8/2006 12127-7 2 1.160 2/14/2006 69719-3 1.074 2/8/2006 64731-3 2 1.082 2/7/2006 70158-1 51 1.479 2/28/2006 66400-3 3 1.133 2/6/2006 67982-9 3 1.612 2/27/2006 61738-1 2 653 2/15/2006 31640-6 2i 1.408 2/8/2006 70832-1 .4 1 073 2/8/2006 70072-4 3 2.033 2/15/2006 17459-9 r 2 2.303 110 ELEC $ 245 153 ELEC 216 137 ELEC 342 68 ELEC¥ 234 17 ELEC - 84 247 Full/Bec 338 84 ELEC 309 79 ELEC 350 151 Full/Bec 250 56 ELEC 160 288 Full/Bec 350 73 ELEC 134 223 Full/Elec 216 65 ELEC 156 130 Full/Elec 264 266 Full/Bec 350 l$ 3,998 3/27/2006 66239-5 3 1.871 3/22/2006 71137-4 2 1.757 3/22/2006 71137-4 2~ 1.758 3/7/2006 58003-5 `4! 1 459 3/13/2006 59708-8 3 1,410 3/27/2006- 50197-3 7 1.197 3/27/2006 31453-4 -~ 1.519 3/7/2006 51897-7 5 1 487 3/29/2006 67285-7 5 2.160 3/28/2006 69908-2 4 1.352 3/20/2006 71013-7 2 936 3/8/2006 52438-9 .4 I 721 3/20/2006 70099-7 4 783 3/20/2006~ 70099-7 2 726 45 ELEC $ 104 41 ELEC 126 41 ELEC 137 140 Full/Elec 256 161 ELEC 350 107 ELEC 188 302 Full/Elec 135 119 ELEC 265 202 Full/Bec 141 178 Full/Bec 233 170 ELEC 350 237 Full/Bec 350 60 ELEC 114 60 ELEC 104 C.A.R.E.S ASSISTANCE TEMPORARY EMERGENCY 3/27/2006 11619-4 3/27/2006[ 13419-7 3/20/2006 67094-3 2 1,396 2 875 3 689 1,087 3,140 1,459 1,577 836 814 1,174 1,300 555 1,195 934 1,710 4 2,115 3 1,000 4/17/2006 64944-2 5 4/10/2006 67207-1 3 4/11/2006 64026-8 3 4/12/2006 70371-0 3 4/17/2006 43332-6 4/10/2006 46048-5 2 4/12/2006 22913-8 4 4/4/2006 64624-0 4 4/5/2006 71179-6 2 4/4/2006 71104-4 3 4/11/2006 54590-5 3 4/12/2006 64179-5 2 4/28/2006 62859-4 4/13/2006 55969-0 5/22/2006 58811-1 4 5/3/2006 70078-1 5 5/2/2006 70061-7 5/9/2006 71404-8 3 5/31/2006 71466-7 5/16/2006 54596-2 4 5/1/2006 70076-5 5/16/2006 66272-6 4 5/10/2006 65108-3 2 5/15~2006 69142-8 3 5/1/2006 66114-0 2 5/2/2006 66877-2 6/13/2006 ~ 14766-0 6/1/2006 66900-2 6/26/2006 71279-4 6/8/2006 67669-2 6/7/2006 70701-8 6/7/2006 52296-1 6/6/2006 69090-9 6/5/2006 65768-4 6/27/2006 70693-7 6/28/2006 70778-6 6/28/2006 70778-6 6/21/2006 70899-9 Average ~ Service Monthly Biii/ FuiliElec 201J F'~!l/Elec 117 Ful[/Elec 55 EiEC 198 Full/Elec 210 Full/Elec 111 Full/Elec 56 ELEC 90 ! ELEC 40 ! ELE( 164 ELEC 176 ~Uii/Elec 93 ELEC 44 ELEC 62 ELEC 94 ELEC 103 Full/Elec 51 i ELEc Amount of Assistance 153 134 163 3,303 350 235 161 155 108 i0~ 224 350 80 151 149 10~ 2,670 34O 1,754 168 i ELEC i: ~ ~ 218 Full/Bec_ !,12~[ 93 ELEC 227 1,2261 75 ELEC 133 5191 39 ELEC' 125 1,586 89 ELEC 208 846 3i ELEC' 79 ~ 127 Full/Elec 350 3,755; 555 115 Full/Elec 103 i,~b9i 142 Full/Elec 350 800 47 ELEC 96 856i 43 ELEC i15 I$ 2,475 1,100 101 Full/Bec $ 88 4 1,144 177 Full/Elec 227 2 1,672 26 ELEC 76 85~I 100 ELEC. 213 1,226i 86 ELEC 205 1,205I 139 ELEC 3il 972i 91 ELEC 350 856i 54 ELEC i20 887 82` ELEC i92 876 20 ELEc 104 819 20 ELEC 104 2,174 i47 Full/Elec i20 C.A.R.E.S ASSISTANCE TEMPORARY EMERGENCY Dateof ICustomerl #pemons I Netmonthly Average [ Service I Amountof Assistance I ~CC# ~ in Hou~ehoj~! Income I M°nthlyBill J FuiI/Eiec J AS~istanc< 6/26/2006 70189-6 2j 6/22/2006i 66061-3j 6/5/2006 70750-5' 6/1/2006 65626-4 6/19/2006i 71651-4[ 6/19/2006 71651-4 6/19/2006 7i6~1-4 6~6/2006 f 56333-8i 6/i3/2006r 52980-0 6/~3)2006 52980-0 July 05-Sept 05 Total $ $7,891.45~ 10' 3 800 i 126 i #dii/Elec 1 1,052 99 ~ ELEC ' i[ 11052 9§ ELEC 1,841 67 ELEC 345 2,1432'640 ! 15'1 i· F~ii/Ele~ .I 190 105 Full/Bec 190 600 154 Full/Elec 329 1,206 69 ~ ELEC I 3i 7i6 69 EI..P:C 201 888 69 ELEC 118 2i0 i92 158 4,075 ::)ct 05-Dec 05 Total $ $6,151.54~ Jan06-March 06 Total $ i $11,212.131 April 06-June 06 Total $ ~ $9,219.44/ I otal Amount of Emerg. AssistanceI $34,474.$6J provided in 2005-2006 **A i ; ''" ; upi maximum I* Cty of Uklah electric ufihty customer can receive to $350.00 each twelve month period. Affachment # .~ 2007 HHS Poverty Guidelines For all states (except Alaska and Hawaii) and for the District o£ Columbia Size of family unit 1 2 3 4 5 6 7 8 100 110 125 150 Percent , Percent Percent Percent ofPoverty!ofPovertylofPovertyofPoverty $9,800 $10,780 $13,200 $14,520 $16,600 $18,260 $20,000 i $22,000 $23,400 $25,740 $26,800 $29,480 $30,200 $33,220 $33,600 $36,960 $12,250 $14,700 $16,500 $19,800 $20,750 $24,900 $25,000 $30,000 $29,250 $35,100 $33,500 $40,200 $37,750 $45,300 $42,000 $50,400 175 185 Percent Percent of of Poverty Poverty $17,150 $18,130 $23,100 $24,420 $29,050 $30,710 $35,000 $37,000 $40,950 $43,290 $46,900 $49,580 $52,850 $55,870 $58,800 $62,160 $19,600 $26,400 $33,200 $40,000 $46,800 $53,600 $60,400 $67,200 For family units with more than 8 members, add $3,400 for each additional person at 100% of poverty, $3,740 at 110 %, $4,250 at 125%, $5,100 at 150%, $5,950 at 175%, $6,290 at 185% and $6,800 at 200% of poverty. Note: For optional use in FFY 2006 and mandatory use in FFY 2007 Some states may be using poverty levels~ published in the Federal Register January 2007, that are optional for FFY 2007. Page Last Updated: February 9, 2007 Attachment A'FrACHMEN"[, m m ~'-m AGENDA ITEM NO: 10f MEETING DATE: March 7, 2007 SUMMARY REPORT SUBJECT: DISCUSSION AND APPROVAL OF AWARD OF RFP FOR CITY MANAGER RECRUITMENT AND AUTHORIZE BUDGET AMENDMENT FOR SAME At the direction of the City Council, the Personnel Department sent out a Request for Proposal for the City Manager recruitment to eight executive search firms on January 18, 2007, and received five written proposals, which are attached for Council's review. candidate for City Manager. from $22,500 to $25,500. process is 75 to 90 days. Staff has reviewed each of the proposals and determined each search firm utilizes similar processes and timelines, as outlined on the enclosed chad. The selected consultant will meet with the City Council to discuss the initial recruitment strategy and position profile development, and will provide written documentation and on-site support throughout the recruitment and interview process to assist in the final selection of the most qualified The proposed costs, including estimated expenses, range The average timeframe for completion of the recruitment Continued on pa.qe 2 RECOMMENDED ACTION: Award bid for executive recruitment services to Ralph Anderson & Associates to initiate recruitment process in the amount of $22,500 and authorize budget amendment for same amount. ALTERNATIVE COUNCIL OPTIONS: 1. Council to appoint a sub-committee to review all proposals and award the bid. FUNDING: From Account To Account Additional Amount Bud.qeted Number Number Funds Requested -0- General Fund Balance 100.1001.250 $22,500 Citizens Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Melody Harris, Personnel Director Melody Harris, Personnel Director Candace Horsley, City Manager 1. Proposal Summary Chad 2, Five Proposals for Recruitment of City Mana.qer Ap p roved: '~ ~%.-A,-~,__~ ~ Ca'dace Horsley, City M~ager Discussion and Approval of Award of Bid of RFP for City Manager Recruitment Page Two Staff has reviewed the proposals. Based upon the search firm's experience with cities and City Manager recruitments, estimated cost for services, and reference checks, Staff recommends awarding the bid to Ralph Anderson & Associates in the amount of $22,500 and requests a budget amendment for the same amount. Staff will be prepared to answer questions regarding the proposals from the Council. Staff requests the following direction from Council in order to proceed with awarding the bid: Options: Direct staff to award bid to Ralph Anderson & Associates Direct staff to award bid to another consultant Council appoint a sub-committee to review the proposals and make a recommendation ATTACHMENT Consultant Cost Expenses Total Completion Comments Cost Time Koff & Associates $16,500 $6,000 $22,500 90 Days Small firm with limited Katie Kaneko, President number of City Manager 6400 Hollis Street, St. 5 placements; Work more Emeryville, CA 94608 with Special Districts & (510) 658-5633 Counties. Ralph Anderson & $17,750 $6,000 $23,750 75-90 Days Extensive City Manager Associates recruitments and Heather Renschler placements. San Francisco 5800 Stanford Ranch Rd., Consultant assigned to St. 410 Ukiah. Rocklin, CA 95765 (916) 630-4900 Avery & Associates $16,900 $7,500 $24,400 112 Days Longer recruitment period Paul Kimura than other proposals; 3-1/2 N. Santa Cruz Ave., Consultant proximity to St. A Ukiah may increase travel Los Gatos, CA 95030 expenses. (408) 399-4424 Bob Murray & Associates $17,500 $7,900 $25,400 75-90 Days Extensive City Manager 1677 Eureka Rd., St. 202 placements. Expenses are Roseville, CA 95661 "estimated", and distance of (916) 784-9080 consultant to Ukiah may increase cost. L.B. Hayhurst & $18,000 $6,000- $25,500 90 Days Recently recruited Associates $7,500 Mendocino County HR 27 Commercial Blvd., #C Director; currently Novato, CA 94949 recruiting Mendocino (415) 884-0544 County Health & Human Svcs. Agency Director; Notes: 1) All proposals indicate they would re-recruit at no additional cost (except expenses) if the selected candidate resigned or was terminated within the first year of placement. 2) Expenses cover cost of printing recruitment brochure, postage, long distance telephone, consultant travel expenses, background and reference costs, and other related expenses. Expenses do not include candidate travel expenses. KOFF &: ASSOCIATES, INC. Aflachment # Solving the Human Resources Puzzle Since 1984 PROPOSAL For EXECUTIVE SEARCtl SERVICES For The Position Of CITY MANAGER For The CITY OF UKIAH Submitted by: KOFF & ASSOCIATES, INC. 6400 Hollis Street, Suite 5 Emeryville, CA 94608 510.658.5633 - voice 510.652.5633 - fax E-mail: kkaneko@koffassociates.com www.koffassociates.com Contact Person: Katie Kaneko, President 6400 Hoi;is Street - Suite 5 · C-meryville, CA 94608 · TEL (510) 658-KOFF(5633) - TOLL FREE 800) 514-5195- FAX (510) 652-KOFF(5633) www KoffAssociates.com KOFF & ASSOCIATES, IN(;. Solving the Human Resources Puzzle Since 1984 February 9, 2007 Melody Harris Personnel Director City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Dear Ms. Harris: Thank you for the opportunity to respond to your request for executive search services. We are most interested in assisting your City with this important recruitment. Koff & Associates is a firm with a specialty in public sector human resources. We have been assisting public agencies with their recruitment and other human resource needs for the past 23 years. Our entire practice has groxvn as a result of satisfied clients who refer us to their colleagues in other agencies. Being responsive to your needs is our number one priority. We aggressively market your position seeking the best available candidates. Our efibrts are to find the passive as well as the active candidates. We thoroughly advertise the position through various media to attract the largest possible candidate pool, including tapping into numerous professional organizations, as appropriate for this executive position. We then employ a competency and factor-based evaluation tool that clarifies each candidate's strengths and weaknesses to screen out all but the most highly qualified candidates. These approaches to an Executive Search provide our clients with a substantial talent pool that is closely matched to the organization's needs and desires. }laving placed countless professionals with numerous public agencies over the past 23 years, we understand the importance of technical competence and cultural match. Because our firm assists in all areas of human resources, our list of recruitment engagements does not match the number completed by our competitors. What we ar.._g.e able to offer is a greater concentrated effort for those recruitments we do initiate. We maximize the effectiveness of the recruitment activity to ensure both the quality and integrity of the recruitment campaigm (which reflects on your agency), as well as the quality of the candidate pool that we are able to generate. Please call if we can answer any questions or provide any additional information. Sincerely, Katie Kaneko President Enclosure(s) 6400Ho!%Street.Suite5.Emewville, CA 94608 - TEL (510) 658-KOFF(5633). TOLL FREE 800 5!4-5195- FAX 510 652-KOFF 5_~33 www KoffAssociates corn KOFF & ASSOCIATES, INC. So{ving the Human Resources Puzzle Since 1984 PROPOSAL For EXECUTIVE SEARCH SERVICES For The Position Of CITY MANAGER For The CITY OF UKIAH Meet with CiD' Council and Personnel to Discuss Process Considerations and Recruitment Parameters: These are the primary issues that will need to be covered and agreed to during our initial discussion: Ideal Candidate Competency and Characteristic Profile Geographical Strategies Advertising Strategies Salary and Job Descriptions Completion Timetable Concerns and lssues Working closely with the City Council and Personnel staff, Koff & Associates, Inc. assists in identifying the specific needs of the City and identifies key competencies and characteristics of the "ideal candidate." Once these criteria are established, salary and benefit considerations are discussed to ensure market competitiveness and geographic recruitment boundaries are identified. At the conclusion of this discussion, there should be a clear consensus of the key qualifications and characteristics of the position and of the process and timetables to be utilized for the recruitment activity. Develop and Implement Recruitment and Advertisement Strategy: Color brochures will be created to highlight the strengths and challenges of the City and its services and to address pertinent facts regarding the position. Although newspaper media is not one of our primary areas of recruitment eftbrt (due to the high cost in advertisement and a s}mnking target audience due to the internet), we think the City would be well served to anticipate exposure through this media. Having worked with the public sector for more than 23 years, we have established excellent relationships with many agencies and their management teams. Utilizing this effective network, we discreetly solicit recomanendations and contact individuals meeting our criteria who ~nay not be actively seeking other employment. As indicated earlier, many of our executive searches are for high-level professionals and we 6400 Hollis Street · Suite 5 · Emeryville, CA 94608 · TEL (510) 658-KOFF(5603) · TOLL FREE (800) 514-5195 · FAX (:;10) o5,-KOFF,5u,-, www KoffAssociates corn FcbmaPj 9, 2007 Page 2 of 7 have developed a list of outstanding potential candidates from which we also solicit their interest in your positiou. Time and again this has proven to be a valuable candidate source that is used concurrently with more traditional recruitment strategies such as advertising in professional newsletters, journals, Jobs Available, and appropriate websites, as well as sending brochures and armouncements to other cities and counties and targeting relevant professional associations and clubs. We will also make efforts to target recently retired PERS professionals, as this has been a successful avenue for other recruitments in the past. We saturate the professional market to attract the active and the passive job seeker. Many times they are the most desirous candidates. Review Application Packets: ] After applications and resumes are received, they are carefully evaluated based upon an objective and clearly defined factor ranking analysis that incorporates the concerns and issues previously discussed as well as the specific requirements/competencies identified by the Council and staft5 Candidates are also ranked against each other and a numerical score that clearly distinguishes the most qualified candidates recommended for further consideration. Conduct Initial lntervie~vs: ] Top candidates will be initially interviewed to further clarify any issues raised by the submitted documents; reasons for position interest will be identified; the level of commitment to the position and the organization will be determined; and other issues, including salary requirements, will be discussed. This allows us to screen applicants who meet the minimum qualifications but do not seem particularly well suited to the position the City is recruiting for. Recommend Slate of Candidates: Koff & Associates, Inc. will submit for review, clear, written recommendations and an analysis of the most qualified applicants as finalists. Our recommendations will include all relevant data on the applicants. The City, of course, will be the final decision-maker regarding candidate selection. Participate in Interview Process: Working with the City Council and staff, we will develop a set of key questions that will help analyze each candidate's qualifications and management style. We will help in facilitating and communicating ~vith the Oral Board (i.e., the City Council). We will guide the Council through all of the legal requirements regarding what can and carmot be asked during the interviewing process. We complete all of the necessary cominunications with the Council so they are well prepared for the interview day. Koff & Associates, Inc. will provide oversight during the intelwiew process and facilitate a focused discussion at the conclusion of the interviews to identify the most qualified candidates for final consideration. Our facilitation skills usually prove useful in the assessment of candidates at thc end of the interview process. ASSOCIATES, INC. Proposal ~Br Executive Search February 9, 2007 Page 3 or'7 Conduct Reference and Background Checks: Koff & Associates, [nc. will conduct extensive reference and background checks for the final candidates before any offers of employment are extended. This review includes employment and professional references, Intemet, confirmation of educational degrees, driving record check, criminal record search, and military service check (if applicable). We meet, or exceed all of the 2002 California reporting requirements. I Maintain All Required Legal Documentation: I We are responsible for ensuring compliance with and establishing and maintaining all legally mandated documentation throughout the process. Complete all Correspondence: We believe that each candidate, regardless of their qualifications and success in the selection process, deserves the courtesy and respect of being informed throughout the process. Applicants receive ongoing communications via our office, which not only keeps ali the candidates abreast of the process and their continued candidacy, but also enhances the City's reputation and image of being considerate, thoughtful, and professional. Negotiate Terms and Conditions of Employment: Koff & Associates, Inc., at the City's request, is available to assist in the negotiation of the final terms and conditions of employment. [ Maintain Regular and Ongoing Communications with City Manager and Council: ] Our #1 priority is meeting the needs of the City Council. Regular, on-going dialogue with the City is integral and critical to successfully managing a recruitment campaigm Koff & Associates, Inc. is an equal employment opportunity employer in conformance with all current applicable state and federal EEO laws. PROJECT MANAGEMENT AND STAFFING Catherine Kaneko, C.P.A., P.II.R. President Catherine brings over fourteen (14) years of management level human resources experience to Koff & Associates, Inc., both as a human resources director and as a management consultant in the hi-tech industry as well as the public sector. She has extensive experience in compensation including equity plans, survey design and reporting, recruitment m both the public and private sector; staffing; classification and job analysis; compensation and job evaluation techniques, employee relations, retention strategies, infrastructure development; coaching; policy and procedure development; mergers and acquisitions; change management and employee training. Kt )trF ex ASSOC IAT[,iS, iNC. Fcbmar~ 9, 2007 Page 4 of 7 With a Bachelor's Degree in Business Administration, Catherine started her career as a Certified Public Accountant (CPA) in an international accounting/consulting firm. She transitioned into Human Resources within the firm to become the Human Resources Director of the San Francisco office. She then moved into the hi-tech industry where she served in leadership positions for high-growth, startup, and organizations in transition. Her primary focus in recent years has been in classification, compensation and recruitment services in the public sector. Catherine's experience provides a broad kmowledge of human resource management within diverse organizations. Her background provides her a strong ability to understand the big picture, identify problems and solutions and effectively implement them. Her skill set complements our current consultant base with additional levels of service areas. Catherine will be the Project Director for this important recruitment and ensure that all City requirements and timelines are met throughout the process. Georg S. Krammer, M.B.A., S.P.It.R. Chief Executive Officer Georg brings over ten (I0) years of management-level human resources experience to K&A with an emphasis in classification design; market salary studies; executive and staff recruitment; performance management; organizational development; and employee relations, both in large corporations, small. minority-owned businesses and public sector agencies. After obtaining a Master's Degree in English and Russian and teaching credentials at the University of Vienna, Austria, Georg came to the United States to further his education and experience and attained his MBA from thc University of San Francisco. After starting his human resources career in Wells Fargo Bank's college recruiting department, he moved on to human resources management positions in the banking and high-tech consulting industries. With his experience as a well-rounded senior HR generalist and his education in business and teaching, Georg's contribution to K&A's variety of projects greatly complements our consulting team. Since joining K&A, Georg has worked on multiple executive and staff recruitment projects for over 20 clients in the public sector and has taken an active leadership role in many of our other projects and studies. Gail Koff Managing Director Gail Koft; Principal of Koff & Associates, Inc. for 21 years and now its Managing Director, has over thirty (30) years of human resource management experience, 27 years of which have been serving the needs of public agencies. Gail's prior experience, after receiving her degree from Boston University, includes serving as the Personnel Director for one of California's largest sanitary districts, Central Contra Costa Sanitary District as well as the Personnel Director for the California College of Arts and Crafts. She has spent the last twenty one (21) years in her own firm providing consulting assistance to cities, counties and special districts (housing, transit, water, wastewater, hospital, school, community service, air quality management, fire, etc.). She specializes in strategic development; labor/management issues; classification and job analysis; compensatton design and pay for performance strategies; executive search; K( ~FF &' ASSOC I ATES, IN( 2. Proposal for Executive Search February 9, 2007 Page 5 ol 7 employee handbooks and policy direction; performance management; and organizational efficiency issues. Gall is familiar with the unique problems of public agencies and has worked extensively with publicly elected Councils, Boards, Commissions, numerous unions, management and employee groups. Gail works closely with the staff throughout the entire process to ensure success. She is actively engaged throughout the recruitment efforts to ensure quality control, timeliness and meeting client expectations. Milana Targan Firm Associate Milana brings her public sector experience in classification and compensation to Koff & Associates, Inc. With a bachelor's degree from USF and a Master of Science in Industrial/Organizational Psychology from San Francisco State University, Milana has had extensive experience in job analysis, classification development, compensation data gathering and analysis and completing special projects relating to a variety of human resources issues. Her experience also includes conducting specific job analysis for the purpose of developing validated test questions for public sector entrance and promotional examinations. Milana's experience includes working for a human resoumes consulting firm with a specialty in affirmative action as well as working for the California Public Utility Commission conducting job analysis, classification development, market salary analysis and human resource management program design. Since joining K&A, Milana is actively engaged in classification studies, market salary surveys and manages many of our executive search and recruitment activities. Jeremy ltannah Firm Associate Jeremy, the newest member of our firm, earned his bachelor's degree in Psychology with a minor in General Management from California State Polytechnic University, Pomona and recently completed his Master of Science in Industrial/Organizational Psychology in May 2006 from San Francisco State University. After working for five (5) years in management in private organizations, Jeremy moved into the public sector to work for the California Public Utilities Corrmfission performing job analysis, designing selection examinations, conducting employee opinion surw'eys, developing human resoume selection examinations, and developing human resource management processes. He has extensive data gathering and analysis experience making him a welcome addition to the Koff & Associates team. QUALIFICATIONS AND EXPERIENCE Koff & Associates, Inc. has been assisting public-sector agencies for the past 23 years. We have extensive experience working in both union and non-union environments (including serving as the management representative in meet & confer meetings), with Merit Boards, Boards of Directors, County Boards, Civil Service Commissions and City Councils. The firm's growing list of clients is indicative of its reputation throughout California as being a quality organization that can be relied upon tbr producing comprehensive, sound, and cost-effective recommendations and solutions. Koff & Associates, Inc. has a reputation for being "hands-on" with thc ability and expertise to implement its ideas and recommendations through cmnpletion in both union and non-union environments. ASS( )(.IAi[ ['S, INC. Proposal for Executive Search February 9, 2007 Page 6 of 7 More specifically to this project, the firm has over 23 years of executive and staff search experience. Some recent examples of recruitment efforts conducted by Koff& Associates, Inc. are: District Manager General Manager Chief Financial Officer Public Works Director Assistant Public Works Director Finance Director Finance and Administration Manager Administrative Services Manager Finance Manager Business Services Manager Engineering Manager Manager, Engineering Services Division Manager, Human Resources Administration Vice President, Human Resources Recruitment & Benefits Manager District Superintendent As a small finn, we rely exclusively on the recommendations and referrals of current clients to attract new clients. Our work speaks for itself and our primary goal is to provide professional and technical consulting assistance with integrity, honesty, and a commitment to excellence. We invite you to contact anyone on the attached Client List as a referral. AREAS OF SPECIALIZATION Our goal is to work closely with the City to identify appropriate professional organizations, societies, and other resources from which to solicit qualified candidates. We then rely upon direct mail recruitment efforts, websites, and other advertising networks to attract an extensive targeted audience. We have particular expertise with administrative positions and would usc our many personal contacts, professional organizations, professional newsletters, and website locations to maximize the exposure of this recruitment effort. The fee for this top-level executive position recruitment is $16,500. This fee anticipates in excess of 100 hours of effort. Documented reimbursable expenses include newspaper, Internet and journal advertisements, recruitment brochure set-up and printing, postage, telephone, security and credit check, and clerical support. These expenses are anticipated to be approximately $6,000 (due to the required extensive advertising campaign for this type of position). All reimbursable expenses are passed through directly to the City with no additional mark-up. Any' costs associated with reimbursing candidates for attendance at the panel interviews will be borne directly by the City (if the City desires to assist in candidate reimbursement). Shown below is a schedule that is suggested for conducting the recruitment eftbrt. Our experience has been that a recruitment effort takes about ttu-ee months to complete, allowing enough time for all the steps of the process, including at least one month of advertising. This timeline allows for four weeks of advertisement, including two issues of Jobs Available. It has been our experience that providing a Final KC)l: F & ASS(.)CIATES, INC. Proposal for Executive Search Februmy O, 2007 Page7of7 Filing Date of less than one month from the initial advertisement does not allow enough time for exposure ora significant enough candidate pool. Key Target Points: By: Contract awarded: K&A develops recruitment brochure: City approves brochure: Jobs Advertised: K&A Reviews Application Packets: City reviews/approves candidate pool: Oral Panel Convenes: Second Interview by City: Refr'erence/Background Checks: Offer of Employment: Start Date: 2 weeks from contract award 3 weeks from contract award 3-7 weeks from contract award 8 weeks from contract award 9 weeks from contract award 10 weeks from contract award 11 weeks from contract award 11 weeks from contract award 12 weeks from contract award as agreed upon The timeline is driven somewhat by the issue dates of the Jobs Available, which are every other week on Monday (with a deadline to submit ads by noon on the prior Tuesday). Other than that, we are flexible to speed up the process in some areas, depending on City needs. Respectfully Submitted, KOFF & ASSOCIATES, INC. Katie Kaneko President K('~FF ~c ASSOCIATES, Koff & Associates, Inc. Executive and Staff Recruitment Engagements Client: Position Recruited: Contact: Dublin San Ramon Services District General Manager Senior Wastewater Treatment Plant Operator Administrative Technician Maintenance I~orker 1/II Engineering Technician-GIS Specialist kFastewater Treatment Operator I, II Associate Engineer Mr. Jeffrey Hanson Board of Directors (925) 828-0515 Mary Gordon, HR Director (925) 828-0515 Burt Michalczyk, General Manager (925) 551-7230 hris~,dsrsd.com bertm2004('&dsrsd.com Client: Position Recruited: Contact: Sausalito-Marin City Sanitary District General Manager/District Engineer Office Manager Mr. Ray Gergus, Board President (415) 332-0244 Mr. Robert Simmons, General Manager bob¢~smcsd.net Client: Positions Recruited: Contact: City of Delano Public Works Director ,4ssistant Public IS'or]cs Director Ms. Michele Carr, Assistant City Manager (661) 720-2230 Client: Positions Recruited: Contactl Central Marin Sanitation Agency Business Sen,ices Manager Treatment Plant Manager Operator-In- Training Industrial I~aste Inspector/Laboratory Analyst Laboratory Director Project Engineer Mr. Jason Dow, General Manger (415) 459-1455 X 145 dow(~centralmarinsa.org KOFI- tk: ASS( )(7 IATt: 5, IN(:. Koff & Associates, Inc. Executive and Staff Recruitment Engagements Client: Positions Recruited: Contact: City of Foster City Human Resources Manager City/District Engineer Mr. Steve Toler, Administrative Services Director (650) 286-3214 Client: Position Recruited: Contact: City of Pinole Assistant City Engineer Finance Director Ms. Belinda Espinoza City Manager (510) 724-8933 BEspinosaCb~ci.pinole.ca.us Client: Positions Recruited: Contact: City of San Ramon City Engineer Engineer Division Manager Ms. Joy Fukuda, Public Works Director (925) 973-2801 m ail to :j fu kuda¢~sanram on. ca. go v Client: Positions Recruited: Contact: Carollo Engineers, Inc. l~formation Technology Director Human Resources Manager Engineering Positions Mr. Jamel Demir, Principal (925) 932-1710 Mr. Joe Covello, President (925) 933-2300 Client: Position Recruited: Contact: Castro Valley Sanitary District District Manager Mr. John Snyder District Manager (510) 537-0757 Client: Position Recruited: Contact: Stege Sanitary District District Manager Mr. Jay James President, Board of Directors (510) 524-4668 Client: Position Recruited: Contact: West Bay Sanitary District District Manager Mr. David Knight President, Board of Directors (650) 854-2930 KOFF ~,' A%OCIATES, INC. Koff & Associates, Inc. Executive and Staff Recruitment Engagements Client: Positions Recruited: Contact: Client: Positions Recruited: Contact: Client: Position Recruited: Contact: Client: Positions Recruited: Contact: Client: Positions Recruited: Contact: Client: Positions Recruited: Contact: Los Angeles County Human Resources Director Mr. Tom Fraser, Human Resource Analyst (213) 974-2674 Contra Costa County ttuman Resources Positions Labor Relations Positions Ms. Eileen Bitten, Assistant Director, HR (510) 865-4039 Groveland Community Services District General Manager Ms. Allie Baker-Henderson President, Board of Directors (209) 962-716 l Contra Costa/Tri-Valley Telecommunication Incubator Executive Director City of San Ramon (925) 973-2500 Truckee Sanitary District General Manager Jerry Gilmore, Board of Directors Tom Selfridge, General Manager (530) 550-3122 (530) 587-3315 Tom Selfridge mailto:tselffidge~truckeesan.org City of Soledad Economic Development Director Utility Supervisor Public Wor~' Director/City Engineer Mr. Hector De La Rosa, Acting City Manager (831) 678-3963 ROFF & ASSOCIATES, IN(;. Koff & Associates, Inc. is a full-service human resources consulting firm that specializes in organizational and workforce issues. Our growing list of clients is indicative of our reputation throughout California as a quality organization that you can rely on for comprehensive, sound and cost-effective recommendations and solutions. We also have a reputation for being hands on, with the ability and expertise to implement our ideas and recommendations through completion in both union and non-union environments. Process & Infrastructure Design Classification Studies Compensation Survey & Plan Design Human Resources Audits Employee Handbooks / Policy Development Internal Recruitment / Selection Processes Serving as Off-Site HR Director Regulatory Compliance Performance Management Programs Best Practice Studies Creating Internal HR Department Strategic Planning / Executive Search Executive Search Strategic Staff Recruitment Communication Studies Performance Audits Organization Strategic Planning & Restructuring Service Award Programs Board / CEO Facilitation Services Downsizing Implementation Labor & Employee Relations Performance Documentation Grievance Resolution Management / Union Relations Termination Documentation Organizational Opinion Surveys Fact-Finding Contract Negotiations Mediation Conflict Resolution Training Needs Analysis & Delivery Training Needs Analysis Job Analysis Position Evaluation Employee Recruitment & Selection Classification Systems Compensation Management Performance Management Employee Recruitment & Selection Sexual Harassment Analytical Problem Solving Progressive DiscipLine Effective Listening Coaching & Counseling Effective Leadership Employee Relations Basic Statistics and Math Customized HR-Related Programs Customized Supervisory Programs PUBLIC SECTOR CLIENTS Cities City of Alameda City of Atherton City of Brisbane City of Calistoga City of Citrus Heights City of Delano City of El Cerrito City of Emeryville City of Foster City City of Fremont City of Fortuna City of Gait City of Greenfield City of Indian Wells City of Lynwood City of Mission Viejo City of Napa City of National City City of Orinda City of Pacific Grove City of Paso Robies City of Piedmont City of Pinole City of Red Bluff City of Rio Vista City of Sacramento - City Attorney's Office City of San Juan Bautista City of San Luis Obispo City of San Ramon City of Soledad City of South San Francisco City of Sunnyvale City of Walnut Creek Counties County of Alameda Housing Authority County of Butte County of Contra Costa County of Los Angeles County of Marin County of Marin Housing Authority County of Placer County of San Mateo Contra Costa County Retirement Association Courts Superior Court, Amador County Superior Court, Calaveras County Superior Court, San Mateo County Superior Court, San Benito Superior Court, Tuolumne County Special Districts Alameda Corridor-East Construction Authority Alameda County Housing Authority Alameda County Transportation Authority Alameda County Water District Brookside Hospital Calaveras County Water District Carpinteria Sanitary District Castro Valley Sanitary District Central Contra Costa Sanitary District Central Contra Costa Transit Authority Central Marin Sanitation Agency Contra Costa Solid Waste Authority Contra Costa Transportation Authority Delta Diablo Sanitation District Dublin-San Ramon Services District East Bay Municipal Utility District East Palo Alto Sanitary District Fairfield-Suisun Sanitary District Feather River AQMD First Five Alameda County Goleta Sanitary District Greater Los Angeles Vector Control District Groveland Community Services District Ironhouse Sanitary District Las Gallinas Valley Sanitary District Mammoth Community Water District Marina Coast Water District Mendocino Coast District Hospital Metropolitan Transit Commission Napa Sanitation District Novato Sanitary District Ojai Valley Sanitary District Port of Oakland Ross Valley Sanitary District San Diego County Water Authority Sanitary District No. 5 of Marin County San Ramon Valley Fire District Santa Clara Valley Water District Sausalito-Marin City Sanitary District Sewerage Agency of Southern Marin South Coast Air Quality Management District Stege Sanitary District Tamalpais Community Services District Tiburon Sanitary District Trinity Public Utilities District Truckee Sanitary District Victor Valley Water District Washington Hospital Medical Center West Bay Sanitary District West County Wastewater District Western Contra Costa Transit Authority Please See Other Side School Districts Fremont Unified School District Huntington Beach School District NON-PROFIT SECTOR CLIENTS Association of California District Hospitals Boys Club of El Sobrante California Public Health Foundation California State University System Catholic Charities Archdiocese of S.F. California Water Environment Association PRIVATE SECTOR CLIENTS Acme Home Elevator, Inc. Babcock & Brown, Inc. Bank of the West Carollo Engineers, Inc. Corbett & Kane Law Offices The Covello Group Development Associates, Inc. Electro-Coatings, Inc, Federated Bank First Commercial Finance First Collateral Services, Inc. Golden Rain Foundation/Rossmoor Golden Rain Foundation Goldman Institute on Aging Hastings College of the Law University of California Western Consortium for Public Health Information Access Company John F. Kennedy University Kal Kristnan Engineering Services, Inc. Kvaemer Metals Metro I Credit Union Occupational Health Services PCS Networks Sedgwick of California, Inc. Structural Concepts, Inc. Vail Cooper Weiss Associates, Inc. Zumwalt Engineering Group Gall Koff Gall brings to Koff & Associates over 30 years of human resources experience, both as a human resources director and as a management consultant to CEOs, boards of directors and staff leaders. After graduating from Boston University with a Bachelor of Science in psychology and education, Gall served as Human Resources Manager for the prestigious California College of Arts and Crafts. She held a similar role at her next position as Human Resources Officer for Central Contra Costa Sanitary District, one of California's largest wastewater treatment facilities. In 1984, Gall' founded Personnel Management'~ Consultants, which in 1998, incorporated and became Koff & Associates. As managing principal, Gall has helped all types of clients--large and small, union and non-union--to meet their human resource needs. Gall is affiliated with numerous professional organizations and has served on the Board of Directors of the Northern California Chapter of the International Personnel Management Association. She is frequently invited to speak before a variety of groups on workforce and organizational- effectiveness issues. Georg S. Krammer Georg brings over 7 years of human resources experience to K&A with an emphasis in recruiting, performance management, organizational development and employee relations, both in large corporations as well as small, minority-owned businesses. After obtaining a Master's Degree in English and Russian and teaching credentials at the University of Vienna, Austria, Georg came to the USA for his Catherine Kaneko Catherine brings over 12 years of human resources experience to Koff & Associates both as 8 human resources director and as a management consultant in the hi-tech industry. After receiving her Bachelor's Degree in Business Administration, Catherine started her career as a CPA for an international accounting/consulting firm. She transitioned into HR within the firm to become the Human Resources Director of the San Francisco office. She has also served in Milana Targan Milana, one of the Firm's Junior Associates, brings her public sector experience in classification and compensation to Koff & Associates, Inc. MBA. After a short year in Wells Fargo's college recruiting department, he moved on to HR management in the banking and high-tech consulting industries. With his experience as a well-rounded senior HR generalist and his education in business and teaching, Georg's contribution to K&A's variety of projects greatly complements our consulting team. leadership positions for high growth, startup and organizations in transition. Catherine's experience provides a broad knowledge of human resource management within diverse organizations. Her background provides her a strong ability to understand the big picture, identify and analyze problems and solutions and recommend effective implementation strategies. classification development and compensation data gathering and analysis. She has worked for an affirmative action consulting practice as well as the California Public Utility Commission conducting job With a bachelor's degree from USF and a Master analysis, classification development, market salary of Science in Industrial/Organizational Psychology analysis and human resource management from San Francisco State University, Milana has program design. had extensive experience in job analysis, Jeremy Hannah Jeremy, the newest member of our firm, earned his bachelor's degree in Psychology with a minor in General Management from California State Polytechnic University, Pomona and will be completing his Master of Science in Industrial/Organizational Psychology in May 2006. After working for five (5) years in management in private organizations, Jeremy moved into the public sector to work for the California Public Utilities Commission performing job analysis, designing selection examinations, conducting employee opinion surveys, and developing human resource selection examinations, conducting employee opinion surveys, and developing human resource management processes. He has extensive data gathering and analysis experience making him a welcome addition to the Koff & Associates team. William F. Russell Bill brings over thirty years of public agency HR and management experience to K& A. After graduating Magna Cum Laude, Phi Beta Kappa from UC Berkeley, Bill completed a 30-year career with the City of Los Angeles, including 23 years working in the city's Human Resources Department and more than seven years as a civilian police executive. During his tenure in HR, Bill personally performed, supervised and managed the classification, employee selection, equal employment and affirm- ative action, health, safety and employee relations functions. As the senior civilian executive in the police department, Bill directed the operations of more than 1400 personnel in five key support divisions. Involved in employee training and development, Bill was a key developer of a highly acclaimed law enforcement leadership program and has recently assisted the State of California in the development implementation of 'an innovative and highly successful program for training law enforcement supervisors. Stephen Green Stephen brings to Koff & Associates over 25 years of experience in human resources management with a specialization of classification, compensation, employee relations, and management of human resources. Stephen possesses a BS degree in Business Administration from Cai State University, Northridge, in Business Administration. Prior to retiring as Assistant Director of Human Resources of the Metropolitan Water District of Southern California, Stephen served as a Personnel Officer at Los Angeles County USC Medical Center, where he was responsibl'e for advising and implementing his recommendations on various personnel policies, procedures, and standards in support of the Medical Center Administration's senior management. Stephen's extensive and comprehensive background in management of various human resources programs provides clients with an individual who understands various components of personnel-related issues and their impact on specialized studies. His ability to interface well at all levels makes him a great asset to our organization. Proposal to Provide Executive Search Services for the position of City Manager with the City of Ukiah Submitted February 8, 2007 Prepared by Ralph Andersen & Associates 5800 Stanford Ranch Road, Suite 41o Rocklin, California 95765 Phone: 916o63oo49oo January 8,2007 Mayor Mari Rodin and Members of the City Council City of Ukiah 300 Seminary Avenue Ukiah, California 95482 Dear Mayor Rodin and Members of the City Council: Ralph Andersen & Associates is pleased to submit this Proposal to conduct an executive search for a City Manager for the City of Ukiah. We would be pleased to work with the City of Ukiah on this important assignment and look forward to further refinement of this work plan to suit the City's specific needs. Ralph Andersen & Associates has a history of assisting City Councils with the recruitment and selection of leadership in order to deal with the specific issues faced by their communities. Our Services Ralph Andersen & Associates has been providing practical, responsive executive search and management consulting services to the local public sector and related industries since 1972. As such, the executive recruitment techniques used by Ralph Andersen & Associates have been de- veloped and used successfully with hundreds of clients for more than 35 years. With each new assignment, we earn our reputation as the nation's premier local government consulting organi- zation. With Ralph Andersen & Associates, there is an entire team behind every recruitment. Our firm takes a multi-disciplined, team approach to executive search. Successful outreach relies heavily on person-to-person contact to identify outstanding potential candidates and, in the evaluation phase, to gain a complete understanding of the background, experience, and manage- ment style of the top candidates. By drawing on the combined expertise of our search team, we address outreach from a wide variety of perspectives and find unique ways to identify and con- tact the best and brightest. Ralph Andersen & Associates serves a nationwide clientele through its Corporate Office in the Sacramento (Rocklin), California area. Other areas served by the firm and our network of profes- sionals include: · Las Vegas, Nevada · Los Angeles, California City of Ukiah Page 2 · Phoenix/Tucson, Arizona · Incline Village/Reno, Nevada · San Diego, California · San Francisco, California As a multi-disciplined, full-service local government consulting organization, we am dedicated to helping our clients improve operating efficiency and organizational effectiveness. Range of Services Offered - Ralph Andersen & Associates specializes in the following primary service areas: manage~nent consulting, public safety and executive search including investigative backgrounds. Management Consulting - Ralph Andersen & Associates helps organizations improve their performance potential with a range of management consulting services. The types of services provided by the firm include management and perfbrmance audits, organiza- tional analyses, productivity improvement analyses, agency and service consolidation as- sessment, specialized financial management including debt restructuring and organiza- tional problem solving. In addition to providing these services to entire organizations, the firm often conducts management consulting engagements that are focused in a specific service area such as public safety, city management, finance, public works, community development, information technology and other major service areas. Ralph Andersen & Associates treats every management consulting engagement as unique. This approach means we will assemble a consulting team comprised of consultants with the specific tal- ents and experiences needed successfully to achieve the client's objectives. Our team of experienced consultants perform complex analyses and recommend solutions that are practical and most importantly, are capable of being implemented by our clients. Public Safety - Working closely with our clients to implement innovative emergency management solutions, Ralph Andersen & Associates helps organizations plan, protect and serve people better than ever before. We bring together practical solutions, plans, and processes that am operationally deployable to help our clients achieve their critical objec- tives. The firm's consultants have extensive, hands-on experience in planning and disas- ter preparedness training for private and public institutions including healthcare, public health, human services, and local, state and federal government agencies. Executive Search - The firm has conducted executive searches for large and small or- ganizations throughout the nation. In addition to conducting searches for city manager and other chief executive officer positions, Ralph Andersen & Associates has success- fully completed searches in every area of municipal service. Ralph Andersen & Associ- ates believes the most important element of a successful executive search is to listen care- fully to what our clients are looking for in terms of candidate experience and qualifica- tions. Using these client-focused guidelines, candidate identification is undertaken through marketing and personal outreach. Our confidence in this approach to executive City of Ukiah Page 3 search is illustrated by the firm's guarantee to perform the search again at no service cost to the client if the selected candidate leaves the position within one year of placement. Investigative Backgrounds - Ralph Andersen & Associates has recently ex- panded their client offerings to meet the growing demand for comprehensive, in- vestigative background services. Conducted by a highly skilled executive, a for- mer Chief of Police and an F.B.I. National Academy trained investigator, these services include in-depth pre-employment screening and candidate evaluation services. Ralph Andersen & Associates tailors its services to meet our client's unique needs including in-person onsite background investigations, verifications, and reference checks including the more standard approach, reference checks done via telephone from our consultant's office. Recent City Manager Searches Among our many public sector executive searches, Ralph Andersen & Associates has been re- cently awarded or has completed the following City Manager searches: Cityof Belvedere, California · City of Calabasas, California · City of Ceres~ California · Town ofCorte Madera, Califomia · City of Folsom, California · City of Healdsburg, California- Assistant City Manager · City of Hemet, California · City of Port Hueneme, California · City of Sausalito, California (recently awarded) · Town of Tiburon, California Our Understanding of the Project We feel that the key elements of a City Manager search process, which can be tailored to fit the specific needs of the City of Ukiah, should include: · Developing a comprehensive position profile based upon information obtained in meet- ings with the Mayor, City Council and the retiring City Manager. Also, and if desired by the City Council, (strongly recommended by Ralph Andersen & Associates) an introduc- tory meeting with the City's key staff and department heads would also be conducted. City of Ukiah Page 4 Reviewing current compensation and recommending changes based upon market and competitive conditions. Extensive personal outreach, in-person and via telephone, to qualified candidates within California and the across the county. A marketing strategy that uses selected advertising to supplement the extensive candidate identification process, uses the Internet, and uses professional contacts throughout the United States. A screening process that narrows the field of candidates to those that most closely match the needs of the City and is based on extensive reference checks and telephone interviews with the top candidates. Delivering a product in the form of a search report that recommends the top group of candidates and provides the decision-makers with detailed information about their back- grounds and experience. Assistance during the interview and the selection process and in the negotiation of a compensation package. Project Staffing The reputation of the search firm and personal commitment of the recruiters define the difference between the success and failure of any given recruitment. Ralph Andersen & Associates' search professionals are acknowledged leaders in the field and possess a broad range of skills and ex- perience in the areas of local government management, executive search, and related disciplines. The Ukiah City Manager Search will be lead by a team of senior search professionals ensuring that the broad experience and knowledge of the firm is brought to bear on our clients' behalf. In addition to candidate identification and outreach, this team will conduct all personal interviews and reference calls on top candidates prior to their being presented to the City Council. The Search Team will include Ms. Heather Renschler, President/CEO of Ralph Andersen & As- sociates, and Mr. Tom Bacchetti, Senior Associate. Ms. Renschler will be the Project Director and the lead consultant on this assignment. Additional support will be received from Chief Mike Hall, Search Consultant and Background Investigator (Based in Southern California). Addition- ally, the team will have the support of senior associates to assist with candidate identification and outreach as needed - including former City Manager, John Goss. Ms. Heather Renschler, Project Director - Ms. Renschler has been with Ralph Ander- sen & Associates for more than 20 years and is now the firm's Chief Executive Officer. Ms. Renschler has overseen the recruitment practice of Ralph Andersen & Associates for the last nine years and as a result, is often involved with recruitments on a national scale and those of a highly sensitive and critical nature. She is experienced at working with city City of Ukiah Page 5 councils, boards, staff members, and selection committees in the recruitment and selec- tion process. Her network of contacts and potential candidates is extensive not only within California but also on a national scale. Mr. J. Thomas Bacchetti, Co-Project Director - Based in San Francisco, Mr. Bacchetti is a Senior Associate, specializing in both search and consulting assignments. He has over 35 years of experience in leading institutions in both the private and public sectors. Mr. Bacchetti earned a Bachelor of Arts degree from Colgate University and did post- graduate work at Stanford University. Mr. Mike Hall, Senior Consultant - Chief Mike Hall is a retired Chief of Police and F.B.1. National Academy Graduate and qualified to conduct reference and background checks on top candidates. As a Senior Consultant for Ralph Andersen & Associates, Mr. Hall supports the Search Team on the detailed reference and background checks, as re- quired. Mr. John Goss, Senior Associate - Mr. Goss is a former city manager of Alameda and Chula Vista, General Services Director for the City of Oakland, and Assistant County Administrator, San Bernardino County. With over 40 years of local government experi- ence, he has experience in every facet of city government. Mr. Goss earned his Bachelor of Arts in Political Economy from Fresno State and a Masters of Public Administration from the University of Southern California. Paraprofessional and Support Staff based in Rocklin, California, will provide adminis- trative support to the Search Team on recmitment assignments. These staff are: Ms. Diana Haussmann Ms. Teresa Heple Ms. Tiffany Taylor Ms. Diana Lee (based in Dallas) References At Ralph Andersen & Associates, we feel strongly that our past client relationships will attest to the professionalism of our services. We encourage you to talk with our references and if needed, would be pleased to provide additional contacts. Mr. Chet Wystepek, City Manager (707) 431-33 t 7 City of Healdsburg Recmitments: Assistant City Manager (sample attached) and others Project Director: Tom Bacchetti City of Ukiah Page 6 Mayor Robin Lowe (951 ) 765-2301 (business) (951) 634-3087 (cell) City of Hemet (one of the highest rate of residential and commercial growth in U.S.) Recruitment: City Manager and Director of Finance Project Director: Heather Renschler Ms. Toni Young, Councilmember (805) 986-6501 (City Hall) (805) 483-0357 (cell) City of Port Hueneme Recruitment: City Manager Project Director: Heather Renschler Mr. Paul Smith, Mayor (415) 435-7373 (Town Hall) (415) 456-4000 (business) Town of Tiburon Ms. Peggy Curran (Placement) and former City Manager for Town of Telluride, CO (415) 435-7373 (Town Hall) Recruitment: Town Manager Project Director: Heather Renschler Mr. Jim Ferree, City Manager (Placement in 1997) City of Craig, Colorado (970) 826-2023 (City Hall) Recruitment: City Manager Project Director: Heather Renschler Project Timing and Cost Project Timing If retained by the City, Ralph Andersen & Associates would complete the search within 75 - 90 days (or less) from the execution of the agreement between the City of Ukiah and Ralph Ander- sen & Associates. Negotiation with the top candidate will take an additional week or two after finalist interviews. To ensure adequate time for outreach and screening, we would recommend a closing date be set no earlier than 45 days from kickoff. Further refinement of the timing option would be discussed with the City Council. City of Ukiah Page 7 Cost The search effort for a new City Manager will be national in scope. The professional services fee to perform this search will be a fixed fee of $17,750 for professional services. Expenses will not exceed $6,000. Expenses include such items as advertisements, travel (assuming three separate trips to Ukiah to meet with the Mayor and the Council), clerical, graphic design, research, print- ing and binding, postage and delivery, verifications and Internet and Lexis/Nexis searches on the top three (3) candidates, and long-distance telephone charges. Expenses will be billed based on actual incurred costs. Total cost to the City of Ukiah for both professional services and expenses will not exceed $23,750. Ralph Andersen & Associates will bill the City of Ukiah monthly. Progress payments for professional services and expense reimbursement will be due upon receipt. The City will be responsible for all candidate expenses related to on-site interviews. Search Work Plan This section describes the usual steps in the search for a new City Manager for the City of Ukiah. Task 1 - Review Project Management Approach A member of the Search Team will kickoff the project by meeting with the Mayor and City Council and others as appropriate to discuss the project management for the search. The discus- sion will include a review of the work plan, confirmation of timing, and communication meth- ods. Task 2 - Develop Position Profile The position profile for the City Manager is the guide for the entire search process. Please refer to the attached sample submitted with this Proposal The development of the profile includes the collection of technical information and recruitment criteria. Technical Information Ralph Andersen & Associates will meet with the Mayor and City Council to gain an un- derstanding of the experience and professional background requirements desired in the City Manager. These meetings will also help the Search Team gain an understanding of the work environment and the issues facing the City of Ukiah. Recruitment Criteria The recruitment criteria are those personal and professional characteristics and experi- ences desired in the City Manager. The criteria should reflect the goals and priorities of the City of Ukiah. Members of the Search Team will meet with key staff in the City, and others as appropriate, to facilitate the identification and articulation of that criteria. CiO' of Ukiah Page 8 Subsequent to the development and adoption of the candidate profile, the technical in- formation and recruitment criteria will be documented in an information brochure pre- pared by the search consultant. The brochure will be reviewed by the Mayor and City Council in draft format, revised as appropriate, and published for use throughout the search. Task 3 - Outreach and Recruiting This task is among the most important of the entire search. It is the focus of the activities of the search consultant and includes specific outreach and recruiting activities briefly described below. Outreach A comprehensive outreach and advertising campaign will be developed. It will include the placement of ads in publications such as the International Ci~,/County Management Association (ICMA), Western City Magazine, Jobs Available, and other professional pub- lications. Specific outreach will be done to qualified candidates throughout the State of California. Additional outreach would also be extended to qualified candidates in the Western Region. Specific lnternet sites related to government will be used, including Ca- reers In Government, as a method of extending the specific outreach in a short period of time. Additionally, the advertisement and the full text of the position profile (the recruitment brochure) will be placed on Ralph Andersen & Associates' website, which is accessed by a large number of qualified candidates. This method of outreach to potential applicants provides a confidential source that is monitored by many key level executives on an on- going basis. Candidate Identification Ralph Andersen & Associates will use their extensive contacts to focus the recruiting ef- fort. In making these contacts, the Search Team will target those individuals who meet the criteria set by the Mayor and City Council. Each of the candidates identified through the recruiting efforts will be sent an information brochure. Candidates will also be con- tacted directly to discuss the position and to solicit their interest in being considered. Both the outreach and recruiting activities will result in applications and resumes from in- terested candidates. As they are received, resumes will be acknowledged and candidates will be advised of the general timing of the search process. The following tasks involve the actual selection process, once all resumes have been received. Task 4 - Candidate Evaluation This task will be conducted following the application closing date. It includes the following spe- cific activities: City of Ukiah Page 9 Screening All of the applications will be carefully reviewed. Those that meet the recruitment criteria and minimum qualifications will be identified and subject to a more detailed evaluation. This evaluation will include consideration of such factors as professional experience, and size and complexity of the candidate's current organization as compared to the candidate profile. Preliminary Reference Review The Search Team will conduct preliminary reference reviews for those candidates identi- fied as the most qualified as a result of the screening process. Direct contact will be made with a limited number of references to learn more about the candidates' experience, past performance, and management style. Conduct Interviews Ralph Andersen & Associates will conduct interviews with the top group of candidates identified through the screening and preliminary reference review processes. The inter- views are extensive and designed to gain additional information about the candidates' ex- perience, management style, and "fit" with the recruitment criteria. The screening portion of the candidate evaluation process typically reduces a field of ap- plicants to approximately eight (8) to ten (10) individuals. Those individuals will be re- viewed with the Mayor and City Council prior to proceeding with the individual inter- views. Task 5 - Search Report After completing Task 4, members of the Search Team will meet with the Mayor and City Coun- cil to review the search report on the top candidates. The report divides all of the candidates into four groups including 1 ) the top group of candidates that are recommended to be interviewed in- person by the Mayor and City Council; 2) a backup group to the first group; 3) no further consid- eration group; and 4) lacks minimum qualifications. The search report will include candidate re- sumes. The results of preliminary reference reviews and interviews will be reviewed with the Mayor and City Council. The results of the Search Report will be a confirmed group of finalist candidates (typically 4-6) tha! the Mayor and City Council will interview in-person. Task 6 - Selection The final selection process will vary depending upon the desires of the Mayor and City Council. The typical services provided by Ralph Andersen & Associates in the selection process are de- scribed briefly below: City of Ukiah Page 10 Members of the Search Team will coordinate the selection process for the finalist group of candidates. This includes handling the logistical matters with candidates and with the City. The support staff of Ralph Andersen & Associates will prepare an interview booklet that includes the resumes and candidate report (with interview comments, reference checks and other relevant information about the candidates). In addition, the booklet will contain suggested questions and areas for discussion based upon the recruitment criteria. Copies of the interview booklet will be provided in advance of the candidate interviews. Members of the Search Team will attend the interviews to assist the City through the se- lection process. This assistance will include an initial orientation, candidate introductions, and facilitation of discussion of candidates after all interviews have been completed. Verifications will be made on the top candidates and will include education verifications, Department of Motor Vehicle check, wants and warrants, civil and criminal litigation search and credit check. The results of these verifications will be discussed with the Mayor and City Council at the appropriate time. As needed, Ralph Andersen & Associates will be available to provide assistance to the Mayor and City Council in the final selection as may be desired. This assistance may in- clude providing or obtaining any additional information desired to assist in making the final selection decision. Task 7 - Negotiation Ralph Andersen & Associates will be available to assist the City in negotiating a compensation package with the selected candidate. This may include recommendations on setting compensa- tion levels. Additionally, Ralph Andersen & Associates will prepare a draft employment agree- ment and work with the City's Legal Counsel on the finalization of this document. Task 8 - Close Out After the City has reached agreement with the individual selected for the position, the Search Team will close out the search. These activities will include advising all of the finalist candidates of the status of the search by telephone. Equal Employment Opportunity Employer Ralph Andersen & Associates is an Equal Employment Opportunity Employer and is in compli- ance with all current applicable state and federal EEO laws. City of Ukiah Page 1! Ralph Andersen & Associates' Guarantee Ralph Andersen & Associates offers the industry-standard guarantee on our search services. If within a one-year period after appointment the City Manager resigns or is dismissed for cause, we will conduct another search free of all charges for professional services. The City of Ukiah would be expected to pay for the reimbursement of all incurred costs. Should you need any additional information or desire an in-person presentation, please feel free to call Ms. Heather Renschler at (916) 630-4900. Respectfully Submitted, Ralph Andersen & Associates AVERY Los Gatos Santa Cruz · San Luis Obispo · Bend. OR January 31, 2007 Melody Harris, Personnel Director City of Ukiah 300 Seminary Ave. Ukiah, CA 95482 Dear Ms. Harris: Thank you for the opportunity to submit our proposal for the recruitment of a new City Manager for the City of Ukiah. We take great pride in providing our clients exceptional service and excellent results. These successful client partnerships result from an active and comprehensive level of Principal involvement leading to positive business relationships and highly satisfied clients. We feel exceptionally suited to perform this recruitment on your behalf. Over the years we've had extensive interaction with City Managers based on our successful Labor Relations and Executive Search practices. Previous executive level recruitments for City Managers (which are listed in our proposal) and GMJCEOs, have also allowed us to create an extensive and current database of potential candidates for this role. In the last year, we have completed City Manager recruitments for the cities of Redding, Hanford, Los Altos Hills, Vallejo, Belmont, and King City and are currently conducting City Manager assignments for the cities of Rancho Palos Verdes and Emeryville. Following your review of this proposal, we hope our credentials will provide the basis for your positive consideration of our firm. Enclosed you will find the following information: · Company Profile and Firm Qualifications · Recruitment Work Plan · Consulting Fee, Billing Assignment and Guarantees & Ethics · Recruitment Timeline · Profiles on Principals of the Firm · Client References · Partial Listing of Recruitments previously completed William Avery & Associates, Inc. Labor Relations/Executive Search 3-1/2 N. Santa Cruz Ave., Suite A Los Gatos. CA 95030 408.3994424 Fax: 408.3994423 Thank you again for the opportunity to be considered for this recruitment. questions, please do not hesitate to call me at 408-399-4424. Sincerely, Paul Kimura If you have any PK:jmc PROPOSAL FOR THE CITY OF UKIAH RECRUITMENT FOR THE NEW CITY MANAGER Avery Associates - Profile Avery Associates is a Los Gatos, California based Management Consulting firm incorporated in 1982. We specialize in Executive Search and Human Resources/Management Consulting. Our firm currently has two Principals and several key Consultants. Bill Avery heads the Firm and the Management/Labor Relations practice in addition to participating in key searches. Paul Kimura is the Principal who oversees the Search and Recruitment practice. Ann Slate, Cris Piasecki and Gary Rogers form the core recruitment team for the firm. Jackie Collins and Leah Jakusovszky handle administrative support. We offer a unique recruitment service as the background and capabilities of our firm Consultants gives us the ability to provide recruitment services that positively differentiates us from other strictly public sector search firms. We do so by incorporating private sector search methodologies into our public sector recruitment process, and combining "best" practices from each of the sectors in which we operate. Firm Qualifications The majority of the recruitment activity is completed by our firm Principals. This hands-on involvement includes client interface, development of position profile and announcement, candidate identification, interviewing and assessment, candidate presentation, facilitation of the final interview process, and if desired, assistance in negotiating the offer of employment with the selected candidate. Among the city management recruitments we've completed include: Town Manager for the Towns of Atherton and Los Gatos; City Manager for the cities of Culver City, Pittsburg, Sanger, Avalon, Reedley and Suisun City; CAO for the County of San Bernardino and the City of Culver City; CEO for the Community Redevelopment Agency for the City of Los Angeles; General Manager for the City of Los Angeles Community Development Department; Assistant City Managers for the cities of Riverside, San Leandro, Vacaville and Lodi; and Assistant CAO for Culver City. Currently, we are assisting the cities of Belmont, Redding, Hanford and Los Altos Hills in the selection of a City Manager. Enclosed you will find our client references and a partial list of completed recruitments. Mr. Avery, having served in the past as a City Manager, provides the direct experience and knowledge of city administration. Mr. Kimura's expertise in executive, technical and business recruitment, which he gained during his nineteen years of advanced technology experience, provides the basis for many of the recruitment strategies and tactics utilized by the firm. Collectively, the firms Principals offer exceptional expertise in the area of executive recruitment. Enclosed you will find profiles on the Principals of the firm. We're pleased that each of our recruitments has resulted in a successful closure within the projected timeframe. More importantly, our clients have expressed a high degree of satisfaction in the quality and depth of our service. Enclosed you will find a set of our client references. Recruitment Team for the City of Ukiah Paul Kimura will serve as the Project Lead and will be assisted by Gary Rogers in this assignment. Mr. Kimura will be personally involved in the initial client discussions, strategy development, outreach, interview and assessment of candidates, presentation of final candidates and will be available throughout the search process to provide other related consulting services. Recruitment Plan and Services Provided I. Position Profile and Organizational Assessment The initial assessment phase is a critical component of the search process. Mr. Kimura will meet with the key decision makers to discuss the organizational needs and position requirements and to formalize the job description. In this assignment we would anticipate individual meetings with the City Council in addition to various department heads as designated by the City. If desired, we would also be prepared to meet with community groups identified by you. Our goal for this aspect of the recruitment process is to: · Understand the Council and City priorities for this position. · Develop a clear understanding and consensus on the expertise, experience, education, performance attributes and operational style of the ideal candidate. · Discuss the goals, objectives, deliverables, and challenges related to this position. · Gain insight of the various organizational dynamics and departmental issues that exist within the organization. · Identify the compelling aspects to this opportunity. The formal position description and a subsequent ideal candidate profile would be developed from the above discussions and incorporated into the formal position announcement. The candidate profile is also utilized in various other means as a marketing tool, for advertising copy, postings, and for other announcements. II. Development of the Search Strategy The search strategy is developed in conjunction with the organizational assessment. The final approach is based on your input and considerations during the assessment activity. For this assignment, we feel it is critical to develop a high level of visibility with a comprehensive outreach program supplemented by a focused targeted recruitment approach. We would incorporate the following elements into this search: Original research, which consists of identification and contact of current incumbents or other candidates who meet the profile, but are not actively seeking other employment. Development of a targeted candidate list based on our extensive database of key executive contacts, referrals and recommendations from key sources, and other current and former City Management personnel who have extensive contacts and networks in this area. Public information sources that include various membership listings such as the California League of Cities, ICMA and the various municipal organizations within the State. · An extensive mailing campaign to current city managers throughout the State. · Print advertising in Western City and Jobs Available magazines. Internet job postings on national public sector employment bulletin boards, City Management and Municipal Assistant association-based web sites, and our company website. · Utilization of our extensive key executive contacts included in our recruitment database. III. Candidate Assessment Our assessment process involves several "tiers" of evaluation. All candidates responding to this position will initially, be evaluated based on their resume and if appropriate, an extensive phone "screening" by a firm Consultant. Candidates who pass the initial "qualifying" criteria are then scheduled for a formal interview with the Principal in charge of the project. These extended personal interviews typically take one hour and a thorough discussion of their experience, accomplishments, management philosophy and interpersonal style takes place. Those individuals who best fit the position requirements will have a Candidate Assessment Report developed by the Principal who conducted the interview. Additionally, two initial reference interviews are performed on these candidates. IV. Candidate Presentation VI. Upon completion of formal interviews, a selection of candidates for presentation is made. Typically, the number of final candidates requested by our clients range from four to seven. We feel our extensive qualification, interview, and reference interviewing process and the knowledge gained during our initial assessment period, enable our client to proceed with fewer rather than more finalists. The final candidates are presented in our in depth candidate presentation "book". Each finalist will have a file consisting of a candidate summary sheet, a resume, the Candidate Assessment Report (based on the formal interview), and two candidate reference interviews. Candidate summary sheets for everyone else who submitted a resume will also be included. This provides the client an insight to the level and nature of response for their position. Selection Process Once the final candidate interview group is identified, we will assist in the structuring of the interview process and coordinate the interview scheduling activity. Our firm will also provide candidates with guidance related to travel planning, hotel accommodations, as well as other interview planning issues. Upon request, our firm will also arrange a summary background evaluation on the City's final one or two candidates. A copy of these confidential reports can be provided to you. Position Closure and Follo~v-Up Based on the firm's experience in human resource management and executive search, we are able to assist our clients in formulating appropriate compensation and other employment arrangements. We will be available throughout our retention to assist in this process. As a matter of policy, Avery Associates monitors the transition and progress of any executive we place with a client. Within the first three to six months following the hired individual joining the City, we will speak with that individual to ensure the transition has effectively occurred. During the same period we will also review the individual's status with your office. Consulting Fee Based on the services described in our proposal, the professional services consulting fee for this recruitment will be $16,900. If awarded the search, we would request an initial retainer of $6,900 at the outset of the search. The final balance of $10,000 would be invoiced at the completion of the search. In addition to the Professional Services Fee, normal and direct out-of-pocket expenses associated with the search are charged back to the client. Expenses for this assignment would be a not-to- exceed amount of $7,500. These expenses include: advertising, clerical time, supplies, printing, telephone, postage, summary background evaluations, and consultant travel for client discussions, meetings and local and out-of-area candidate interviews. All expense items will be detailed and billed on a monthly basis. The consulting fee will be inclusive of all services defined within this proposal unless otherwise stated. Guarantees and Ethics Whenever William Avery & Associates, Inc. is retained, we make several guarantees and commitments to a client. Due to our experience, knowledge and success within the management consulting field, we assure a client that we will only present candidates who meet a substantial majority of the ideal qualifications that you have outlined. We are also committed to continue our search efforts until a successful candidate is employed. It is also our practice to replace a candidate who may voluntarily resign during the first year of his/her employment. This same commitment applies if the client finds it necessary to terminate or to request the resignation of the selected individual in the first year for reasons which would have precluded his/her employment had they been known at the time employment started. In either case, we invoice a client only for out-of-pocket expenses incurred in identifying a replacement. Avery Profile William Avery AVERY 3,'~ N Santa Cruz Ave. Suite A Los Gatos, CA 95030 4083994424 Fax: 408399.4423 William Avery founded his successful management consulting firm in 1981. He has directed William Avery & Associates in service as a Labor Relations and Executive Search consultancy, serving personally as a chief negotiator, trainer, and representative in grievance and disciplinary matters. A specialist and widely recognized expert in employer-employee relations, he has served as a City Manager (Los Gatos) and Assistant City Manager. While City Manager, he was President of the Santa Clara County City Manager's As- sociation and Chair of the County Employee Relations Service. Bill has lectured at De Anza College, San lose State University, and Stanford University, and regularly makes presentations for the League of California Cities, CALPELRA, and other public sector organizations. Building on his personal track record of success, he expanded the firm's focus to include increased emphasis on public and private sector search. He added proven industry professionals with expertise in these areas. The result has been to create an exceptionally strong management consulting firm, now known as Avery Associates, with the expertise to provide the full range of services required for successful public or private sector executive search. A key measure of the firm's success has been the many long-term relationships that he and his staff have established with clients. Bill holds B.A. in Political Science and an MPA from San lose State University, where he was graduated with highest honors. Avery Profile Paul Kimura Paul Kimura brings a unique combination of recruitment and business experi ence to Avery clients. AVERY N Santa CruzAve, Suite A los Gatos, CA 95030 408 399 4424 Fax: 408.3994423 Paul is involved in leading both private and public sector professional searches. He has been both a corporate recruitment director and HR director for a number of high technology companies, ranging from Fortune 500 firms such as Novell and National Semiconductor to a Silicon Valley start-up. His proven recruitment and HR generalist skills help him bring forward the best available candidates and properly assess their skills and "fit" with client organizations, Indeed, many of the recruitment strategies and tactics incorporated into the Avery search process are a direct result of Paul's extensive recruitment experience in the high technology industry. Paul has been a successful HR consultant, guiding clients through all aspects of Human Resources functions -- compensation & benefits, employee and manage- ment training, performance management, and termination issues. He is skilled in areas such as strategic planning, executive coaching, separation negotiation, and organizational assessment and design. It's another service that Avery Associates is able to offer its clients because of the unique background of its principals and Paul's extended skill set in Human Resources underscores the fact that Avery professionals "have been there" and understand your needs from a personal perspective. Paul holds a B.S. degree in Business Administration from San lose State University. He is active in professional HR organizations and in the community, where he has worked with a number of education,youth service, civic, business, and cultural organizations. "lust as Avery looks to form long-lasting relationships with its clients, I believe in making the same commitments within my community." Related References for Aver2' Associates AVERY William Aver2 c~ Associates Management Consultants 39~N SantaCruzAve. SuiteA Las Gatos. CA 95030 408 3994424 [ax: 4083994423 Town of Los Gatos }oe Pirzynski, Vice Mayor ..................... 408.356.3024 City of Culvcr City Jerry Fulwood, City Manager .................. 310.253.600[ City of Culver City Serena Wright, Personnel Director ............. 3[0.253.5640 Town of Los Gatos Debra Figone, Town Maria,get .................. 408.354.6837 City of Livermore Steve Harman, Personnel Director .............. 925.960.4100 City of Corona Laurie LoFranco, Human Resources Director ...... 909.279.3752 AVERY Wdliam Aver),, 6: Associates N Santa Cruz Ave 8uilc A los Gatos CA 95030 408 399 4424 Fax: 408399 4423 07/06 Avery Recruitments The following represents a partial list of Key Public Sector and Non-Profit Executive Recruitments corn- pleted by the Principals of Avert/Associates: City Manager Parks/Recreation Director Atherton Behnont Avalon Boulder, CO Belmont Corona Chowchilla Culver City Colma Encinitas Culver City Gilroy Gonzales Los Gatos Hanford Santa Clarita Los Altos Hills Westminster Los Gatos Pismo Beach HR Director Pittsburg Fremont Redding Lancaster RcedIey Los Angeles County Sanger Los Gatos San Marino Newport Beach Suisun City Riverside VaIlejo San Bcrnadino County San Leandro Asst/Dpty City Manager San Luis Obispo Bakersfield Santa Clarita Boulder, CO Santa Cruz Camarillo Sonoma County Dublin Santa Clara Valley Transit Fremont Authority Huntington Beach Lodi Finance/Admin Services Director Los Gatos Dublin Morcno Vallc~v Encinitas Riverside Fort Bragg San Leandro Los Gatos Thousand Oaks Monterey County Vacaville Oceanside Oxnard CEO/Executive Director Palmdale City of San lose- Redevelopment Santa Clara Agency Santa Cladta Community Redevelopment Agency Santa Cruz - City of Los Angeles Santa Rosa Monterey County Resource Union City Management Agency First $ Monterey County Fresno Housing Authority EOC of SLO County Ioint Venture Civic Action Network Joint Venture - Silicon Valley San Lu[s Obispo I-lousing Authority Santa Barbara - CAC Support Network for Battered Women (:ity Attorney Bakersfield Inglewood Livermore San Luis Obispo Union City Valle[o Public Works Director/Manager Bishop Clovis Culvcr City Encinitas Los Gatos Monterey County Moreno Valley Olympia, WA Pa[rodale Paso Robles San Luis Obispo Santa Clarita Santa Rosa Union City Community Development/ Planning Director Beverly Hitls Culver City Dublin Encinitas Gilroy Morgan Hill Oakland - Housing Paso Robles San Leandro San Ramon Saratoga Vacaville Woodland Director of IT Boulder, CO Huntington Beach Modesto Monterey County Sonoma County Fire Chief Culver City Fairfield Fresno Gilroy Moraga/Orinda Redwood City San Luis Obispo Visalia Police Chief Arroyo Grande Beverly Hills Culver City Gilroy Los Gatos Napa Pleasant Hill Pomona San Luis Obispo Santa Rosa Union City Vallejo ¥'isalia Woodland Other Alameda - Risk Manager Fremont - City Clerk Glendale - LibraU Director Los Gatos - Libra.fy Director Pasadena Chief Prosecutor San Marco - Library Director Monterey County Director of Human Services bob MURRAY ~ A S S 0 I-:.IAT E S A PROPOSAL TO CONDUCT AN EXECUTIVE RECRUITMENT FOR A City Manager ON BEHALF OF THE City of Ukiah January 24, 2007 Members of the City. Council and Ms. Melody Harris, Personnel Director City' of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Dear Members of the Council and Ms. Harris: Thank you for inviting Bob Murray & Associates to submit a proposal to conduct the City. Manager recruitment for the City. of Ukiah. The following proposal details our qualifications and describes our process of identifying, recruiting and screening outstanding candidates on your behalf. It also includes a proposed budget, timeline, guarantee and sample recruitment brochure. At Bob Murray and Associates, we pride ourselves on providing quality, search to local governments. Through many years of experience, we have created an ideal recruitment process by combining our ability, to help you to determine the direction of the search and the types of candidates you seek with our experience recruiting candidates who are not necessarily looking for a job and are doing well in their current position. Working with professionalism, integrity, and personal attention, our team-oriented search process, in addition to our proven expertise, ensures that the candidates we present for your consideration Mil match the criteria you have establ/shed and will be outstanding in their field. X~Sth respect to the City Manager recruitment, Bob Murray and Associates offers the following expertise: Bob Murray and Associates has an exceptional record of conducting recruitments for local govemment executives. In his 25 plus years of experience, Mr. Murray has conducted over 600 searches on behalf of local governments in the western United States. We have extensive experience working with counties, municipalities, special districts, and other organizations in the western half of the United States conducting recruitments for administration, building, development, engineering, human resources, legal, library, finance, fire, parks and recreation, planning, police, public affairs, pubLic works, redevelopment, technology and transportation professionals to name a few. Our knowledge of what makes a candidate truly outstanding, along with our ability to assess the candidates' administrative skills, management style, leadership ability., communication skills and experience working with diverse and competing interests will ensure that the City of Ukiah has an outstanding group of finalists from which to select the new City Manager. In our 25 plus years of experience, we have placed over 200 City Managers in addition to numerous professionals throughout the western United States. Currently, we are conducting the City Manager recruitments for the California cities of Chula Vista, Lakeport, Lathrop, Oceanside, Pacifica and Pico Riven, in addition to the City of Coos Bay, OR. In the past three years, we have placed City Managers in the California cities of Albany (City Administrator), Antioch, Arcata, Benicia, Campbell, Capitola, Carlsbad, Carmel-by-the-Sea (City Administrator), Claremont, Corcoran, Corona, Corte Madera (Town Manager), Elk Grove, Fortuna, Fremont, Goleta, Grover Beach, Half Moon Bay, Hollister, Imperial, Irwindale, La Mesa, La Palma, Lancaster, Lemon Grove, Los Alamitos, Mill Valley, Monrovia, Novato, Oakdale, Oakley, Ojai, Orinda, Pismo Beach, Pittsburg, Pleasamon, Poway, Rancho Cordova, Rancho Santa Margarita, Red Bluff, Rio Vista, Roseville, San Clemente, San Ramon, South Lake Tahoe, Stanton, Stockton, Thousand Oaks, Tracy, Truckee (Town Manager), Turlock, Ventura, Walnut Creek Westminster, and Yuba City. Our out of state experience includes City Manager recruitments for Castle Rock, CO, Albany, OR, Damascus, OR, Eugene, OR, Milwaukie, OR, Newberg, OR, Salem, OR, Springfield, OR, San Antonio, TX, Newcastle, WA, and Shoreline, WA. Our extensive contacts and knowledge of outstanding candidates will ensure you have a quality group of finalists from which to select the Cityof Ukiah's next City Manager. Bob Murray and Associates has an unmatched record of conducting successful searches for executives in municipal government. Our success is directly related to our ability to develop partnerships with Mayors and City Councils and design effective recruitment strategies specific to their needs. Addkionally, we have assisted many of our clients in designing inclusive recrukment and selection processes. Should the Mayor and Council so desire, we can recommend methods of including staff and community members at various stages in the recruitment, including development of the candidate profile. Prior to his career in executive search, Mr. Murray served as a City Manager for the City of Olympia, WA. Therefore, he personally understands the dynamic relationship between the City Council and City Manager. This understanding will be of great value when screening candidates and making an assessment of their credentials. A significant portion of our process focuses on conducting thorough and confidential background investigations of the top 2-3 candidates to ensure that nothing about them is left undiscovered. We have candid discussions with references who have insight into the candidate's experience, st){e and ethics; conduct a search of newspaper articles; and credit, criminal and civil records reports. This ensures that the chosen candidate will not only be an excellent fit ~ith the CiD- of U!dah, but also that he/she will reflect positively upon your organization. To learn first hand of the quality of our service and our recruitment successes, we ~nvite you to contact the references listed on page 11 of the attached proposal. We look forward to your favorable consideration of our qualifications. Please do not hesitate to contact us at (916) 784-9080 should you have any questions. Sincerely, Bob/~Mu~d Associates TABLE OF CONTENTS THE RECRUITMENT PROCESS ................................... 2 STEP 1 DEVELOPING THE CANDIDATE PROFILE ....................................... 2 STEP 2 ADVERTISING CAMPAIGN AND RECRUITMENT BROCHURE ............ 2 STEP 3 RECrUITiNG CANDIDATES ............................................................. 2 STEP 4 SCREENING CANDIDATES .............................................................. 3 STEP 5 PERSONAL INTERVIEWS ................................................................. 3 STEP 6 PUBLIC RECORD SEARCH ............................................................... 3 STEP 7 RECOMMENDATION ....................................................................... 3 STEP 8 FINAL INTERVIEWS ........................................................................ 3 STEP 9 BACKGROUND CHECKS/DETAILED REEERENCt~ CHECKS ............. 4 STEP 10 NEGOTIATIONS ............................................................................ 4 STEP 11 COMPLETE ADMINISTRATIVE ASSISTANCE ................................... 4 BUI2~ET AND TIMING ................................................. $ PROFESSIONAL FEE AND EXPENSES .......................................................... 5 TIMING ..................................................................................................... 5 GUARANTEE ............................................................................................. 6 EEOE STATEMENT ................................................................................... 6 PROFESSIONAL QUALIFICATIONS ............................. 7 REFERENCES .............................................................. ~ ~ THE RECRUITMENT PROCESS Bob Murray and Associates' unique and client oriented approach to executive search will ensure that the City of Ukiah has quality candidates from which to select the new City Manager. Outlined below are the keysteps in our recruitment process. STEP 1 DEVELOPINGTHE CANDIDATE PROFILE Our understanding of the City of Ukiah's needs will be key to a successful search. We will work with the City Council to learn as much as possible about the organization's expectations for a new City Manager. We want to learn the values and culture of the organization, as well as understand the current issues, challenges and opportunities that face the City of Ukiah. We also want to know the City Council's expectations regarding the knowledge, skills and abilities sought in the ideal candidate and will work with the City to identify expectations regarding education and experience. Additionally, we want to discuss expectations regarding compensation and other items necessary to complete the successful appointment of the ideal candidate. The profile we develop together at this stage will drive subsequent recruitment efforts. STEP 2 ADVERTISING CAMPAIGN AND RECRUITMENT BROCHURE Mter gaining an understanding of the City of Ukiah's needs, we will design an effective advertising campaign appropriate for the City Manager recruitment. We will focus on professional journals that are specifically suited to the City Manager search. We will also develop a professional recruitment brochure on the City Council's behalf that x~U discuss the community, organization, position and compensation in detail. Once completed, we will mail the profile to an extensive audience, making them aware of the exciting opportunity with the City of Ukiah. STEP 3 RECRUITING CANDIDATES After cross-referencing the profile of the ideal candidate with our database and contacts in the field, we will conduct an aggressive outreach effort, including making personal calls to prospective applicants, designed to identify and recruit outstanding candidates. We recognize that the best candidate is often not looking for a new job and this is the person we actively seek to convince to become a candidate. Aggressively marketing the CityManager position to prospective candidates will be essential to the success of the search. of U~ah Page 2 STEP 4 SCREENING CANDIDATES Following the closing date for the recruitment, we will screen the resumes we have received. We will use the criteria established in our inkial meetings as a basis upon which to narrow the field of candidates. STEP 5 PERSONAL INTERVIEWS We will conduct personal interviews with the top 10 to 12 candidates with the goal of determining which candidates have the greatest potential to succeed in your organization. During the interviews we will explore each candidate's background and experience as it relates to the City Manager position. In addition, we will discuss the candidate's motivation for applying for the position and make an assessment of his/her knowledge, skills and abilities. We will devote specific attention to establishing the likelihood of the candidate's acceptance of the position if an offer of employment is made. STEP 6 PUBLIC RECORD SEARCH Following the interviews, we will conduct a review of published articles for each candidate. Various sources will be consulted including Lexis-NexisTM, a newspaper/magazine search engine, Google, and local papers for the community's in which the candidates have worked. This ale~zs us to any further detailed inquiries we may need to make at this time. STEP 7 RECOMMENDATION Based on the information gathered through meetings with your organization, personal interviews with candidates and reference checks, we will recommend a limited number of candidates for your further consideration. We will prepare a detailed ~ndtten report on each candidate that focuses on the results of our intervie,~5 and public record searches. We will make specific recommendations, but the final determination of those to be considered will be up to you. STEP 8 FINAL INTERVIEWS Our years of experience will be invaluable as we help you develop an interview process that objectively assesses the qualifications of each candidate. We will adopt an approach that fits your needs, whether it is a traditional interview, multiple interview panel or assessment cemer process. We will provide you with suggested interview questions and rating forms and will be present at the interview/assessment center to facilitate the process. Our expertise lies in facilitating the discussion that can bring about a consensus regarding the final candidates. Gty of Ukiah Page 3 We will work closely with your staff to coordinate and schedule interviews and candidate travel. Our goal is to ensure that each candidate has a very positive experience, as the manner in which the entire process is conducted will have an effect on the candidates' perception of your organization. STEP 9 BACKGROUND CHECKS/DETAILED REFERENCE CHECKS Based on final interviews we will conduct credit, criminal, civil litigation and motor vehicle record checks for the top one to three candidates. In addition, those candidates will be the subjects of detailed, confidential reference checks. In order to gain an accurate and honest appraisal of the candidates' strengths and weaknesses, we will talk candidly with people who have direct knowledge of their work and management style. We will ask candidates to forward the names of their supervisors, subordinates and peers for the past several years. Additionally, we make a point of speaking confidentially to individuals who we know have insight into a candidate's abilities, but who may not be on his/her preferred list of contacts. At this stage in the recruitmem we will also verify candidates' degrees. STEP 10 NEGOTIATIONS We recognize the critical importance of successful negotiations and can serve as your representative during this process. We know what other organizations have done to put deals together with great candidates and will be available to advise you regarding current approaches to difficult issues such as housing and relocation. We will represent your interests and advise you regarding salary, benefits and employment agreements with the goal of putting together a deal that results in the appointment of your chosen candidate. Most often we can turn a very difficult aspect of the recruitment into one that is viewed positively by both you and the candidate. STEP 11 COMPLETE ADMINISTRATIVE ASSISTANCE Throughout the recruitment we will provide the City Council with updates on the status of the search. We will also take care of all administrative details on your behalf. Candidates will receive personal letters advising them of their status at each critical point in the recruitment. In addition, we will respond to inquiries about the status of their candidacy within twenty-four hours. Every administrative detail will receive our attention. Often, candidates judge our clients based on how well these details are handled. City of L/Id:th Page 4 BUDGET AND TIMING PROFESSIONAL FEE AND EXPENSES The consulting fee for conducting the City Manager recruitment on behalf of the City of Ukiah is $17,500 plus expenses. Services provided for the fee consist of all steps outlined in this proposal including three (3) days of meetings on site. The City of Ukiah will be responsible for reimbursing expenses Bob Murray and Associates incurs on your behalf. We estimate expenses for this project to be $7,900. Reimbursable expenses include such items as the cost of travel, clerical support, placement of ads, credit, criminal and civil checks, education verification, as well as newspaper searches. In addition, postage, printing, photocoD~ng, and telephone charges will be allocated. TIMING We are prepared to start work on this assignment immediately and anticipate that we will be prepared to make our recommendation regarding finalists within seventy five to ninety days from the start of the search. Week: Task: 1 2 3 4 5 9 10 11-12 12-13 14 15 16 Conduct meeting with City Council and others involved in the pmcess Write recruitment brochure and advertisement City Council reviews recruitment brochure and advertisement Recruitment brochure printed and advertisements placed Active recruitment of candidates begins Closing date Screen Resumes Recruiter interviews top candidates Public Records Search Review recommendations with City Council City Council interviews, follow up interviews and consultant background and detailed reference checks Candidate selected CiV of U~dah Page 5 GU~tANTE E We guarantee that should the selected candidate be terminated for cause within the f~t year of employment we wi]l conduct the search again at no cost (with the exception of expenses) to the City of Ukiah. We are confident in our ability to recruit outstanding candidates and do not expect the City of Ukiah to find it necessary to exercise this provision of our proposal. EEOE STATEMENT Bob Murray & Associates is an equal employment opportunity employer in conformance with all of the current applicable state and federal EEO laws. Ci~' of Lqdah Page 6 PROFESSIONAL QUALIFICATIONS BOB MURRAY, PRESIDENT Mr. Murray, who will be the lead on the City Manager recruitment, brings over 25 years experience as a recmiter. Mr. Murray is recognized as one of the nation's leading recruiters. He has conducted hundreds of searches for cities, counties, and special districts. He has been called on to conduct searches for some of the largest most complex organizations in the country and some of the smallest. Mr. Murray has conducted searches for chief executives, department heads, professional and technical positions. Mr. Murray has taken the lead on the firm's most difficult assignments with great success. His clients have retained him again and again given the quahty of his work and success in finding candidates for difficuk to fill positions. Prior to creating Bob Murray & Associates, Mr. Murray directed the search practice for the largest search practice serving local government in the country. Mr. Murray has worked in local government and benefits from the knowIedge of having led an organization. Prior to his career in executive search he served as the City Manager for the City of Olympia, Washington. He has also served as an Assistant City Manager and held positions in law enforcement. Mr. Murray received his Bachelor's degree in Criminology from the University of California at Berkeley with graduate studies in Public Administration at California State University' at Hayward. AMANDA SANDERS~ CONSULTANT Ms. Sanders will be assisting Mr. Murray with the City Manager search. As a constdtant with Bob Murray & Associates, Ms. Sanders is responsible for research, candidate recrtdtment and screening, as well as reference checks and background verifications. She focuses on client communication and works closely with clients to coordinate candidate outreach and ensure a successful search. Ms. Sanders bangs several years of industry experience as she worked for one of the nation's largest recruitment forms. Her insight into the recruitment process is a valuable asset to Bob Murray & Associates. Ms. Sanders received her Bachelor's of Arts degree in Communications from the University of Wyoming. City o f U!dah Page 7 REGAN WILLIAMS~ VICE PRESIDENT Mr. Williams brings 30 years of local government experience to Bob Murray and Associates. Most recently, he worked as a private consultant with Deloitte and Touche on various public sector assignments. Prior to that, he served as Director of Public Safety with the City of Sunnyvale, CA. Mr. W'flliams was involved in the development of some of Sunnyvale's most innovative programs and has a national reputation for excellence in law enforcement. He has been responsible for numerous recruitments throughout his career. Clients find his insight and expertise in recruitment and selection a valuable asset. Mr. Williams received his Bachelor's degree in Administration of Justice from San Jose State University. He is also a graduate of the FBI National Academy. JIM ANTONEN~ SENIOR MANAGER Mr. Antonen brings 29 years of local government experience to Bob Murray and Associates, twenty-seven of those as a City Manager. Most recently he served as CityManager in the City of Davis, CA. Mr. Antonen has been involved in city management for the past twenty seven years both in Minnesota and South Dakota. He served on the League of Minnesota Cities Insurance Trust Board for nine years, three of which he ~as Chair. Mr. Antonen also served as President of the Minnesota City County Management Association. He brings a background of working for both the State and Federal government. Mr. Antonen has a Masters in Public Administration from the University of South Dakota and a Bachelor's of Science Degree in History and Political Science from Dakota State College. He also did graduate work at the American University in Washington, D.C. Mr. Antonen is an ICMA Credentialed Manager and a past Board Member of CaMCMA. Ciw of U~ah Page 8 JENNIFER N1TRIO-SALEEM, MANAGER Ms. Nitrio-Saleem's diverse background includes extensive expertise working with counties, municipalities, special districts, and other organizations in the western half of the United States conducting recruitments for development, engineering, human resources, library, finance, fire, parks and recreation, planning, public works, redevelopment, technology and transportation professionals to name a few. Ms. Nitrio-Saleem is know for her personal approach to executive search as she works closely with clients and candidates alike to ensure a successful search. Clients and candidates express again and again that it is always a positive and refreshing experience to work with Ms. Nitrio-Saleem. Ms. Nitrio-Saleem is very active in the community and serves on the Board of Directors with two local non-profit organizations. Her contributions include forming partnerships with the business community, extensive grant writing, chairing large fundraising efforts, recruiting volunteers and writing articles and reports for the organizations. Ms. Nitrio-Saleem received her Bachelor's of Arts Degree in Ethnic Studies, summa cum laude, from California State University, Sacramento. She is a life member of the Phi Kappa Phi Honor Society and the Golden Key Honor Society. GRETA LAWSON~ PRINCIPAL CONSULTANT Ms. Lawson actively contributes to Bob Murray and Associates' goal of providing exceptional customer service through close coordination with our clients. She conducts research, recruits candidates, and performs detailed background verifications, including reference checks, on candidates. She also serves as a liaison between candidates and clients in order to ensure an outstanding recruitment process that results in the selection of the clients' chosen candidate(s). Ms. Lawson is uniquely qualified to assist clients in all aspects of executive recruitment. With several years of industry experience, Ms. Lawson is noted for her customer service skills and follow through with clients and candidates alike. Ms. Lawson received her Bachelor's of Art Degree in English from California State University, Sacramento and is a life member of the Golden Key Honor Society. Ci.ty of b~iah Page 9 RENEE NARLOCH, SENIOR CONSULTANT Renee Narloch has extensive experience in public sector recruitments nationwide. She was formerly employed by MAXIMUS as a senior consultant with sole responsibility for executive search efforts in the Southeastern United States. She also worked in the Cost Allocation division providing governmental cost accounting and data management services to the public sector, including Alachua County, Florida. Ms. Narloch has ten years of experience in Executive Recruitment and has been involved in over 100 national searches. Prior to her recruitment career, she worked for three Fortune 500 companies in their sales, marketing and financial accotmting divisions. Ms. Narloch has been responsible for all facets of recruitment including project management, recruiting candidates, conducting preliminary interviews and detailed reference inquires; and assisting clients in final interviews and negotiations. Residing in Florida, Ms. Narloch currently assists Bob Murray & Associates on an as needed basis with recmkments in the mid-west and east coast as well as with outreach efforts on the west coast. Ms. Narloch received her Bachelors of Arts degree in Information Studies, summa cum laude, at Florida State University. Ci~ of Ukiah Page 10 REFERENCES Clients and candidates are the best testament to our ability to conduct quality searches. Clients for whom Bob Murray and Associates has recently conducted searches are listed below. CLIENT: POSITION: REFERENCE: City of Arcata City Manager Mayor Michael Machi, (707) 822-7357 CLIENT: POSITION: REFERENCE: City of Mill Valley City Manager Ms. Anne B. Solem, Mayor, (415) 788-7788 CLIENT: POSITION: REFERENCE: City of Rio Vista City Manager, City Clerk and Police Chief Mr. Ron Jones, Vice-Mayor, (707) 374-6451, or Mr. Brad Baxter, Former City Manager, now City Manager for City of Irwindale, (626) 430-2217 CLIENT: POSITION: REFERENCE: City of Orinda City Manager Ms. Amy Worth, Councilmember, (925) 253-4200 CLIENT: POSITION: REFERENCE: City of Grover Beach City- Manager Mayor Larry Versaw, (805) 473-4567 CLIENT: POSITION: REFERENCE: City of Red Bluff City Manager Ms. Tessa Pritchard, Human Resources Director, (530) 527-2605 x3073 Gty of Ukiah Page 11 Proposal to Provide Professional Services EXECUTIVE SEARCH City Manager City of Ukiah World 415.884-0544 Phone · 415-884-0533/;ax 2 7 COMMERCIA~ BouLEVARD. SUITE C NOVATO. C^~FOaN~A 94949 L.B. HAYHURST & ASSOCIATES February 2, 2007 Melody Harris Personnel Director City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 Dear Ms. Harris: Thank you for the invitation to submit this proposal for the executive search anticipated for the. City. The purpose of this letter is to assist you in understanding the excellent quality of service and professional approach we would bring to the project. The following are several important reasons why we believe our firm is the best choice to find the City's new City Manager. l. We believe in aggressive, energetic marketing in order to attract those qualified people who may not be actively looking for a new job. In addition to advertising and net~vorking, we will make sure to directly alert hundreds of qualified individuals on the west coast to the great career opportunity. 2. The President of our firm will be Project Manager for this important project and has over 20 years of professional, public sector recruiting experience and has successfully placed hun- clreds of executives, managers and professionals. 3. We have many repeat clients, ~vho have asked us to fill several different positions for them. We believe in working very closely with our clients and as you check our references, you will find that we have an excellent reputation of finding executives ideall5 suited for their new position and community. A good match helps ensure a long-term manager. 4. We would greatly appreciate the opportunity to work with the City, and we understand budget concerns. Therefore, we have quoted a price where we are fairly compensated yet still af/brdablefor the City. Additionally, please be sure to notice the several "value added" services we offer at no additional professional fee. We look forward to the possibility of working with the Council on this important executive search. Sincerely, Carolyn Haiffhurst Vice President TABLE OF CONTENTS Executive Summary Identification The Project Project Staffing Organization Chart Consultant Duties Biographies Scope of Service (Search Process) Phase I - Data Collection/Profile Development Phase Il - Marketing & Outreach Phase III - Administration of Selection Phase IV - Facilitate the Hire Value Added Services Guarantee Estimated Project Timing References Client List Cost Proposal 4 5 6 6 7 8 10 11 12 14 15 16 16 17 18 24 Sample Recruitment Brochure Appendix EXECUTIVE SUMMARY L.B. HAYHURST & ASSOCIATES, Inc. is very excited about the possibility of assist- ing the City with its search to fill the position of City Manager. The Project Manager for this project, the firm's President has practical experience in the recruitment and selection of a wide spectrum of executive, management and professional positions. He understands your needs and is eager to assist the City of Ukiah in this project. The purpose of this section in the proposal is to highlight and summarize the services that we will provide for this engagement. A more explanatory description of our services is provided in the body of this proposal. THE FIRM With over 20 years of professional recruiting experience and having recruited hundreds of executive, management and professional level positions over the course of his career, Lonnie Hayhurst established the firm in 1992. Since beginning full-time operation in 1994, the firm has completed numerous executive-level recruitments for clients bringing a commitment of excellence, professionalism and confidentiality. A key element in the success of any executive search project is the experience of the indi- viduals who will be conducting the search and screening the candidates. Consistent with this, L.B. HAYHURST & ASSOCIATES, Inc. is comprised of twelve experienced and highly distinguished management and human resource professionals. Our unique and customized structure will ensure project success in all of the firm's service areas, for it employs the brightest and most experienced individuals available anywhere. SCOPE OF SERVICES As you can see from the full proposal, our scope of services for the City's anticipated re- cruitment is encompassin.g and thorough. Our proposed tasks will effectively address all of the City's goals and objectives for this search. The tasks will ensure a qualified and diverse pool of candidates who meet the needs of the community they will serve and em- body the characteristics of the organization they will help lead. Briefly outlined, our scope of services will include: A number of meetings with City Council Members and other City officials will be held to gather background information and help in ident~,ing the ideal candidate profile. ~Ve will also be available for meetings with community leaders if desired. L.B. HAYHURST & ASSOCIATES, INC. 1 We will develop agency, position and ideal candidate profiles that will incor- porate gathered information and reflect the City's requirements for the posi- tion. Development and distribution of advertising materials will be provided for a west coast search, including a mailing from our extensive proprietary lists and posting on the lnternet, as appropriate. Advertisement materials will in- clude the above profiles, compensation package and other relevant informa- tion. We will approach a significant number of highly qualified individuals from our proprietary database and through networking. These individuals may not currently be looking for a new position but may be enticed to consider the ex- citing opportunity. Networking with potential candidates will be a major factor in soliciting in- terest and/or additional potential candidates. We will conduct all recruitment activities with the goal of attracting a diverse pool of qualified candidates. Screening of applicants will be provided to identify the most qualified indi- viduals from the group. Subsequently, we will .~chedule interviews with indi- viduals to further determine each candidate's qualifications. Preparation of a detailed summary of each finalist will be provided. The summary consists of biographical information, chronological experience and an analysis and appraisal of the candidate's skills, abilities and personal traits. The Project Manager will conduct and document thorough professional past and reference checks on the top candidate(.O, which include Social Security trace, name, and degree verification and DMV, public record criminal, inter- net, and credit checks. Administration of the final selection process will include providing all neces- sary support during interview process and overall facilitation of job offer and acceptance. As part of our "k'alue Added Services "for no additional cost, we will perform a salary survey for the position, if desired, and provide a post-hire goal set- ting session. · We willprovide regular status updates to the City. · We will continuously provide informalion in written form to all interested candidates regarding their position in the selection process. L.B. HAYHURST & ASSOCIATES, INC. 2 The above categories represent only a brief summarization of our proposed services. I encourage you to review the entire proposal to gain a deeper understanding of our firm's qualifications. If you have any questions or concerns regarding our proposal, please call us at (415) 884- 0544. Notes: · This proposal is valid for 90 calendar days from the date submitted. · We are prepared to commence efforts immediately upon notification of contract award. · We hereby certify that we are an equal employment opportunity employer in con- formance with all current applicable state and federal EEO laws. Respectfully submitted, //s// Carolyn Hayhurst Vice President February 2, 2007 L.B. HAYHURST & ASSOCIATES, INC. 3 IDENTIFICATION This section of our proposal is intended to highlight the different types of service that our firm is qualified to perform. Additionally, for the City's information, it will touch on our firm's identification and history. L.B. HAYHURST & ASSOCIATES, Inc. 27 Commercial Blvd, Suite C - Novato, CA 94949 Phone: (415) 884-0544 - Fax: (415) 884-0533 Web page: www.human-resource.com - www.classandcomp.com This firm is a California Corporation. The Corporate Officers are: Lonnie B. Hayhurst, President and Chief Executive Officer Email: Lonnie(/~,LBHayhurst.com - Cell phone: (415) 730-9830 Carolyn D. Hayhurst, Vice President and Chief Financial Officer Email: Carolvn?a],LBHayhurst.com - Cell phone: (415) 730-0548 With over 20 years of professional recruiting experience and having successfully re- cruited hundreds of executive, management and professionai level positions over the course of his career, Lonnie Hayhurst established the firm in 1992. Since beginning full- time operation in 1994, the firm has completed numerous executive-level recruitments bringing a commitment of excellence, professionalism and confidentiality to our clients. L.B. HAYHURST & ASSOCIATES, Inc. is comprised of twelve staff members and as- sociates (individual subcontractors) who are experienced and highly distinguished man- agement and human resource professionals. In addition to our executive search services, the firm has been providing a variety of other consulting services to public agencies and private industry. We are a full service, multi- disciplined consulting firm providing a full array of services to resolve our clients' issues. We can tailor our services to meet many of our clients' needs, but the core of our public sector services revolves around the following disciplines. Executive Search Recruitment/Selection Support Classification Studies Compensation Studies Organizational/Operational Studies Management/Supervisory and Stcff Development Training Consolidated Compensation ~ebsite L.B. HAYHURST & ASSOCIATES, INC. 4 THE PROJECT Ukiah is a superb place to work, locate a business and to establish a comfortable lifestyle. Protected by the encircling coastal ranges, the City of Ukiah is nestled in the Yokayo valley in southern Mendocino County. Within the city limits are approximately i5,500 residents. The Greater Ukiah area, including adjacent valleys and connecting communities, is home to more than 40,000. Situated on the busy Highway I01 corridor, Ukiah has managed to pre- serve its small-town feel while acting as a focal point for business and culture throughout Northern California. Many people who have come to live in Ukiah have chosen the commu- nity for the high quality of life it offers. The City of Ukiah operates under a City Council/City Manager form of government. The five-member City Council appoints the City Manager to function as the Chief Administrator of the City, providing leadership, direction and guidance. The City Council sets the policy direction for the City, incorporating public input received directly from local citizens and several Council-appointed city commissions. The City Manager supervises eight Depart- mental Directors: Police, Fire, Finance, Planning and Community Development, Public Works/City Engineer, Human Resources, Public Utilities (Electric, Water & Wastewater), and Community Services. The City Manager is charged with implementing City Council directions, keeping the City Council informed of City operations, preparing the annual budget and coordinating department activities. The City of Ukiah is currently operating with 172 full-time and 100 part-time/seasonal employees and an $11.2 million budget. The City of Ukiah is considering using a consultant to recruit for the position of City Man- ager, and therefore has requested this proposal from our firm. The vacancy is due to the im- pending retirement of the current City Manager after I2 years in the position, and over 20 years with the City. L.B. HAYHURST & ASSOCIATES, Inc. is pleased to have the opportunity to submit this proposal. We look forward to the task and are ready to commence efforts immediately upon notification of contract award. One of the most critical phases of the search process is the profile development. This is an important reason why we believe we are the best choice for the City. We spend considerable time and truly listen to our clients to make sure we understand what they are looking for in a future team member. Throughout the remainder of the process we make sure we do not lose sight of this "ideal candidate." Therefore, we produce finalists who are not only qualified, but are the right "match" for the City. A good match helps ensure a Iong4erm chief. Our knowledge of effective recruitment and selection practices will enable us to find and alert those qualified applicants. More importantly, however, our close work with the Ci~' will enable us to find that special individual who is the best fit. L.B. HAYHURST & ASSOCIATES, INC. PROJECT STAFFING One key to the success of any executive search is the experience of the individuals who will be conducting the search and screening the candidates. Consistent with this, L.B. HAYI-IURST & ASSOCIATES, Inc. is comprised of twelve experienced and highly dis- tinguished management and human resource professionals. As a firm we are confident that our unique structure, which allows us to take advantage of the brightest and most ex- perienced people, will ensure project success in all of the firm's service areas. For the search to be conducted for the City, the firm has assigned a quality team of ex- perienced professionals, including the company President who will serve as Project Man- ager, to conduct all aspects of the search plan. All of the consultants assigned to this pro- ject are experienced and resourceful in the recruitment and selection process. Addition- ally, our firm has numerous contacts and affiliations who can help spread the word about this exciting opportunity. ORGANIZATION CHART: Illustrated below is the proposed organization chart for the completion of the City's search for the position. Complete biographies for this search team will follow. City of Ukiah Lonnie Hayhurst, President Project Manager Carolyn Hayhurst, VP/CFO L Office Manager 1 Clerical I Support Staff I Kristin Holden Assistant Vice President L.B. HAYHURST & ASSOCIATES, INC. 6 As the exhibit illustrates, it is the City, not the consultant who has overall project man- agement authority. L.B. HAYHURST & ASSOCIATES, Inc. understands this, and is flexible with any unexpected situation or issue that may arise during the course of the search process. CONSULTANT DUTIES: Lonnie Hayhurst, President and Owner of L.B. HAYHURST & ASSOCIATES, Inc. will serve as Project Manager and will oversee ail aspects of the search. As project man- ager, Mr. Hayhurst will be responsible for ensuring that the high standards of the firm are met and will assume full responsibility for all work and end products for the search as well as for recruitment success and timing. Mr. Hayhurst will personally participate in ail substantive tasks of the recruitment and selection process including meetings, profile de- velopment, marketing and outreach, screening of applicants, and reference investigations. Kristin Holden, Assistant Vice President will provide professional assistance to Mr. Hayhurst during the recruitment and selection process. Professional and Clerical support staff will assist the consultant team. Biographical resumes for Mr. Hayhurst and Ms. Holden follow. L.B. HAYHURST & ASSOCIATES, INC. 7 Lonnie B. Hayhurst Lonnie B. Hayhurst, President Mr. Hayhurst is President and owner of a management and human-resource consulting firm that has been providing a variety of consulting services to public agencies and private busi- nesses since 1992. The firm has twelve associates and employees to serve clients with such issues as management audits, organizational analysis, executive search, management and staff development training, management coaching, classification and compensation studies, employee relations, principled-based problem solving and much more. From 1989 to 1994, Mr. Hayhurst served as Deputy County Administrator, Human Re- sources for Matin County, California where he administered the Human Resource system for the County's 1860 employees including Recruitment, Testing, Classification and Pay, Bene- fits Administration, Labor Relations, Affirmative Action, Volunteer Program, Countywide Training and Development. Additionally, Mr. Hayhurst managed an Executive Search pilot project in which the County increased revenues and improved City/County relationships by providing executive search services to surrounding municipalities. Due to his positive influ- ence on the County, when Mr. Hayhurst resigned in June 1994 to consult full-time, the County Administrator and the Board of Supervisors offered him a contract to serve as Chief Negotiator for all 16 labor contracts for the upcoming fiscal year. From 1984 to 1989, Mr. Hayhurst was with the City of Fresno, California where he served as Division Head responsible for Recruitment, Selection, Records Management, Affirmative Action, Classification, Salary Administration, Workers' Compensation, UIB and Safety ser- vices for the City's 2,700 employees. From 1977 to 1984, Mr. Hayhurst was with Fresno County where he served as Division Head responsible for Recruitment, Selection, Records Management, Affirmative Action and County-wide Training to provide services to the County's workforce of 5,500 employees. Over the course of his career, Mr. Hayhurst has been responsible for hundreds of successful executive, management and professional level recruitments'. Mr. Hayhurst has a history of opening communication lines, encouraging input from employ- ees, management and community groups and facilitating consensus. He has successfully chaired many joint committees over the course of his career. Mr. Hayhurst holds a Bache- lot's Degree in Political Science and has completed graduate studies in Public Administra- tion. He has been the President of the Industrial Relations Research Association of Central California, President of the American Society for Public Administration of Central Cali£omia and a member of the Board of Directors for the International Personnel Management Asso- ciation of Northern California. L.B. HAYHURST & ASSOCIATES, INC. 8 Kristin L. Holden Kristin L. Holden - Assistant Vice President Ms. Holden's work with the firm encompasses the full spectrum of human resources consult- ing. Since joining the six years ago, she has conducted or assisted with numerous projects involving: · Executive search, testing and selection services for a variety of positions, such as City Manager, County Administrator, Water District General Manager, Wastewater District Manager, Police Chief, Fire Chief, City Attorney, Personnel Director, Planning Director, Community Development Director, Director of Housing, Director of Safety, Transporta- tion Agency Executive Director, Director of Finance, Risk Manager, Project Manager and numerous planning, engineering and public works positions including Planning Managers, City Engineer, District Engineers, Transportation Engineers, Project Manag- ers, and Operations Managers. · Classification and compensation studies for a wide spectrum of public agencies. · Online classification and compensation data management. · County-wide management Pay-for-Performance Plan. · Subcontracted private sector Human Resources Director. In recruitment and selection projects, Ms. Holden has the responsibility for assisting with or conducting the following tasks: working with clients in constructing client, community, po- sition, and ideal candidate profiles, researching and developing marketing strategies, deter- mining advertising outlets, writing and proofing advertising copy, overseeing graphic design of advertising materials, placing ads and disseminating advertising materials, networking with potential applicants, tracking and notifying applicants, resume screening, administering applicant screening and selection panels, reference and background investigations. Prior to joining the firm, Ms. Holden gained experience dealing with conflict mediation, staff development and training, research and counseling through her employment with Highland Ridge Hospital, Valley Mental Health and Kids Together. Ms. Holden is qualified to administer and interpret personality-profiling instruments includ- ing Myers-Briggs. Ms. Holden graduated from the University of Utah with a Bachelor of Science degree in Psy- chology and has earned her MBA from Sonoma State University. She has been actively in- volved with community programs such as the YWCA, Neighborhood Clean Up, and The Battered Women's Shelter. Ms. Holden is a current member of the Northern California Chapter of the Intemafional Public Management Association for Human Resources and the Northern California Personnel Testing Council. L.B. HAYHURST & ASSOCIATES, INC. 9 SCOPE OF SERVICE (SEARCH PROCESS) Should the City of Ukiah choose to enlist the services of L.B. HAYHURST & ASSOCIATES, Inc., City personnel will see that our search consultants embody the firm's corporate culture and expectations. Such expectations include: · Personal approach at all levels · Listen, listen and listen · Responsive lo client issues and concerns · Active diversity goals in recruiting efJbrts This section of our proposal will highlight the search process that we would use with the City of Ukiah. Carefully integrated with the search process is our proven and effective methodology. Reflective of the City's need for a responsive search process that identifies and addresses key issues and needs of the community and the organization, L.B. HAYHURST & ASSOCIATES, Inc. is prepared to conduct the following tasks. These tasks are organized into the following phases: · Data Collection/Profile Development · Marketing and Outreach · Administration of Selection L.B. HAYHURST & ASSOCIATES, INC 10 PHASE I DATA COLLECTION/ PROFILE DEVELOPMENT The intent of this initial phase of the search is to gather necessary documents and infor- mation. We will introduce ali parties involved in the search and reach a consensus as to the work schedule, additional tasks to be completed if any, project timing and profile de- velopment. Task 1 DATA GATHERING Immediately upon notification of the contract, the Project Manager will initiate telephone contact with representatives from the City. This will be in an effort to gather all pertinent background information before the commencement of meetings (Task 2) INITIAL STUDY OF THE ORGANIZATION SAVES TIME: There is no reason to waste time during our initial meeting trying to get on the "same page." Our team will immediately seek to gain an understanding of goals and specifically the search parame- ters. In order to do this we will request from the City all pertinent information. Task 2 INITIAL PROJECT MEETINGS The team will meet wilh the appropriate individuals to discuss issues and concerns in- volved in the search and to modify approaches and/or methodologies appropriately. UNDERSTANDING THE DESIRED APPROACH: Through initial meetings with representatives from the City, we will seek to thoroughly identify issues and concerns re- garding the search prior to moving forward xvith subsequent tasks. In tandem with the City, we will modify our approach to best reflect the goals of the search. Further, we will work with all parties concerned to establish workable time frames for each phase/task of the search. Fundamentally, our goal is to provide quality services in a timely manner in presenting candidates who are not only qualified but are the right "match." A good match helps ensure a long-term employee. Task 3 PR OFILE DE VEL OPMENT After gaining a thorough understanding of the organization's needs and expectations, our firm will develop profiles of the position, the community and the ideal candidate, kZe be- lieve this is a very crucial task in the process. This task assures that not only qualified applicants are identified, but also makes sure those chosen will fit into the unique envi- ronment of the City. 14Ze will conduct in-depth interviews with each Council Member, and will be available for meetings with community leaders, if desired. L.B. HAYHURST & ASSOCIATES, 1NC. 1 1 THOROUGH UNDERSTANDING IS A MUST: To ensure that we have a thorough understanding of what the City is looking for and needs in the position, we will facilitate meetings as deemed appropriate by the City. We will be adding to our understanding. This degree of understanding will ensure our ability to attract and identify people who are not only qualified, but are the right "match" for the City. A good match helps ensure a long-term manager. Specifically, we will work with the Council to identify: 1.) Minimum qualifications as they relate to specific experience and education; 2.) Specific competencies, experience and personal attributes the ideal candidate should possess; 3.) Priorities for the new City Manager; and 4.) Any other desired qualifications and expectations. Task 4 MANAGEMENT INTERVIEWS g/ith respect to the City Departments, it is important to be aware of and gain an under- standing of any issues and suggested qualities ora future team member. FOCUS: It is the intent of this search to obtain a qualified professional who is adept at communicating and coordinating with City management and staff. It is important that we gain input from those who will be working with the future team member. Additionally, our staff will be available to meet with any other pertinent parties that the City may deem appropriate. PHASE II MARKETING & OUTREACH During this phase, our search consultants will initiate an encompassing and aggressive marketing campaign. Our goal'is to ensure that all qualified individuals know of this exciting opportunity with the City. Task 1 BROCHURE DEVELOPMENT Using information gained in Phase I we will prepare a recruitment brochure and other advertising materials describing the positions, the organization and ideal candidate. FIRST IMPRESSION: Great care is taken in the development of the brochure and ad- vertising materials. In many cases, the brochure serves as the first impression of the City to a potential candidate. Therefore, xve believe that the brochure must be visually appeal- ing and informationally encompassing while presenting insight into what makes the City of Ukiah and the position a79ecial and desirable. L.B. HAYHURST & ASSOCIATES, INC. 12 Task PLACEMENT OF ADVERTISING Placement of our advertising materials for a west coast search will be both broad and focusec~ We will ensure that we get the word out to the right people in the right places and the right people in all other places as well. GAIN ATTENTION: Our advertising efforts will, in one respect, focus on directly re- lated associations and professional groups. In another respect, we will place advertising materials in publications and outlets, including appropriate posting on the Internet, that universally attract local government officials of all types. We will determine outlets that will assure a diverse applicant pool containing highly qualified individuals. Diversity is always a main goal of our firm. Task 3 PREPARATION OF MAILING We will conduct a mailing of brochures using our extensive proprietary mailing lists. Brochures and letters will be sent to jurisdictions, individuals, groups and interested candidates. "BLANKET THE EARTH POLICY": In the final analysis, what is most important during marketing and outreach is ensuring that the right people know of the opportunity. There is no way to be sure where all of the right people are all of the time. By mass mail- ing, we ensure that wherever they may be, the right people will have the information about this exciting opportunity. We believe in energetic, highly visible marketing. Task 4 NETWORKING In order to ensure that we have all bases covered, we will allot a good deal of titne to neP~,orking with potentially qualified candidates and professional groups soliciting inter- est. PERSONAL CONTACT COUNTS: We maintain contact with a large network of in- dividuals who may not currently be looking for a new position, but if approached, may be enticed to consider this exciting opportunity. In addition to soliciting interest from calls to qualified candidates, these activities serve as an effective networking vehicle that will direct our search consultants to more qualified candidates. Our aim is to provide the City with a diverse pool of qualified candidates. In order to do this we will do our part to en- sure that no potential qualified applicant "falls through the cracks." L.B. HAYHURST & ASSOCIATES, INC. 1 3 PHASE III ADMINISTRATION OF SELECTION Task 1 SCREENING OF RESUMES After an adequate interest time frame has been completed, we will screen resumes to identify the most qualified individuals from the group. WE KNOW HOW TO DECIPHER A RESUME: The City will be looking for a highly qualified individual who has a proven track record as a xvorking professional and someone knowledgeable of public agency issues. Our job will be to determine which candidates most closely match the position profile. The first step to doing that is to thor- oughly review and rate each individual based on their resume. Our experienced team of senior consultants knoxvs how to decipher a resume. Our resume screening activities may also include phone interviews with applicants. Task 2 INTERVIEW QUALIFIED CANDIDATES Considering the results of the resume screening, we will interview the highest qualified pool of individuals to further narrow the field. We can do this by personally interviewing the candidates or by setting up and administering an applicant-screening panel. ENSURE THAT CANDIDATES MEET EXPECTATIONS: We typically do an ini- tial phone screening. If the top applicant pool needs further screening, we then generally interview the top applicants in tandem with an applicant-screening panel that we con- struct and administer, which will be composed of professionals in the appropriate field. We are flexible with this task, and can work with the City to augment this process as de- sired. For an additional fee, we can construct and administer an "Assessment Center." Task 3 PREPARATION OF DETAILED SUMMARY Before presenting the pool of finalists to the City for final interviews, our search consult- ants will prepare a detailed summary of each candidate. Summary packets rypically con- sist of biographical information, chronological experience and an analysis and appraisal of the candidates' skills, abilities and personal traits. OUR UNDERSTANDING OF EACH CANDIDATE WILL BE SHARED WITH THE CITY: The information provided in these summary, packets is essential. When the Council interviews the final candidates, they will need to have a thorough knowledge of each individual and their qualifications. L.B. HAYHURST & ASSOCIATES, INC. 14 Task 4 FACILITATION OF FINAL INTERVIEWS in addition to providing summary information on each candidate for final interviews, we will facilitate the final interview and serve as a resource to the City during the interview process. FINAL SELECTION IS WHERE IT COUNTS: We will provide the City with sug- gested questions to ask, structure the interview process and serve as a resource to the City. Using a process that is structured to assure professionalism and confidentiality, we administer the final interviews with the goal of providing the City with a core group of highly qualified applicants from whom to choose; applicants who are right for the City, as well as eager to.join the team. Task 5 REFERENCE CHECKS After the City has narrowed the field down to the highest qualified individual(s), we will thoroughly conduct ami document a professional background and reference investiga- tion. CONFIRMATION OF BACKGROUND 1S A MUST: In order to ensure that the City is getting a qualified candidate with a high sense of integrity and character, we will thor- oughly check out the references and professional past. We do not merely ask for five work related references and do not just talk to those recommended by the applicant. We also research and locate additional reference contacts and then "listen between the lines." Our years of experience in conducting reference checks give us the ability to screen with a great deal of accuracy relative to the "ideal candidate profile." Only senior, experienced staff conduct our reference investigations. Additionally our investigation includes a So- cial Security trace, name, and degree verification, DMV, public record criminal, internet, and credit checks. The City is offering high-level positions so it needs high-level indi- viduals with a strong sense of integrity. PHASE IV FACILITATE THE HIRE Task 1 FACILITATION OF A HIRING AGREEMENT When finalists have been identified, we are available to help facilitate the hire on behalf of the City. MAKE SURE ALL INTERESTS ARE HEARD: This step flo,vs more smoothly when a third party is facilitating the process. We are experienced and adept in helping everyone understand where each request is coming from in the process so that issues are resolved in a positive atmosphere of shared interests. L.B. HAYHURST & ASSOCIATES, lNG. I 5 VALUE ADDED SERVICES Value Added Services: (The following services are offered at no additional profes- sional fee.) Salary and Benefit Survey As part of a successful recruitment, selection and job offer process, a survey is often needed to assure the City is competitive in terms of similar agencies' salaries and bene- fits. As part of our services, if the City wishes, we will survey appropriate comparable agencies to be sure the compensation package offered is appropriate. Post-Hire, PersonaliO~ Profiling If the City wishes, we will administer a post-hire Myers-Briggs personality-profiling in- strument. This instrument can help the City gain a deeper insight into the new manager's management style. Post-Hire, Goal-Setting Workshop The Project Manager will facilitate a post-hire goal-setting workshop with the Council and the newly appointed City Manager. Getting to know each other and addressing ex- pectations in a facilitated setting will help start the relationship going in the right direc- tion GUARANTEE Should the selected candidate leave their new position with the City during the first twelve (12) months of employment, L.B. HAYHURST & ASSOCIATES, Inc. will pro- vide professional services in recruiting a replacement at no additional professional fee. Additionally, although our fees and expenses are not contingent upon our success in plac- ing a candidate, we are committed to working with the City until a placement is made. In the unlikely event that none of the finalists are chosen, we will provide another round of recruiting efforts on the City's behalf at no additional professional fee. L.B. HAYHURST & ASSOCIATES, INC. 1 6 ESTIMATED PROJECT TIMING L.B. HAYHURST & ASSOCIATES, Inc. is responsive to the City's need for a thorough recruitment and selection process to be completed on time. The ibllowing is an estimated timeline for all of the tasks listed in the Search Process section of this proposal. It is im- portant to remember that timing of cut-off dates for crucial advertising outlets may influ- ence recruitment opening and closing dates. PHASE I- DATA COLLECTION/PROFILE DEVELOPMENT: WEEK# I 2 3 4 5 6 PHASE I Task 1 Data gathering 1 Task 2 Initial meeting'~ II Task 3 Profile develojvment ~ Task 4 Management interviews PHASE H- OUTREACH & MARKETING: WEEK # 3 4 5 6 7 8 PHASE Il Task 1 Place advertising Task 2 Brochure development I 1 Task 3 Mass mailings l Task 4 Networking PHASE III - ADMINISTRATION OF SELECTION: WEEK# 9 I0 11 12 13 PHASE 1II Task 1 Screen resumes ~ Task 2 Interview candidates I Task 3 Prepare summaries I Task 4 Final interviews 1 Task 5 Reference checks I PHASE IV- FACIL1TA TE THE HIRE WEEK # PHASE III Task I Facilitate the hire L.B. HAYHURST & ASSOCIATES, INC. 1 7 REFERENCES Contact: Dennis Burns, Mayor- or Eli Naffah, City Manager Phone: (707) 464-7483 Nature of the Project: Recruitment and selection services for the position of Cit~ Manager. Contact: Bob Jehn, Vice Mayor - or Vince Long, City Manager Phone: (707) 894-9550 Nature of the Project: Recruitment and selection services for the position of Cit~ Manager. Contact: Lew Tremaine, former Mayor - or Linda Kelley, Town Manager Phone: (415) 459-7807 Nature of the Project: Recruitment and selection serv'ices for the position of Town Manager. Contact: Dave Brennan, City Manager Phone: (707) 823-1153 Nature of the Project: Recruitment and Selection Services for the position of Cit~ Manager Contact: Gary Napper, City Manager Phone: (925) 672-3622 Nature of the Project: Recruitment and selection services for the positions of Community Development Director, Chief of Police and Cit~ Manager. Additional references are available upon request. L.B. HAYHURST & ASSOCIATES, INC. 18 Current Recruitments in Progress Mendocino County - Human Resources Director City of San Fernando - Director of Recreation and Community Services City of St. Helena - Senior Planner City of Willows - City Manager Recruitment/Selection Clients City of Alameda: Associate Civil Engineer Catellus Project Manager General Manager, Alameda Power & Telecom Planning Manager Supervising Civil Engineer - CIP Manager Supervising Civil Engineer - Land Dev. & Transportation Mgr. City of American Canyon: Chief Building Official Director of Planning Director of Human Resources Senior Planner City of Arcata: City Manager Director of Community Development City of Baldwin Park: Community Development Director Bel Matin Keys Community Services District: Project Manager City of Big Bear Lake: Deputy City Manager/Planning and Development Bonita Unified School District: Superintendent of Schools City of Brisbane: Associate Civil Engineer Community Development Director Director of Parks and Recreation Fire Chief Principal Planner City of Clayton: City Manager Chief of Police Director of Community Development City of Cloverdale: L.B. HAYHURST & ASSOCIATES, INC. l 9 City Manager Chief of Police City of Crescent City City Manager Coastside County Water District: General Manager Superintendent of Engineering Superintendent of Operations Contra Costa Transportation Agency: Senior Accountant Contra Costa Water District: Director of Planning Human Resources & Risk Manager City of El Centro: Chief of Police City of El Cerrito: City Manager City of Fairfield: Assistant Director of Public Works/Transportation Assistant Engineer Assistant Civil Engineer Associate Civil Engineer Community Services Manager - City Arts Community Services Manager- Senior Services Housing Services Supervisor Management Analyst I/l| Public Communications Manager Public Works Operations Superintendent Fairfield-Suisun Sewer District: Engineering Technician (Industrial Source Tech) Engineering Technician Environmental Engineer Town of Fairfax: Town Manager City of Fresno: Solid Waste Manager City of Healdsburg Assistant City Manager Director of Planning and Building Fresno Irrigation District: General Manager Fresno County: Budget Director City of Grover Beach: Community Development Director City of Half Moon Bay: City Manager L.B. HAYHURST & ASSOCIATES, INC. 20 Imperial Irrigation District General Manager City of lndio: City Manager City of Inglewood: Human Resources Director Inyo County: Psychiatrist Kings River Conservation District: General Manager City of La Mirada: Finance Director City of Los Angeles: Administrator, Redevelopment Agency General Manager, Community Development Assistant General Manager, Community Development City of Madera: Associate/Assistant Planner Mendocino County Human Resources Director City of Napa: Accounting and Audit Supervisor Administrative Assistant (Housing Authority) Assistant Planner Associate Planner Building Inspector Chief Building Official Communications Manager Community Development Director Development Engineering Manager Fleet Manager Fire Division Chief- Fire Marshal Finance Manager General Manager - Water Division Information Technology Manager Junior Civil Engineer Management Analyst - Personnel Parks Superintendent Planning Manager Recreation Coordinator Redevelopment/Economic Development Project Coord. Water Distribution System Supervisor North Coast Railroad Authority: Project Manager City of Norwalk: Director of Human Resources Director of Public Safety L.B. HAYHURS/' & ASSOCIATES, 1NC. 21 City of Novato: City Engineer Finance Manager City of Patterson City Manager Police Chief Peninsula Traffic Congestion Relief Alliance: Executive Director City Manager Director of Community Development Rodeo Hercules Fire Protection District: Fire Chief/Administrator City of Sacramento: Personnel Services Manager City of San Anselmo: Planning Director San Bernardino County: County Administrative Officer City of San Bruno: Assistant Library Services Director Building Official City Attorney City Engineer City Manager Human Resources Manager Principal Civil Engineer City of San Fernando: Director of Recreation and Community Services (in progress) San Joaquin Valley Air Pollution Control District Executive Director/Air Pollution Control Officer City of San Jose: Director of Housing Selection services for several positions San Luis Obispo County: Personnel Director City of San Mateo: Deputy Fire Chief Senior Communication Service Supervisor Senior Community Services Supervisor Wastewater Treatment Plant Manager City of Sebastopol: City Manager Solano County: Airport Manager Sonoma County: Deputy Chief Engineer Environmental Resources Manager L.B. HAYHURST & ASSOCIATES, INC. 22 Principal Engineer Chemist, Water Agency Engineer, Water Agency Operations Coordinator, Water Agency Senior Plant Operator, Water Agency South San Joaquin Irrigation District: District Engineer City of St. Helena Senior Planner (in progress) City of Stockton: Selection services Tillamook County, OR: Health Department Director City of Vallejo: Finance Director City of West Covina Redevelopment Project Managers (multiple positions) West County Wastewater District: District Manager City of Willows City Manager (in progress) Chief of Police Director of Parks and Public Works L.B. HAYHURST & ASSOCIATES, INC. 23 COST PROPOSAL To follow are the proposed costs to the City of Ukiah for full-service professional recruit- ment and selection services conducted by L.B. HAYHURST & ASSOCIATES, Inc. as de- scribed in this proposal. PROFESSIONAL FEE: The following is the preferred payment schedule: Invoice #1 Upon signing of contract $6,000 Invoice #2 After screening of resumes $6, 000 Invoice #3 Upon completion of efforts $6,000 Total Professional Fee $18,000 EXPENSES: Additionally, we will require reimbursement for project expenses. Reimbursable expenses would be billed only for actual expenses incurred. The estimated range for expenses is $6,000 to $7,500. This is quoted as a range due to variables not yet determined, such as style of recruitment brochure and scope of advertising. TOTAL COST: Fees and expenses will not exceed a total of $25,500.00 without prior approval of the City. NOTES: · Expenses will be itemized with copies of receipts and documentation, and will be billed only for actual expenses incurred. Expenses will include costs for production and print- ing of recruitment materials, reproduction, miscellaneous, materials, postage/ delivery charges, advertising expenses, long distance telephone charges, background-check charges, and consultant travel. (Please note that expenses do not include applicant travel.) · In the event that more than one individual is hired by the City (i.e., for another position) from the pool of applicants generated by our efforts, a full professional fee will be due for each additional person hired. PARTIAL-SERVICE RECRUITMENT: If the City wishes to handle certain phases of the recruitment, we can assist with a partial- service recruitment at a lower professional fee. For example, if the City wishes to conduct the selection and reference/background portions of the recruitment, the professional fee could be reduced to $15,000. We would be please to discass other options fi;r collaboration in order to further reduce the costs. L.B. HAYHURST & ASSOCIATES, INC. 24 APPENDIX L.B. HAYHURST & ASSOCIATES, INC. 25 I ¥¥ .~LLOWS ~. I I I I I I I I I I I I I I I CITY MANAGER (.' !r~e~slite ~ 7r~e Ci.,. hasa po?uatlu~iof comm~m;ty with a small ii~dustr ai arid retail base. While historically the City has had a Iow growth rate, it has recently experienced a moderate increase in development. This development has not impacted the City's Iow crime rate and the residents still enjoy a hometow'n atmosphere. Willows has excellent schools, a medical center and excellent City owned parks and recreational facilities. Butte Community College and California State University, Chico are only a 45 minute drive away. Recreational and open spaces surround the community providing excellent opportunities for fishing, hunting, and boating. The Sacramento River runs nearby and the abundance of waterfowl and migrating birds present endless opportunities for bird watching. Strategically located within easy driving distances of the San Francisco Bay Area, Lake Tahoe region and Lake Shasta recreational areas, Willows offers a variety of cultural and recreational options. The housing prices are extremely affordable with a variety of homes available. THE CITY MANAGER The City of Willows provides a unique atmosphere for a City Manager in today's municipal environment. The City has had only two City Managers in the last 31 years. The current City Manager is retiring after nine years with the City. Operating under a Council/Manager form of government, there has been an atmosphere of mutual respect and an understanding of roles that has enabled the City to address issues in a positive constructive way. Willows is a full service City, including Fire, Police, Public Works (streets, sewers and parks), Recreation, Library, Finance, and Administrative services. Current staffing consists of 38 full-time employees plus part-time staff and volunteers. The City's current operating budget is approximately $3.9 million with reasonable operating reserves. The new City Manager will have the opportunity to strategically lead a community that wants to move into the future by balancing growth, economic development and City services in a way that protects the "family" environment that is Willows. The City Manager will need to understand how the various dynamics of housing, business development and revenues can be creatively managed to create an "ideal city" as envisioned by the community. The right approach to success in this position will be that of a facilitator who can provide professional insight on complex issues to the Council and the public. I I I I I I I I I I I I I I I I I I Proad cross section of people, including the public agencies, staff, and the Council A history of providing leadership that develops proactive approaches to issues and results in long term solutions not just short term gains. A history of being approachable; able to serve as a mentor and team builder, ensuring goals are met, encouraging positive employee morale, coaching and supporting staff, and demonstrating an understanding of personnel and employee relations issues. A willingness to roll up his/her sleeves and get the work done. A broad understanding of all aspects of city operations, including legal mandates, land use and planning. An understanding of municipal finance and financial mechanisms used to improve and expand such vital areas as City services and infrastructure construction and improvement. arid hold staff ac(ountabie An understar]ding of the importance of developing relationships with corrwnumty groups and organizations, and an understand ing of the dynamics of rural community life An enthusiasm to become part of the community and understand the unique forces that work to create a feeling of pride in this community. An ability to work regionally on issues that impact on the life of the community. A positive customer service orientation and the ability to foster that attitude throughout the organization. A demonstrated willingness to help the City prepare for its future through long-range planning, and to respond to community issues in an open, frank, positive, and proactive manner. I THE (~UiI~LI FI CillTIOIM$ In addition to the profile described above, candidates must possess a bachelor's degree in public or business administration or a related field, and five years of experience in a public agency as a department head, Assistant City Manager or City Manager with knowledge of land use and economic development, personnel and labor relations, and a strong understanding of local government financing. A master's degree is desirable. )tartlnj 1,1/0/ tl~e C~t ,,r~, pay faI,~ y coverage at Use HMO rate Dental and Vision Coverage Drntal and tov~rage ~s available for employee purchase. Retirement PERS 3% @ 60 reUrement plan. The City pays the first 7% of the employee's PERS contribution. Vacation Starting at 10 days and increasing up to 20 days per year based on years of service. Administrative Leave The City provides 40 hours of Administrative Leave. Holidays 14 paid holidays per year. Sick Leave Twelve days per year with unlimited accrual. Unused sick leave credited to PERS upon retirement. Auto Allowance The City Mai age~ rote yes a 5,~00 mo ~fidy auto a!lowa~(c Deferred Compensation ICMA and Nationwide defened compensation plans are available Relocation Assistance -- Relocation assistance is available. I THE APPLICATION PROCESS If you meet the qualifications and believe that you possess the ideal candidate profile, please submit a letter indicating your interest, comprehensive resume, salary history, and five references (references will not be contacted until mutual interest is determined) to: Mr. Lonnie B. Hayhurst or Ms. Kristin Holden L.B. HAYHURST & ASSOCIATES 27 Commercial Blvd., Suite C Novato, CA 94949 Phone 415.884.0544 Fax 415.884.0533 Emailresumes@lbhayhurst.com APPLICATION MATERIALS MUST BE RECEIVED BY: 5:00 P,M. -- November 27, 2006 The City of Willows is an Equal Opportunity Employe~ ITEM NO. 118 DATE: March 7, 2007 AGENDA SUMMARY REPORT SUBJECT: UPDATE OF CITY OF UKIAH BICYCLE FACILITIES AND TRAILS SUMMARY: On February 17, 1999, the City Council adopted the City of Ukiah Bicycle and Pedestrian Master Plan. Since that date, staff has actively sought funding for various bicycle facilities and paths, and at one time contracted with a consultant to identify and apply for grant funds. The City obtained a grant through the State of California Bicycle Transportation Account (BTA) for construction of Class 2 bicycle lanes on Gobbi Street from Orchard Avenue to Babcock Lane. These bicycle lanes were completed in November 2003 at a total cost of $132,112.76. Staff has submitted numerous applications for Transportation Enhancement (TE) and BTA funding for both the NWP Rail Trail project and the Oak Manor Trail project. To date, funding applications for the NWP Rail Trail have been unsuccessful. However, staff remains optimistic that funding will be obtained through the BTA program for the NWP Rail Trail project. The current NWP Rail Trail project proposes to construct Phase 1 of the project from Clara Avenue to Gobbi Street at an estimated cost of $544,000. The NWP Rail Trail will be paved to a minimum 8-foot width. A fence is proposed to physically separate the trail from the railroad tracks. Security lighting will be provided. Please refer to Attachment 1 for a timeline regarding the NWP Rail Trail project. (continued on page 2) RECOMMENDED ACTION: Receive Report. ALTERNATIVE COUNCIL POLICY OPTIONS: None. Citizen Advised: Requested by: Prepared by: Coordinated with: Attachments: N/A Tim Eriksen, Director of Public Works / City Engineer Rick Seanor, Deputy Director of Public Works Candace Horsley, City Manager 1. NWP Rail Trail Timeline APPROVED:'~"'"~ Candace Horsley, City~,lanager Page 2 Update of City of Ukiah Bicycle Facilities and Trails March 7, 2007 On July 31, 2006, the City received notification of approval of BTA funding for the Oak Manor Trail project. This project involves extending a new asphalt concrete trail from the wooden pedestrian bridge to Oak Manor Park, installation of fencing, and installation of security lighting. The project will construct an all weather trail to serve bicyclists and pedestrians. The Oak Manor Trail will connect with an existing trail which parallels Gibson Creek, across the US Highway 101 pedestrian over crossing, and extends further along Gibson Creek to Orchard Avenue. The total estimated cost of this project is $231,000. Construction is anticipated to occur in 2008. On October 18, 2006 City Council adopted the 2006 Mendocino County Regional Bikeway Plan. This plan identifies priority routes for proposed bicycle facilities. The plan also is utilized to meet the requirements for BTA project funding. As the Council is aware, the City Paths, Open Space and Creeks Commission has been planning and designing a hiking trail on the City-owned land above the golf course. It has met with an active local trail building organization and is making progress in resolving issues identified by Staff. Staff recommends that the City Council receive this report. NWP Rail Trail - Timeline Attochmenf # November 2002 March 7, 2003 August 6, 2003 October 13, 2004 October 15, 2004 October 20, 2004 November 8, 2004 January 27, 2005 January 27, 2005 January 27, 2005 November 30, 2005 November 30, 2006 Project Feasibility Study - Ukiah NWP Rail Trail NCRA Property Committee found merit with the Project Feasibility Study - Ukiah NWP Rail Trail and referred to the full NCRA Board of Directors Ukiah City Council approved the Project Feasibility Study - Ukiah NWP Rail Trail, Resolution No. 2004-03 Ukiah Valley Trails Group (UV-I-G) submitted letter of support for NWP Rail Trail project City of Ukiah, DPW submitted TE application to MCOG for NWP Rail Trail project NCRA Board approved, unanimously, support of NWP Rail Trail project NCRA submitted letter of support for NWP Rail Trail project for TE funding application NCRA submitted letter of support for NWP Rail Trail project BTA funding application UVTG submitted letter of support for NWP Rail Trail project BTA funding application City of Ukiah, DPW submitted NWP Rail Trail project BTA application for FY 2005-2006 funding cycle to Caltrans City of Ukiah, DPW submitted NWP Rail Trail project BTA application for FY 2006-2007 funding cycle to Caltrans City of Ukiah, DPW submitted NWP Rail Trail project BT^ application for FY 2007-2008 funding cycle to Caltrans