CITY COUNCIL REGULAR MEETING AGENDA
JULY 12, 2023
Closed Session: 3:30 pm, Executive Conference Room, 39707 Big Bear Boulevard, Big Bear Lake, CA 92315 Open Session: 5:00 pm, Hofert Hall, 39707 Big Bear Boulevard, Big Bear Lake, CA 92315 __________________________________________________________________________________________
COUNCILMEMBERS
MAYOR RANDALL PUTZ
MAYOR PRO TEM PERRI MELNICK
COUNCILMEMBER RICK HERRICK
COUNCILMEMBER BYNETTE MOTE
COUNCILMEMBER KENDI SEGOVIA
CITY STAFF
CITY MANAGER ERIK SUND
ASSISTANT CITY MANAGER ERICA STEPHENSON
CITY ATTORNEY STEPHEN DEITSCH
DEPUTY CITY CLERK REBECCA CANNON
Please Note: Agenda items may be moved at the discretion of the City Council.
The public is encouraged to submit written public communications about any item on this meeting agenda, or about any subject matter within the jurisdiction of the City, to the City Clerk in person, via mail or by email at [email protected]. If your comment is related to a specific Agenda item, please identify the agenda item in the header of your letter or the subject line of your email. All written communications received by the City Clerk prior to the meeting will be distributed to the City Council prior to the start of the meeting, however, the public is encouraged to submit comments by 8:00 am on the day of the meeting to ensure adequate time for Council review and consideration.
OPEN SESSION – 3:30 P.M.
CALL TO ORDER
ROLL CALL
CLOSED SESSION PUBLIC COMMUNICATIONS
Any member of the public is entitled to speak on Closed Session Agenda items. If you wish to address any other items listed on the agenda, you must do so during Open Session.
DECLARATION OF CLOSED SESSION ITEMS
1. CONFERENCE WITH LEGAL COUNSEL – ANTICIAPTED LITIGATION pursuant to Government Code Section 54956.9
One (1) Case
CITY COUNCIL AGENDA
JULY 12, 2023 - Page 2
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section 54956.8 Property: APN: 0307-186-16
City Negotiators: City Manager Erik Sund
Negotiating Party: Mountain Snow Real Estate, LLC
Under Negotiation: Price & Terms of Payment
3. CONFERENCE WITH LEGAL COUNSEL – PENDING LITIGATION pursuant to Government Code Section 54956.9(d)(1)
Name of Case: Recall Mote Now! a Political Action Committee (FPPC ID# 1449920), and Bernard Dale Bryan v. Erica Stephenson, City Clerk of the City of Big Bear Lake Court & Case No: San Bernardino Superior Court, Case No. CIV SB 2218531
RECESS TO CLOSED SESSION
OPEN SESSION – 5 P.M.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
INVOCATION
Invocation will be led by Helen Walsh.
PRESENTATIONS
• Presentation of a 10-year Employee Service Award to Jeff Butts, Theater Technician I. • Presentation of a Proclamation to outgoing Planning Commissioner Paul Senft in recognition of his service to the community.
• City Manager Erik Sund & Interim CEO of Visit Big Bear Michael Perry to discuss potential community events geared towards residents.
• Presentation from DKS Associates on the outcome of public outreach conducted for the Community Visioning process.
RESULTS OF CLOSED SESSION
PUBLIC COMMUNICATIONS
Public comment is permitted at this time only on consent calendar items and other matters not listed on the posted agenda that are within the subject matter jurisdiction of the City. Please note that State law prohibits the City Council from taking any action on items not listed on the agenda. There is a three-minute maximum time limit when addressing Council during this time period. The time limit is subject to adjustment at the discretion of the Presiding Officer.
Speakers are limited to their individual maximum time limit and other members of the public cannot cede their speaking time to another person. Public comment on items listed on the posted agenda (public hearing & discussion/ action items) will be taken at the time each item is called for discussion.
1. CONSENT CALENDAR
1.1 APPROVAL OF DEMANDS – CHECK ISSUE DATE 05/26/2023 THROUGH 06/30/2023 IN THE AMOUNT OF $1,525,969.26 AND THE MAY 2023 TREASURER’S REPORT
CITY COUNCIL AGENDA
JULY 12, 2023 - Page 3
1.2 APPROVAL OF MEETING MINUTES FROM THE JUNE 14, 2023 SPECIAL MEETING OF THE
CITY COUNCIL
1.3 APPROVAL OF MEETING MINUTES FROM THE JUNE 14, 2023 REGULAR MEETING OF THE
CITY COUNCIL
1.4 RESOLUTION APPOINTING REBECCA CANNON AS CITY CLERK AND RESCINDING RESOLUTION NO. 2018-33
City Council will consider a formal resolution appointing Deputy City Clerk Rebecca Cannon to City Clerk and rescinding Resolution No. 2018-33. City Clerk Erica Stephenson was promoted to Assistant City Manager effective July 1, 2023, resulting in the need to fill the City Clerk position.
Environmental Determination: Under section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
1.5 RESOLUTION CONCLUDING THE ECONOMIC DEVELOPMENT ADVISORY COMMITTEE City Council will consider a formal resolution to conclude the Economic Development Advisory Committee (EDAC), a standing committee formed on February 8, 2021, by City Council Resolution No. 2021-19.
Environmental Determination: Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
1.6 TREE DONATION
City Council will consider appropriating $1,500 from the City Council contingency fund to purchase a tree and plaque for the Herrick family.
Environmental Determination: Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
1.7 RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH
BUCKNAM INFRASTRUCTURE GROUP FOR THE DEVELOPMENT OF A TRAFFIC SIGN
INVENTORY
City Council will consider a formal resolution authorizing a professional services agreement with Bucknam Infrastructure Group for the development of a citywide traffic sign inventory. The City’s Public Works Department is responsible for the maintenance and replacement of approximately 4,500 traffic signs throughout the City but the City lacks a functional inventory of these assets. Staff contacted Bucknam Infrastructure Group, who is one of the City’s on-call consultants with an expertise in data gathering and inventory management. If awarded, Bucknam Infrastructure Group will conduct a digital imaging process of all City streets and develop a functional inventory of all traffic signs, in the form of a database and GIS map.
Environmental Determination: Under section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
1.8 RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO ROMANS CONSTRUCTION
FOR THE STANFIELD CUTOFF PARKING LOT IMPROVEMENTS PROJECT
CITY COUNCIL AGENDA
JULY 12, 2023 - Page 4
City Council will consider a formal resolution awarding a construction contract to Romans Construction for the Stanfield Cutoff Parking Lot. In August 2022, the transaction closed finalizing the transfer of the Stanfield Boardwalks and Parking Lot from the Municipal Water District to the City of Big Bear Lake and, in the time since, the City has completed several improvement projects that enhance the area. Within the adopted Capital Improvement Program (CIP) budget for Fiscal Year 2023-24 is funding to reconstruct the parking lot at this site.
Environmental Determination: This project qualifies for an exemption pursuant to Section 15301 of the California Environmental Quality Act (CEQA).
1.9 RESOLUTION AUTHORIZING A NOTICE OF COMPLETION FOR THE KNICKERBOCKER
CHANNEL FENCE REPLACEMENT PROJECT
City Council will consider a formal resolution accepting the work and authorizing the recording a Notice of Completion for the Knickerbocker Channel Fence Replacement Project. In April 2023, the City Council awarded a construction contract to EverFence Corporation for this project in the amount of $41,888. Work commenced in early June 2023 and the project was completed, to the satisfaction of Public Works staff, as of June 28, 2023.
Environmental Determination: This project qualified for an exemption pursuant to Section 15301 of the California Environmental Quality Act (CEQA).
1.10 RESOLUTION AUTHORIZING A CONSTRUCTION CONTRACT WITH EVERFENCE CORPORATION FOR THE REPLACEMENT OF THE PERIMETER FENCE AT THE 19-ACRE
PROPERTY
City Council will consider a formal resolution authorizing a construction contract with EverFence Corporation for the replacement of the perimeter fencing along portions of the 19-acre property, with a focus on the frontage of the mobile home park and Alden Road. The existing fence along the 19-acre property is damaged and failing and, as such, staff has developed plans to replace the fencing with new wooden fence to improve the functionality and aesthetics along the property as well as enhance privacy for the mobile home residents.
Environmental Determination: This project qualifies for an exemption pursuant to Section 15301 of the California Environmental Quality Act (CEQA).
1.11 RESOLUTION AUTHORIZING AN EXTENSION OF THE AGREEMENT FOR COMPLETION OF PUBLIC IMPROVEMENTS FOR TRACT MAP NO. 18580, THE PINES SUBDIVISION City Council will consider a formal resolution authorizing the extension of the Agreement for Completion of Public Improvements through August 31, 2024, related to the offsite improvements for Tract Map 18580, The Pines Subdivision, which is located near the intersection of Mill Creek Road and Talmadge Road. There is an existing public improvements agreement associated with this subdivision which requires several public improvements be completed as a part of this development, including street and utility improvements. The agreement is set to expire on August 31, 2023, and although the improvements are not completed, progress continues to be made. It is recommended that this agreement be extended for an additional year, through August 31, 2024.
CITY COUNCIL AGENDA
JULY 12, 2023 - Page 5
Environmental Determination: Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
1.12 RESOLUTION AUTHORIZING PURCHASE ORDERS FOR SPECIALIZED EQUIPMENT FOR
PUBLIC WORKS IN SUPPORT OF GENERAL MAINTENANCE AND SNOW REMOVAL City Council will consider a formal resolution authorizing four (4) purchase orders for specialized equipment to support the efforts of Public Works staff related to general maintenance and snow removal activities.
Public Works maintains considerable vehicles and equipment to support their efforts, year-round, with a significant impact associated with snow removal activities. The proposed purchase orders include the purchase of a replacement loader, a new multipurpose machine for snow clearing and street sweeping, and chains and cutting edges.
Environmental Determination: Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
1.13 RESOLUTION AUTHORIZING THE EXECUTION OF REIMBURSABLE AGREEMENTS WITH
THE CALIFORNIA HIGHWAY PATROL (CHP) FOR TRAFFIC MANAGEMENT SERVICES IN
SUPPORT OF SPECIAL EVENTS
City Council will consider a formal resolution authorizing the execution of a reimbursable agreement with the California Highway Patrol (CHP) for traffic management services in support of special events. The City requires the support of the CHP for the management of traffic related to special events, including 4th of July and Tour de Big Bear, each year and is required to execute a reimbursable agreement for these services. The cost of the event services is based upon the number of officers required and the duration of service and the cost of the services is less than $10,000 per event. The proposed resolution will authorize the City Manager, or his designee, to execute these agreements on behalf of the City.
Environmental Determination: Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
1.14 RESOLUTION AUTHORIZING A CHANGE ORDER WITH S. PORTER, INC. FOR
ADDITIONAL CONNECTION IMPROVEMENTS RELATED TO THE RATHBUN CREEK
TRAIL, PHASE III PROJECT
City Council will consider a formal resolution authorizing a change order with S. Porter, Inc. to construct additional connection improvements related to the Rathbun Creek Trail, Phase III Project. In June 2023, the City Council awarded a construction contract to S. Porter, Inc. to construct the next phase of the Rathbun Creek Trail and during the design and bidding effort, staff identified the need to also construct improved connections between the proposed trail on Sonoma Drive and the Moonridge Corridor. Staff has designed the necessary improvements, which includes complete sidewalk along portions of Elm Street and Moonridge Road and solicited a proposal from S. Porter, Inc. The contractor proposed a price of $173,452.50 for these improvements and has indicated that the additional scope of work can be completed concurrent to the effort on the trail project.
Environmental Determination: These improvements qualify for an exemption pursuant to Section 15301 of the California Environmental Quality Act (CEQA).
1.15 RESOLUTION APPROVING AND ACCEPTING THE GRANT DEED FROM RUTH L.
HENRICKS, AS ADMINISTRATOR OF THE ESTATE OF MICHAEL A. MONTEPARA,
CITY COUNCIL AGENDA
JULY 12, 2023 - Page 6
CONVEYING TO THE CITY OF BIG BEAR LAKE THAT CERTAIN REAL PROPERTY LOCATED AT 42106 BIG BEAR BOULEVARD PARCEL NO. 2328-111-08-0000; AUTHORIZING A FISCAL YEAR 2023-24 BUDGET APPROPRIATION; AND FINDING THE ACTION EXEMPT
FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT
City Council will consider a formal resolution approving the grant deed for the property located at 42106 Big Bear Boulevard (APN 2328-111-08-0000) and authorizing a Fiscal Year 2023-24 Budget Appropriation from the following unassigned fund balances: General Fund, Sanitation Fund, and Measure Y.
Environmental Determination: The transfer of ownership of the Property is exempt from the California Environmental Quality Act (CEQA) pursuant to Title 14 of the California Code of Regulations (hereinafter, “CEQA Guidelines”) Section 15061(b)(3), as acquisition of the property would not result in potentially significant impacts to the environment, which are defined by Public Resources Code section 21068 and section 15382 as substantial or potentially substantial adverse changes in the environment, given that the proposed action only provides for transfer of title to the Property and any future projects on the Property would be subject to review pursuant to CEQA.
ITEMS REMOVED FROM THE CONSENT CALENDAR
2. PUBLIC HEARING
Any person may appear and be heard in support or in opposition to the proposal at the time of the hearing. If you challenge the action in court or an administrative proceeding, you may be limited to raising only those issues which you or someone else raised at the public hearing described in the notice, or in written correspondence delivered to the City at or before the public hearing.
2.1 PUBLIC HEARING FOR THE PLACEMENT OF SEWER USER FEES ON THE FISCAL YEAR 2023-24 TAX ROLL
City Council will conduct a public hearing to receive comments regarding the placement of the City’s Sewer User Fees on the Fiscal Year 2023-24 tax roll.
Environmental Determination: Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required
3. DISCUSSION/ACTION ITEMS
3.1 RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH TRIPEPI
SMITH FOR VACATION RENTAL OUTREACH SERVICES AND AUTHORIZING A FISCAL YEAR 2023-24 BUDGET APPROPRIATION FOR SUCH SERVICES
City Council will consider a formal resolution authorizing the City Manager to execute a professional services agreement with Tripepi Smith in an amount not to exceed $24,000 for public engagement services in an effort to seek input from community members and property owners regarding the City’s Vacation Rental Ordinance. The proposed resolution will also seek authorization to appropriate $24,000 from the General Fund unassigned fund balance for these services.
Environmental Determination: Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
CITY COUNCIL AGENDA
JULY 12, 2023 - Page 7
4. COMMENTS, ANNOUNCEMENTS & ADDITIONAL CITY BUSINESS
4.1 CITY CLERK, CITY ATTORNEY, CITY MANAGER COMMENTS
4.2 COUNCILMEMBER BOARD/COMMITTEE REPORTS & COMMENTS
ADJOURNMENT
TENTATIVE ITEMS TO BE CONSIDERED AT A FUTURE CITY COUNCIL MEETING Vacation Rental Ordinance Workshop – August 2023
Award of General Plan Consultant - August 2023
Winter Traffic Management Plan Discussion – September 2023 I hereby certify under penalty of perjury, under the laws of the State of California, that the foregoing agenda was posted in accordance with the applicable legal requirements. Dated this 6th day of July 2023.
Erica Stephenson, City Clerk
The City of Big Bear Lake wishes to make all its public meetings accessible to the public. If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at (909) 866-5831. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
Check# Vendor/Employee Date Amount
87000 4Imprint 06/09/23 5,585.39
87001 South Coast AQMD 06/09/23 459.69
87002 Butchers Blocks & Building Materials 06/09/23 1,061.78 87003 Bear Valley Paving, Inc. 06/09/23 8,358.20
87004 Cintas Corporation 06/09/23 596.98
87005 Cutting Edge Supply 06/09/23 2,908.22
87008 Ewing 06/09/23 1,930.79
87009 Grainger Inc. 06/09/23 792.95
87011 LEOCO Fence Company 06/09/23 3,947.50
87012 Mission Linen Supply Inc. 06/09/23 823.99
87013 Montoya's Wholesale Nursery Inc 06/09/23 3,654.00 87014 Randy Spitz 06/09/23 82.00
87016 Nativescapes, Inc. 06/09/23 16,650.00
87017 Quill Corporation 06/09/23 408.86
87018 USA Bluebook 06/09/23 103.29
87019 Verizon Wireless 06/09/23 1,316.59
87020 Waxie Sanitary Supply Inc. 06/09/23 5,553.95
87021 Wincan LLC 06/09/23 1,500.00
87022 Espyr 06/09/23 204.60
87026 San Bernardino County Sheriff's Dept 06/13/23 648,920.20 87027 City of Big Bear Lake Dept of Water & Power 06/13/23 3,624.88 87028 Autozone Investment Corporation 06/13/23 17.77
87029 Big Bear Disposal Inc 06/13/23 223,530.34
87030 Big Bear Paint Center 06/13/23 78.65
87031 BlackHole Technologies Inc 06/13/23 1,949.45
87032 Bravo Arts Solutions LLC 06/13/23 305.25
87033 Butchers Blocks & Building Materials 06/13/23 498.41 87034 Bear Valley Electric 06/13/23 17,547.91
87035 Bear Valley Paving, Inc. 06/13/23 25,422.00
87036 Car Quest Auto Parts 06/13/23 4,896.25
87037 Charter Communications Holdings, LLC 06/13/23 359.94 87038 Cintas Corporation 06/13/23 381.44
87039 Cutting Edge Supply 06/13/23 264.52
87040 Dapeer Rosenblit & Litvak LLP 06/13/23 1,107.95
87042 Lumber City Corp. 06/13/23 525.25
87043 Docu‐Trust 06/13/23 50.00
87044 Fidelity National Title Company 06/13/23 2,500.00 87045 Extra Space Management Inc 06/13/23 345.00
87046 Frontier Communications 06/13/23 172.52
87047 Geiger Supply, Inc. 06/13/23 570.72
87049 Grainger Inc. 06/13/23 1,369.71
87051 Intelesys One, Inc. 06/13/23 3,183.00
87052 Michael Koch 06/13/23 175.00
87053 LEOCO Fence Company 06/13/23 8,923.00
87054 Ludecke's Electrical Service, Inc. 06/13/23 2,987.35 87055 Mile High Equipment, Inc. 06/13/23 969.75
87056 Mission Linen Supply Inc. 06/13/23 2,226.18
87057 Mountain Water Co 06/13/23 152.00
87058 Genuine Auto Parts 06/13/23 876.92
City of Big Bear Lake
Checks Issued 05/26/2023 ‐ 06/30/2023
Item 1.1
Check# Vendor/Employee Date Amount
City of Big Bear Lake
Checks Issued 05/26/2023 ‐ 06/30/2023
87059 Orkin Pest Control 06/13/23 125.00
87060 Linda Pucilowski 06/13/23 275.00
87061 Quill Corporation 06/13/23 29.29
87062 Nestle Waters North America 06/13/23 472.41
87063 ROW Traffic Safety, Inc. 06/13/23 253.21
87064 Romans Construction Corp. 06/13/23 1,800.00
87065 Staples Business Credit 06/13/23 468.71
87066 Underground Service Alert Inc. 06/13/23 436.72
87067 Volvo Construction Equipment Inc. 06/13/23 5,155.84 87068 Vulcan Materials Company Inc. 06/13/23 2,313.63
87069 Waxie Sanitary Supply Inc. 06/13/23 281.27
87070 Willdan Engineering Inc 06/13/23 42.00
87083 All Protection Alarm 06/16/23 1,991.12
87087 BBARWA 06/16/23 12,540.00
87088 Bear Valley Electric 06/16/23 10,511.97
87089 Bear Valley Paving, Inc. 06/16/23 27,306.51
87090 Best Best & Krieger LLP 06/16/23 18,079.82
87091 City of Big Bear Lake 06/16/23 229.36
87093 Big Bear Lake Urgent Care Inc 06/16/23 730.00
87095 Blanca and Pierre's Restaurant 06/16/23 155.61
87097 Butchers Blocks & Building Materials 06/16/23 921.85 87100 Charter Communications Holdings, LLC 06/16/23 3,169.24 87102 San Bernardino County Clerk of the Board of Supervisors 06/16/23 150.00 87103 Rosemary E De Lap 06/16/23 2,215.96
87106 Frontier Communications 06/16/23 2,849.66
87107 Geiger Supply, Inc. 06/16/23 95.76
87108 Haaker Equipment Co. Inc. 06/16/23 1,056.44
87109 Intelesys One, Inc. 06/16/23 244.48
87113 Montoya's Wholesale Nursery Inc 06/16/23 6,851.26 87114 Nielsen Merksamer Parrinello Gross & Leoni, LLP 06/16/23 3,757.73 87115 Orkin Pest Control 06/16/23 291.98
87117 Richardson Monument Co, Inc. 06/16/23 1,102.48
87118 San Bernardino County 06/16/23 6.00
87120 San Bernardino County Solid Waste Mgmt Division 06/16/23 96.01 87121 Southern California Mountains Foundation 06/16/23 127,037.80 87123 Randy Spitz 06/16/23 82.00
87124 Cynthia Stafford 06/16/23 2,493.75
87125 Triple Crown Products, Inc. 06/16/23 2,093.95
87126 Twin Bear Equipment Rental, Inc. 06/16/23 104.97
87127 Valero Marketing & Supply Co 06/16/23 721.63
87128 San Bernardino County Vehicle Svcs Dept 06/16/23 7,995.89 87131 Willdan Engineering Inc 06/16/23 35,029.50
87142 TASC Client Invoices 06/20/23 270.35
87146 Bear Valley Unified School District 06/23/23 5,000.00 87148 Kelley M. Arnold 06/23/23 5,081.11
87149 Autozone Investment Corporation 06/23/23 23.58
87150 Big Bear Chamber of Commerce 06/23/23 33.04
87151 Big Bear Paint Center 06/23/23 671.21
87155 Butchers Blocks & Building Materials 06/23/23 278.07 Check# Vendor/Employee Date Amount
City of Big Bear Lake
Checks Issued 05/26/2023 ‐ 06/30/2023
87156 Cintas Corporation 06/23/23 1,447.24
87160 Lumber City Corp. 06/23/23 206.84
87161 DKS Associates 06/23/23 16,723.06
87162 Joe Eden 06/23/23 18,000.00
87163 Ewing 06/23/23 813.09
87165 Geiger Supply, Inc. 06/23/23 281.66
87166 The Grizzly 06/23/23 6,756.50
87167 MTS Partners Inc 06/23/23 1,419.08
87172 Merrell Johnson Engineering Inc 06/23/23 33,256.25 87173 Mission Linen Supply Inc. 06/23/23 849.29
87175 Genuine Auto Parts 06/23/23 104.96
87176 Nativescapes, Inc. 06/23/23 1,860.00
87179 Rochester Midland Corporation 06/23/23 611.64
87181 M&M Mechanical Services, Inc. 06/23/23 1,015.00
87186 Uline 06/23/23 254.58
87189 Vulcan Materials Company Inc. 06/23/23 3,565.92
87193 Fidelity National Title Company 06/23/23 550.00
87194 US Bank Corporate Payment Systems 06/23/23 31,096.68 87199 City of Big Bear Lake 06/29/23 491.78
87200 4Imprint 06/29/23 4,284.71
87201 Bear Valley Electric 06/29/23 9,292.38
87202 Bear Valley Paving, Inc. 06/29/23 7,900.58
87203 Charter Communications Holdings, LLC 06/29/23 203.49 87204 Christian Muro 06/29/23 400.00
87205 Dapeer Rosenblit & Litvak LLP 06/29/23 3,012.25
87206 Extra Space Management Inc 06/29/23 991.00
87207 Frontier Communications 06/29/23 114.30
87208 Hinderliter de Lamas & Assoc Inc. 06/29/23 1,396.98 87209 Inland Empire Blue Belles 06/29/23 350.00
87210 MTS Partners Inc 06/29/23 63.58
87211 Lynn Merrill And Associates, Inc. 06/29/23 6,719.75 87212 Marlin Business Bank 06/29/23 1,616.02
87214 Mission Linen Supply Inc. 06/29/23 829.33
87215 Mountain Trophy & Pro Shop 06/29/23 43.10
87216 Murrays 06/29/23 2,909.75
87217 Peckham & McKenney Inc. 06/29/23 1,000.00
87218 Resources Recycling and Recovery 06/29/23 40.25
87222 West Coast Aerial Photography 06/29/23 3,645.13
87223 White Cap L.P. 06/29/23 2,741.15
87224 Willdan Engineering Inc 06/29/23 5,208.00
87225 Barringer Escrow 06/30/23 27,000.00
ACH Garret Brosky 06/13/23 3,200.00
ACH Garret Brosky 06/23/23 3,200.00
ACH Gary Payne 06/13/23 785.00
ACH Phase II Systems 06/20/23 2,138.64
ACH US Bank Corporate Payment Systems 06/07/23 14,786.99 1,525,969.26
Check# Vendor/Employee Transaction Amount
City Council 4110
87146 Bear Valley Unified School District Community Sponsorship Grant Program 06/23/23 5,000.00 87194 US Bank Corporate Payment Systems Council Meeting Provisions/Desert Mtn Division Meeting 06/23/23 1,489.63 87209 Inland Empire Blue Belles Blue Ribbon Breakfast 06/29/23 175.00 ACH US Bank Corporate Payment Systems City Conference/Council Meeting Provisions 06/07/23 1,457.47 City Council Total 8,122.10
City Manager 4120
87095 Blanca and Pierre's Restaurant Employee Appreciation 06/16/23 155.61 87194 US Bank Corporate Payment Systems CCMF Membership/Conference Expenses/Office Expense 06/23/23 1,764.66 87209 Inland Empire Blue Belles Blue Ribbon Breakfast 06/29/23 175.00 ACH US Bank Corporate Payment Systems Meeting Provisions 06/07/23 132.43 City Manager Total 2,227.70
City Clerk 4130
87000 4Imprint City Logo Items 06/09/23 5,585.39
87043 Docu‐Trust Document Storage 06/13/23 50.00
87109 Intelesys One, Inc. Records Request Support 06/16/23 244.48 87194 US Bank Corporate Payment Systems Promotional Items/Employee Appreciation 06/23/23 2,986.00 87200 4Imprint City Logo Items 06/29/23 4,284.71
87204 Christian Muro Lake Drawing 06/29/23 400.0087222 West Coast Aerial Photography Aerial Photography 06/29/23 3,645.13 ACH US Bank Corporate Payment Systems Office Supplies/Meeting Provisions/IIMC Membership 06/07/23 1,265.13 City Clerk Total 18,460.84
Finance 4140
87061 Quill Corporation Office Supplies 06/13/23 29.2987194 US Bank Corporate Payment Systems Meeting Provisions/Office Supplies 06/23/23 269.24 87208 Hinderliter de Lamas
& Assoc Inc. Professional Services 06/29/23 1,396.98
ACH US Bank Corporate Payment Systems Employee Appreciation/Business Cards/Office Supplies 06/07/23 834.89 Finance Services Total 2,530.40
Human Resources 4150
87022 Espyr EAP Services 06/09/23 204.60
87060 Linda Pucilowski Professional Services 06/13/23 275.0087091 City of Big Bear Lake Recruitment Expense/Training Provisions 06/16/23 209.36 87093 Big Bear Lake Urgent Care Inc Recruitment Expense 06/16/23 730.00 87124 Cynthia Stafford Professional Services 06/16/23 2,493.75 Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
87142 TASC Client Invoices Administrative Fees 06/20/23 270.35 87194 US Bank Corporate Payment Systems Training Expense/Employee Appreciation 06/23/23 2,716.97 87199 City of Big Bear Lake Training Provisions 06/29/23 491.78 87216 Murrays Employee Appreciation 06/29/23 2,909.7587217 Peckham & McKenney Inc. Recruitment Expense 06/29/23 1,000.00
ACH US Bank Corporate Payment Systems APWA Training/Employee Appreciation/Office Supplies 06/07/23 3,865.98 ACH Phase II Systems PARS Administrative Fees 06/20/23 2,138.64 Human Resources Total 17,306.18
City Attorney 4170
87040 Dapeer Rosenblit
& Litvak LLP Professional Legal Services 06/13/23 1,107.95 87090 Best Best
& Krieger LLP Professional Legal Services 06/16/23 18,079.82 87114 Nielsen Merksamer Parrinello Gross
& Leoni, LLP Professional Legal Services 06/16/23 3,757.73 87166 The Grizzly Legal Notices 06/23/23 6,756.5087205 Dapeer Rosenblit & Litvak LLP Professional Legal Services 06/29/23 3,012.25 City Attorney Total 32,714.25
Traffic Safety 4230
87088 Bear Valley Electric Electricity Usage 06/16/23 548.88 87201 Bear Valley Electric Electricity Usage 06/29/23 541.99 Traffic Safety Total 1,090.87
Law Enforcement 4250
87026 San Bernardino County Sheriff's Dept Sheriff Contract/Qtrly Expenses & OT/MOU Adjustment/Resort Traffic 06/13/23 648,920.20
Law Enforcement Total 648,920.20
Animal Regulation 4260
87052 Michael Koch Maintenance
& Repairs 06/13/23 175.00
87059 Orkin Pest Control Pest Control Service 06/13/23 125.00 Animal Regulation Total 300.00
Engineering 4310
87044 Fidelity National Title Company Title Report 06/13/23 2,500.00 87102 San Bernardino County Clerk of the Board of Superviso Recording Fees 06/16/23 150.00 87172 Merrell Johnson Engineering Inc Professional Services 06/23/23 13,897.75 87193 Fidelity National Title Company Title Report 06/23/23 550.00 87194 US Bank Corporate Payment Systems Office Supplies 06/23/23 153.96 Engineering Total 17,251.71
Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
Street Maintenance 4320
87002 Butchers Blocks
& Building Materials Materials/Supplies 06/09/23 497.75 87004 Cintas Corporation First Aid Supplies 06/09/23 298.49 87005 Cutting Edge Supply Snow Removal Equipment 06/09/23 2,908.22 87009 Grainger Inc. Materials/Supplies 06/09/23 158.59
87012 Mission Linen Supply Inc. Laundry Service 06/09/23 329.59 87020 Waxie Sanitary Supply Inc. Janitorial Supplies 06/09/23 1,388.49 87031 BlackHole Technologies Inc GPS Monthly Service 06/13/23 1,949.45 87033 Butchers Blocks
& Building Materials Materials/Supplies 06/13/23 197.99 87036 Car Quest Auto Parts Materials/Supplies 06/13/23 1,438.64 87039 Cutting Edge Supply Materials/Supplies 06/13/23 264.52 87042 Lumber City Corp. Materials/Supplies 06/13/23 380.06 87045 Extra Space Management Inc Storage Rental Spaces 06/13/23 345.00 87049 Grainger Inc. Janitorial Supplies 06/13/23 326.13 87056 Mission Linen Supply Inc. Laundry Service 06/13/23 1,234.27 87062 Nestle Waters North America Drinking Water 06/13/23 236.20 87067 Volvo Construction Equipment Inc. Snow Removal Equipment Rental 06/13/23 5,155.84 87068 Vulcan Materials Company Inc. Materials/Supplies 06/13/23 2,313.63 87069 Waxie Sanitary Supply Inc. Janitorial Supplies 06/13/23 70.31 87097 Butchers Blocks
& Building Materials Materials/Supplies 06/16/23 608.01 87120 San Bernardino County Solid Waste Mgmt Division Solid Waste Collection 06/16/23 43.05 87125 Triple Crown Products, Inc. Staff Uniforms 06/16/23 1,046.97 87127 Valero Marketing
& Supply Co Fuel Charges 06/16/23 721.63
87128 San Bernardino County Vehicle Svcs Dept Fuel Charges 06/16/23 4,573.77 87148 Kelley M. Arnold Annual Backflow Test
& Certification 06/23/23 180.00
87149 Autozone Investment Corporation Materials/Supplies 06/23/23 23.58 87151 Big Bear Paint Center Materials/Supplies 06/23/23 391.00 87156 Cintas Corporation AED Lease 06/23/23 262.12
87160 Lumber City Corp. Materials/Supplies 06/23/23 87.59 87173 Mission Linen Supply Inc. Laundry Service 06/23/23 339.71 87179 Rochester Midland Corporation Janitorial Supplies 06/23/23 152.9187181 M&M Mechanical Services, Inc. Maintenance & Repairs 06/23/23 145.00
87186 Uline Signs 06/23/23 254.5887194 US Bank Corporate Payment Systems Meeting Supplies 06/23/23 214.62 87203 Charter Communications Holdings, LLC Cable Service 06/29/23 83.51 87206 Extra Space Management Inc Storage Rental Spaces 06/29/23 991.0087214 Mission Linen Supply Inc. Laundry Service 06/29/23 331.73 Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
87223 White Cap L.P. Road Compactor 06/29/23 2,741.15
PW: Street Maintenance Total 32,685.10
Vehicle Maintenance 4325
87012 Mission Linen Supply Inc. Laundry Service 06/09/23 41.21 87027 City of Big Bear Lake Dept of Water
& Power Water Usage 06/13/23 185.66
87033 Butchers Blocks
& Building Materials Materials/Supplies 06/13/23 12.79
87036 Car Quest Auto Parts Vehicle Repair Parts 06/13/23 2,938.27 87049 Grainger Inc. Janitorial Supplies 06/13/23 160.07 87056 Mission Linen Supply Inc. Laundry Service 06/13/23 82.68 87058 Genuine Auto Parts Vehicle Repair Parts 06/13/23 243.49 87091 City of Big Bear Lake Vehicle Maintenance 06/16/23 20.00 87108 Haaker Equipment Co. Inc. Vehicle Repair Parts 06/16/23 981.25 87173 Mission Linen Supply Inc. Laundry Service 06/23/23 42.48 87194 US Bank Corporate Payment Systems Fuel Charges 06/23/23 54.99 87201 Bear Valley Electric Electricity Usage 06/29/23 10.62 87214 Mission Linen Supply Inc. Laundry Service 06/29/23 41.48 ACH US Bank Corporate Payment Systems Vehicle Maintenance 06/07/23 52.99 PW: Vehicle Maintenance Total 4,867.98
Street Lighting 4330
87034 Bear Valley Electric Electricity Usage 06/13/23 5,667.22 87088 Bear Valley Electric Electricity Usage 06/16/23 339.08 87201 Bear Valley Electric Electricity Usage 06/29/23 893.92 PW: Street Lighting Total 6,900.22
Parking Lots / Chamber Building 4335
87002 Butchers Blocks
& Building Materials Materials/Supplies 06/09/23 354.98 87009 Grainger Inc. Materials/Supplies 06/09/23 158.59
87020 Waxie Sanitary Supply Inc. Janitorial Supplies 06/09/23 1,388.49 87027 City of Big Bear Lake Dept of Water
& Power Water Usage 06/13/23 436.65
87030 Big Bear Paint Center Materials/Supplies 06/13/23 78.65 87034 Bear Valley Electric Electricity Usage 06/13/23 1,182.75 87037 Charter Communications Holdings, LLC Security Camera Internet Service 06/13/23 239.96 87042 Lumber City Corp. Materials/Supplies 06/13/23 22.66 87049 Grainger Inc. Janitorial Supplies 06/13/23 557.37 87063 ROW Traffic Safety, Inc. Materials/Supplies 06/13/23 253.21 87069 Waxie Sanitary Supply Inc. Janitorial Supplies 06/13/23 70.32 Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
87088 Bear Valley Electric Electricity Usage 06/16/23 2,934.20 87097 Butchers Blocks
& Building Materials Materials/Supplies 06/16/23 4.55
87103 Rosemary E De Lap Locksmith Services 06/16/23 2,215.96 87115 Orkin Pest Control Pest Control Service 06/16/23 94.99 87126 Twin Bear Equipment Rental, Inc. Materials/Supplies 06/16/23 104.97 87148 Kelley M. Arnold Annual Backflow Test
& Certification 06/23/23 240.00
87150 Big Bear Chamber of Commerce Natural Gas Usage 06/23/23 33.04 87155 Butchers Blocks
& Building Materials Materials/Supplies 06/23/23 76.06
87160 Lumber City Corp. Materials/Supplies 06/23/23 119.25 87179 Rochester Midland Corporation Janitorial Supplies 06/23/23 152.91 87201 Bear Valley Electric Electricity Usage 06/29/23 156.73 PW: Parking Lots/Chamber Total 10,876.29
Planning 4410
87118 San Bernardino County Monthly Assessor Parcel Map Update 06/16/23 6.00 87131 Willdan Engineering Inc Professional Services 06/16/23 3,136.00 87161 DKS Associates Professional Services 06/23/23 16,723.0687194 US Bank Corporate Payment Systems Office Supplies 06/23/23 72.62 ACH Garret Brosky Professional Services 06/13/23 3,200.00 ACH Garret Brosky Professional Services 06/23/23 3,200.00 Planning Total 26,337.68
Planning Commission 4411
87215 Mountain Trophy
& Pro Shop Retirement Plaque 06/29/23 43.10
ACH US Bank Corporate Payment Systems Planning Commissioner Academy 06/07/23 469.95 Planning Commission Total 513.05
Tourism
& Municipal Code Compliance 4415
87128 San Bernardino County Vehicle Svcs Dept Fuel Charges 06/16/23 776.92 87194 US Bank Corporate Payment Systems Staff Uniforms/Meeting Provisions 06/23/23 690.73 ACH US Bank Corporate Payment Systems CACEO Membership/Office Supplies 06/07/23 839.53 Tourism
& Municipal Code Compliance Total 2,307.18
Building
& Safety 4430
87128 San Bernardino County Vehicle Svcs Dept Fuel Charges 06/16/23 52.50 87131 Willdan Engineering Inc Professional Services 06/16/23 31,767.50 Building
& Safety Total 31,820.00
Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
PAC Administration 4610
87032 Bravo Arts Solutions LLC Ticket Printing Fees 06/13/23 305.25 PAC Administration Total 305.25
City Parks
& Trails 4625
87009 Grainger Inc. Materials/Supplies 06/09/23 158.59
87020 Waxie Sanitary Supply Inc. Janitorial Supplies 06/09/23 1,388.49 87027 City of Big Bear Lake Dept of Water
& Power Water Usage 06/13/23 2,031.62
87034 Bear Valley Electric Electricity Usage 06/13/23 722.02 87037 Charter Communications Holdings, LLC Security Camera Internet Service 06/13/23 119.98 87042 Lumber City Corp. Materials/Supplies 06/13/23 61.07 87049 Grainger Inc. Janitorial Supplies 06/13/23 326.14 87055 Mile High Equipment, Inc. Materials/Supplies 06/13/23 969.75 87069 Waxie Sanitary Supply Inc. Janitorial Supplies 06/13/23 70.32 87083 All Protection Alarm Alarm Monitoring 06/16/23 96.15 87088 Bear Valley Electric Electricity Usage 06/16/23 1,368.55 87097 Butchers Blocks
& Building Materials Materials/Supplies 06/16/23 6.21
87107 Geiger Supply, Inc. Janitorial Supplies 06/16/23 81.47 87148 Kelley M. Arnold Annual Backflow Test
& Certification 06/23/23 4,031.11
87165 Geiger Supply, Inc. Janitorial Supplies 06/23/23 281.66 87179 Rochester Midland Corporation Janitorial Supplies 06/23/23 152.9187201 Bear Valley Electric Electricity Usage 06/29/23 209.39 City Parks
& Trails Total 12,075.43
General Government 4800
87014 Randy Spitz Meeting Supplies 06/09/23 82.00
87017 Quill Corporation Office Supplies 06/09/23 408.8687019 Verizon Wireless Cell Phone Service 06/09/23 1,316.59 87057 Mountain Water Co Water Dispenser Rental
& Water 06/13/23 152.00
87065 Staples Business Credit Office Supplies 06/13/23 468.71 87100 Charter Communications Holdings, LLC Internet Service 06/16/23 3,169.24 87123 Randy Spitz Meeting Supplies 06/16/23 82.00
87156 Cintas Corporation First Aid Supplies 06/23/23 923.01 87194 US Bank Corporate Payment Systems Office Equipment & Furnishings/Office Supplies 06/23/23 4,070.36
ACH US Bank Corporate Payment Systems Emergency Provisions/Office Supplies 06/07/23 3,912.63 General Government Total 14,585.40
Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
Information Technology 4810
87046 Frontier Communications Telephone Service 06/13/23 58.22 87051 Intelesys One, Inc. IT Services 06/13/23 3,183.00 87106 Frontier Communications Telephone Service 06/16/23 2,397.74 87167 MTS Partners Inc Toner 06/23/23 1,419.0887194 US Bank Corporate Payment Systems Digital Subscriptions 06/23/23 627.27 87210 MTS Partners Inc Toner 06/29/23 63.5887212 Marlin Business Bank Copier Lease 06/29/23 1,616.02 ACH US Bank Corporate Payment Systems Computer Supplies 06/07/23 1,024.01 Technology Services Total 10,388.92
Civic Center 4820
87002 Butchers Blocks
& Building Materials Materials/Supplies 06/09/23 104.77 87009 Grainger Inc. Materials/Supplies 06/09/23 158.59
87012 Mission Linen Supply Inc. Laundry Service 06/09/23 57.68 87020 Waxie Sanitary Supply Inc. Janitorial Supplies 06/09/23 1,388.48 87027 City of Big Bear Lake Dept of Water
& Power Water Usage 06/13/23 395.06
87033 Butchers Blocks
& Building Materials Materials/Supplies 06/13/23 273.46 87034 Bear Valley Electric Electricity Usage 06/13/23 5,787.97 87038 Cintas Corporation AED Lease 06/13/23 381.44
87042 Lumber City Corp. Materials/Supplies 06/13/23 50.64 87047 Geiger Supply, Inc. Materials/Supplies 06/13/23 570.72 87056 Mission Linen Supply Inc. Laundry Service 06/13/23 115.72 87069 Waxie Sanitary Supply Inc. Janitorial Supplies 06/13/23 70.32 87083 All Protection Alarm Alarm Monitoring 06/16/23 1,597.71 87097 Butchers Blocks
& Building Materials Materials/Supplies 06/16/23 14.91
87107 Geiger Supply, Inc. Materials/Supplies 06/16/23 14.29 87115 Orkin Pest Control Pest Control Service 06/16/23 196.99 87128 San Bernardino County Vehicle Svcs Dept Fuel Charges 06/16/23 994.32 87148 Kelley M. Arnold Annual Backflow Test
& Certification 06/23/23 220.00
87155 Butchers Blocks
& Building Materials Materials/Supplies 06/23/23 2.53
87173 Mission Linen Supply Inc. Laundry Service 06/23/23 59.45 87179 Rochester Midland Corporation Janitorial Supplies 06/23/23 152.9187181 M&M Mechanical Services, Inc. Maintenance & Repairs 06/23/23 870.00
87201 Bear Valley Electric Electricity Usage 06/29/23 5,395.63 87203 Charter Communications Holdings, LLC Security Camera Internet Service 06/29/23 119.98 87214 Mission Linen Supply Inc. Laundry Service 06/29/23 58.05 Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
ACH US Bank Corporate Payment Systems Window Blinds 06/07/23 69.48 Civic Center Total 19,121.10
PAC Operations
& Maintenance 4821
87034 Bear Valley Electric Electricity Usage 06/13/23 1,929.33 87083 All Protection Alarm Alarm Monitoring 06/16/23 297.26 87201 Bear Valley Electric Electricity Usage 06/29/23 1,798.54 ACH US Bank Corporate Payment Systems Window Blinds 06/07/23 159.00 ACH Gary Payne Theatre Maintenance
& Support 06/13/23 785.00
PAC Operations
& Maintenance Total 4,969.13
Sanitation 250
87001 South Coast AQMD Permit Fees 06/09/23 459.6987004 Cintas Corporation First Aid Supplies 06/09/23 298.49 87009 Grainger Inc. Materials/Supplies 06/09/23 158.59
87012 Mission Linen Supply Inc. Laundry Service 06/09/23 329.59 87018 USA Bluebook Materials/Supplies 06/09/23 103.29
87021 Wincan LLC Annual Software Support 06/09/23 1,500.00 87027 City of Big Bear Lake Dept of Water
& Power Water Usage 06/13/23 48.75
87028 Autozone Investment Corporation Materials/Supplies 06/13/23 17.77 87034 Bear Valley Electric Electricity Usage 06/13/23 1,659.26 87036 Car Quest Auto Parts Vehicle Repair Parts 06/13/23 519.34 87046 Frontier Communications Telephone Service 06/13/23 114.30 87056 Mission Linen Supply Inc. Laundry Service 06/13/23 661.26 87058 Genuine Auto Parts Vehicle Repair Parts 06/13/23 633.4387062 Nestle Waters North America Drinking Water 06/13/23 236.21 87066 Underground Service Alert Inc. Dig Alert Program Charges 06/13/23 436.72 87087 BBARWA Connection Fees 06/16/23 12,540.0087088 Bear Valley Electric Electricity Usage 06/16/23 4,629.89 87106 Frontier Communications Telephone Service 06/16/23 451.92 87108 Haaker Equipment Co. Inc. Materials/Supplies 06/16/23 75.19 87125 Triple Crown Products, Inc. Staff Uniforms 06/16/23 1,046.98 87128 San Bernardino County Vehicle Svcs Dept Fuel Charges 06/16/23 1,598.38 87155 Butchers Blocks
& Building Materials Materials/Supplies 06/23/23 55.57
87156 Cintas Corporation AED Lease 06/23/23 262.11
87172 Merrell Johnson Engineering Inc Professional Services 06/23/23 3,367.25 87173 Mission Linen Supply Inc. Laundry Service 06/23/23 339.71 87175 Genuine Auto Parts Vehicle Repair Parts 06/23/23 104.96 Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
87194 US Bank Corporate Payment Systems Prop 218 Mailers/CWEA Fees 06/23/23 12,895.48 87201 Bear Valley Electric Electricity Usage 06/29/23 285.56 87202 Bear Valley Paving, Inc. Sewer Manhole Repair 06/29/23 3,425.00 87207 Frontier Communications Telephone Service 06/29/23 114.30 87214 Mission Linen Supply Inc. Laundry Service 06/29/23 331.73 ACH US Bank Corporate Payment Systems CWEA Memberships 06/07/23 599.00 Sanitation Total 49,299.72
Property Lease General Operations 255
87054 Ludecke's Electrical Service, Inc. Electrical Services 06/13/23 2,987.35 Property Lease General Operations Total 2,987.35
Village Streetscape Maintenance 291
87034 Bear Valley Electric Electricity Usage 06/13/23 599.36 87088 Bear Valley Electric Electricity Usage 06/16/23 691.37 87029 Big Bear Disposal Inc Village Litter Containers 06/13/23 1,931.30 87151 Big Bear Paint Center Materials/Supplies 06/23/23 200.54 87002 Butchers Blocks
& Building Materials Materials/Supplies 06/09/23 104.28 87033 Butchers Blocks
& Building Materials Materials/Supplies 06/13/23 14.17
87097 Butchers Blocks
& Building Materials Materials/Supplies 06/16/23 288.17 87155 Butchers Blocks
& Building Materials Materials/Supplies 06/23/23 143.91 87027 City of Big Bear Lake Dept of Water
& Power Water Usage 06/13/23 527.14
87008 Ewing Irrigation Supplies 06/09/23 1,930.7987163 Ewing Irrigation Supplies 06/23/23 813.0987148 Kelley M. Arnold Annual Backflow Test & Certification 06/23/23 410.00
87042 Lumber City Corp. Materials/Supplies 06/13/23 10.82 87013 Montoya's Wholesale Nursery Inc Landscaping Material 06/09/23 3,654.00 87113 Montoya's Wholesale Nursery Inc Landscaping Material 06/16/23 6,851.26 87016 Nativescapes, Inc. Landscaping Material 06/09/23 16,650.00 ACH US Bank Corporate Payment Systems Landscaping Material 06/07/23 104.50 Village Streetscape Maintenance Total 34,924.70
Capital Projects 321
87003 Bear Valley Paving, Inc. Stanfield Restroom Facility 06/09/23 8,358.20 87035 Bear Valley Paving, Inc. Stanfield Restroom Facility 06/13/23 25,422.0087070 Willdan Engineering Inc Castle Rock Trailhead Improvements 06/13/23 42.0087117 Richardson Monument Co, Inc. Stanfield Restroom Facility 06/16/23 1,102.4887121 Southern California Mountains Foundation CA 4 All Youth Workforce Program Grant 06/16/23 127,037.80 Check# Vendor/Employee Transaction Amount
Expenditure By Department
Checks Issued 05/26/2023 ‐ 06/30/2023
City of Big Bear Lake
87131 Willdan Engineering Inc Castle Rock Trailhead Improvements 06/16/23 126.00 87151 Big Bear Paint Center Animal Shelter Improvements 06/23/23 79.6787162 Joe Eden Civic Center ADA Upgrades 06/23/23 18,000.00 87172 Merrell Johnson Engineering Inc Rathbun Creek Trail Project 06/23/23 12,624.00 87176 Nativescapes, Inc. Rathbun Creek Trail Project 06/23/23 1,860.00 87202 Bear Valley Paving, Inc. Stanfield Restroom Facility 06/29/23 4,475.58 87224 Willdan Engineering Inc Castle Rock Trailhead Improvements 06/29/23 5,208.0087225 Barringer Escrow Deposit ‐ 42106 Big Bear Blvd 06/30/23 27,000.00 Capital Projects Total 231,335.73
Street Improvement Projects 350
87089 Bear Valley Paving, Inc. Annual Street Rehabilitation Project 06/16/23 27,306.51 87189 Vulcan Materials Company Inc. Moonridge Realignment & Roundabouts 06/23/23 3,565.92
Capital Projects/ Street Improvements Total 30,872.43
Refuse 550
87011 LEOCO Fence Company Fencing 06/09/23 3,947.50
87012 Mission Linen Supply Inc. Laundry Service 06/09/23 65.92 87029 Big Bear Disposal Inc Residential Curb/Bin Service 06/13/23 221,599.04 87053 LEOCO Fence Company Fencing 06/13/23 8,923.00
87056 Mission Linen Supply Inc. Laundry Service 06/13/23 132.25 87064 Romans Construction Corp. Clean Bear Site Pothole Repair 06/13/23 1,800.00 87120 San Bernardino County Solid Waste Mgmt Division Solid Waste Collection 06/16/23 52.96 87172 Merrell Johnson Engineering Inc Professional Services 06/23/23 3,367.25 87173 Mission Linen Supply Inc. Laundry Service 06/23/23 67.94 87194 US Bank Corporate Payment Systems Prop 218 Mailers 06/23/23 3,090.15 87211 Lynn Merrill And Associates, Inc. NPDES Inspections 06/29/23 6,719.75 87214 Mission Linen Supply Inc. Laundry Service 06/29/23 66.34 87218 Resources Recycling and Recovery Beverage Container Recycling Program 06/29/23 40.25 Refuse Total 249,872.35
1,525,969.26
DISTRIBUTION OF TREASURY CASH Rate Amount % of Total
Demand Account - Union Bank $ 45.03% 14,823,140
Imprest Cash - Union Bank Payroll $ 0.02% 5,000
Imprest Cash $ 0.00% 1,525
Dental Self Insured Checking $ 0.49% 161,791
Local Agency Investment Fund (LAIF) 2.993% 17,927,119 $ 54.46% Total Cash In Treasury: 32,918,575 $ 100.00%
INVESTMENT ACTIVITY Days Deposits Withdrawals
LAIF Average Life (Days) of Portfolio 275
LAIF Transactions $0 $0
Interest Received for Fiscal Year 2022-23 $451,267
DISTRIBUTION OF CASH BY FUND May 2023 April 2023 Change General $ 23,612,832 23,963,715 $ 350,883 $
Sanitation $ 6,075,768 5,965,389 $ (110,379) $
Capital Improvement $ (1,156,048) (859,899) $ 296,149 $ Refuse $ 2,000,029 1,703,815 $ (296,214) $
Trust $ 2,192,241 432,806 $ (1,759,435) $
Successor Agency $ 259,166 1,226,930 $ 967,764 $
AB 3229 Supp Law Enforce $ 501,572 485,819 $ (15,753) $ Total Cash in Treasury: 32,918,575 $ 33,485,560 $ (566,985) $ CASH WITH FISCAL AGENT - RESERVE FUNDS Cost Basis Market Value Current Yield 2005 Revenue Refunding Bonds
Big Bear Lake Reserve Fund $ 573,294 573,294 $ 5.01%
Moonridge Reserve Fund $ 81,658 81,658 $ 5.01%
1999 IA Tax Allocation Bonds $ 289,289 289,289 $ 5.01%
- The aforementioned investments conform to the City's investment policy. (Res. 2022-64) - Cash is sufficient to meet needs of the next 6 months. - Interest earned on invested cash is accrued on a quarterly basis.
Pursuant to California Government Code 53647 all local government agencies are required to report the current market value of investments under management by an outside party. The reserve funds for the aforementioned bond issues are held and managed by the City's Trustee, Union Bank.
CITY OF BIG BEAR LAKE
TREASURER'S REPORT
May 31, 2023
Special Meeting Minutes – June 14, 2023
-
A Special Meeting of the City Council of the City of Big Bear Lake called to order by Mayor Putz at 9:00 a.m., Wednesday, June 14, 2023, at the Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, California.
OPEN SESSION
Flag Salute: Flag Salute led by Councilmember Segovia
Councilmembers Present: Mayor Randall Putz
Mayor Pro Tem Perri Melnick
Councilmember Bynette Mote
Councilmember Kendi Segovia
Councilmembers Excused: Councilmember Rick Herrick
Others Present: Assistant City Attorney Albert Maldonado City Clerk Erica Stephenson
Deputy City Clerk Rebecca Cannon
A motion was made by Councilmember Segovia, seconded by Mayor Pro Tem Melnick, to excuse Councilmember Herrick from attendance at this meeting.
Said motion was approved by the following vote:
AYES: Melnick, Mote, Segovia, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
PUBLIC COMMUNICATIONS
None.
1. DISCUSSION & ACTION ITEMS
1. Discussion related to the City Council’s authority to appoint Big Bear Lake Planning Commissioners and Big Bear Lake Department of Water and Power (DWP) Commissioners.
Assistant City Attorney Albert Maldonado and City Clerk Erica Stephenson provided the City Council an overview of the Council’s authority to appoint Commissioners and presented the Council with multiple options on how to proceed with the scheduled interviews.
A motion was made by Councilmember Mote, seconded by Councilmember Segovia, to appoint the current three (3) DWP Board Commissioners (Joe Cylwik, Robert Tarras, and Barbara Willey) to fill the three (3) DWP Board vacancies for four (4) year terms expiring June 30, 2027.
Item 1.2
Special Meeting Minutes
June 14, 2023
Said motion was approved by the following vote:
AYES: Segovia, Melnick, Mote, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
Following discussion, a motion was made by Councilmember Segovia, seconded by Councilmember Mote, to proceed with interviewing the five (5) Planning Commission applicants.
Said motion failed by the following vote:
AYES: Mote, Segovia
NOES: Melnick, Putz
ABSTAIN: None
EXCUSED: Herrick
Following further discussion, a motion was made by Councilmember Mote, seconded by Mayor Pro Tem Melnick, to continue with the scheduled interviews for the Planning Commission applicants in an effort to appoint two applicants today, to the two (2) four (4) year terms; table the appointment of the two (2) year term and re-open the application filing period for the two (2) year term vacancy until Councilmember Herrick can participate in the appointment process (ideally on July 12, 2023).
Said motion was approved by the following vote:
AYES: Segovia, Mote, Melnick, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
2. Conducted Interviews of Planning Commission applicants.
PLANNING COMMISSION APPLICANTS
1. 9:20 a.m. Michael Beveridge
2. 9:40 a.m. Jim Eakin
3. 10:00 a.m. Kara Flietstra
4. 10:20 a.m. Jeff Holoubek
5. 10:40 a.m. Robert (Bob) Loza
At the hour of 10:51 a.m., Mayor Putz called a short recess.
At the hour of 10:59 a.m., Mayor Putz reconvened the meeting.
3. Council discussed appointing two (2) Planning Commissioners for a four (4) year term expiring June 30, 2027.
Special Meeting Minutes
June 14, 2023
Councilmember Mote nominated Jeff Holoubek to the Planning Commission with a four (4) year term expiring June 30, 2027.
Councilmember Segovia nominated Michael Beveridge to the Planning Commission with a four (4) year term expiring June 30, 2027.
Seeing no further nominations, City Clerk Erica Stephenson took a roll call vote.
The nomination to appoint Jeff Holoubek was approved by the following vote:
AYES: Mote, Melnick, Segovia, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
The nomination to appoint Michael Beveridge was approved by the following vote:
AYES: Segovia, Melnick, Mote, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
ADJOURNMENT
There being no further business to come before the Council at this Open Session, Mayor Putz adjourned the meeting at 11:09 a.m.
____________________________
Erica Stephenson, City Clerk
Regular Meeting Minutes – June 14, 2023
-
A Regular Meeting of the City Council of the City of Big Bear Lake was called to order by Mayor Putz at 4:00 p.m., Wednesday, June 14, 2023, at the Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, California.
OPEN SESSION
Flag Salute: Flag Salute led by Mayor Pro Tem Melnick
Invocation: Invocation was led by Eric Hoerger from Believer’s Chapel Councilmembers Present: Mayor Randall Putz
Mayor Pro Tem Perri Melnick
Councilmember Bynette Mote
Councilmember Kendi Segovia
Councilmembers Excused: Councilmember Herrick
Others Present: Erik Sund, City Manager
Albert Maldonado, Assistant City Attorney
Erica Stephenson, City Clerk
Rebecca Cannon, Deputy City Clerk
A motion was made by Mayor Pro Tem Melnick, seconded by Councilmember Segovia, to excuse Councilmember Herrick from attendance at this meeting.
Said motion was approved by the following vote:
AYES: Segovia, Mote, Melnick, Putz
NOES: None
ABSTAIN: None
CLOSED SESSION PUBLIC COMMUNICATIONS
None.
At the hour of 4:02 p.m., Council recessed to Closed Session.
At the hour of 5:01 p.m., Mayor Putz resumed Open Session.
PRESENTATIONS
• Introduction of New Employees:
• Brandon Gewecke – Facilities/Parks Maintenance Worker • Dakota Kaufman – Facilities/Parks Maintenance Worker
Item 1.3
Meeting Minutes
June 14, 2023
RESULTS OF CLOSED SESSION
Albert Maldonado, Assistant City Attorney, announced action taken by Council during Closed Session.
1. CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section 54956.8
Property: APN 0309-011-33 & a portion of APN 0309-011-26 City Negotiators: City Manager Erik Sund
Negotiating Party: George Hanson, Bear Valley Mutual Water Company & Greg Schick Under Negotiation: Price & Terms of Payment
No reportable action.
2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section 54956.8
Property: APN 2328-111-08
City Negotiators: City Manager Erik Sund
Negotiating Party: Administrator for Michael Montepara
Under Negotiation: Price & Terms of Payment
No reportable action.
3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section 54956.8
Property: APN 0308-181-07 & a portion of APN 0308-181-19 City Negotiators: City Manager Erik Sund
Negotiating Party: David Stone, Draco Builders
Under Negotiation: Price & Terms of Payment
No reportable action.
4. CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Government Code Section 54956.8
Property: APN 2328-383-01
City Negotiators: City Manager Erik Sund
Negotiating Party: Wade Reeser, President of Big Bear Mountain Resorts Under Negotiation: Price & Terms of Payment
No reportable action.
OPEN SESSION PUBLIC COMMUNICATIONS
Lisa Caruso, Big Bear Lake property co-host, believes that certain provisions in the Vacation Rental Ordinance are not being enforced and interpreted as originally intended; declared that it is time to revisit the Vacation Rental Ordinance.
Lori Avery, Big Bear Lake second home owner, recounted her experience with Code Compliance and a recent citation she was issued for seemingly operating a vacation rental with an expired license; asked Council to consider making adjustments to the vacation rental renewal process to allow for additional reminders and grace periods.
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June 14, 2023
Patrice Duncan, Sugarloaf resident, briefly discussed the recent Fire Authority Meeting and expressed her frustration and disappointment with the Board discussion that ensued and the ultimate result of the meeting.
Theodore Trentman, Big Bear Lake resident, encouraged the City to adopt a local ordinance that prohibits illegal breeding and dumping of animals in Big Bear Lake.
Dan Gulbranson, Big Bear Lake resident, insinuated that the Code Compliance Department is being too strict; inquired about the cost of the Community Visioning process.
Ron Peavy, Big Bear Lake resident and Big Bear Lake Rotary member, offered his support to the Interact Club and expressed his disappointment with how Code Enforcement acted in response to the Interact Club’s Memorial Day weekend fundraising event.
Dawn Hartmeister, Big Bear Rotary President, communicated her discontent regarding the Interact Club’s Memorial Day weekend fundraising event being shut down; eluded that it was not just a permitting issue.
Debbie O’Hara, Big Bear Lake resident, described an incident in which she witnessed an individual illegally dumping a dog in Big Bear City; implored the City Council and County of San Bernardino to impose more stringent fines for the neglect, abuse and abandonment of animals.
Robbie Bos, Baldwin Lake resident, promoted the upcoming Make Music Big Bear event and invited Council and the public to attend the event in the Village on June 21.
1. CONSENT CALENDAR
A motion was made by Mayor Pro Tem Melnick, seconded by Councilmember Mote, to approve the Consent Calendar.
Said motion was approved by the following vote:
AYES: Mote, Melnick, Segovia, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
1.1 APPROVAL OF DEMANDS – CHECK ISSUE DATE 05/02/2023 THROUGH 05/25/2023 IN THE AMOUNT OF $1,279,462.58 AND THE APRIL 2023 TREASURER’S REPORT Approved.
1.2 APPROVAL OF MEETING MINUTES FROM THE APRIL 12, 2023 SPECIAL MEETING
OF CITY COUNCIL
Approved.
1.3 APPROVAL OF MEETING MINUTES FROM THE APRIL 12, 2023 REGULAR
MEETING OF CITY COUNCIL
Approved.
Meeting Minutes
June 14, 2023
1.4 APPROVAL OF MEETING MINUTES FROM THE MAY 10, 2023 REGULAR MEETING
OF CITY COUNCIL
Approved.
1.5 APPROVAL OF MEETING MINUTES FROM THE MAY 12, 2023 SPECIAL MEETING
OF CITY COUNCIL
Approved.
1.6 APPROVAL OF MEETING MINUTES FROM THE MAY 24, 2023 ADJOURNED
REGULAR MEETING OF CITY COUNCIL
Approved.
1.7 RESOLUTION ADOPTING THE STATEMENT OF INVESTMENT POLICY FOR FISCAL YEAR 2023-24
City Council considered a formal resolution authorizing the adoption of the Statement of Investment Policy for Fiscal Year 2023-24. The City’s formal Investment Policy prioritizes safety and liquidity over yield, and has not changed from FY 2022-23.
Approved and adopted the following Resolution entitled:
RESOLUTION NO. 2023-32
RESOLUTION ADOPTING THE STATEMENT OF INVESTMENT
POLICY FOR FISCAL YEAR 2023-24
1.8 RESOLUTION ADOPTING THE APPROPRIATIONS LIMIT FOR FISCAL YEAR 2023-24
City Council considered a formal resolution that would establish the City’s appropriation limit for Fiscal Year 2023-24. Under State law, the City’s formal appropriations limit is $49,795,135 and the proposed FY 2023-24 budget is below this limit.
Approved and adopted the following Resolution entitled:
RESOLUTION NO. 2023-33
RESOLUTION ADOPTING THE APPROPRIATIONS LIMIT FOR
FY 2023-24
1.9 RESOLUTION AUTHORIZING THE EXECUTION OF A MEMORANDUM OF
UNDERSTANDING WITH THE SAN BERNARDINO COUNTY DIVISION OF
ENVIRONMENTAL HEALTH TO SUPPORT EDIBLE FOOD RECOVERY PROGRAMS AS PRESCRIBED BY SB 1383
City Council considered a formal resolution authorizing the execution of an MOU with the San Bernardino County Division of Environmental Health to support the City’s Edible Food Recovery
Meeting Minutes
June 14, 2023
Program that is being implemented pursuant to SB 1383. Under this agreement, the County will provide resources to the City to perform the required coordination, inspection, and enforcement of required edible food generators to comply with the requirements of SB 1383. These resources will augment the City’s limited staffing in providing these required activities and the activities will be funded through revenues derived from required permits and fees for services to be paid by the participating food generators.
Approved and adopted the following resolution entitled:
RESOLUTION NO. 2023-34
RESOLUTION AUTHORIZING THE EXECUTION OF A
MEMORANDUM OF UNDERSTANDING WITH THE SAN
BERNARDINO COUNTY DIVISION OF ENVIRONMENTAL
HEALTH TO SUPPORT EDIBLE FOOD RECOVERY PROGRAMS
AS PRESCRIBED BY SB 1383
1.10 RESOLUTION AWARDING CONSTRUCTION CONTRACTS AND PURCHASE
ORDERS FOR THE ANNUAL STREET REHABILITATION PROJECT
City Council considered a formal resolution awarding construction contracts to S. Porter, Inc. and Bear Valley Paving in support of the Fiscal Year 2023-24 Annual Street Rehabilitation Project. The project has been divided into two scopes of work, one for complete street reconstruction and one for street grinding and preparation for City staff to pave, will rehabilitate a collective 2.5 miles of City streets. Additionally, the City Council considered approving a purchase order with Vulcan Materials to provide the necessary asphalt material in support of the City’s paving efforts. The project is funded within the proposed Fiscal Year 2023-24 Capital Improvement Program Budget and work is anticipated to commence in early July 2023.
Approved and adopted the following resolution entitled:
RESOLUTION NO. 2023-35
RESOLUTION AWARDING CONSTRUCTION CONTRACTS AND
PURCHASE ORDERS FOR THE ANNUAL STREET
REHABILITATION PROJECT
1.11 RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO FINAL TOUCH CONSTRUCTION & DESIGN, INC. FOR THE CIVIC CENTER ROOF REPLACEMENT
PROJECT
City Council considered a formal resolution awarding a construction contract to Final Touch Construction & Design, Inc. (Fontana, CA) for the Civic Center Roof Replacement Project. This project will include the full removal and replacement of the Civic Center roof, which is estimated to be in excess of twenty-years old and is showing signs of failure throughout the building. The replacement roof has an anticipated lifespan of thirty years or more. Work will commence in early July 2023 and will be completed prior to the next winter season.
Approved and adopted the following resolution entitled:
Meeting Minutes
June 14, 2023
RESOLUTION NO. 2023-36
RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO
FINAL TOUCH CONSTRUCTION & DESIGN, INC. FOR THE
CIVIC CENTER ROOF REPLACEMENT PROJECT
1.12 RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO SANCON, ENGINEERING, INC. FOR THE SANITARY SEWER CURED IN PLACE PIPE
PROJECT
City Council considered a formal resolution awarding a construction contract to Sancon Engineering, Inc. (Huntington Beach, CA) for the Sanitary Sewer Cured in Place Pipe Project. This project will insert a cured in place pipe, also known as a liner, into existing sanitary sewer mains to inhibit and correct deficiencies such as root intrusion, pipe collapse, or erosion. This project will line approximately 9,000 linear feet of sanitary sewer pipeline.
Approved and adopted the following resolution entitled:
RESOLUTION NO. 2023-37
RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO
SANCON ENGINEERING, INC. FOR THE SANITARY SEWER
CURED IN PLACE PIPE PROJECT
1.13 RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH STATEWIDE TRAFFIC SAFETY AND SIGNS, INC. FOR TRAFFIC CONTROL
SERVICES IN SUPPORT OF THE TOUR DE BIG BEAR EVENT
City Council considered a formal resolution authorizing a professional services agreement with Statewide Traffic Safety and Signs, Inc. (Statewide) for traffic control services in support of the Tour de Big Bear Event. The City has historically supported the Tour de Big Bear event through the provision of in-kind services valued at approximately $50,000 annually through the use of existing City staff. Historically, the staff demands required of this event capture several weeks’ worth of staff time and result in additional overtime hours. In an effort to maintain staff’s effort focused on the larger responsibilities of Public Works, staff solicited proposals to contract out the traffic control services for the Tour de Big Bear event, which represents the largest single staff power impact. Statewide has solicited a proposal for these services and their cost proposal was in line with staff’s expectations and they are experienced in complicated and complex traffic control deployments which demonstrate their ability to provide the needed services for this event.
Approved and adopted the following resolution entitled:
RESOLUTION NO. 2023-38
RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES
AGREEMENT WITH STATEWIDE TRAFFIC SAFETY AND
SIGNS, INC. FOR TRAFFIC CONTROL SERVICES IN SUPPORT
OF THE TOUR DE BIG BEAR EVENT
Meeting Minutes
June 14, 2023
1.14 RESOLUTION AUTHORIZING BID SOLICIATIONS FOR UPCOMING CAPITAL
IMPROVEMENT PROJECTS AND FINDING THE PROJECTS EXEMPT FROM THE
CALIFORNIA ENVIRONMENTAL QUALITY ACT
City Council considered a formal resolution authorizing bid solicitations for upcoming Capital Improvement Projects that are contemplated within the proposed Fiscal Year 2023-24 Capital Improvement Program budget. This procedural approval will allow staff to proceed with the bidding process and obtain the necessary construction bids to advance the projects during this construction season. Upon completion of these bid solicitations, staff will present the construction contracts for consideration at a future City Council meeting and, at that time, will provide comprehensive project budgets, anticipated project costs and timelines. The projects contemplated within this action include: Drainage Master Plan, Village Drive and Stocker Road Sidewalk Improvements, Sewer Cleaning and Inspection Project, and the Cottage Lane Sewer Line Replacement Project.
Approved and adopted the following resolution entitled:
RESOLUTION NO. 2023-39
RESOLUTION AUTHORIZING BID SOLICITATIONS FOR
UPCOMING CAPITAL IMPROVEMENT PROJECTS AND
FINDING THE PROJECTS EXEMPT FROM THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT
1.15 RESOLUTION AUTHORIZING A PURCHASE ORDER FOR SANITARY SEWER
MANHOLE COVERS
City Council considered a formal resolution authorizing a purchase order for Sanitary Sewer Manhole Covers. As a part of the annual operations for the Sanitation Division, the manhole covers are replaced due to damage or as a part of roadway construction projects. This purchase order is for two hundred of the City’s standard manhole covers for use in support of the annual operations.
Approved and adopted the following resolution entitled:
RESOLUTION NO. 2023-40
RESOLUTION AUTHORIZING A PURCHASE ORDER FOR
SANITARY SEWER MANHOLE COVERS
1.16 RESOLUTION ADOPTING LOCAL GUIDELINES FOR IMPLEMENTING THE CALIFORNIA ENVIRONMENTAL QUALITY ACT FOR 2023, UNDER PUBLIC RESOURCES CODE SECTION 21000 ET. SEQ.
City Council considered a formal resolution adopting the 2023 Local Guidelines for implementing the California Environmental Quality Act (CEQA). These Local Guidelines implement the state CEQA Guidelines and will assure that the projects and activities processed through the City conform to the current legislation.
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June 14, 2023
Approved and adopted the following resolution entitled:
RESOLUTION NO. 2023-41
RESOLUTION ADOPTING LOCAL GUIDELINES FOR IMPLEMENTING
THE CALIFORNIA ENVIRONMENTAL QUALITY ACT FOR 2023 (PUBLIC RESOURCES CODE §§ 21000 ET SEQ.)
1.17 PERFORMING ARTS CENTER PIANO DONATION
City Council considered accepting a donation of a Mason & Hamlin baby grand piano from Douglas and Virgina Pfeiffer. Pursuant to the City’s Donation Policy, Administrative Policy No. 13-02, donations valued over $5,000 are required to be presented to, and accepted by, the City Council.
Approved.
1.18 ORDINANCE OF THE CITY OF BIG BEAR LAKE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, APPROVING ADJUSTMENTS TO THE DWP’S RATES,
CHARGES AND FEES FOR WATER SERVICE
City Council considered adopting an ordinance approving adjustments to the Department of Water & Power (DWP) rates, charges and fees for water service; and finding the action exempt from the California Environmental Quality Act. City Council introduced the ordinance, conducted the first reading of the title and waived further reading at the May 10, 2023 Regular Meeting.
Approved and adopted the following ordinance entitled:
ORDINANCE NO. 2023-515
ORDINANCE OF THE CITY OF BIG BEAR LAKE, COUNTY OF
SAN BERNARDINO, STATE OF CALIFORNIA, APPROVING
ADJUSTMENTS TO THE DWP'S RATES, CHARGES
AND FEES FOR WATER SERVICE
1.19 RESOLUTION INCORPORATING THE DEPARTMENT OF WATER AND POWER APPROVED BUDGET FOR FISCAL YEAR 2023-24 INTO THE CITY BUDGET City Council considered a formal resolution authorizing the incorporation of the Department of Water and Power (DWP) approved budget for Fiscal Year 2023-24 into the City of Big Bear Lake’s budget. The DWP budget is presented to the City Council on an annual basis for review and input prior to being adopted by the DWP Board of Commissioners. As opposed to scheduling a Special City Council Meeting to review the DWP Budget, City staff scheduled three (3) individual meetings on May 15 with the City Manager, the DWP General Manager, and no more than two (2) Councilmembers at a time to review the proposed DWP budget and offer Councilmembers an opportunity to ask questions and provide input.
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June 14, 2023
Approved and adopted the following resolution entitled:
RESOLUTION NO. 2023-42
RESOLUTION INCORPORATING THE CITY OF BIG BEAR LAKE,
DEPARTMENT OF WATER AND POWER APPROVED BUDGET FOR
FISCAL YEAR 2023-24 INTO THE CITY BUDGET
ITEMS REMOVED FROM THE CONSENT CALENDAR
None.
2. PUBLIC HEARING ITEMS
2.1 FISCAL YEAR 2023-24 BUDGET ADOPTION
City Council conducted a public hearing to receive comments regarding the Fiscal Year 2023-24 City budget. Following the public hearing, Council considered formal resolutions authorizing the adoption of the Fiscal Year 2023-24 budget, the approval and adoption of the Memorandum of Understanding (MOU) between the City of Big Bear Lake and the Teamsters Local 1932, General Employee Unit, and the FY 2023-24 salary schedule.
At the hour of 5:44 p.m., Mayor Putz opened the Public Hearing; seeing no public comment, Mayor Putz closed the Public Hearing at 5:44 p.m.
2.1A RESOLUTION ADOPTING THE FISCAL YEAR 2023-24 BUDGET A motion was made by Mayor Pro Tem Melnick, seconded by Councilmember Segovia, to approve staff’s recommendation.
A substitute motion was made by Councilmember Mote to adopt the budget as presented, but to pause on the recruitment and hiring of the proposed Code Compliance Officer until there is further discussion and clarification on enforcement policies. Motion failed due to lack of second.
The initial Motion made by Mayor Pro Tem Melnick, seconded by Councilmember Segovia, to approve staff’s recommendation and adopt the following resolution entitled:
RESOLUTION NO. 2023-43
RESOLUTION ADOPTING THE FISCAL YEAR 2023-24 BUDGET
was approved by the following vote:
AYES: Segovia, Melnick, Putz
NOES: Mote
ABSTAIN: None
EXCUSED: Herrick
Meeting Minutes
June 14, 2023
2.1B RESOLUTION APPROVING THE MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF BIG BEAR LAKE AND THE TEAMSTERS LOCAL 1932, GENERAL EMPLOYEE UNIT FROM JULY 1, 2023 – JUNE 30, 2026 A motion was made by Councilmember Mote, seconded by Mayor Pro Tem Melnick, to approve staff’s recommendation and adopt the following resolution entitled:
RESOLUTION NO. 2023-44
RESOLUTION APPROVING THE MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY OF BIG BEAR LAKE
AND THE TEAMSTERS LOCAL 1932, GENERAL EMPLOYEE
UNIT FROM JULY 1, 2023 – JUNE 30, 2026
Said motion was approved by the following vote:
AYES: Mote, Melnick, Segovia, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
2.1C RESOLUTION ADOPTING A PUBLICALLY AVAILABLE PAY SCHEDULE EFFECTIVE JULY 1, 2023 PURSUANT TO CALIFORNIA GOVERNMENT CODE 7522.34
A motion was made by Mayor Pro Tem Melnick, seconded by Councilmember Segovia, to approve staff’s recommendation and adopt the following resolution entitled:
RESOLUTION NO. 2023-45
RESOLUTION ADOPTING A PUBLICALLY AVAILABLE
PAY SCHEDULE EFFECTIVE JULY 1, 2023 PURSUANT
TO CALIFORNIA GOVERNMENT CODE SECTION 7522.34
Said motion was approved by the following vote:
AYES: Segovia, Mote, Melnick, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
2.2 RESOLUTION TO LEVY AND COLLECT ASSESSMENTS WITHIN THE VILLAGE MAINTENANCE ASSESSMENT DISTRICT NO. 1-92 FOR FISCAL YEAR 2023-24 City Council considered a formal resolution authorizing the levy and collection of assessments within the Village Maintenance Assessment District for Fiscal Year 2023-24. The assessments support ongoing maintenance activities within the Village area and property owners are assessed based upon the total amount of street frontage they own within the assessed area. The assessment amounts were adopted in June 2021 through a noticed Proposition 218 hearing whereby the City Council approved a rate structure that included a five-year rate increase through Fiscal Year 2025-
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June 14, 2023
26. The assessment for Fiscal Year 2023-24 is $33.00 per linear foot and will result in a total collection of approximately $170,000 from the assessed parcels.
At the hour of 6:01 p.m., Mayor Putz opened the Public Hearing; seeing no public comment, Mayor Putz closed the Public Hearing at 6:01 p.m.
A motion was made by Councilmember Segovia, seconded by Councilmember Mote, to approve staff’s recommendation and adopt the following resolution entitled:
RESOLUTION NO. 2023-46
RESOLUTION TO LEVY AND COLLECT ASSESSMENTS WITHIN THE
VILLAGE MAINTENANE ASSESSMENT DISTRICT NO. 1-92 FOR
FISCAL YEAR 2023-24
Said motion was approved by the following vote:
AYES: Mote, Segovia, Melnick, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
2.3 RESOLUTION ADOPTING A WRITTEN REPORT REGARDING DEPARTMENT OF WATER AND POWER WATER STANDBY CHARGES FOR FISCAL YEAR 2023-24
AND DIRECTING THAT SUCH CHARGES BE COLLECTED ON THE TAX ROLL City Council conducted a public hearing to receive comments regarding the placement of water standby fees on the FY 2023-24 tax roll, and considered a formal resolution authorizing the adoption of a written report concerning water standby fees and directing that the charges be collected via the tax roll in FY 2023-24. The proposed fee is $53 per vacant parcel, with additional charges for properties over one acre in size dependent upon the amount of street frontage. This fee has not been changed since FY 1991-92, and no fee changes are proposed for FY 2023-24.
At the hour of 6:04 p.m., Mayor Putz opened the Public Hearing; seeing no public comment, Mayor Putz closed the Public Hearing at 6:04 p.m.
A motion was made by Councilmember Mote, seconded by Mayor Pro Tem Melnick, to approve staff’s recommendation and adopt the following resolution entitled:
RESOLUTION NO. 2023-47
RESOLUTION ADOPTING A WRITTEN REPORT REGARDING
DEPARTMENT OF WATER AND WATER STANDBY CHARGES FOR
FISCAL YEAR 2023-24 AND DIRECTING THAT SUCH CHARGES BE
COLLECTED ON THE TAX ROLL
Meeting Minutes
June 14, 2023
Said motion was approved by the following vote:
AYES: Melnick, Mote, Segovia, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
2.4 RESOLUTION APPROVING THE PLACEMENT OF REFUSE FEES ON THE FISCAL YEAR 2023-24 TAX ROLL
City Council conducted a public hearing to receive comments regarding the placement of Refuse Fees on the Fiscal Year 2023-24 tax roll and considered a formal resolution to determine the amount of City Refuse Fees to be collected via the tax roll.
At the hour of 6:06 p.m., Mayor Putz opened the Public Hearing; seeing no public comment, Mayor Putz closed the Public Hearing at 6:06 p.m.
A motion was made by Councilmember Segovia, seconded by Mayor Pro Tem Melnick, to approve staff’s recommendation and adopt the following resolution entitled:
RESOLUTION NO. 2023-48
RESOLUTION APPROVING THE PLACEMENT OF REFUSE FEES
ON THE FISCAL YEAR 2023-24 TAX ROLL
Said motion was approved by the following vote:
AYES: Melnick, Segovia, Mote, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
2.5 PUBLIC HEARING FOR THE PLACEMENT OF SEWER USER FEES ON THE FISCAL YEAR 2023-24 TAX ROLL
City Council conducted a public hearing to receive comments regarding the placement of the City’s Sewer User Fees on the Fiscal Year 2023-24 tax roll.
At the hour of 6:09 p.m., Mayor Putz opened the Public Hearing; seeing no public comment, Mayor Putz closed the Public Hearing at 6:09 p.m.
The Big Bear Area Regional Wastewater Agency (BBARWA) adopted rate for Fiscal Year 2023- 24 will be considered at a separate public hearing scheduled for June 29, 2023. Council will consider taking formal action to establish rates and enable collection of the rates associated with BBARWA as well as the City Sewer User Fee on June 29, 2023.
3. DISCUSSION/ACTION ITEMS
3.1 RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO S. PORTER INC.
FOR THE RATHBUN CREEK TRAIL, PHASE III PROJECT
Meeting Minutes
June 14, 2023
City Council considered a formal resolution authorizing a construction contract with S. Porter, Inc. for the Rathbun Creek Trail Phase III. The Rathbun Creek Trail system was identified in the Rathbun Creek Sustainability plan, which identified mobility and recreation opportunities along Rathbun Creek, and envisions trails from the National Forest to Big Bear Lake. The Phase III section of the trail is proposed adjacent to Sonoma Drive from Elm Street to Moonridge Road.
Upon the award of contract, work is anticipated to commence in July 2023 and will be completed this summer.
Following Council’s initial questions and discussion, Mayor Pro Putz invited up speakers who wanted to speak on this item. The following individuals approached Council:
Ellen Kesler, Big Bear City resident, expressed her appreciation for the Rathbun Creek Trail; urged that the City stick with the conceptual plans and construct the third phase to match the existing segments.
Ed Wallace, Big Bear Lake resident, thanked Mayor Putz and Councilmember Mote for taking the time to walk the Rathbun Trail with him; requested that the City use some ingenuity to create a more meandering trail in an effort to save several trees from being cut down.
Jeremy Hansen, Big Bear Lake resident, insinuated that the City was not being transparent about the construction of the trail segment because the final plan of the trail segment does not exactly reflect the conceptual drawings of the trail segment; expressed appreciation for the changes made to the construction plans but also expressed concerns for the City’s approach to completion.
Kara Flietstra, Big Bear Lake resident, stated that she is discouraged with the lack of connection from the trail segment to Moonridge Road; asked for the City to prioritize connections to the Moonridge Corridor and the installment of public restrooms.
Following further discussion, a motion was made by Councilmember Mote, seconded by Mayor Pro Tem Melnick, to approve staff’s recommendation and adopt the following resolution entitled:
RESOLUTION NO. 2023-49
RESOLUTION AWARDING A CONSTRUCTION CONTRACT
TO S. PORTER, INC. FOR THE RATHBUN CREEK TRAIL,
PHASE III PROJECT
Said motion was approved by the following vote:
AYES: Segovia, Melnick, Mote, Putz
NOES: None
ABSTAIN: None
EXCUSED: Herrick
4. COMMENTS, ANNOUNCEMENTS & ADDITIONAL CITY BUSINESS
4.1 CITY CLERK, CITY ATTORNEY, CITY MANAGER COMMENTS
City Clerk Erica Stephenson announced that the application filing period for one (1) Planning Commission vacancy has been extended until Friday, June 30, at 5 p.m. and invited all interested individuals to contact the City Clerk’s Office for more information and an application.
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June 14, 2023
City Manager Erik Sund commented on his attendance at the Memorial Day weekend events including the Grill & Chill, the fireworks show, and the Memorial Day Ceremony at Veteran’s Park.
4.2 COUNCILMEMBER BOARD/COMMITTEE REPORTS & COMMENTS
Councilmember Segovia indicated that she would like to see more proactive/educational conversations and relationships with local non-profit organizations.
Councilmember Mote reported on the May 17 Mountain Transit Board Meeting and the May 24 Big Bear Area Regional Wastewater Agency Board Meeting; requested that a discussion in preparation for the drafting of an ordinance prohibiting/limiting animal breeding be brought forward for future Council discussion and consideration prior to Fall - Mayor Pro Tem Melnick expressed support for this request; requested that a discussion regarding a discretionary contribution to the Interact Club be brought forward for future Council discussion and consideration - Councilmember Segovia expressed support for this request.
Mayor Pro Tem Melnick expressed her appreciation for all the community involvement; announced that the Vacation Rental Ordinance will be brought forward to Council for review and discussion in August.
Mayor Putz announced that he attended a Community Leader meeting hosted by County Supervisor Dawn Rowe on May 16; reported on the San Bernardino County Transportation Authority City-County Conference on May 18-19 in Lake Arrowhead; commented on a meeting he had with Caltrans District 8 Director and the City Manager on May 23; stated that he provided a “Mayor’s Welcome” at the Highlander Event on May 26 and a speech at the annual Memorial Day Ceremony on May 29; reported on the June 2 League of California Cities Desert Mountain Division Meeting in Mammoth Lakes; presented certificates at the Big Bear Chamber of Commerce annual membership meeting on June 6; attended the San Bernardino County Transportation Authority meeting on June 7 as Councilmember Herrick’s alternate.
ADJOURNMENT
There being no further business to come before the Council at this Open Session, Mayor Putz adjourned the Open Session meeting at 7:20 p.m.
____________________________
Erica Stephenson, City Clerk
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Erica Stephenson, Assistant City Manager
SUBJECT: Resolution Appointing Rebecca Cannon as City Clerk and Rescinding Resolution No. 2018-33
BACKGROUND
On October 22, 2018, the City Council adopted Resolution 2018-33 appointing Erica Stephenson as the City Clerk, due to the pending retirement of then Acting City Clerk Kathleen Smith. This appointment was in line with the City Council’s historical practice of appointing a current City employee with a proven commitment to the community, familiarity with local stakeholders and a thorough knowledge of the City of Big Bear Lake’s organization.
DISCUSSION
As of July 1, 2023, Erica Stephenson was promoted to the City’s Assistant City Manager, which resulted in the need to fill the important City Clerk position. Currently, Deputy City Clerk Rebecca Cannon has been successfully fulfilling many of the City Clerk’s duties from records management to Agenda preparation. Rebecca has worked in the City Clerk’s Division for her entire career with the City and has proven to be very knowledgeable in all aspects of the City Clerk’s role ranging from the routine daily tasks all the way to more complex duties, such as the City’s election process.
Therefore, staff is confident that Rebecca’s nearly six (6) years of relevant, hands on experience has more than prepared her to successfully step into the role of Big Bear Lake’s City Clerk.
FISCAL IMPACT
There is no fiscal impact associated with the adoption of this resolution.
CONSIDERATION OF STRATEGIC PRIORITIES
This proposed action aligns with the City Council’s strategic priorities as it supports the investing, retaining and developing of staff.
ENVIRONMENTAL DETERMINATION
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
Item 1.4
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Appointing Rebecca Cannon as City Clerk and Rescinding Resolution No. 2018-33.
ATTACHMENT
1. Resolution No. 2023-XX
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION APPOINTING REBECCA CANNON AS CITY
CLERK AND RESCINDING RESOLUTION NO. 2018-33
WHEREAS, the City Council of the City of Big Bear Lake designated Erica Stephenson as City Clerk on October 22, 2018 pursuant to Resolution No. 2018-33; and WHEREAS, pursuant to Section 600 of the Charter of the City of Big Bear Lake (“Charter”), the City Council of the City of Big Bear Lake now desires to appoint Rebecca Cannon as City Clerk with supervision and oversight to be provided by the City Manager and/or their designee.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Big Bear Lake that Resolution No. 2018-33 is hereby rescinded and Rebecca Cannon is hereby appointed City Clerk of the City of Big Bear Lake, and shall have the responsibilities of such as set forth in Section 601 of the Charter.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sue O’Strander, AICP, Director of Community & Economic Development SUBJECT: Resolution Concluding the Economic Development Advisory Committee
BACKGROUND
When the City Council adopted Resolution 2021-19 (on February 8, 2021), forming the Economic Development Advisory Committee (EDAC), it was anticipated that the “Committee is a standing committee, but will schedule meetings on an ad hoc basis” and that the committee appointments “will end on or before June 30, 2023.”
Since 2021, through a series of regular meetings, the EDAC created an initial work plan, which was presented to City Council on May 16, 2022. Later in 2022, the City Council further refined the plan and tasked the EDAC to identify one actionable (i.e. tangible and easily completed) item.
On October 17, 2022, the City Council considered two tasks recommended by the EDAC. Council directed staff to proceed with master planning for the 19-acre property, and allocated funds for a beautification brochure. The EDAC continued to work on the details of the Beautify Big Bear brochure, which was presented to and approved by City Council in April 2023.
With Council’s approval of the beautification brochure, EDAC has completed all items as directed by the City Council.
FISCAL IMPACT
There is no fiscal impact associated with the adoption of this resolution.
CONSIDERATION OF STRATEGIC PRIORITIES
This proposed action aligns with the City Council’s strategic priorities as the work plan of the EDAC supports sustainable infrastructure projects and programs consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
RECOMMENDATION
It is recommended that the City Council consider adoption of a resolution concluding the EDAC.
ATTACHMENT
1. Resolution No. 2023-XX Concluding the EDAC
Item 1.5
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION CONCLUDING THE
ECONOMIC DEVELOPMENT ADVISORY COMMITTEE
WHEREAS, on February 8, 2021, the City adopted Resolution No. 2021-19 establishing the Economic Development Advisory Committee (“EDAC”) as a standing committee; and WHEREAS, on September 20, 2021, the City Council expanded the EDAC membership, from seven individuals to nine with two alternates. In addition, the City Council identified key areas within the City for the EDAC to focus on and identify strategies to pursue economic development and vitality. The four focus areas were identified as Big Bear Boulevard, Moonridge Corridor, Boulder Bay, and the Kmart Shopping Plaza; and
WHEREAS, on May 16, 2022, the City Council received a presentation by EDAC members of their Work Program, dated April 12, 2022, which included three program areas – Family Friendly Community, Welcoming City Gateways, and Relinquishment of Caltrans’ Highway 18; and WHEREAS, on August 1, 2022, the City Council considered a revised EDAC Work Program, dated July 12, 2022, which expanded the original program presented in May. The Focused Work Program incorporated some key areas previously identified by the City Council for EDAC attention. The Focused Work Program also identified a number of specific tasks under five priority areas: Family-Friendly Community, Welcoming City Gateways, Relinquishment of Caltrans’ Highway 18, Big Bear Boulevard, and Kmart Shopping Plaza. Specifically, the City Council directed the EDAC to identify one actionable item that could be pursued in a timely manner; and WHEREAS, on October 17, 2022, the EDAC returned to City Council with two ‘actionable’ items: Master Planning for 19-acre Lakefront Property, and initiate a campaign to Beautify Big Bear Boulevard. At that meeting, the City Council considered both items and directed staff to proceed with the master planning concept for the 19-acre property, and allocated $1,500 for use to print and mail brochures pertaining to the beautification effort; and WHEREAS, on April 12, 2023, the City Council considered and approved the Beautify Big Bear brochure, created by EDAC members; and
WHEREAS, the City Council appreciates the efforts and commitment of EDAC members to support and grow the local economy, and finds that the EDAC has successfully accomplished its mandate.
NOW, THEREFORE, BE IT RESOLVED BY the City Council of the City of Big Bear Lake hereby concludes the Economic Development Advisory Committee. ____________________________
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO )
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, at a regular meeting of the said Council on the 12 th day of July
2023, and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Erik Sund, City Manager
SUBJECT: Tree Donation
BACKGROUND
City of Big Bear Lake Policy No. #13-02, Gifts, Donations and Sponsorship to the City (Attachment 1), allows for funds to be designated for the placement of a tree in a City park.
DISCUSSION
The City is recommending that the City Council appropriate $1,500 from the City Council contingency fund to plant a tree and plaque for the Herrick family.
FISCAL IMPACT
There are sufficient funds already allocated in the Fiscal Year 2023-24 budget.
CONSIDERATION OF COUNCIL STRATEGIC PRIORITIES
1. Support and invest in sustainable infrastructure projects and programs consistent with the needs of our community
ENVIRONMENTAL DETERMINATION
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
RECOMMENDATION
It is recommended that City Council appropriate $1,500 out of the City Council contingency budget and proceed in accordance with Policy No. #13-02
ATTACHMENT
1. Policy No. #13-02 Gifts, Donations and Sponsorship to the City Item 1.6
ATTACHMENT 1
(
(
Number 13-02
SUBJECT:·
PURPOSE
CITY OF BIG BEAR LAKE, CALIFORNIA
ADMINISTRATIVE INSTRUCTION
Issued: 09/23/2013
GIFTS, DONATIONS AND SPONSORSHIPS TO THE CITY
From time to time, individuals, groups or corporations may wish to sponsor, donate or bequeath real or personal property to the City. Sponsorships by individuals, groups and/or corporations are also a major source of supp01t to many City functions. This policy establishes procedures for acceptance of donations and sponsorships. A uniform set of procedures shall be followed in acceptance of all donations and proper approval shall be obtained prior to acceptance. Capital goods donated to the City shall be accounted for in accordance with the procedures set forth in this policy.
The City Manager shall, at his/her discretion, either accept the gift/donation/sponsorship(s) and/or recommend to the City Council to accept, reject or recommend the sale of any gift made to or for the City for any public purpose. The City may utilize the gift as prescribed by the donor or, providing use of the gift and/or the income from it is not restricted, the gift may be used for any purppse that furthers City goals and objectives. The City Council shall provide for acknowledgment of the donation per the guidelines of this policy or in any manner deemed appropriate.
DEFINITIONS
For purposes of this policy, the term "gifts", "donations" and "sponsorships" shall be synonymous. A gift may be a monetary contribution and/or a real/personal property item(s) that the City has accepted and for which the donor has not received any good(s) or service in return.
SCOPE OF POLICY
(1) Responsibilitv. The City Manager and/or his designee, shall have the authority to accept donations in which the total value is less than $5,000. All donations whose total value exceeds $5,000, or of which the City Manager deems appropriate to present to the elected body, shall be reviewed and accepted by City Council. The City Manager and/or his designee shall be responsible for management of all donated funds and facilitating the disbursement of donated items.
(2) Unsolicited Gifts. including Artwork. Unsolicited donations will be evaluated to determine whether the donation has a valid restricted use to the City.
Administrative Instruction Number 2013-02
Page2
(a) Donors who wish to give a gift that is not specific to a given department will be referred to the City Manager.
(b) In the event the donated item does not have an obvious use by the department to which it has been presented, notice will be circulated to each department head, as deemed appropriate by the City Manager, to determine if it can be used elsewhere. The donor will be notified within two weeks as to whether the City is interested in the given item. ( c) If the item obviously has no use to the City or would be more effectively used elsewhere, the donor will be informed immediately and referred to an appropriate agency by the City Manager. ( d) Proof of Ownership. If there is question as to the legal owner of the donated item, proof of ownership may be requested.
( e) Donors shall be encouraged not to place unrealistic restrictions on donated items that may impede the City's flexibility in determining usefulness. (3 / Conditions for Accepting/Rdecting Donations. Staff will work with the donor to assure that restrictions are reasonable and do not leave the donor with unrealistic expectations regarding permanency of life of the donation. For example, if a tree is donated in the mem01y of a loved one, it may not be replaced if it dies or become diseased or damaged. · The City will not accept property that will impose a significant maintenance or operations expense on the City. As applicable, the following are criteria which may be applied in determining if a donation is appropriate for acceptance:
(a) The use of item(s) must be consistent with existing City policy. (b) Restrictions placed upon the use and/or disposition of the item must be practical to accept. ( c) Required accounting of the item(s) must not be excessively burdensome. ( d) Maintenance must not be excessive and/or maintenance support must be available. (e) Does use of the item(s) require the purchase of additional item(s) to be useful? (f) Acceptance of the item must not present a conflict of interest for the City or its employees.
Regardless of the value of the donation, if the donor is a person or entity doing business with the City, a contractor or potential contractor, or there is reason to believe there may be a conflict of interest, the City Manager will dete1mine if the gift should be accepted, rejected or submitted to the City Council for approval.
PROCEDURES
The following procedures shall be followed for all donations:
A Donation Receipt Form will be completed by City staff when donations are received, and a copy of the form will be forwarded to the City Clerk's Office for retention. The donor will be given a copy of the form. The Finance Division will retain a copy if the item is a capital good (valued in excess of $7,500 with at least a one-year life). In addition, a Letter of Understanding will be drafted and entered in to by both the donor, and the City, to identify expectations for (
Administrative Instruction Number 2013-02
replacement and/or removal of the item should conditions warrant; and any other restrictions placed on the donation, as agreed to by both the donor and the City.
The City will not place any value on the gift for the donor.
The donor, and not the City, shall be responsible for assuring compliance with any and all state and federal tax reporting requirements pertaining to the donation.
The Director of Administrative Services shall be notified of acceptance of capital items. Finance shall make the necessary entries on the respective accounts and prope1iy records to insure that the property is charged to the appropriate City account/program. This reporting must take place no later than thirty (30) days after the receipt of the donated item(s).
If the gift is a capital good of the type that is ordinarily maintained by the Public Works Division, the depaiiment receiving the gift must discuss the item with the Director of Public Works before accepting it.
(1) Park Benches and Trees. The City will accept funds for the placement of park benches and trees in City-owned public spaces, subject to the following provisions:
(a) All donations shall be reviewed, and accepted or refused, by the City, as deemed appropriate.
While the City does not need to state a reason for the refusal of a donation, such reasons may ( included that (i) the donor has an application or permit pending before the City that would create an appearance of a conflict, (ii) the person or event being commemorated would create public controversy, or (iii) the donation would not be in the best interest of the general public. (b) The City may designate certain parks or other public spaces for the location of donated benches and trees; prohibit the placement of donated benches aiid trees at certain parks or other public spaces; and/or establish a priority list for the placement of donated benches aiid trees. ( c) The City will only purchase a donated tree or bench after receiving a donation or donations necessary to cover the full cost of such tree or bench, including tax and shipping, aiid, at City Maiiagement's discretion, the cost of a plaque, certificate aiid installation. No public funds shall be used for the purchase of a donated tree or bench, unless authorized by the City Council. ( d) The City has no obligation to repair or replace, aiid may remove, a donated bench or tree if it is dainaged, destroyed, dies or deteriorates.
( e) In the case of a donated bench, the City will determine the bench style that is most appropriate for the site, aiid which meets the staiidards of the City for design, durability, construction and accessibility. The City will detem1ine the type aiid size of the donated tree after considering the preferences of the donor.
(f) The City Public Works Division will establish a price list for the donation of benches aiid prefened trees aiid update the list at appropriate intervals as needed. (g) A permanent file containing donor information shall be maintained by the City Clerk for historical purposes.
Administrative lnstrnction Number 2013-02
Page4
(2) Donation Acknowledgments. The Department receiving a gift will have the responsibility of acknowledging the donor and/or making arrangements for such in the following manner. Copies of all acknowledgement letters shall be sent to the City Council. $199 and under -A thank you letter acknowledging the gift sent by the City Manager. $200 and Up � A thank you letter aclmowledging the gift signed by the Mayor and/or a commemorative plaque or other ceremonial item if appropriate. (3) Commemorative Plaques. It is the policy of the City Council that donations that are so identified via a commemorative plaque be maintained for the assets' normal life or five (5) years, whichever is shorter. At the end of its useful life, the donated item may be replaced or removed at the discretion of the Department Head maintaining the donated item.
A commemorative plaque may or may not, at the discretion of City Management, be replaced or repaired if it is stolen or damaged during that five ( 5) year time span.
Text on any commemorative plaque may be limited to acknowledging the name of the person to be remembered, dates of the person's life or service to the community, and the name of the person or organization making the donation. Additional text on the plaque, the size of the plaque, the material it is made of and the placement of the plaque on the donated item shall be determined by City Management and/or the department accepting the donation.
REVIEW AUTHORITY
The City Council may revise or amend this policy at any time.
AUTHORIZATION
The City Manager, and/or his designee, has the authority to implement this policy.
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Deputy City Manager/Director of Public Works Jared Cheek, Public Works Manager-Capital Projects/EO
SUBJECT: Resolution Authorizing a Professional Services Agreement with Bucknam Infrastructure Group for the Development of a Traffic Sign Inventory
BACKGROUND
The City’s Public Works Department provides maintenance of approximately eighty-four (84) centerline miles of streets throughout the City. Within the City’s street network, it is estimated that there are approximately 4,500 traffic signs that include regulatory signs, street name and guide signs. As a part of the City’s routine maintenance, signs are replaced when they are damaged, destroyed, or become illegible. These maintenance efforts are done on an as needed basis as the City does not have a comprehensive sign inventory or replacement program.
Staff has received a proposal to perform a comprehensive survey of street signs, and other traffic infrastructure, throughout the community to build a detailed database of the City’s assets. This effort will assist in routine maintenance and management of these items, provide the framework for future Capital Improvement Projects (CIP), and assist in managing compliance with various standards for traffic signs and markings. Staff is recommending the approval of an agreement with Bucknam Infrastructure Group to develop a comprehensive inventory of these assets.
DISCUSSION
There are approximately 4,500 traffic signs throughout the City right of way that include regulatory and warning signs, street name signs, and other guide signs. Included within the Capital Improvement Program (CIP) budget for Fiscal Year 2023-24 is funding to develop an inventory of these assets to support the City’s maintenance efforts and future Capital Improvement Projects.
In addition, the inventory will assist the City in planning for compliance with Federal Highway Administration standards for traffic signs, which include reflectivity, color and font, and size. The completion of this inventory will enable staff to assess our traffic signs and implement plans to improve them going forward.
Staff contacted Bucknam Infrastructure Group as they are one of the City’s on-call consultants with a focus in GIS, data collection and inventory development, and asset management. Bucknam Infrastructure Group assisted the City with updating the Pavement Management Program in 2022 and has a working familiarity with the City’s infrastructure and has a base map of the City’s street network available in GIS. Bucknam has proposed to perform a digital roadway imaging process Item 1.7
whereby the City will be driven with a GIS enabled van with cameras on it to collect all of the inventory data points. The information will then be processed and built into a functional inventory database with critical information and characteristics of each asset. The resulting inventory will be both available in a database as well as overlayed on a GIS map.
Given that the usage of the van will collect all data points within the right of way, such as street striping, crosswalks and curb markings, Bucknam Infrastructure Group has included the collection of these other items as options within their proposal. The proposal will inventory the striping and markings for the cost of the time required to process, interpret, and input the data.
FISCAL IMPACT
Funding for the Sign Inventory is included within the approved Fiscal Year Capital Improvement Program in the amount of $150,000 with funding coming from the General Fund. The proposal from Bucknam Infrastructure Group to perform the sign inventory, as well as the identified striping and street markings, is a not to exceed amount of $60,000.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities as it supports sustainable infrastructure projects and programs consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
Under section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Authorizing a Professional Services Agreement with Bucknam Infrastructure Group for the Development of a Traffic Sign Inventory.
ATTACHMENTS
1. Resolution No. 2023-XX
2. Proposal of Bucknam Infrastructure Group
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES
AGREEMENT WITH BUCKNAM INFRASTRUCTURE GROUP FOR THE
DEVELOPMENT OF A TRAFFIC SIGN INVENTORY
WHEREAS, the City of Big Bear Lake’s Public Works Department is responsible for the maintenance and operation of approximately eighty-four (84) centerline miles of streets throughout the City and it is estimated that there are 4,500 traffic signs within the right of way; and WHEREAS, the City’s routine maintenance efforts include the replacement of these signs when they are damaged, destroyed, or become illegible on an as needed basis; however, the City lacks a comprehensive sign replacement program or street sign inventory; and WHEREAS, staff requested a proposal from Bucknam Infrastructure Group who is one of the City’s on-call GIS consultants with an expertise in GIS, data collection and inventory development, and asset management to develop a comprehensive street sign inventory; and WHEREAS, Bucknam Infrastructure Group has proposed to utilize a digital roadway imaging process whereby a GIS enabled van with cameras will be driven throughout the City to collect all of the inventory data points; and
WHEREAS, the information collected will be processed and built into a functional inventory database which will include critical information and characteristics of each asset and the inventory will be available as a database and as a GIS map; and
WHEREAS, the inventory collection and processing will also include street striping, crosswalks, curb markings and other existing assets within the street rights of way; and WHEREAS, the proposal of Bucknam Infrastructure Group is in an amount not to exceed $60,000 for the collection of all data and the development of the comprehensive inventory; and WHEREAS, this inventory will be critical to staff to assist with the maintenance and management of these assets, streets signs and markings, and to provide the framework for future capital improvement projects; and
WHEREAS, the compiling of this information will be a key tool for the City to review and manage compliance with regulations related to traffic signage and markings, such as the Federal Highway Administration’s standards for sign reflectivity, color, font, and size; and WHEREAS, funding for this effort is included in the adopted Fiscal Year 2023-24 Capital Improvement Program budget in the amount of $150,000.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. A professional services agreement is authorized with Bucknam Infrastructure Group for the development of a traffic sign inventory in an amount not to exceed $60,000 and the City Manager is authorized to execute all necessary documents in a form approved by the City Attorney.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
ATTACHMENT 2
June 6, 2023
Mr. Jared Cheek
Public Works Operations Manager
City of Big Bear Lake
39707 Big Bear Boulevard
Big Bear Lake, CA 92315
Subject: Proposal for Sign Inventory Management Services Dear Jared;
It is our pleasure to submit our proposal to assist the City in the proactive management of the City’s sign inventory program. With the City of Big Bear Lake’s infrastructure moving toward automation through condition survey updates, Capital Improvement reporting (CIP), and GIS development, Bucknam Infrastructure Group, Inc. has identified a proactive and cost efficient method to assist the City in the continued success of your program. Our team will focus our high-end infrastructure management expertise and GIS technology to optimize the City’s administration of essential infrastructure management programs.
Our services will build a sign inventory program through cost-conscience inspections and GIS delivery / support.
By selecting Bucknam Infrastructure Group, Inc., the City of Big Bear Lake will continue to receive a strong, knowledgeable, innovative and communicative team with the experience to implement a cost-effective sign inventory. Our handpicked technicians and management professionals are committed to delivering quality services to the City. Mr. Peter Bucknam will represent our firm for this project and can be contacted at 760- 216-6529 (work) 714-501-1024 (cell) or email at [email protected].
In order to streamline project management and work schedules, all work efforts will be conducted through Bucknam Infrastructure’s office in Oceanside, CA
Respectfully submitted,
Bucknam Infrastructure Group, Inc.
Peter J. Bucknam
Project Manager / President
Scope of Work
City of Big Bear Lake 1-1
Sign Inventory Management Services
Sign Inventory / Management Tasks
TASK 1: Kick-off Meeting
The first step in implementing a successful traffic control device inventory program truly resides in frequent communication and timely scheduled data updates. For the City of Big Bear Lake it will be essential to establish, up front, the Public Works, Traffic and Maintenance management priorities. Our team will set a Project Kickoff meeting to further discuss and review in detail the expectations of the project, technical approach and the review of schedule and budget.
This effort will build consensus between the Traffic, Maintenance and Public Works departments as well as build a stronger maintenance / replacement program.
The first key topics to be discussed will include the review and assessment of the existing sign data, recently replaced signs, sign data attributes, survey areas, street sweeping schedules, replacement schedules, data quality and condition, current replacement criteria and desired service levels.
During the project several project assessment meetings and project status meetings will be held to ensure that the major scope tasks and project schedule are being adhered too.
TASK 2: Conduct Sign / Traffic Control Device Inventory Bucknam staff is very familiar with the Big Bear Lake
street network due to our support of the City’s
pavement management program (FY 2021 thru
2022). This familiarity with the network gives our
firm the unique ability to immediately set public
street surveys in motion.
(Includes Street Signs – Warning, Regulatory,
Guide & City Specialty Signs)
The City includes 90 miles of streets that
incorporate approximately 4,500 traffic control
signs. Through our discussions with City staff we have indicated that we will provide the following assessment/condition inventories:
• Perform a Sign Inventory to ensure data accuracy, reliability and use; a. Data collection will include all Warning, Regulator, Guide, Street Name and City Specialty signs
b. Verify / Correct existing sign location data
Scope of Work
City of Big Bear Lake 1-2
Sign Inventory Management Services
Bucknam will perform a digital
roadway imaging effort (Lambda
Tech’s GPS Vision) within the
designated grid schedule/areas that
captures public street images through
bi-directional surveys). This effort will
not only allow the baseline sign
survey to be completed but will
enable the City to perform future
inventories for additional street &
right-of-way traffic control assets, key
ROW elements and other utilities for
this project with only one survey (i.e., street striping, catch basins, manholes, curb markings, etc.).
All digital imagery becomes property of the City. Bucknam will utilize internal “Feature Extraction” software to view the digital images and collect the defined traffic control assets listed under this task.
The quality of the imagery and its GIS / record collecting capabilities within the software allows the technician to accurately identify the required sign/traffic control locations defined (X, Y, Z coordinate, height, size, etc.).
The in-house data assessment/condition inventories will be performed by the Bucknam team that is experienced and trained in using LambdaTech’s “Feature Extraction” software.
Definition of Sign Attributes
Bucknam will be required to inventory specific sign and traffic control data; we have included below the typical sign and traffic control attributes collected during our surveys. Our Project Manager will work with Mr. Jared Cheek in defining what attributes will be collected and associated with each sign and traffic control device location. These attributes typically include:
MUTCD & Street Sign Inventory
o Warning, regulation, street name and guide signs will be collected o Street name signs will be collected
o Sign ID and # of signs
o MUTCD unique code
o Sign text, size and height
o Pole ID, Post type, post count, cluster (grouping)
o Street name, cross street, street side
o Condition (Poor, Fair, Good)
o Standardized comments (missing sign, bent pole, etc.) Scope of Work
City of Big Bear Lake 1-3
Sign Inventory Management Services
Each asset location will be represented with a GPS point based on the assets definition. All inspection data is captured within the Feature Extraction software and exported to ESRI GIS Enterprise software for quality control and review. All data collected can easily be imported into Excel and ESRI based software’s such as Collector, ArcGIS Online (CPU and field collectors).
As stated above, we perform quality
control in order to ensure that sign
locations are being displayed properly
within the City’s GIS environment. We
will make sure that all sign assets are
projected with the proper coordinate
and projection system; the City’s
street centerline and parcel layer will
be used for this effort. Weekly quality
control is performed.
The figure above demonstrates the Feature Extraction software and tools that our technicians use to collect the project data
As stated, all data collected through the Feature Extraction software will be exported to a sign database for management review and eventual delivery to the City. Initially, all sign and traffic control data will reside within a MS Excel database and GIS shapefiles for City use.
Establishment of QA/QC Plan
We will use a statistical sampling approach for measuring the quality of our field technician’s work. In this manner, 10 percent of the original surveys will be re-assessed by an independent survey crew, supervised by a field supervisor, and the results will be compared to the original surveys.
Our QC process involves checking the field crews’ work in a “blind study” fashion. Quality control checks will be performed at the end of each survey week. This will ensure that all field personnel are properly collecting sign attributes and quantities for all segments. We will make sure that all sign assets are projected with the proper coordinate and projection system; the City’s street centerline and parcel layer will be used for this effort.
It is our understanding the City is currently managing their GIS data through ESRI’s ArcMap/ArcGIS Online software, Bucknam will provide the updated sign data to the City in the proper format to ensure its validity and use. This will be completed by working with current GIS/IT staff.
TASK 3: GIS Integration of Sign Assets
Once data collection efforts are completed, we will provide our mapping/reporting deliverables to the City’s review and approval:
Scope of Work
City of Big Bear Lake 1-4
Sign Inventory Management Services
Sign inventory report (Excel) demonstrating all signs that were located along with their associated attribute data
o Sign inventory GIS map demonstrating all signs that were located Sign condition map
Sign type (warning, regulation, street name, guide and specialty) Sign Map Atlas Book
Traffic Control Devices/ROW asset reports (Excel) demonstrating all elements that were located along with their associated attribute data (Optional, if collected) o Curb marking report and map
o Crosswalk report and map
o Street legends report and map
o Traffic Signal report and map
o Curb ramp report and map
o Street striping report and map
Bucknam will provide Executive Summary reports and associated spreadsheet reports specific to the asset types assessed and collected
Sample of Palmdale
Citywide Sign Inventory
Scope of Work
City of Big Bear Lake 1-5
Sign Inventory Management Services
Based upon the City’s review of all deliverables and provided comments, Bucknam Infrastructure will provide City staff with final GIS data project file(s) and associated shapefiles for publication within the City’s GIS Enterprise. Maps described within Task 3 will be included.
Deliverable: Complete GIS files/themes based on list above (shapefiles, .mxd and .mpk), data coordination/integration into GIS Enterprise and Sign Map Atlas books.
TASK 4: Publication of Sign Inventory within MyRoads®
With the incorporation of MyRoads® PMP webportal through Bucknam’s Pavement Management Program services, we will publish
finalized sign inventory data into the City’s
MyRoads® account. This will allow users to
selected sign assets by zone/district, street
name, individually or as a group to identify
essential traffic control data.
As the City matures into greater operational
and maintenance applications, MyRoads® will
serve as the go-to asset identification tool that
will quantify and calculate cost-estimates for
O&M services/projects.
Again, the City currently has access to
MyRoads® and will immediately be able to
view, query, report and calculate asset data
with Bucknam’s publication of your traffic
control data. Our MyRoads® services are
applied annually and are shown within our proposed fee.
Optional Services
TASK 5: Assessment / Demonstration of Big Bear Lake Public Works GIS (Phase I)
As more and more local agencies rely on digital GIS “go-to” sources, the City has recognized the need to establish a common-sense, effective GIS Operations & Maintenance Program (GISOM) within Public Works. Due to availability and low-cost GIS options that are available today for implementing a Public Works department GIS Program, we have described below our proven and successful approach that will allow Big Bear Lake staff to access, query and manage your infrastructure assets, records and maps through ESRI ArcGIS Online.
Scope of Work
City of Big Bear Lake 1-6
Sign Inventory Management Services
Recognizing that the GIS system is critical to day-to-day operations within the City and its Public Works department, an initial assessment of available City and County GIS data is needed. Initially, Bucknam will gather all available GIS data (streets, sign, water, etc.) and identify various GIS “data needs” (i.e. traffic signals, street lights) that are to be published within the GISOM. These assets will typically include:
A major deliverable resulting from our review of available Big Bear Lake GIS data, software and management methodologies will be the preparation of a GISOM technical memorandum that will provide the City with the following:
• Identification of all available Big Bear Lake GIS data (sourced by the City and/or County) • General findings regarding data quality, quantity, usefulness and application; • Recommendations for the GISOM cloud-based GIS program; • Data schema and server side file network mapping; and • Operations & Maintenance of GISOM program / annual support With City’s approval of the technical memorandum implementation goals combined with our experience of executing turn-key GIS solutions for local agencies, Bucknam will identify and publish all viable and essential Public Works GIS data to ArcGIS Online.
TASK 6: As-Needed Services (Operations and Maintenance) Infrastructure Management Program Support
Bucknam will provide annual support, for a period of two years, through quality and accurate infrastructure management services; operation and maintenance of Sign – Traffic Control layers and any other GIS assets (if collected under this project).
Operations and Maintenance of established GIS data will be essential to the on-going work efforts that City staff provide. On a regular basis, Bucknam will provide data updates to all essential GIS files within the City’s GIS Enterprise based upon sign and ROW edits.
Once the City has approved the Sign Inventory Report under this year’s work effort, this service will become active. Our typical As-Needed services include:
Data updates from completed field/work order sign maintenance; Capital improvement budget scenarios, general reporting; Additional feature extraction inventories above the amount collected within Task 3; Scope of Work
City of Big Bear Lake 1-7
Sign Inventory Management Services
Additional infrastructure GIS mapping; and
Infrastructure software implementation – GIS linking to Work Order systems.
The agreement will continue to include the provision of onsite and telephone support for the City staff.
Proposed Fee
Bucknam Infrastructure Group, Inc. has included a time and materials, not-to-exceed proposed fee for the City consideration. Our fee follows the described tasks shown within the Scope of Work. We have included our Hourly Rate Schedule as well.
As indicated within our fee, all tasks are negotiable.
Should the City desire to increase the service level above the task description outlined above for the Task 1 thru 4 or require other services not described herein, a fee adjustment would be negotiated and mutually agreed upon by both parties.
Scope of Work
City of Big Bear Lake 1-8
Sign Inventory Management Services
Standard Hourly Rate Schedule
Category Rate
Principal $ 295
Senior Project Manager 215
Pavement Management Project Manager 200
Management Analyst 170
Project Engineer / Planner 165
Sr. Engineer / GIS Manager 160
Assistant Engineer / Sr. Technician / GIS Analyst 155
CADD Operator 110
Administrative Assistant 105
Field Technician 104
Clerical / Word Processing 90
Reimbursables
Mileage $0.75/mile
Subconsultant Services Cost + 15%
Reproduction Cost + 15%
Travel & Subsistence Cost + 15%
Fees & Permits Cost + 15%
Computer Services (External) Cost + 15%
Rates Effective 1/1/23
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Deputy City Manager/Director of Public Works Israel Gomez, Associate Engineer
SUBJECT: Resolution Awarding a Construction Contract to Romans Construction for the Stanfield Cutoff Parking Lot Improvements Project
BACKGROUND
Beginning in 2021, the City of Big Bear Lake coordinated with the Big Bear Municipal Water District (MWD) to transfer the Stanfield Boardwalks and parking lot from the MWD to the City of Big Bear Lake. The transaction closed in August 2022 and the City is now the owner of these assets. In the time since the transfer has been completed, the City has coordinated the construction of the Stanfield Boardwalks Improvements Project, the Stanfield Marsh Outdoor Recreation and Education (SMORE) Trail Phase I Project, and the installation of the Stanfield Cutoff Public Restroom. To complete and tie together all of these improvements in the Stanfield area, staff included a project in the Fiscal Year 2023-24 Capital Improvement Program (CIP) budget, which was adopted on June 14, 2023, to pave and improve the Stanfield Cutoff Parking Lot.
DISCUSSION
The Fiscal Year 2023-24 Capital Improvement Program (CIP) budget includes a project to improve and pave the Stanfield Cutoff Parking Lot. This project will compliment the work that has taken place in the area, over the recent years, and will replace the existing curbing, install drainage infrastructure, and pave the parking surface. The existing parking lot is base material meaning it is not an ideal surface as it is uneven and dusty, it does not manage water well, and parking spaces are unable to be delineated.
On April 12, 2023, the City Council authorized staff to proceed with a bid solicitation for this project. A Notice Inviting Bids was advertised, as required, in the Big Bear Grizzly and was posted on the City’s website. On Tuesday, June 27, 2023, staff received, publicly opened, and read aloud five (5) sealed bids with the following results:
Contractor Location Bid Amount
Romans Construction Big Bear Lake, CA $373,686.50
Bear Valley Paving Big Bear Lake, CA $442,130.40
S. Porter, Inc. Big Bear Lake, CA $507,872.75
Granite Construction Co. Indio, CA $559,500.00
Kemcorp Construction, Inc. Ontario, CA $635,000.00
Item 1.8
Staff reviewed the bid documents for completeness and accuracy and has found Romans Construction to be the lowest responsive bidder for this project. Romans Construction is a general engineering contractor that has been in business in Big Bear Lake for many years and they have completed several public works projects for the City in the past.
Upon the award of contract, staff will coordinate the schedule for completion with representatives from Romans Construction. It is anticipated that the work will take approximately six (6) weeks and will require the closure of the Stanfield Cutoff Parking Lot and portions of the boardwalks, at times. Efforts will be made to complete the project expeditiously while minimizing impacts to the area during this peak visitation season.
FISCAL IMPACT
The adopted Capital Improvement Program (CIP ) for Fiscal Year 2023-24 includes funding of $400,000 for this project, with funding derived from Measure Y Proceeds. Staff is recommending the award in the contract amount as well as an additional contingency fund of $25,000 (approximately 7%). The contingency funds will cover the cost of any unforeseen conditions that may arise throughout the course of construction or accommodate any additional work that need be completed within this scope of work. The total contract award to Romans Construction for this project will be in an amount not to exceed $398,686.50.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities as it supports sustainable infrastructure projects consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
At the time that this project was authorized for bid, the City Council found that it is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 Existing Facilities as an alteration of an existing facility with no expansion of use.
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Awarding a Construction Contract to Romans Construction for the Stanfield Cutoff Parking Lot Improvements Project.
ATTACHMENT
1. Resolution No. 2023-XX
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION AWARDING A CONSTRUCTION CONTRACT
TO ROMANS CONSTRUCTION FOR THE STANFIELD
CUTOFF PARKING LOT IMPROVEMENTS PROJECT
WHEREAS, beginning in 2021, the City of Big Bear Lake coordinated with the Big Bear Municipal Water District (MWD) to transfer the Stanfield Boardwalks and parking lot from the MWD to the City of Big Bear Lake; and
WHEREAS, transaction closed in August 2022 and the City is now the owner of these assets and in the time since, the City has coordinated a number of public improvement projects in the area including the Stanfield Boardwalks Improvements Project, the Stanfield Marsh Outdoor Recreation and Education (SMORE) Trail Phase I Project, and the installation of the Stanfield Cutoff Public Restroom; and
WHEREAS, staff requested a Capital Improvement Project within the Fiscal Year 2023-24 CIP budget to improve the Stanfield Parking Lot; and
WHEREAS, staff has designed a project that will replace the existing curbing, install drainage infrastructure, and pave the parking surface; and
WHEREAS, on April 12, 2023, the City Council authorized staff to undertake a bid solicitation for this project; and
WHEREAS, on June 27, 2023, staff received, publicly opened and read aloud five (5) sealed bids for this project; and
WHEREAS, the bid of Romans Construction of $373,686.50 has been reviewed by staff and determined to be the lowest responsive bid for this project; and WHEREAS, Romans Construction is a general engineering contractor that has been in business in Big Bear Lake for many years and they have completed several public works projects for the City over the years; and
WHEREAS, in addition to the base bid amount, staff is requesting the award of a contingency fund of $25,000 to cover the cost of any unforeseen conditions that may arise throughout the course of construction; and
WHEREAS, this project is funded in the amount of $400,000 with funding being derived from proceeds of Measure Y; and
WHEREAS, the project is anticipated to take approximately six (6) weeks to complete once underway.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. A construction contract is awarded to Romans Construction for Stanfield Cutoff Parking Lot Improvements Project, in an amount not to exceed $398,686.50 inclusive of $25,000 in contingency funds, and that the City Manager is authorized to execute this agreement in a form approved by the City Attorney.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Deputy City Manager/Director of Public Works Jacky Chan, Associate Engineer
SUBJECT: Resolution Authorizing a Notice of Completion for the Knickerbocker Channel Fence Replacement Project
BACKGROUND
On April 12, 2023, the City Council awarded a construction contract to Everfence Corporation for the Knickerbocker Channel Fence Replacement Project. At the time of construction of the Knickerbocker Channel Trail, a number of improvements were made including a new paved trail and the addition of decorative wrought iron fencing. At the conclusion of construction, there was a section of the trail from Village Drive across the Knickerbocker Parking Lot that was left as chain link fencing. As the chain link fencing had become dilapidated, this project was designed to replace the approximately 350 linear feet of chain link fencing with black wrought iron to match the other portions of the trail fencing.
In March 2023, the City received eight (8) sealed bids for this project and the construction contract was awarded to EverFence Corporation, on April 12, 2023, in the amount of $41,888. The work has been completed to the satisfaction of staff and it is recommended that the City Council accept the work of EverFence Corporation and authorize a Notice of Completion for this project.
DISCUSSION
EverFence Corporation commenced work on this project in June 2023 and the work took approximately three (3) weeks to complete. As of June 28, 2023, the project is completed to the satisfaction of staff and the work is ready for acceptance.
FISCAL IMPACT
The Knickerbocker Channel Fence Replacement Project was budgeted in the Fiscal Year 2022-23 Capital Improvement Program (CIP) budget in the amount of $75,000. The work was completed for the awarded contract amount of $41,888 as there were no extra costs on the project. Funding for this project was derived from Measure Y proceeds.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities as it supports sustainable infrastructure Item 1.9
projects consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
At the time of authorizing the bid solicitation, the City Council found this project to be categorically exempt from the California Environmental Quality Act (CEQA).
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Authorizing a Notice of Completion for the Knickerbocker Channel Fence Replacement Project.
ATTACHMENTS
1. Resolution No. 2023-XX
2. Notice of Completion
3. Agenda Report Awarding the Construction Contract
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION AUTHORIZING A NOTICE OF COMPLETION FOR THE
KNICKERBOCKER CHANNEL FENCE REPLACEMENT PROJECT
WHEREAS, the Knickerbocker Channel Trail provides a pedestrian and bicycle facility along the Knickerbocker Channel from the Village to Veterans Park and the channel is lined with two types of fence, predominantly wrought iron and portions of chain link fence and the existing chain link is failing, creating potential safety hazards and diminished aesthetics; and WHEREAS, funding of $75,000 was included in the adopted Fiscal Year 2022-23 Capital Improvement Program budget to replace approximately 350 linear feet of fencing along the east side of the channel from the Knickerbocker Parking Lot to Village Drive; and WHEREAS, on March 16, 2023, staff received, publicly opened, and read aloud eight (8) sealed bids for this project; and
WHEREAS, on April 12, 2023, the City Council awarded a construction contract to EverFence Corporation (Santa Fe Springs, CA) in the amount of $41,888; and WHEREAS, EverFence Corporation commenced work on this project in June 2023 and the work took approximately three (3) weeks to complete; and
WHEREAS, as of June 28, 2023, the work was completed to the satisfaction of staff and the project is recommended for acceptance by the City Council and that staff be authorized to file a Notice of Completion for this project; and
WHEREAS, the work was completed for the total contract amount of $41,888.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. Staff is authorized to file a Notice of Completion for the Knickerbocker Channel Fence Replacement Project.
2. All retained funds from the project (5% of total contract) shall be released no sooner than thirty-five (35) days from recordation of said notice.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023, and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
ATTACHMENT 2
RECORDING REQUESTED BY:
City of Big Bear Lake
WHEN RECORDED, PLEASE MAIL TO:
City of Big Bear Lake
City Clerk
PO Box 10000
Big Bear Lake, CA 92315
SPACE ABOVE THIS LINE FOR RECORDER’S USE
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN THAT:
The undersigned is OWNER or agent of the OWNER of the interest or estate state below in the property hereinafter described:
The FULL NAME of the OWNER is: CITY OF BIG BEAR LAKE
The FULL ADDRESS OF THE owner is: 39707 BIG BEAR BOULEVARD, PO BOX 10000, BIG BEAR LAKE, CA 92315
The NATURE of the INTEREST or ESTATE of the undersigned is: agent of the owner that constructed the improvements.
The full name(s) and address(es) of all persons, if any, who hold such interest or estate with the undersigned as joint tenants or as tenants in common are:
NAME(S) ADDRESS(ES)
The full name(s) and address(es) of the successor(s) in interest of the undersigned if the property was transferred subsequent to the commencement of the work of improvement herein referred to:
NAME(S) ADDRESS(ES)
A work of improvement on the property hereinafter described was completed on: JUNE 28, 2023 The work of improvement completed is described as follows: KNICKERBOCKER CHANNEL FENCE REPLACEMENT PROJECT The NAME OF THE ORIGINAL CONTRACTORS, if any, for such work of improvement is: EVERFENCE CORPORATION The street address of said property is: SAN BERNARDINO COUNTY APNS 0308-174-33 and 0308-174-35 The property on which said work of improvement was completed is in the City of Big Bear Lake, County of San Bernardino, State of California.
Dated: 07/12/2023
Sean Sullivan, Public Works Department, City of Big Bear Lake
VERIFICATION
I, Sean Sullivan, am the Deputy City Manager/Director of Public Works, the declarant of the foregoing Notice of Completion. I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Executed on 07/12/2023 at Big Bear Lake, CA.
Sean Sullivan, Public Works Department, City of Big Bear Lake ATTACHMENT 3
MEETING
DATE: April 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Director of Public Services
Jacky Chan, Associate Engineer
SUBJECT: Resolution Awarding a Construction Contract to EverFence Corporation for the Knickerbocker Channel Fence Replacement Project
BACKGROUND
Included in the adopted Fiscal Year 2022-23 Capital Improvement Program budget was funding to replace the existing chain link fence along the Knickerbocker Channel, near the Village. The Knickerbocker Channel Trail provides a pedestrian and bicycle facility along the Knickerbocker Channel from the Village to Veterans Park. A previous project replaced a significant portion of the fencing along the channel with black wrought iron fencing, however, a portion of approximately 350 linear feet was left in chain link. The chain link is in need of replacement and is proposed to be replaced with black wrought iron to match the existing sections of fence.
In August 2022, staff conducted a bid solicitation for this project and received five (5) bids, all of which significantly exceeded the engineer’s estimate and budget. The CIP budget includes $75,000 and, at that time, the lowest bid received was approximately $112,000. On September 19, 2022, the City Council took action to reject all bids and authorize staff to resolicit bids for this project.
Staff revised the design to install the new section of fencing adjacent to the channel walls, rather than on top of them. The core drilling and concrete work required to install the fence on top of the channel wall was believed to be a significant contributor of costs to this project. With the redesign completed, staff again solicited bids for this effort in February and March 2023.
DISCUSSION
Staff conducted a public bid solicitation for this effort and on March 16, 2023, the city received, publicly opened, and read aloud eight (8) sealed bids with the following results:
Contractor Location Bid Amount
EverFence Corporation Santa Fe Springs, CA $ 41,888
Golden Bay Fence Plus Iron Works Inc. Stockton, CA $ 65,715 Red Hawk Services, Inc. Perris, CA $ 72,739
Alcorn Fence Company Sun Valley, CA $ 76,690
S. Porter, Inc. Big Bear Lake, CA $ 78,540
J&A Engineering Corp. DBA J&A Fence Azusa, CA $108,000
Quality Fence Co., Inc. Paramount, CA $114,140
In-Line Fence & Railing Co., Inc. Ramona, CA $131,954
Staff has reviewed the bids received and determined them to be complete, accurate, and in order.
EverFence Corporation has been found to be the lowest responsive bidder and has the demonstrated experience to complete this project. Staff has contacted references, provided within the bids, for projects that EverFence has completed within the Cities of Maywood and Monrovia and they have received satisfactory feedback.
Staff has been in communication with representatives of EverFence and work can commence within a matter of weeks upon approval of this contract. It is estimated that once the work begins, it will be completed within three (3) weeks.
FISCAL IMPACT
Funding for this project is included in the Fiscal Year 2022-23 Capital Improvement Program Budget in the amount of $75,000.
ENVIRONMENTAL CONSIDERATIONS
Under Section 15301.C of the CEQA Guidelines, this project is categorically exempt, and therefore no environmental review is required.
RECCOMENDATION
It is recommended that the City Council adopt a Resolution Awarding a Construction Contract to EverFence Corporation for the Knickerbocker Channel Fence Replacement Project.
ATTACHMENT
1. Resolution No. 2023-XX; Resolution Awarding a Construction Contract to EverFence Corporation for the Knickerbocker Channel Fence Replacement Project
MEETING
DATE:
TO:
THROUGH:
FROM:
SUBJECT:
July 12, 2023
Honorable Mayor and Members of the City Council
Erik Sund, City Manager
Sean Sullivan, Deputy City Manager/Director of Public Works Israel Gomez, Associate Engineer
Resolution Authorizing a Construction Contract with EverFence Corporation for Replacement of the Perimeter Fence at the 19-Acre Property
BACKGROUND
Effective August 1, 2022, the City executed a 99-year ground lease on 19-acres of property that is owned by the Bear Valley Mutual Water Company. Pursuant to the ground lease, the City now has the controlling interest in the entire property that includes a 59-space mobile home park, two restaurant spaces, residential properties, and vast open space. Since the lease became effective, the City has been working to manage and maintain the property while it initiates a master planning process to identify the vision for the property going forward. Some of the efforts that have been undertaken include the demolition of an abandoned building, tree trimming and cleanup throughout the property, and responding to the needs of the tenants.
The existing perimeter fence that fronts Big Bear Boulevard is dilapidated and failing given its age and overall condition. Additionally, given the heavy snow accumulation this winter, portions of it were further damaged by snow removal activities. Staff is proposing to replace the existing perimeter fence along the front of the property to include aesthetics and safety as well as increasing privacy for the residents.
DISCUSSION
The 19-acre property has significant frontage along Big Bear Boulevard and Alden Road and there is an existing perimeter fence along most of these frontages. The existing fencing is a combination of chain link and other miscellaneous materials that is aged and falling into disrepair. Staff has developed plans for the replacement of this fencing to improve the aesthetic appearance and safety of the site as well as improving privacy for the tenants within the mobile home park.
The fence fronting Big Bear Boulevard will be replaced with a typical wooden panel fence that is 6’ tall. This fence will also wrap around a portion of Alden Road. The wooden fence will follow the existing fence line and will promote privacy for the mobile home park and aesthetic improvement. Additionally, the shorter miscellaneous chain link fences along the property frontage will all be removed and a new round rail fence will be installed along the property line.
The round rail fence will match the existing type that is used elsewhere in the City and will further improve the appearance of the property frontage.
Item 1.10
Staff contacted vendors that had previously proposed on the two (2) fencing projects that the City has completed in the recent years to receive proposals for this work. A summary of the proposals received is as follows:
Contractor Location Bid Amount
EverFence Corporation Santa Fe Springs, CA $ 74,100.00
Red Hawk Services, Inc. Perris, CA $ 86,163.40
Golden Bay Fence Plus Iron Works, Inc. Stockton, CA $ 97,444.00 S. Porter, Inc. Big Bear Lake, CA $119,088.00
Quality Fence Co, Inc. Paramount, CA $139,640.00
Harris Steel Fence Company Los Angeles, CA $536,403.00
Staff reviewed the proposals for completeness and investigated the background and experience of the proposers. EverFence Corporation recently completed the Knickerbocker Channel Fence Replacement Project for the City and staff is satisfied with their work. The project was completed within the established schedule and budget for the project.
Upon approval of this agreement, staff will coordinate the work to commence as soon as possible.
It is anticipated that this work will be completed within thirty (30) days once initiated. Staff will coordinate with the contractor and Caritas, the manager of the Leisure Bear Mobile Home Park, to provide outreach and information to the residents who may be impacted by this project.
FISCAL IMPACT
The necessary funding for this effort is included within the adopted Fiscal Year 2023-24 Budget.
This budget includes a section for Property Lease General Operations and includes funding from Measure Y proceeds for the maintenance and improvement of this property.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities as it supports sustainable infrastructure projects consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
This project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 Existing Facilities as a repair or alteration of an existing facility with no expansion of use.
RECOMMENDATION
It is recommended that the City Council adopt the proposed Resolution Authorizing a Construction Contract with EverFence Corporation for Replacement of the Perimeter Fence at the 19-Acre Property.
ATTACHMENTS
1. Resolution No. 2023-XX
2. CEQA Notice of Exemption
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION AUTHORIZING A CONSTRUCTION CONTRACT
WITH EVERFENCE CORPORATION FOR REPLACEMENT OF
THE PERIMETER FENCE AT THE 19-ACRE PROPERTY
WHEREAS, effective August 1, 2022, the City executed a 99-year ground lease on 19-acres of property that is owned by the Bear Valley Mutual Water Company and, as such, the City now has the controlling interest in the entire property that includes a 59-space mobile home park, two restaurant spaces, residential properties, and vast open space; and WHEREAS, Since the lease became effective, the City has been working to manage and maintain the property while it initiates a master planning process to identify the vision for the property going forward and in this time has coordinated the demolition of an abandoned building, tree trimming and cleanup throughout the property, and responding to the needs of the tenants; and WHEREAS, the existing perimeter fencing around the property is dilapidated and failing, as a result of its age, and further received damage as result of snow removal activities during this past winter; and
WHEREAS, staff has designed a plan to replace the existing perimeter fencing with a 6’ wooden panel fence for the portion fronting Big Bear Boulevard and replacing the other existing chain link fence with round rail fencing along the property line; and WHEREAS, staff solicited proposals from fencing contractors that have participated in the procurements for other recent fencing efforts and received six (6) proposals; and WHEREAS, EverFence Corporation (Santa Fe Springs, CA) provided a cost proposal of $74,100; and
WHEREAS, EverFence Corporation recently completed the Knickerbocker Channel Fence Replacement Project to the satisfaction of staff and they are well qualified to complete this assignment; and
WHEREAS, this project is funded through the adopted Fiscal Year 2023-24 Annual Budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. A construction contract is approved with EverFence Corporation for the Replacement of the Perimeter Fence at the 19-Acre Property in an amount not to exceed $74,100.
2. This project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 Existing Facilities as a repair or alternation of an existing facility with no expansion of use.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
ATTACHMENT 2
NOTICE OF EXEMPTION
TO: Clerk of the Board of Supervisors FROM: Engineering Division County of San Bernardino City of Big Bear Lake
385 N. Arrowhead Avenue, 2nd Floor P. O. Box 10000
San Bernardino, CA 92415-0130 Big Bear Lake, CA 92315-8900 Project Title:
Replacement of Perimeter Fence at the 19-Acre Property
Project Location - Specific:
41044 Big Bear Blvd., Big Bear Lake, CA 92315
Description of Project:
The scope of work involves the replacement of the existing perimeter fence with new wooden panel fence and round rail fence options.
Name of Public Agency Approving Project:
City of Big Bear Lake, City Council
Name of Person or Agency Carrying out Project:
City of Big Bear Lake, Engineering Division
Exempt Status: (check one) (State type and section number) XX Categorically Exempt
Section: 15301(a)
Reasons why project is exempt:
CEQA exemptions include the repair, maintenance, or minor alteration of existing public facilities involving negligible or no expansion of use.
Lead Agency or Contact Person: Area Code/Telephone/Extension Sean Sullivan
Deputy City Manager/Director of Public Works (909) 866-5831 Date: July 12, 2023
Signature:
______________________________
Sean Sullivan
Deputy City Manager/Director of Public Works
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Deputy City Manager/Director of Public Works Israel Gomez, Associate Engineer
SUBJECT: Resolution Authorizing Extension of the Agreement for Completion of Public Improvements for Tract Map No. 18580, the Pines Subdivision
BACKGROUND
The Pines Subdivision is a 23-lot residential subdivision that is presently under construction in the vicinity of Mill Creek Road and Talmadge Road. The project dates to 2005, when the Tentative Tract Map was submitted. The project was approved by the Planning Commission in June 2013 (Resolution PC2013-14) and the Final Tract Map was approved by the City Council in July 2020.
On July 13, 2020, the City Council approved the Final Tract Map 18580, which included an Agreement for the Completion of Public Improvements. The conditions of approval for the construction of the project associated with this map require the developer, Big Bear Pines 23 LP, to complete several public improvements including water, sewer and drainage utility infrastructure, as well as street improvements including new roadways, sidewalks, curbs, gutters, and landscaping. In order for the Final Tract Map to record prior to the completion of these improvements, the developer executed the attached Agreement for the Completion of Public Improvements and posted a performance bond in the amount of $474,813, which is equal to the estimated cost of the construction of the public improvements.
Work is well underway on the construction of the public improvements and several elements have been completed with the remaining items nearing completion. To date, the City has accepted the work on portions of the street, water, and sewer improvements. The initial public improvements agreement required completion of the improvements within 1 year (July 13, 2021) but allows for extension of this agreement at the sole discretion of the City. The City Council extended this agreement in 2021 and 2022 and the developer is, again, requesting an extension of an additional year.
DISCUSSION
The developer of the Pines Subdivision, Big Bear Pines 23 LP, has requested that the City extend the existing Agreement for the Completion of Public Improvements by an additional year to allow time to complete the remaining improvements. The remaining requirements for completion are the street improvements at the intersection of Big Bear Boulevard (State Highway 18) and Talmadge Road. The developer has the encroachment permit, as required by Caltrans, and is coordinating Item 1.11
final plan check and review with the Community Development Department. The developer is making the necessary arrangements to get this work underway and it is anticipated that the work will commence in the coming weeks. Staff is recommending that the term of the agreement be extended for an additional year, through August 31, 2024 to accommodate the completion of these improvements.
A requirement of the public improvements agreement was that the developer would purchase a bond to the City in the amount of the public improvements to ensure their construction. The initial bond was furnished for $474,813; however, portions of that bond have been released as the City has accepted the completion of some of the improvements. At this time, the City still maintains a bond in the amount of $118,703, which is consistent with the value of the remaining improvements.
This bond shall remain active and in effect through the completion and acceptance by the City of the public improvements.
FISCAL IMPACT
There is no fiscal impact associated with the time extension to complete the public improvements.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities as it supports sustainable infrastructure projects consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Authorizing Extension of the Agreement for Completion of Public Improvements for Tract Map No. 18580, the Pines Subdivision.
ATTACHMENTS
1. Resolution No. 2023- XX
2. Recorded Tract Map 18580
3. Recorded Agreement for Completion of Public Improvements
4. Developer’s request for time extension
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION AUTHORIZING EXTENSION OF THE AGREEMENT
TO COMPLETE PUBLIC IMPROVEMENTS FOR TRACT MAP 18580
KNOWN AS THE PINES SUBDIVISION
WHEREAS, the Pines Subdivision as a 23-lot residential subdivision that is presently under construction in the vicinity of Mill Creek Road and Talmadge Road; and WHEREAS, this project and Tentative Tract Map 18580 were approved by the Planning Commission in June 2013 (Resolution PC2013-14) which included the conditions that a number of public improvements, including street, water, sewer, and drainage improvements be completed as a part of this project; and
WHEREAS, this project was approved by the City Council as Final Tract Map 18580 on July 13, 2020, at which time an Agreement to Complete Public Improvements was also approved which required completion of the public improvements by July 2021; and WHEREAS, as a guarantee that the public improvements would be completed, the developer executed an Agreement to Complete Public Improvements (Agreement) and posted a performance bond in the amount of $474,813 which is equal to their estimated cost of completion; and WHEREAS, work is well underway and a number of the public improvements, including street, water and sewer construction, have been completed by the developer and accepted by the City; and
WHEREAS, the developer has indicated that there are remaining public improvements, namely intersection improvements at Big Bear Boulevard (State Highway 18) and Talmadge Road, will not be completed within the established timeline within the Agreement; and WHEREAS, pursuant to the Agreement, the City maintains the sole discretion to extend the timeline for the completion of the public improvements and previously extended the timeline for completion in both 2021 and 222; and
WHEREAS, the developer has requested the extension of this agreement for an additional year to complete the improvements to the intersection at Big Bear Boulevard (State Highway 18) at Talmadge Road as they continue to make progress toward the execution of these improvements; and
WHEREAS, portions of the performance bond have been released with previous acceptances of portions of the work; and,
WHEREAS, the City continues to hold a performance bond for this project in the amount of $118,703, which is consistent with the cost of construction of the remaining public improvements and shall remain active through the completion of the improvements; and WHEREAS, staff recommends an extension to the existing Agreement to Complete Public Improvements through the period ending August 31, 2024.
NOW, THEREFORE, BE IT RESOLVED BY the City Council of the City of Big Bear Lake that:
1. The Agreement for the Completion of Public Improvements Associated with Tract Map No. 18580 be extended through the period ending August 31, 2024.
2. That the developer be required to maintain a performance bond in the amount of $118,703 through the completion, acceptance by the City, and warranty period of the remaining public improvements associated with Tract Map 18580.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023. ____________________________
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
ATTACHMENT 2
ATTACHMENT 3
ATTACHMENT 4
June 28, 2023
City of Big Bear Lake
Israel Rosales
39707 Big Bear Blvd.
Big Bear Lake, CA 92315
RE: Tract 18580 - Extension Request for Surety Bonds
Israel,
I am requesting a (1) One year extension for Tract 18580 Surety Bonds Should you have any questions please don’t hesitate to call. 714-402-2542 Thank you,
Pat Meek
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Deputy City Manager/Director of Public Works Jason Watterson, Public Works Operations Manager
SUBJECT: Resolution Authorizing Purchase Orders for Specialized Equipment for Public Works in Support of General Maintenance and Snow Removal
BACKGROUND
The City’s Public Works Department performs a number of key infrastructure maintenance activities within the City, such as parks and facilities maintenance, street maintenance and rehabilitation, and snow removal. In addition to staff, these functions are all supported by specialized equipment. The City maintains a fleet and pool of various vehicles and equipment to support the key functions of Public Works. In addition to the City’s owned equipment, the City annually rents a significant amount of equipment to support winter snow operations.
The adopted Fiscal Year 2023-24 Budget includes considerable funding, through both the Capital Improvement Program and the operations budget, to support the acquisition of specialized equipment in support of Public Works. Staff has reviewed the needs of the department and assessed the current inventory of equipment and, as such, is recommending the authorization to purchase certain pieces of equipment.
DISCUSSION
The City’s Public Works Department relies upon a fleet and pool of specific vehicles and equipment to support their everyday duties. The City’s inventory includes items ranging from light duty passenger vehicles to heavy duty pickup trucks, loaders, sewer jetter trucks, paving machines, and a motor grader. When a need for equipment arises, staff will assess the usage of the equipment in terms of meeting the need and the frequency of use and will then check the marketplace to determine whether to purchase the equipment or rent it as needed. Staff has identified the need for the following equipment and is recommending approval for the purchase of the equipment.
Volvo L110H Loader
The primary piece of equipment utilized during winter operations is a wheeled loader. Loaders are used to run all plow routes, to clear parking lots, and they receive critical attachments such as snow blowers. The City presently owns two (2) loaders made by Caterpillar, both of which are in excess of twenty-five (25) years old. In addition to the two (2) owned loaders, staff rent an additional seven (7) loaders for the winter season. The City’s owned equipment is critical to these operations as these loaders have been set up and retrofitted to easily connect the snow blowers and other Item 1.12
equipment, such as snow blades. In addition to winter activities, the City’s owned loaders are often used in support of the City’s street rehabilitation and other maintenance efforts.
Given the age of the City’s existing blowers, staff is proposing the purchase of a Volvo L110H to replace the 1988 Caterpillar. The City has historically rented Volvo equipment so the blades and cutting edges, which are owned by the City, are compatible with them and City staff are familiar with their maintenance and operation. Staff has received a proposal from Volvo Construction Equipment and Services (Volvo) that includes a discount resulting from the City’s membership in Sourcewell as well as credits for a portion of the rental fees paid this summer. This proposal is for a piece of equipment that was brand new when it was delivered to the City in November 2022 and it has been used only by City crews during this last winter.
According to the proposal provided by Volvo, the MSRP of this piece of equipment is more than $480,000. The City’s membership in Sourcewell (Sourcewell Contract #032119-VCE) provides a substantial discount of nearly 43%. Sourcewell is a national purchasing collective for use by governmental agencies to acquire goods and services, such as vehicles and equipment, at competitively bid prices without each agency needing to undertake a specific procurement. In addition to the discount offered by Sourcewell, Volvo is offering to apply 70% of all rental fees paid for this equipment by the City this year off of the offered price, resulting in an additional $26,796 in savings. With the Sourcewell discount and rental credit, the total price of this piece of equipment is $274,329.23.
Multihog CX75
In addition to the large loaders, the City utilizes smaller tractors for snow removal and other specialized maintenance activities. These smaller tractors are advantageous as they are able to be used on sidewalks, walkways, trails and other tight spaces. The City owns three (3) small tractors manufactured by Kubota that are from 1998, 2004, and 2009. In addition, in 2022, the City Council authorized the purchase of a Multihog CX75 which is another type of small equipment that was purchased to focus on snow removal activities and try a different type of equipment in anticipation of the needed replacement of the Kubotas. Staff has utilized the Multihog this past winter season and is pleased with the operation and versatility of the equipment and is recommending the purchase of an additional Multihog CX75.
The Multihog was a primary piece of equipment utilized within the Village and along Moonridge this past winter season. For purposes of snow removal, the vehicle moves swiftly along the streets, fits into tight spaces, and has a number of capabilities. The plow attachment exceeded the performance of the City’s other small tractors and staff is comfortable with the operation of the equipment. This piece of equipment is compatible with a number of attachments including snow blowers and street sweepers and staff is continually seeking other uses for this machine.
Staff has received a proposal from Municipal Maintenance Equipment, who holds the Sourcewell Contract (Contract #030619-MUL) for Multihog Equipment for the purchase of a new CX75, a snow plow, and a hydraulic street sweeper. The total price, for the equipment and attachments, is $173,953.49. Staff is recommending the issuing of a purchase order for this equipment to expand staff’s capacity and replace other aging equipment. The delivery time for this equipment is approximately 7 months from time of order, meaning the equipment may arrive in the middle of the next winter season.
Tire Chains
The City is required to supply all necessary tire chains for the equipment, from the loaders and motor grader, to the backhoes, small equipment and pickup trucks. Historically, the City has utilized chains manufactured by Pewag Traction Chain, Inc. (Pewag), which are regarded as the industry standard for snow traction chains utilized on heavy equipment. The City has utilized Pewag chains for many years, is satisfied with their performance, and has found that a set of chains will last 4-5 years depending on their usage. Additionally, staff has become proficient at repairing and maintaining these particular types of chains, further extending their useful life.
Pewag chains are only available for purchase from authorized distributors and Big Bear Traction (Big Bear Lake, CA) is the exclusive wholesaler/distributor of Pewag tire chains for the San Bernardino Mountains. The City historically waives competitive procurement practices for the purchase of Pewag chains through Big Bear Traction and staff is again requesting that consideration. Staff is requesting a purchase order not to exceed $80,000 with Big Bear Traction which will allow the purchase of approximately six (6) sets of chains for heavy equipment and additional chains for the backhoes and dump trucks as needed.
Cutting Edges
Cutting edges are the piece of equipment that attach to tractor blades and ultimately make the contact with the road to move the snow. As the cutting edges come in contact with the road, they are designed to wear with time. The City purchases all cutting edges from Cutting Edge Supply as they are custom made to be compatible with the City’s fleet of equipment. Staff is requesting a purchase order with Cutting Edge Supply (Colton, CA) for the amount of $40,000 to purchase replacement cutting edges for the majority of our equipment.
Staff is seeking approval of the outlined purchase authorizations. Initiating these procurements now will ensure that the equipment and materials are in stock prior and available as close to the start of the winter season.
FISCAL IMPACT
Funding for the purchase for new equipment is included in the adopted Fiscal Year 2023-24 Annual Budget. Funding is included in both the Capital Improvement Fund and the Street Maintenance Fund for these purchases.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities as it supports sustainable infrastructure projects and programs consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
Under section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required..
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Authorizing Purchase Orders for Specialized Equipment for Public Works in Support of General Maintenance and Snow Removal.
ATTACHMENTS
1. Resolution No. 2023-XX
2. Proposal for Volvo L110H Loader
3. Proposal for Multihog CX75
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION AUTHORIZING PURCHASE ORDERS FOR
SPECIALIZED EQUIPMENT FOR PUBLIC WORKS IN SUPPORT OF
GENERAL MAINTENANCE AND SNOW REMOVAL
WHEREAS, the City of Big Bear Lake’s Public Works Department’s functions are supported by a pool of various vehicles and equipment; and
WHEREAS, the City maintains its necessary vehicles and equipment in house and also maintains a replacement plan for the acquisition and replacement of equipment; and WHEREAS, the Fiscal Year 2023-24 Annual Budget includes considerable funding, through both the Capital Improvement Program and the operations budget, to support the acquisition of specialized equipment in support of Public Works; and
WHEREAS, staff has reviewed the needs of the department and has assessed the current inventory of equipment in order to make the necessary recommendations for new equipment and, as such, is recommending the acquisition of certain pieces of equipment to support the routine Public Works responsibilities including snow removal; and
WHEREAS, staff desires to purchase a Volvo 110L loader to replace an existing 1988 Caterpillar Loader which is used primarily for snow removal activities; and WHEREAS, the piece of equipment to be purchased was delivered to the City in November 2022 in brand new condition as a piece of rental equipment and based upon available discounts as well as credits for the monthly rental, the total price of the equipment is $274,329.23; and WHEREAS, in 2022, staff purchased a Multhihog CX75 which is a small and versatile tractor used for snow removal as well as other maintenance activities such as street sweeping and the equipment has exceeded the performance of the City’s other small tractors; and WHEREAS, staff desired to purchase an additional Multihog CX75 to support snow removal and maintenance activities and the total purchase price is $173,953.49 and includes a snow plow and a hydraulic street sweeper; and
WHEREAS, as all of the City’s equipment requires snow chains during winter operations, staff is seeking a purchase order with Big Bear Traction, who is the sole distributor of Pewag Traction Chains in the area, to obtain the necessary replacement chains for equipment; and WHEREAS, the snow removal equipment requires replacement cutting edges as these are the parts of equipment that make contact with the roads and wear overtime; and WHEREAS, Cutting Edge Supply provides the necessary cutting edges that are compatible with the varying types of the equipment that the City uses and, as such, staff is requesting a purchase order with Cutting Edge Supply; and
WHEREAS, funding for this effort is included in the adopted Fiscal Year 2023-24 Operations and Capital Improvement Program budgets to obtain these equipment items; and WHEREAS, by placing the orders for these items now, it will ensure that the City is prepared for the 2023-24 Winter Season.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. A purchase order is approved with Volvo Construction Equipment & Services for a Volvo L110H Loader in the amount of $274,329.23.
2. A purchase order is approved with Municipal Maintenance Equipment for a Multihog CX75, inclusive of the specified attachments, in an amount not to exceed $173,953.49.
3. A purchase order is approved with Big Bear Traction, Inc. in an amount not to exceed $80,000 for the purchase of Pewag Traction Chains for the 2023-24 Winter Season.
4. A purchase order is approved with Cutting Edge Supply in an amount not to exceed $40,000 for the purchase of cutting edges for the City’s snow operations equipment.
5. The City Manager is authorized to execute all necessary documents for these purchases.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
ATTACHMENT 2
Volvo Construction Equipment & Services
22099 Knabe Rd
Corona, CA 92883
Ph: (951) 277-7620
Fx: (866) 215-1474
X
X Net due 30 days
Year Hrs
2022 ~300 Volvo L110H Wheel Loader
- See attached specifications
2022 N/A Volvo 118" 4.4yd3 HO GP HD Bkt w/ BOCE
Paid Rentals Through 07/23 @ 70% to Apply
Factory and/or Delivery Freight
Pre-Delivery Inspection Charge (PDI)
Standard 24 2000 Hours
Finance Details:
Notes:
Volvo Construction Equipment Sourcewell Contract # 032119-VCE City of Big Bear Lake Member # 18858
Scott Nadell
Phone:
Unit ID
Customer
ACCEPTED DECLINED Non-Taxable Items:
PO No. 0
Machine subject to prior sale
Make Model Serial No.
Volvo
VCES Corona
Volvo
[email protected]
EQ0000971
EQ0001928
TERMS: Net due on receipt
L110H
Fax/Email:
632420
Ship to:
Big Bear Lake, CA 92315
(909) 866-5831
Contact:
Phone:
Sales Rep:
City of Big Bear Lake
Contact:
Address: PO Box 1000
Atten: Accounts Payable
Scott Nadell (Mobile: 619-778-6039)
Invoice to:
FOB Point of Origin - Ship Via: Customer Delivery Address LDR-BKT shp5353
Date:
Signature:
06/01/23
Government Sales
Sales Tax %
Total Price:
Hours are estimated
$ -
Standard warranty covers the full machine, bumper to bumper Warranty:
$ -
Expires:
$ -
$ -
$ 4,125.00
Title:
$ -
$ -
$ 249,841.51
“When operated in California, any off-road diesel vehicle may be subject to the California Air Resources Board In-Use Off-Road Diesel Vehicle Regulation. It therefore could be subject to retrofit or accelerated turnover requirements to reduce emissions of air pollutants. For more information, please visit the California Air Resources Board website at: http://www.arb.ca.gov/msprog/ordiesel/ordiesel.htm.” Notes:
Doc Fees:
$ 254,966.51
$ 5,125.00
Net Price:
$ -
Trade-in Credit:
Standard Full Machine Warranty is for 1yr and runs concurrently with extended warranty.
Sales Tax $
Subtotal:
Preventative Maintenance Contract:
Equipment Total:
THIS ORDER NOT ACCEPTED OR BINDING UNTIL APPROVED BY AN OFFICER OF VOLVO CONSTRUCTION EQUIPMENT & SERVICES Quote valid for 90 days
Customer
Signature:
Date:
7.750%
$ 274,329.23
$ 19,362.72
THIS DOCUMENT IS A CONTRACT INCLUDING IMPORTANT TERMS AND CONDITIONS. I HAVE REVIEWED AND ACCEPT ALL TERMS AND CONDITIONS, INCLUDING WITHOUT LIMITATION, THOSE ON THE 2ND PAGE OF THIS CONTRACT. I HAVE READ THIS CONTRACT AND AUTHORIZE THE ENTRY OF THE ABOVE ORDER SUBJECT TO THE TERMS AND CONDITIONS HEREIN.
Tier 4f Certified Engine
Title:
VCES
(909) 633-2565
COLLECT
Installment plan
Fax/Email:
PREPAID
$ -
Big Bear Lake, CA 92315
Jason Watterson
42040 Garstin Drive
$ -
$ 249,841.51
$ 1,000.00
Downpayment/Credit:
$ -
$ -
11/01/24
Proposal/Retail Order
Financing (see below)
$ -
$ -
$ -
Included
$ -
Total Price
06/01/23
City of Big Bear Lake
[email protected]
Description
$ 276,637.51
$ -
Address:
$ (26,796.00)
Months
Cash Sale
List Price Description
$372,474.00 Volvo L110H Wheel Loader
$26,777.00 23.5R25* Bridgestone VJT L3
$8,345.00 4 - Rims (3pc) for 23.5-25 Tires
$1,003.00 Full coverage fenders rear for standard tires $1,003.00 Full coverage fenders, steel front for standard tires $816.00 Mudflaps for full fenders for standard tires
$0.00 Engine D8J T4F Lockup US
$0.00 Fuel fill strainer
$206.00 Delayed Engine Shutdown
$0.00 Reversible cooling fan
$0.00 Optishift w lockup, RBB
$0.00 Rimpull
$3,488.00 Volvo,Airsusp,Heavy Duty
$7,549.00 Air conditioning with ACC (automatic climate control) $172.00 Steering knob
$0.00 Sliding window in door
$0.00 ACC Fahrenheit decal only
$0.00 Universal key
$0.00 Secondary steering, electric
$142.00 Lunch box holder
$0.00 Anchorage manual
$0.00 Co-pilot incl Camera
$0.00 Operator Coaching Start
$0.00 LOTO, Lock out tag out
$0.00 Back up alarm
$0.00 Max Boom Height
$329.00 Oil sampling ports
$459.00 Footsteps front frame
$7,748.00 Boom Suspension System (" Ride Control")
$0.00 Decals, English/Spanish
$0.00 Cover plates, rear frame
$0.00 Guardrail rear fender right
$0.00 Guardrail rear fender left
$0.00 Frame, life time warranty
$0.00 Year of manufact.plate
$0.00 CareTrack Connectivity 4 yr Subscription
$0.00 CareTrack, GSM/Satellite
$181.00 Max. fan speed, hot climate
$1,487.00 Air precleaner, Turbo II
$1,099.00 Radio BlueTooth/USB/AUX no CD
$1,156.00 RH Radio mounting kit (20 amp converter, speakers & 12v outlet) $605.00 Cab ladder, rubber suspended
$0.00 Forward view mirror for visibility over large buckets $758.00 Rearview mirrors, electric/heat long arm RH
$525.00 Automatic activation of rear work lights when reversing $368.00 Halogen Feature package
$6,975.00 3rd hydraulic function, std. boom
$3,442.00 Separate attachment locking, std. boom
$4,070.00 Counterweight, logging
$541.00 Head light guards
$1,115.00 HD tail light guards
$7,660.00 Attachment bracket
$21,066.00 118" 4.3 yd hook-on HD GP bucket
$2,920.00 118" 3-piece bolt-on edge kit, straight-edge bucket $484,479.00 Total List Price
42.9% Sourcewell % off List
$276,637.51 Sourcewell Machine Price
Volvo L110H Wheel Loader
Unit Specifications/Options
Reference Sales Order No: EQ0000971
Customer's Initials:
City of Big Bear Lake
TERMS AND CONDITIONS – EQUIPMENT SALE
1. General: The Terms and Conditions of Sale outlined herein shall apply to the sale by Volvo Road Machinery, Inc. d/b/a Volvo Construction Equipment Services (hereinafter referred to as Company) of products, equipment and parts relating thereto (hereinafter referred to as Equipment). Unless prior written agreement is reached, it shall be understood that the Company’s proceeding with any work shall be in accordance with the terms and conditions outlined herein.
The Company hereby gives notice of its objection to any additional or different terms included in any purchase order or other form submitted by the Purchaser. Such additional or different terms shall not be included in this contract. The Company will comply with applicable laws and regulations as they may apply to the manufacture of the Equipment. Compliance with any local governmental laws or regulations relating to the location, use or operation of the Equipment, or its use in conjunction with other equipment, shall be the sole responsibility of the Purchaser.
2. Title and Risk of Loss: Title and risk of loss or damage to the Equipment shall pass to the Purchaser upon tender of delivery F.O.B. manufacturing facility unless otherwise agreed upon by the parties, except that a security interest in the Equipment shall remain in the Company, regardless of mode of attachment to realty or other property, until full payment has been made therefor. Purchaser agrees upon request to all things and acts necessary to perfect and maintain such security interest and shall protect Company’s interest by adequately insuring the Equipment against loss or damage from any cause wherein the Company shall be named as an additional insured.
3. Assignment: Neither party shall assign or transfer this contract without the prior written consent of the other party. The Company however shall be permitted to assign or transfer, without the prior written consent of the Purchaser, the Company’s right to receive all or any portion of the payment due from the Purchaser under this contract.
4. Delivery and Delays: Delivery dates shall be interpreted as estimated and in no event shall dates be construed as falling within the meaning of “time is of the essence”. The Company shall not be liable for any loss or delay due to war, riots, fire, flood, strikes, or other labor difficulty, acts of civil or military authority including governmental laws, order, priorities or regulations, acts of the Purchaser, embargo, car shortage, damage or delay in transportation, inability to obtain necessary labor or materials from usual sources, faulty forgoings or castings, or other causes beyond the reasonable control of the Company. In the event of delay in performance due to any such cause, the date of delivery or time for completion will be adjusted to reflect the actual length of time lost by reason of such delay. The Purchaser’s receipt of Equipment shall constitute a waiver of any claims for delay.
5. Taxes: The price does not include any present or future Federal, State, or local property, license, privilege, sale, use, excise, gross receipts or other like taxes or assessments which may be applicable to, measured by, or imposed upon or result from this transaction, or any services performed in connection therewith. Such taxes will be itemized separately to Purchaser, who shall make prompt payment to the Company. The Company will accept a valid exemption certificate from Purchaser, if applicable. If such exemption certificate is not recognized by the government taxing authority involved, Purchaser agrees to promptly reimburse the Company for any taxes covered by such exemption certificate which the Company is required to pay.
6. Set Offs: Neither Purchaser nor any affiliated company or assignee shall have the right to claim compensation or to set off against any amounts which become payable to the Company under this contract or otherwise.
7. Patents: The Company shall defend any suit or proceeding brought against the Purchaser and shall pay any adverse judgment entered therein so far as such suit or proceeding is based upon a claim that the use of the Equipment manufactured by the Company, and furnished under this contract, constitutes infringement of any patent of the United States of America, provided the Company is promptly notified in writing and given the authority, information and assistance by Purchaser for defense of same; and the Company shall, at its option, procure for the Purchaser the right to continue to use such Equipment, modify it so that it becomes non-infringing, replace the same with non-infringing equipment, or remove such Equipment and refund the purchase price. The foregoing shall not be construed to include any agreement by the Company to accept any liability whatsoever with respect to patents for inventions including more than the Equipment furnished hereunder, or patents for methods and processes to be carried out with the aid of the Equipment. The foregoing states the entire liability of the Company with regard to patent infringement.
8. Warranty: The Company warrants that new Equipment manufactured by it and delivered hereunder will be free of defects in material and workmanship for the periods of time specified in the applicable warranties of the Company for such Equipment, which are incorporated herein by reference.
The Purchaser shall be obligated to promptly report any failure to conform to the applicable warranty to the Company in writing within the applicable warranty period, whereupon the Company shall, at its option, correct such nonconformity by suitable repair to such Equipment or furnish a replacement part F.O.B. point of shipment, provided the Purchaser has stored, installed, maintained and operated such Equipment in accordance with good industry practices and has complied with specific recommendations of the Company. The Company shall not be liable for any repairs, replacements, or adjustments to the Equipment or any costs of labor performed by the Purchaser or others without the Company’s prior written approval. The effects of corrosion, erosion and normal wear and tear are specifically excluded from the Company’s warranty. Performance warranties, if any, are limited to those specifically stated within the Company’s proposal. Unless responsibility for meeting such performance warranties is limited to specified shop or field tests, the Company’s obligation shall be to correct in the manner and for the period of time provided in the applicable warranty. Accessories or equipment furnished by the Company, but manufactured by others, including, but not limited to, engines, tires, batteries, engine electrical equipment, hydraulic transmissions, and carriers, shall carry whatever warranty the manufacturers have conveyed to the Company and which can be passed on to the Purchaser. THE COMPANY MAKES NO OTHER WARRANTY OR REPRESENTATION OF ANY KIND WHATSOEVER, EXPRESSED OR IMPLIED, EXCEPT THAT OF TITLE, AND ALL IMPLIED
WARRANTIES, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED. Correction by the Company of nonconformities whether patent or latent, in the manner and for the period of time provided above, shall constitute fulfillment of all liabilities of the Company for such nonconformities, whether based on contract, warranty, negligence, indemnity, strict liability or otherwise with respect to or arising out of such Equipment. The Purchaser shall not operate Equipment which is considered to be defective, without first notifying the Company in writing of its intention to do so. Any such use of Equipment will be at the Purchaser’s sole risk and liability. ALL USED EQUIPMENT IS SOLD “AS IS, WITH ALL FAULTS.”
9. Limitations of Liability: THE REMEDIES OF THE PURCHASER SET FORTH HEREIN ARE EXCLUSIVE, AND THE TOTAL LIABILITY OF THE COMPANY WITH RESPECT TO THIS CONTRACT OR THE EQUIPMENT AND SERVICES FURNISHED HEREUNDER, IN
CONNECTION WITH THE PERFORMANCE OR BREACH THEREOF, OR FROM THE
MANUFACTURE, SALE, DELIVERY, INSTALLATION, REPAIR OR TECHNICAL DIRECTION
COVERED BY OR FURNISHED UNDER THIS CONTRACT, WHETHER BASED ON
CONTRACT, WARRANTY, NEGLIGENCE, INDEMNITY, STRICT LIABILITY OR OTHERWISE,
SHALL NOT EXCEED THE PURCHASE PRICE OF THE UNIT OF EQUIPMENT UPON WHICH SUCH LIABILITY IS BASED. THE COMPANY AND ITS SUPPLIERS SHALL IN NO EVENT BE LIABLE TO THE PURCHASER, ANY SUCCESSORS IN INTEREST OR ANY BENEFICIARY OR ASSIGNEE OF
THIS CONTRACT FOR ANY CONSEQUENTIAL, INCIDENTAL, INDIRECT, SPECIAL OR
PUNITIVE DAMAGES ARISING OUT OF THIS CONTRACT OR ANY BREACH THEREOF, OR
ANY DEFECT IN, OR FAILURE OF, OR MALFUNCTION OF THE EQUIPMENT HEREUNDER,
WHETHER BASED UPON LOSS OF USE, LOST PROFITS OR REVENUE, INTEREST, LOST
GOODWILL, WORK STOPPAGE, IMPAIRMENT OF OTHER GOODS, LOSS BY REASON OF
SHUTDOWN OR NON-OPERATION, INCREASED EXPENSES OF OPERATION, COST OF PURCHASE OF REPLACEMENT POWER OR CLAIMS OF PURCHASER OR CUSTOMERS OF
PURCHASER FOR SERVICE INTERRUPTION, WHETHER OR NOT SUCH LOSS OR DAMAGE
IS BASED ON CONTRACT, WARRANTY, NEGLIGENCE, INDEMNITY, STRICT LIABILITY OR OTHERWISE.
10. Nuclear Liability: In the event that the Equipment sold hereunder is to be used in a nuclear facility, the Purchaser hereby releases and agrees to indemnify the Company and its suppliers for any nuclear damage, including loss of use, in any manner arising out of a nuclear incident, whether alleged to be due in whole or in part to the negligence or otherwise of the Company or its suppliers.
11. Governing Law: The rights and obligations of the parties shall be governed by the laws of the State of North Carolina excluding its conflicts of law principles. The United Nations Convention on Contracts for the International Sale of Goods shall not apply to this contract.
12. Execution: The Company shall not be bound by any contract or any modification thereto until approved in writing by an officer of the Company. The contract, when so approved, shall supersede all previous communications, either oral or written, with respect to the subject matter thereof.
TERMS AND CONDITIONS – EQUIPMENT RENTAL
1. Lessee agrees to rent the Equipment for the term and at the stipulated rental rates and to pay such rental when due irrespective of any claims, demands, set-offs, actions, suits or proceedings, that it may have or assert against Lessor.
2. From the time the Equipment is shipped from Lessor’s facility, until it is returned to Lessor’s designated facility, Lessee shall: (i) use the Equipment solely in the conduct of its business; (ii) use and preserve the Equipment in a careful, proper and lawful manner; (iii) at its own expense keep the Equipment in good repair, condition and working order and pay the cost of any and all parts and labor required for that purpose, using only parts manufactured or furnished by the manufacturer of the Equipment; (iv) not make any material alterations to the Equipment; (v) promptly notify Lessor of any loss of or damage to the Equipment; and (vi) assume the entire risk of loss of and damage to the Equipment, and injury or death to persons, from any cause whatsoever arising under this agreement.
3. Lessor may inspect the Equipment at all reasonable times.
4. Lessee shall report and pay to the appropriate authority any and all license fees, registration fees, assessments, charges and taxes, including penalty and interest, assessed against the Equipment due to rental or use thereof and reimburse Lessor upon request for any such amounts assessed against Lessor by reason of the rental or use of the Equipment, except for taxes payable in respect to Lessor’s income.
5. Lessee shall keep the Equipment at the address specified in this agreement, and not remove it therefrom without the Lessor’s prior written consent. Lessee shall not assign, sublet or pledge any of the Equipment or any interest in this agreement, and any attempt to do so shall constitute an act of default hereunder.
6. The Equipment shall at all times remain personal property of Lessor regardless of the degree of its annexation to any real property and shall not by reason of any annexation become a part thereof. Lessor shall retain a security interest in the Equipment in the event that the rental of the Equipment is held by a court to constitute a lease intended for security and Lessee agrees upon request to do all things and acts necessary to perfect and maintain such security interest.
7. Lessee, at its own expense, will maintain all risk insurance coverage on the Equipment for its full replacement value, and also such other insurance as Lessor may require, in amounts and under policies acceptable to Lessor, with loss payable to Lessee and Lessor as their respective interests may appear. Upon request of Lessor, Lessee shall furnish certificates of insurance evidencing such coverage. Each policy shall provide for thirty (30) days written notice to Lessor of the cancellation or material modification thereof.
8. Lessee shall promptly notify Lessor of each accident involving any Equipment, including time, place, nature of the accident or damage, and such other information as may be known; advise Lessor of all correspondence, papers, notices, or documents received; aid in the investigation and defense of all such claims; and assist in the recovery of damages, from third parties liable therefor.
9. In the event of damage to or loss, destruction or theft of the Equipment or any part thereof, Lessee shall pay to Lessor the full value of the Equipment at the time of such occurrence except to the extent that Lessor receives proceeds of insurance covering such Equipment. Such payment may, at Lessor’s option, be applied (i) to repair such Equipment, or (ii) to afford Lessee a pro rata reduction in the rental payments attributable to the lost or damaged Equipment, or (iii) to replace the Equipment with equipment of the same make and the same or later model.
10. LESSEE UNDERSTANDS THAT LESSOR MAKES NO REPRESENTATION OR WARRANTY OF ANY KIND WHATSOEVER, EXPRESS OR IMPLIED, WITH RESPECT TO THE
EQUIPMENT, AND ALL IMPLIED WARRANTIES, INCLUDING ANY IMPLIED WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY DISCLAIMED.
11. LESSOR SHALL NOT BE LIABLE FOR ANY DIRECT, INDIRECT, SPECIAL OR
CONSEQUENTIAL DAMAGES OR LOSS (I) RESULTING FROM THE NON-DELIVERY, DELIVERY, MANUFACTURE, INSTALLATION, USE OR OPERATION OF THE EQUIPMENT,
OR FROM ANY DEFECTS IN, FAILURES, MALFUNCTIONS, REPAIRS, REPLACEMENTS OR
ALTERATIONS THEREOF, OR (II) WITHOUT LIMITATION, ANY OTHER LIABILITY OF ANY NATURE WITH RESPECT TO THE EQUIPMENT, OR THIS AGREEMENT OR ANY BREACH THEREOF OR ARISING OUT OF NEGLIGENCE. FURTHERMORE, LESSEE SHALL
INDEMNIFY AND HOLD HARMLESS LESSOR, ITS DIRECTORS, OFFICERS, EMPLOYEES,
AGENTS AND REPRESENTATIVES, FROM ANY AND ALL CLAIMS, ACTIONS, SUITS,
PROCEEDINGS, COSTS, EXPENSES, DAMAGES, AND LIABILITIES, INCLUDING ATTORNEYS’ FEES, ARISING OUT OF, CONNECTED WITH, OR RESULTING FROM, THIS AGREEMENT OR THE BREACH THEREOF.
12. Upon termination of this agreement, Lessee will, at its own cost and expense, promptly return the Equipment to Lessor in the same condition as received, reasonable wear and tear and normal depreciation excepted.
13. If Lessee breaches its obligation to pay rentals when due or any of the other terms of this agreement, or if Lessee becomes insolvent or ceases to do business as a going concern, or if the Equipment or any part of it is abused, illegally used or misused, or if Lessee makes an assignment for the benefit of creditors, or if a petition in bankruptcy or for arrangement or reorganization is filed by or against Lessee, or if property of Lessee is attached or a receiver is appointed for Lessee or any of Lessee’s’ property, or if Lessee is in default pursuant to the provisions of any other agreement by and between Lessor and Lessee, or whenever Lessor may deem the rentals or Equipment insecure, the Lessee hereby authorizes Lessor to enter, with or without legal process, any premises where the Equipment may be and take possession thereof, or at the request of Lessor, Lessee will assemble the Equipment and make the Equipment available to the Lessor, in whole or in part as requested, at such place or places designated by the Lessor. All remedies herein are cumulative and any or all such remedies may be exercised in lieu of or in addition to any remedies at law, in equity or under statute. If after default this agreement is placed with an attorney for collection of unpaid rentals or enforcement of any other right or remedy of Lessor, Lessee shall pay reasonable attorney’s fees. Waiver of any default shall not be a waiver of any other or subsequent default.
14. All notices required to be given hereunder shall be in writing and shall be deemed adequately given if sent by registered or certified mail to the other party at the registered address of such other party, or at such other place as either party may designate in writing to the other party.
15. The rights and obligations of the parties shall be governed by the laws of the State of North Carolina excluding its conflicts of law principles.
16. This document and any attachments hereto constitute the entire agreement of the parties with respect to the subject matter hereof. No variation or modification of this document and no waiver of any of its provisions or conditions shall be valid unless in writing and signed by both parties.
ATTACHMENT 3
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Deputy City Manager/Director of Public Works Katya Meyer, Project Manager
SUBJECT: Resolution Authorizing the Execution of Reimbursable Agreements with the California Highway Patrol (CHP) for Traffic Management Services in Support of Special Events
BACKGROUND
Every year, the City assists in coordination and implementation of special events that attract thousands of visitors to the mountain area. In order to manage traffic volumes while maximizing efficiency and safety for both the participants of special events and the general public, the City is occasionally required to modify the traffic patterns on the State Highway System. These modifications are primarily limited to turn restrictions on the State Route 18 after the July 4th Fireworks show, or lane closures on State Routes 38 or 18 during the Tour de Big Bear Cycling Event. For each of these special events the City is required to obtain a Caltrans encroachment permit for these efforts on the State Highways.
As a component of these traffic control efforts, the City contracts with local law enforcement, including the Sheriff’s Department and the California Highway Patrol (CHP), to ensure safety and traffic movement during special events. Typically, the Sheriff’s Department and CHP are contracted to be stationed at various key locations such as the dam and other key intersections to monitor and maintain traffic flow and make any field adjustments as necessary to preserve safety for all users. In order to secure the services of the CHP, the execution of a reimbursable agreement is required to approve the use of their officers. The reimbursable agreements establish the number and assignment of the officers and the associated costs.
DISCUSSION
Special events are an important part of the Big Bear Lake tourism industry, especially during the summer months. Many of these special events attract thousands of visitors, increasing traffic congestion on the State Highways. The City partners with the CHP for traffic management services during special events to ensure safety and that vehicular movement is continuous. Contracting with the CHP for these services requires the execution of a reimbursable agreement prior to the event to specify the number of officers, timeline for service, and estimated cost for service including mileage and labor hours.
The CHP has requested that the City adopt a resolution to establish the signing and approval Item 1.13
authority for reimbursable agreements. The attached resolution for the City Council’s consideration will authorize the City Manager, or his designee, to be authorized and designated to sign and execute the reimbursable agreements on behalf of the City. This approval would be for all present and future agreements with the CHP for traffic control services associated with special events.
FISCAL IMPACT
CHP services generally cost between $5,000 to $8,000 per event. These costs are generated by rate schedules adopted by the State of California for CHP services and include the rates for officers, by rank, vehicle mileage and use, and any other associated costs.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s strategic priorities as it preserves and protects the quality of life for residents.
ENVIRONMENTAL DETERMINATION
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, not subject to environmental review.
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Authorizing the Execution of Reimbursable Agreements with the California Highway Patrol (CHP) for Traffic Management Services in Support of Special Events.
ATTACHMENT
1. Resolution 2023-XX
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION AUTHORIZING THE EXECUTION OF REIMBURSABLE
AGREEMENTS WITH THE CALIFORNIA HIGHWAY PATROL (CHP) FOR
TRAFFIC MANAGEMENT SERVICES IN SUPPORT OF SPECIAL EVENTS WHEREAS, the City assists in coordination and implementation of special events that attract thousands of visitors to the mountain areas; and
WHEREAS, to maximize safety and efficiency for both participants and the general public the City is occasionally required to modify the traffic patterns on the State Highway System by implementing traffic control for these special events; and WHEREAS, an element of the traffic management efforts is contracting with local law enforcement, including the Sheriff’s Department and the California Highway Patrol (CHP) to provide safety and ensure traffic movement during the special events; and WHEREAS, in order to secure the services of the CHP, they require the execution of a reimbursable agreement to approve the use and deployment of officers for the purpose of traffic safety; and
WHEREAS, the cost of these services are generated by rate schedules adopted by the State of California for CHP services and include the rates for officers, by rank, vehicle mileage and use, and any other associated costs, and are generally $5,000 to $8,000 per event; and WHEREAS, the CHP has requested that the City adopt an authorizing resolution to establish the signing and approval authority for future and present reimbursable agreements.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. The City Manager, or his designee, shall be authorized and designated to sign and execute all present and future reimbursable agreements with the California Highway Patrol (CHP) for traffic management services in support of special events on behalf of the City.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Deputy City Manager/Director of Public Works Israel Gomez, Associate Engineer
SUBJECT: Resolution Authorizing a Change Order with S. Porter, Inc. for Additional Connection Improvements Related to the Rathbun Creek Trail, Phase III Project
BACKGROUND
On June 14, 2023, the City Council awarded a construction contract to S. Porter, Inc. for the construction of the Rathbun Creek Trail, Phase III Project. The project contemplates the necessary clearing, grading, and paving to extend the Rathbun Creek Trail along Sonoma Drive from Elm Street to Moonridge Road. The Trail is contemplated within the Rathbun Corridor Sustainability Plan (2017) and the concepts include linkages and connectors to the Moonridge Corridor along both Moonridge Road and Elm Street.
An oversight in the design process resulted in these connectors not being contemplated within the construction plans that were put out for this project. Staff has subsequently completed the necessary design and solicited a price from the contractor, S. Porter, Inc., to construct these improvements concurrent to the work on the trail to maximize connections and mobility within the area.
DISCUSSION
The Rathbun Corridor Sustainability Plan developed the concepts for the Rathbun Creek Trail.
Phase III of the Rathbun Creek Trail will run adjacent to Sonoma Drive from Elm Street to Moonridge Road. The concepts also include connectors, such as sidewalk or additional trail, linking this section of the trail to the Moonridge Corridor. The connectors will be along Elm Street from Sonoma to Moonridge Road and along Moonridge Road from the terminus of Phase III of the trail back toward the Moonridge Corridor. An oversight during the design process caused these improvements to not be included within the bid plans for construction.
Staff has completed the design of these connectors, which is primarily grading and the construction of flatwork, which is consistent with the primary scope of work for the Rathbun Creek Trail Project. Given the close proximity of these improvements and the consistent scope of work, staff solicited a change order proposal from S. Porter, Inc. The price provided by S. Porter, Inc. was $173,452.50 and the work can be completed concurrent with the construction of the trail project.
Construction of these improvements, at this time, will maximize mobility in the area and support the use of both the Rathbun Creek Trail as well as access to the Moonridge Corridor.
Item 1.14
FISCAL IMPACT
The adopted budget for the Rathbun Creek Trail, Phase III Project is $1,591,600. The awarded contract to S. Porter, Inc. for the construction of the project was $605,434, including contingency funds. There is sufficient funding available within the project budget to support the additional cost $173,452.50 for this change order.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities as it supports sustainable infrastructure projects consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
These improvements are categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 Existing Facilities as repair and maintenance of existing streets and highways.
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Authorizing a Change Order with S. Porter, Inc. for Additional Connection Improvements Related to the Rathbun Creek Trail, Phase III Project.
ATTACHMENTS
1. Resolution No. 2023-XX
2. Plans for Connection Improvements
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION AUTHORIZING A CHANGE ORDER WITH
S. PORTER, INC. FOR ADDITIONAL CONNECTION
IMPROVEMENTS RELATED TO THE RATHBUN CREEK
TRAIL, PHASE III PROJECT
WHEREAS, on June 14, 2023, the City Council awarded a construction contract to S. Porter, Inc. for the construction of the Rathbun Creek Trail, Phase III Project which extends the Rathbun Creek Trail along Sonoma Drive from Elm Street to Moonridge Road; and WHEREAS, the project conceptual plans contemplate enhanced connections between the trail and the Moonridge Corridor along both Elm Street and Moonridge Road, however, these linkages were not included within the project bid specifications; and WHEREAS, staff completed the design of these additional connections and sought a proposal from S. Porter, Inc. given the close proximity of this work to the primary project and the fact that the concepts within the scope of work are very similar to that of the trail project; and WHEREAS, S. Porter, Inc. provided a proposal of $173,452.50 to complete these improvements and the work can be completed concurrent with the other trail improvements; and WHEREAS, the adopted budget for this project is $1,591,600 and the awarded funds, to this point, for the awarded contract to S. Porter, Inc. is $605,434, meaning that there is sufficient funding available for this scope of work.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. A Change Order is approved to the construction contract with S. Porter, Inc. for the Rathbun Creek Trail, Phase III Project in the amount of $173,452.50 for the construction of the improved connections of the Rathbun Creek Trail to the Moonridge Corridor.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
ATTACHMENT 2
CITY OF BIG BEAR LAKE BIG BEAR LAKE, CA 39707 BIG BEAR BLVD. P.O. BOX 10,000 BIG BEAR LAKE, CA 92315I K C IN C 0891 DET A ROPRO E
O
YT AL
RAEB GI B F REVISIONS NO. RATHBUN CREEK TRAIL PHASE 3 SITE PLAN DATE BY CHK'D DESCRIPTION DATE:
JOB NO:
DRAWN:
DESIGN:
CHECKED:
SCALE:
OF
SHEET:
C-2 1 1
06/20/2023
XX.XXX
IGR
IGR
JC
1":20'
LEGEND
PARCEL BOUNDARIES
EXISTING CULVERT
NATURAL DRAINAGE
TRAIL PATH
WOOD FENCE
CONCRETE
Construct 4" PCC sidewalk
920 sf approx.
Construct ADA Ramp
and cast iron truncated domes
Construct 4" PCC sidewalk
165 sf approx.
Construct 4" PCC sidewalk
135 sf approx.
Construct A2-6 C&G
34' approx.
Construct A2-6 C&G
43' approx.
Remove existing poplar
Grade 2:1 max
Construct 4" PCC sidewalk
2,270 sf approx.
Construct A2-6 C&G
250' approx.
Construct Concrete
Driveway Approach 6" PCC
290 sf approx. Construct 4x4' SD catch basin
and curb inlet
Install 24" HDPE
Corrugated Pipe
25' Approx.
Construct 6" PCC Curb
and Install 6' H Galvanized fence
27' approx.
Connect to existing sidewalk
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Stephen P. Deitsch, City Attorney
SUBJECT: Resolution Approving and Accepting the Grant Deed from Ruth L. Henricks, As Administrator of the Estate of Michael A. Montepara, Conveying to the City of Big Bear Lake that Certain Real Property Located at 42106 Big Bear Boulevard, Parcel No. 2328-111-08-0000; Authorizing a Fiscal Year 2023-24 Budget Appropriation; and Finding the Action Exempt from the California Environmental Quality Act
BACKGROUND
The City has completed negotiations with Ruth L. Henricks, administrator of the Estate of Michael A. Montepara in Probate Case #PROPS2000904 (“Seller”), for the purchase by the City of that certain real property, Parcel Number 2328-111-08-0000, located at 42106 Big Bear Boulevard, Big Bear Lake, California 92315 (the “Property”).
DISCUSSION
While the City has yet to formally determine the use, if any, to which the Property will be put, staff has considered the Property’s potential use, at least in part, for the expansion of an existing maintenance yard located at or near the Property, among other potential uses.
FISCAL IMPACT
As consideration for purchase of the Property, the City will pay to Seller one million three hundred fifty thousand dollars ($1,350,000). There are sufficient funds in the City’s General Fund and other accounts for purposes of acquisition of the Property. It is recommended that the City Council authorize an appropriation of $450,000 from each of the following unassigned fund balances:
General Fund, Sanitation Fund, and Measure Y.
CONSIDERATION OF STRATEGIC PRIORITIES
1. Support and invest in sustainable infrastructure projects and programs consistent with the needs of our community.
ENVIRONMENTAL DETERMINATION
The transfer of ownership of the Property is exempt from the California Environmental Quality Item 1.15
Act (CEQA) pursuant to Title 14 of the California Code of Regulations (hereinafter, “CEQA Guidelines”) Section 15061(b)(3), as acquisition of the property would not result in potentially significant impacts to the environment, which are defined by Public Resources Code section 21068 and section 15382 as substantial or potentially substantial adverse changes in the environment, given that the proposed action only provides for transfer of title to the Property and any future projects on the Property would be subject to review pursuant to CEQA.
Further, application of the categorical exemptions is not barred by exceptions set forth in Section 15300.2, as mere acquisition of the property by the City would not result in potentially significant impacts to the environment and would further not result in cumulative impacts, as the proposed action entails a mere transfer of ownership, and any future projects on the Property that affect the environment would be subject to review pursuant to CEQA.
RECOMMENDATION
It is recommended that the City Council adopt a resolution entitled Resolution Approving and Accepting the Grant Deed from Ruth L. Henricks, As Administrator of the Estate of Michael A.
Montepara, Conveying to the City of Big Bear Lake that Certain Real Property Located at 42106 Big Bear Boulevard, Parcel No. 2328-111-08-0000; Authorizing a Fiscal Year 2023-24 Budget Appropriation; and Finding the Action Exempt from the California Environmental Quality Act
ATTACHMENT
1. Resolution No. 2023-XX
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION APPROVING AND ACCEPTING THE GRANT DEED FROM
RUTH L. HENRICKS, AS ADMINISTRATOR OF THE ESTATE OF
MICHAEL A. MONTEPARA, CONVEYING TO THE CITY OF BIG BEAR LAKE THAT CERTAIN REAL PROPERTY LOCATED AT 42106 BIG BEAR BOULEVARD, PARCEL NO. 2328-111-08-0000; AUTHORIZING A FISCAL YEAR 2023-24 BUDGET APPROPRIATION; AND FINDING THE ACTION
EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT
WHEREAS, the City of Big Bear Lake (the “City”) has completed negotiations with Ruth L.
Henricks, as administrator of the Estate of Michael A. Montepara by Probate Case #PROPS2000904 (“Seller”), for the conveyance to the City of that certain real property located at 42106 Big Bear Boulevard, Big Bear Lake, California 92315, Parcel No. 2328-111-08-0000 (the “Property”) more fully described in the Grant Deed attached as Exhibit “A” to this Resolution (the “Grant Deed”); and
WHEREAS, the transfer of ownership of the Property is exempt from the California Environmental Quality Act (CEQA) pursuant to Title 14 of the California Code of Regulations (hereinafter, “CEQA Guidelines”) Section 15061(b)(3), as mere acquisition of the title to the Property would not result in potentially significant impacts to the environment, which are defined by Public Resources Code section 21068 and section 15382 as substantial or potentially substantial adverse changes in the environment, given that the proposed action only provides for transfer of title to the Property and any future projects on the Property would be subject to review pursuant to CEQA; and
WHEREAS, application of the categorical exemptions is not barred by exceptions set forth in Section 15300.2, as mere acquisition of the property by the City would not result in potentially significant impacts to the environment and would further not result in cumulative impacts, as the proposed action entails a mere transfer of ownership, the Property, and any future projects on the Property that affect the environment would be subject to review pursuant to CEQA; and WHEREAS, acceptance of the Grant Deed for the Property is in the best interests of the City and its residents; and
WHEREAS, all legal prerequisites to the acceptance of the Grant Deed and the adoption of this Resolution have occurred, and
WHEREAS, the negotiated price for this real property is $1,350,000 and the City maintains sufficient resources to acquire this property, and
WHEREAS, the proposed funding sources for this acquisition are $450,000 each from the General Fund, Sanitation Fund and Measure Y.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. The recitals set forth herein are adopted by the City Council as findings and they are true and correct.
2. The Grant Deed attached hereto as Exhibit “A,” conveying the Property therein described to the City of Big Bear Lake, is hereby approved by the City Council, and the City Clerk is authorized to affix thereto a Certificate of Acceptance by the City prior to recordation of the Grant Deed.
3. The Mayor is hereby authorized to execute the Grant Deed and any and all documents necessary to consummate the acceptance of Seller’s interest in the Property on behalf of the City.
4. This Resolution shall take effect immediately upon its adoption by the City Council.
5. The City Clerk shall certify the adoption of this Resolution and cause the fully executed Grant Deed and the Certificate of Acceptance to be recorded in the Office of the County Recorder.
6. The City Clerk is authorized to file a Notice of Exemption regarding this matter, in accordance with CEQA Guidelines.
7. The requested budget appropriations of $450,000 each from the General Fund, Sanitation Fund and Measure Y are hereby authorized.
PASSED, APPROVED, AND ADOPTED this 12th day of July, 2023. ______________________________
Randall Putz, Mayor
ATTEST:
______________________________
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-xx was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023, and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
______________________________
Erica Stephenson, City Clerk
EXHIBIT A
GRANT DEED
RECORDING REQUESTED BY:
ORANGE COAST TITLE
Order No. 210-2373682-15
Escrow No. 23997-DW
Parcel No. 2328-111-08-0000
MAIL TAX STATEMENT AND WHEN
RECORDED MAIL DOCUMENT TO:
THE CITY OF BIG BEAR LAKE
SPACE ABOVE THIS LINE FOR RECORDER'S USE
GRANT DEED
THE UNDERSIGNED GRANTOR(S) DECLARE(S) THAT DOCUMENTARY TRANSFER TAX IS $1,485.00 and CITY $-0- computed on full value of property conveyed, or
computed on full value less liens or encumbrances remaining at the time of sale. unincorporated area: Big Bear Lake
FOR A VALUABLE CONSIDERATION, receipt of which is hereby acknowledged, Ruth L. Henricks, as Administrator of the Estate of Michael A. Montepara aka Michael Alphons Montepara aka Michael Montepara by Probate case #props2000904
hereby GRANT(S) to The City of Big Bear Lake
the following described real property in the County of San Bernardino, State of California:
Property commonly known as: 42106 Big Bear Boulevard, Big Bear Lake, CA 92315 SEE EXHIBIT “A” ATTACHED HERETO AND MADE PART HEREOF
Date
Ruth L. Henricks, as Administrator of the Estate of
Michael A. Montepara aka Michael Alphons
Montepara aka Michael Montepara by Probate case
#props2000904
By: Ruth L. Henricks, Administrator
DRAFT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA }S.S.
COUNTY OF
On , before me, _____________________________________Notary Public, personally appeared Ruth L. Henricks , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________ ( Seal) DRAFT
EXHIBIT A
(legal description to follow)
DRAFT
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Kelly Ent, Deputy City Manager/Chief Financial Officer SUBJECT: Resolution Approving the Placement of City Sewer User Fees and Big Bear Area Regional Wastewater Agency User and Standby Fees on the Fiscal Year 2023- 24 Tax Roll
BACKGROUND
The City published notice of the filing of a report and public hearing on the question of whether to collect the sewer fees on the property tax roll. The City Council will conduct a public hearing to place City Sewer User Fees and Big Bear Area Regional Wastewater Agency (BBARWA) User and Standby Fees on the Fiscal Year 2023-24 tax roll for collection.
DISCUSSION
Sanitary sewer services within the City of Big Bear Lake have two components: collection and treatment. The City of Big Bear Lake provides a sewer collection system, within the City limits, that collects wastewater and conveys it to the wastewater treatment agency. The City assesses a sewer user fee to all parcels within the City for the sewer collection infrastructure. BBARWA provides for the treatment of effluent wastewater for all agencies across the mountaintop, including the City of Big Bear Lake, the Big Bear City Community Services District, and the area of Unincorporated San Bernardino County. BBARWA assesses each agency sewer user fees and sewer standby fees, based upon the equivalent dwelling units (EDUs) within each service area (or parcel size in the case of standby fees), and those fees are passed through by the respective agencies to the users (property owners) and are collected, annually, on the property tax rolls.
On June 29, 2023 at 2:00 p.m. a Public Hearing and majority protest proceedings, took place according to the requirements of Proposition 218, to consider sanitary sewer rates. At the close of that hearing, City Council adopted Resolution No. 2023-50 establishing sanitary sewer rates through Fiscal Year 2027-28. The rates to be collected in Fiscal Year 2023-24 are as follows:
Improved Parcels:
City Sewer User Fees $282.08 per Equivalent Dwelling Unit BBARWA Sewer User Fees $311.83 per Equivalent Dwelling Unit Unimproved Parcels:
BBARWA Sewer Standby Fees $20.00 per parcel under one (1) acre BBARWA Sewer Standby Fees $30.00 per parcel one (1) acre or larger Item 2.1
FISCAL IMPACT
There is no fiscal impact to approving the method of collection. Rates have been previously adopted and will generate sufficient revenue to cover the City’s maintenance and operations as well as the pass through due to BBARWA.
CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s strategic priorities as it supports and ensures fiscal responsibility.
ENVIRONMENTAL DETERMINATION
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
RECOMMENDATION
It is recommended that the City Council:
1. conduct a public hearing to hear any and all public testimony; and
2. adopt a resolution entitled Resolution Approving the Placement of City Sewer User Fees and Big Bear Area Regional Wastewater Agency User and Standby Fees on the Fiscal Year 2023-24 Tax Roll
ATTACHMENT
1. Resolution No. 2023-XX
ATTACHMENT 1
RESOLUTION NO. 2023-XX
RESOLUTION APPROVING THE PLACEMENT OF CITY
SEWER USER FEES AND BIG BEAR AREA REGIONAL
WASTEWATER AGENCY USER AND STANDBY FEES ON
THE FISCAL YEAR 2023-24 TAX ROLL
WHEREAS, pursuant to Sections 5471 of the California Health and Safety Code, the City Council of the City of Big Bear Lake (“City”) adopted Resolution 2023-50 establishing reasonable rates and fees for collection and transmission of effluent through the City’s sewer system to the Big Bear Area Regional Wastewater Authority (“BBARWA”) for treatment and disposal (“Sewer User Fees”); and
WHEREAS, pursuant to the Joint Powers Agreement with the BBARWA, the City shall, acting as agent, impose and collect a sewer standby fee (“BBARWA Sewer Standby Fees”) against all unimproved parcels of real property which are located within 200 feet of a sewer main; and WHEREAS, pursuant to Section 5473 of the California Health and Safety Code, the City Council has elected to have the Sewer User Fees and BBARWA Sewer Standby Fees (collectively the “Fees”) for the Fiscal Year 2023-24 forwarded to the San Bernardino County Auditor/Controller to be collected on the tax roll in the same manner, by the same persons and at the same time, together with and not separate from, the general taxes, and has caused a written report of Assessed Fees by Land Use (“Written Report”), a copy of which is attached hereto and by this reference incorporated herein (Exhibit A), to be prepared and filed with the City Clerk containing the number of Equivalent Dwelling Units (“EDU”) and real property parcels by land use subject to the said fees and the amount to be imposed thereon for Fiscal Year 2023-24; and WHEREAS, the City Clerk caused a notice of the filing of this Written Report and of the time and place of the hearing thereon to be published all in accordance with California Health and Safety Code section 5473.1; and
WHEREAS, on July 12, 2023, at 5:00 p.m., the City Council conducted the hearing on the Written Report and heard and considered all objections or protests thereto, and has determined and hereby finds that protests have not been made by the owners of a majority of the separate parcels or property described in the Written Report; and
WHEREAS, the City Council has determined to adopt the Written Report and to collect the Fees on the tax roll, which such Fees shall constitute a lien against the parcel or parcels of land described in the Written Report in accordance with California Health and Safety Code sections 5473 et seq.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. The City Council hereby finds and determines that the above Recitals are true and correct and are incorporated herein by this reference.
2. The Written Report filed with the City Clerk contains the number of Equivalent Dwelling Units (“EDU”) and real property parcels by land use subject to the Fees and the amount of said Fees for Fiscal Year 2023-24 to be imposed thereon, and the Written Report is therefore approved and adopted.
3. The Fees for the Fiscal Year 2023-24 shall be forwarded to the San Bernardino County Auditor/Controller and shall be collected on the tax roll in the same manner, by the same person, at the same time, together with and not separate from the general taxes.
4. The Fiscal Year 2023-24 Fees to be collected on improved/developed parcels are as follows:
City Sewer User Fees: $282.08 per Equivalent Dwelling Unit BBARWA Sewer User Fees: $311.83 per Equivalent Dwelling Unit
5. The Fiscal Year 2023-24 Fees to be collected on unimproved/vacant parcels are as follows:
BBARWA Sewer Standby Fees $20.00 per parcel under one (1) acre BBARWA Sewer Standby Fees $30.00 per parcel one (1) acre or larger
6. On or before August 10, 2023, the City Clerk is hereby directed to file with the San Bernardino County Auditor/Controller a copy of the Written Report, with a statement endorsed thereon over her signature that this has been fully adopted by the City Council, together with a certified copy of this Resolution, and shall request that the Fees be collected on the tax bills for the taxable parcels in the City identified in the Written Report along with the ordinary ad valorem taxes to be levied on and collected from owners of said parcels.
7. If any section, subsection, subdivision, sentence, clause, or phrase in this Resolution or any part thereof is for any reason held to be unconstitutional or invalid, ineffective by any court of competent jurisdiction, such decision shall not affect the validity or effectiveness of the remaining portions of this Resolution or any part thereof. The City Council hereby declares that it would have adopted each section irrespective of the fact that any one or more subsections, subdivisions, sentences, clauses, or phrases be declared unconstitutional, invalid, or ineffective.
8. This Resolution shall take effective immediately upon adoption.
9. The City Manager or his or her designee is hereby authorized to take all actions necessary to implement this Resolution.
10. The City Clerk shall certify to the passage and adoption of this Resolution.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk
EXHIBIT A
City of Big Bear Lake
Written Report
Assessed Fees by Land Use
Fiscal Year 2023-24
Land Use EDUs Parcel Count Sewer User Fees BBARWA Sewer Fees Residential 8,499.0 8,178 $ 2,397,397.92 $ 2,650,243.17 Commercial 3,117.3 942 $ 879,327.98 $ 972,067.66
Vacant 1,366.0 1,366 - $ 27,320.00
Hand Bills 285.4 24 $ 80,223.55 $ 88,996.28
Grand Total 13,267.7 10,510 $ 3,356,949.46 $ 3,738,627.11
MEETING
DATE: July 12, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Erik Sund, City Manager
SUBJECT: Resolution Authorizing a Professional Services Agreement with Tripepi Smith for Vacation Rental Outreach Services and Authorizing a Fiscal Year 2023-24 Budget Appropriation for Such Services
BACKGROUND
On January 11, 2021, the City Council adopted an urgency ordinance repealing regulations pertaining to transient private home rentals previously found in Chapter 17 of the Big Bear Lake Municipal Code. The new regulations for vacation rentals are found in Chapter 4.01. The Planning Commission and City Council held joint sessions on March 12, 2021, April 15, 2021, and May 25, 2021, to gather public input and discuss the various issues relating to regulating vacation rentals.
The Planning Commission held a public hearing on June 16, 2021, on the proposed changes to the Municipal Code Chapters 4.01 and 17. Additionally, over 600 pages of written comments and six hours of public testimony were received in 2021 regarding vacation rental regulations. At the June 16, 2021 meeting, the Planning Commission recommended approval of Municipal Code and Development Code Amendment 2020-103. City Council introduced the ordinance, conducted first reading, and waived further reading at the August 2, 2021 regular meeting, and formally adopted the ordinance at their August 16, 2021 regular meeting.
DISCUSSION
Upon adoption of the City’s new vacation rental ordinance, the City Council requested that this ordinance be reviewed on an annual basis. In preparing for this annual review, staff is recommending the hiring of Tripepi Smith to support the City as a neutral third-party to lead community workshop discussions in a structured, disciplined manner. Tripepi Smith has an objective to seek natural responses, but to distill an actionable outcome based on shared sentiments. The goal is to seek and reflect broad representation of community members and ensure the community has opportunities to be heard. The City intends to hold two in-person public workshops and one virtual workshop in an effort to seek input on recommendations to the City’s vacation rental ordinance. Upon the conclusion on these outreach efforts, the City Council will hold a workshop and Tripepi Smith will present the findings from their outreach. Please reference Tripepi Smith’s proposal, Attachment 1.
In accordance with the City of Big Bear Lake Purchasing Policy and Procedures (Policy No. 1981- 00), the City Manager has spending approval up to $25,000. However, in this case, I wanted to bring this recommendation forward to the City Council to publicly communicate the intended outreach efforts the City will attempt to achieve. Additionally, Policy No. 1981-00 states that services may occasionally be of proprietary nature and allows the City Manager to dispense with Item 3.1
bid requirements and make a recommendation after reasonable attempts to find other providers identifies that no comparable competitive alternatives exists. In this case, Tripepi Smith has a unique set of skills for this type of outreach; and we could not locate a provider with the same attributes. The staff at Tripepi Smith utilize a creative and strategic approach to public engagement, with a significant knowledge of civic affairs along with robust approach to marketing and communications.
FISCAL IMPACT
The proposed services are not included in the adopted budget. It is recommended that the City Council authorize a budget appropriation from the General Fund unassigned fund balance in the amount of $24,000.
CONSIDERATION OF STRATEGIC PRIORITIES
1. Enhance community engagement and local advocacy strategies, while bolstering partnerships with residents, businesses and regional partners.
2. Preserve and protect the quality of life for the residents and the businesses, while maintaining a balance with the environment to foster a sustainable economic base.
ENVIRONMENTAL DETERMINATION
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.
RECOMMENDATION
It is recommended that City Council adopt a resolution entitled Resolution Authorizing a Professional Services Agreement with Tripepi Smith for Vacation Rental Outreach Services and Authorizing a Fiscal Year 2023-24 Budget Appropriation for Such Services.
ATTACHMENTS
1. Proposal for Vacation Rentals Outreach
2. Resolution No. 2023-XX
ATTACHMENT 1
Proposal for: Vacation Rentals Outreach
CITY OF BIG BEAR LAKE
June 21, 2023
By: Ryder Todd Smith, Co-Founder & President
City of Big Bear Lake / Vacation Rental Outreach
CREATIVE SERVICES • Communication • Web • Social Media • Photography • Video • Design 2
TABLE OF CONTENTS
Company Overview....................................................................................................... 4 Project Team ............................................................................................................... 10 Approach to Client Engagements............................................................................... 11 Scope of Services Overview ........................................................................................ 12 Cost Proposal .............................................................................................................. 13 City of Big Bear Lake / Vacation Rental Outreach
CREATIVE SERVICES • Communication • Web • Social Media • Photography • Video • Design 3
INTRODUCTION
Thank you for the opportunity to present Tripepi Smith’s offerings in response to the City of Big Bear Lake’s request for community outreach regarding the City’s vacation rental policy. This proposal offers Tripepi Smith services discussed with the City aimed at facilitating constructive community engagement on the policy.
Tripepi Smith is a team of nearly 50 communications experts — robust enough to offer experienced and effective professionals for the job, yet small enough to be nimble and responsive. We offer a spectrum of skills that allows us to match the appropriate resource to the task at hand, letting us execute faster and reduce engagement costs. These resources vary by both years of experience and core hard skills (graphic design versus videography versus writing versus social media, for example). The result: we have an ability to tell a complete story across mediums, all within our one team. As a result, the City will only need one communications partner.
Tripepi Smith is a force multiplier for the communication operations in cities across California. From City of Napa to Carlsbad and out to Indian Wells, Tripepi Smith is actively working with over 100 city governments and public agencies. We gain insights from the breadth of our work and share that knowledge with our city clients. No other communications firm has the city client depth and diversity that Tripepi Smith offers. We leverage this experience to the benefit of each client, applying experiences and lessons learned from other client work
We look forward to the opportunity to help support the City of Big Bear Lake’s outreach efforts the benefit of its residents, property owners, partners and visitors.
I affirm that I have the authority to bind Tripepi Smith for this proposal.
Regards,
Ryder Todd Smith
Co-Founder & President
Tripepi Smith
City of Big Bear Lake / Vacation Rental Outreach
CREATIVE SERVICES • Communication • Web • Social Media • Photography • Video • Design 4
COMPANY OVERVIEW
Tripepi Smith excels at public affairs. We work in a complex environment where successful communications go hand-in-hand with marketing and technical expertise. As a full-service public affairs and creative services firm, Tripepi Smith delivers strategy, outreach and design tailored for local government, public agencies, nonprofits and private companies—each strongly represented in our client list.
At Tripepi Smith, experienced Directors and Analysts drive strategy and implement messaging. Full-time creative professionals generate compelling branding, websites, design, social media, photography and video.
The collaboration between Creative Services and Analysts keeps communications engaging and on-message, and a diversity of skillsets and expertise allows Tripepi Smith to offer clients exactly the level of service they need.
Additionally, printing, niche website development needs or for mailing, we may use subcontractors. These are often determined at the time of the need, so it is difficult to predict who that will be. However, here is a list of potential firms or people we routinely subcontract with:
InfoSend – Print and Mail House Services
DLS Printer Services – High-end Printing for Collateral Emily Baker – Voiceover Work
City of Big Bear Lake / Vacation Rental Outreach
CREATIVE SERVICES • Communication • Web • Social Media • Photography • Video • Design 5 Grounded in civic affairs: Co-founder and CFO
Nicole Smith is a 2nd-generation civic affairs
professional (her father was a city manager for 30
years). Meanwhile, co-founder and president of
Tripepi Smith, Ryder Todd Smith, brings over a
decade of public agency marketing and
communications experience to the table.
Legal Structure and Financial Matters
Tripepi Smith is a California S Corporation.
Ownership is equally split between Co-Founders
Nicole D. Smith and Ryder Todd Smith.
Tripepi Smith has been incorporated since 2002
and has generated a profit every year it has been
in operation. We have never had a legal claim
filed against us and have never failed to fulfill a
contract commitment.
Implementing Strategy and Engaging Audiences
Tripepi Smith recognizes the important interplay of public affairs and design. It’s about presenting ideas that advance communities and public institutions. An important corollary to this is providing the creative services that can build materials to engage audiences and make ideas resonate. Tripepi Smith’s multi-faceted design team enables us to reach these goals and lead effective creative strategy.
Strategic
Tripepi Smith is a provider of technology, communications and public affairs services. We leverage our skills and experiences in each of these areas to deliver efficient, technologically driven communication solutions that reflect our deep understanding of local government.
Our team has a strong record of working with public agencies, joint powers authorities and not-for-profit organizations throughout California to better engage and connect with their stakeholders and community.
Creative
Tripepi Smith’s creative professionals have worked with public and private clients on imagery, colors and graphic design in an array of projects. Our firm offers creative services that address not only traditional media such as print, websites, logo design and advertising but also non-traditional marketing services around email campaigns, social media, blogging, SEO, video production and more. This integrated approach to content development makes the process more efficient and more effective for clients. “…solutions that reflect
our deep understanding
of local government.”
City of Big Bear Lake / Vacation Rental Outreach
CREATIVE SERVICES • Communication • Web • Social Media • Photography • Video • Design 6 Content x Distribution = IMPACT
Tripepi Smith was born in the digital era and brings significant technical skills to the table. Members of our team carry technical certifications in Hootsuite Social Media Marketing, Facebook Blueprint, Google Advertising, Google Analytics and Twitter Flight School, among others. We take digital platforms seriously and recognize how critical it is to not only develop great visuals and messaging, but to ensure the audiences we want to reach actually see that content. Without content distribution, there is no impact.
City of Big Bear Lake / Vacation Rental Outreach
CREATIVE SERVICES • Communication • Web • Social Media • Photography • Video • Design 7 Our Services
Strategy, Marketing, Communications
Strategic development, research,
surveys, messaging
Social media management
Web and social media strategy,
optimization (SEO), metrics
Web hosting and support
Email campaigns
Relations (media, stakeholders,
public, government)
Support and training for events,
presentations and virtual
gatherings
Google AdWords, LinkedIn and
Facebook advertising
Creative Services
Full-service graphic design for
digital, print and outdoor
Brand and logo development
Content generation, writing and
editorial
Output services (digital
distribution, print management,
mail management)
Photography, illustration and
information graphics
Video and animation
Web design and implementation
City of Big Bear Lake / Vacation Rental Outreach
CREATIVE SERVICES • Communication • Web • Social Media • Photography • Video • Design 8 Client Roster
Tripepi Smith has been selected to work with over 180 local government agencies to help with their communications. We can provide you with contacts at any of these clients, including from the sample below.
Public agency clients we are actively supporting are bolded.
California City Management
Foundation
City of Aliso Viejo
City of American Canyon
City of Azusa
City of Bellflower
City of Burlingame
City of Claremont
City of Coronado
(City of) Culver City
City of Cupertino
(City of) Daly City
City of Danville
City of Duarte
City of El Cerrito
City of Fountain Valley
City of Foster City
City of Fullerton
City of Gilroy
City of Grover Beach
City of Hawaiian Gardens
City of Huntington Beach
City of Indian Wells
City of Industry
City of Irvine
City of La Cañada Flintridge
City of La Palma
City of La Puente
City of La Verne
City of Lake Forest
City of Laguna Hills
City of Laguna Niguel
City of Lancaster
City of Livermore
City of Lomita
City of Lynwood
City of Manhattan Beach
City of Manteca
City of Martinez
City of Millbrae
City of Morgan Hill
City of Murrieta
City of Napa
City of Norwalk
City of Orange
City of Orinda
City of Palm Desert
City of Palmdale
City of Paramount
City of Pismo Beach
City of Placentia
City of Pomona
City of Rancho Palos Verdes
City of Rancho Mirage
City of Riverbank
City of Rolling Hills Estates
City of Santa Ana
City of Santa Clarita
City of Santa Cruz
City of Santa Paula
City of Saratoga
City of Stanton
City of South Gate
City of Tracy
City of Vallejo
City of Vista
City of Walnut
(City of) Yuba City
Town of Windsor
County of Merced
County of Fresno
County of Sonoma
County of Santa Barbara
County of Kings
California Contract Cities
Association
CalChoice Energy CCA
California Joint Powers Insurance
Authority
Citrus Heights Water District
Claremont McKenna College
Costa Mesa Sanitary District
El Toro Water District
Independent Cities Association
Independent Cities
Finance Authority
Inland Empire Utilities Agency
Institute for Local Government
League of California Cities
Municipal Management
Association of
Northern California
Municipal Management
Association of
Southern California
Orange County City
Manager Association
Orange County
Sanitation District
Palmdale Water District
Rowland Water District
San Gabriel Valley City
Managers’ Association
South Orange County Wastewater
Authority
City of Big Bear Lake / Vacation Rental Outreach
CREATIVE SERVICES • Communication • Web • Social Media • Photography • Video • Design 9 Local Government Affiliation and Support
Tripepi Smith is firmly committed to the local government world and actively supports the local government association and professional staff who make cities work. Our sponsorship and affiliation with professional industry groups includes:
California City Management
Foundation
California Association of Public
Information Officials
League of California Cities
California Contract Cities
Association
Independent Cities Association
Orange County City Manager
Association
Cal-ICMA
San Gabriel Valley City
Managers’ Association
Municipal Management
Association of Northern
California
Municipal Management
Association of Southern
California
Institute for Local Government
University of Southern California
City/County Management
Fellowship
California Special District
Association
Work Samples
We encourage you to see all the work we have
done for clients through our online
portfolio at https://www.tripepismith.com/work.
City of Big Bear Lake / Vacation Rental Outreach
10 PROJECT TEAM
It is anticipated that President Ryder Todd Smith will take lead on the project, providing strategy oversight, conducting direct outreach facilitating workshops. Tripepi Smith will assign a Junior Business Analyst to support day-to-day deliverables and assist with project management.
Organizational Chart
City of Big Bear Lake / Vacation Rental Outreach
11 APPROACH TO CLIENT ENGAGEMENTS
Tripepi Smith begins all engagements with a kickoff meeting with the client to: introduce personnel to one another, define Key Performance Indicators (metrics, goals and timelines); review project management processes and tools; and ensure each team member has a full understanding of their responsibilities.
Tripepi Smith primarily uses the following tools to
manage projects:
• Google Workspace for email, creating
real-time collaborative documents, and
instant messaging;
• Zoom, Google Meet or Dialpad for
conference calls;
• Hootsuite and Sprout Social for social
media management;
• Meltwater for social media and media
monitoring;
• Kantata for project/task management,
internal project status updates, and time
entry.
These project management tools enable project
manager(s) to quickly determine a project’s
budget status, review the schedule of tasks and
send rapid notifications to the whole team if
issues arise.
City of Big Bear Lake / Vacation Rental Outreach
12 SCOPE OF SERVICES OVERVIEW
We anticipate a two-month engagement that begins in July and extends through August. This project will strive to form a community solution to a deeply divisive and emotionally charged issue among stakeholders, including residents, property owners and visitors. Tripepi Smith will focus on educating community stakeholders, establishing a fact base from which the community can engage in constructive conversation.
This project kicks off with an overarching goal of building and restoring trust in the community so that a solution can take place before a busy winter season.
Tripepi Smith can support the City as a neutral third-party and expert on matters of public engagement, as well as lead community workshop discussions in a structured, disciplined manner. We also understand the importance of acknowledging and working with the emotionality that this issue presents to the Big Bear Lake community. Our aim is not to stifle natural responses, but to distill from them an actionable outcome based on shared sentiments. Success will reflect broad representation of community members and ensuring the community has opportunities to be heard. Tripepi Smith proposes the following scope of services to support the City’s outreach and engagement efforts:
Project Management
Weekly check-in calls with Ryder & assigned JBA
Tripepi Smith internal strategy discussions
Community Outreach and Engagement
One (1) virtual forum to take place in advance of workshops Two (2) in-person workshops facilitated by Tripepi Smith Placement of five (5) strategic advertisements in the form of boosted posts/ads for maximum targeted distribution
Development of one (1) press release to inform the community of engagement opportunities Up to nine (9) hours of website content development for a dedicated informational page (includes ongoing maintenance)
Optional: social media creation of up to five (5) unique posts (graphic design included) Materials
One (1) summary write-up of outreach efforts, key takeaways and next steps Three (3) PowerPoint decks; one for each workshop
City of Big Bear Lake / Vacation Rental Outreach
13 COST PROPOSAL
Tripepi Smith recommends executing this agreement on a Time & Materials basis, in which the following rates apply.
2023 Standard Hourly Rates
Title Resource Hourly - Standard
Principal $350.00
Director $240.00
Art/Creative Director $240.00
Senior Business Analyst $190.00
Business Analyst $130.00
Junior Business Analyst $105.00
Senior Videographer/Animator $190.00
Senior Photographer/Graphic Designer $175.00
Photographer/Videographer $120.00
Graphic Designer $120.00
Junior Graphic Designer $105.00
Web Developer $195.00
Drone Operator $195.00
Council Chamber A/V Operator $105.00
City of Big Bear Lake / Vacation Rental Outreach
14 Cost Estimates
Scope Element Price Notes
Project
Management
$6,300.00 Includes weekly check-in calls for eight (8)
weeks
In-Person
Workshops
$6,460.00 Assumes two (2) 3-hour workshops;
estimated travel and lodging costs
included
Virtual Forum $1,575.00 Assumes one (1) half day virtual discussion of three (3) hours
Advertising Fees &
Configuration
$1,265.00 Boosting up to five (5) posts at $200 per
post
Summary Write-Up $1,750.00 Written document summarizing approach and results; up to five (5) pages and two
(2) drafts (draft, final)
Web Content
Development
$1,910.00 Dedicated outreach page and content
that will be housed on City site; up to
nine (9) hours of content development
and maintenance support
Press Release $770.00 One (1) Press Release; approx. 500 words PowerPoint Decks $2,050.00 Up to three (3) variations of PowerPoint decks: one (1) per workshop
Social Media Posts
(optional)
$1,255.00 Optional development of up to five (5)
social media posts; social media graphic
design included
Total $23,335.00
City of Big Bear Lake / Vacation Rental Outreach
15 T&M Billing
For ad hoc work, time at Tripepi Smith is billed in 15-minute increments – i.e. we invoice our time in the following examples: 1.25, 0.75, 4.0 or 6.5 hours.
Payment Terms
Any requested ad hoc work will be invoiced at the end of the month in which the work was done. Terms are net 30 days.
Annual Increase
Tripepi Smith will increase the hourly rates and retainer fees for all resources by five percent (5%) or the national CPI index — whichever is higher — each year on the anniversary of the contract, starting on the first anniversary of any contract when the contract duration is longer than one year. Otherwise, new rates will be negotiated with each new contract renewal period.
Other Costs
Because Tripepi Smith offers a broad set of services, we have some other related fees that may come up during our engagement that we want to tell you about.
Travel Costs
Travel costs must be pre-authorized and then will be reimbursed by the City for any requested travel. Travel costs to be covered are for airfare, lodging and car rental. If Tripepi Smith is requested to be onsite, we will invoice for travel time at half rate of the resource’s applicable Hourly Rate.
Equipment Costs
Tripepi Smith offers some services that require equipment, such as drone operations and video production.
As such, in those cases, the following rates apply:
Title Half Day Full Day
Video Equipment $400 $600
Drone Equipment N/A $500
• Six-hundred dollars ($600) for a full day of video equipment use (includes full set of video equipment).
Full day is defined as a shoot lasting four (4) or more hours. • Four-hundred dollars ($400) for a half day of video equipment use. Half day is defined as anything under four (4) hours of video production. All such expenses will be authorized by the Town prior to fee being assessed.
• Five-hundred dollars ($500) per day drone fee applies and is not inclusive of the drone operator time (Drone Operator rate).
Service Fees
Typically, Tripepi Smith prefers to have service providers bill the client directly to avoid additional administrative costs and because we have no economic interest in the service provider selection. If Tripepi Smith is asked to pay the bill for the client, we will apply a ten percent (10%) agency fee to the reimbursement expense. Typical services include, but are not limited to:
City of Big Bear Lake / Vacation Rental Outreach
16 Print Costs: Tripepi Smith is happy to use a printer of the client’s choosing for print production work, or to recommend a printer with whom we have experience.
Digital Advertising: Tripepi Smith is a Google Partner and Constant Contact Solution Provider and has Facebook Certified staff. We consider digital platforms to be a cornerstone element of any outreach strategy; often this comes with digital advertising fees.
Media Placement: Tripepi Smith can help liaise on behalf of the Town for advertising space within various mediums, such as newspapers, magazines or websites.
Voiceover, Translation and Closed Caption Fees: Tripepi Smith occasionally uses third-party resources to record voiceovers for videos, generate closed captions for videos, and for non-English language translations.
Tripepi Smith Partnership Discounts
Tripepi Smith has financial interest in certain related entities. These partnerships allow Tripepi Smith to offer clients extra media reach or additional services at partner pricing. Partnerships include:
PublicCEO
– digital news about public affairs, reaching over 17,000 California government executives https://www.publicceo.com
Civic Business Journal
– digital interest stories about the people in local government https://www.civicbusinessjournal.com
FlashVote
– planning, implementing, measuring civic surveys
https://www.flashvote.com
TS Talent Solutions
– talent search services for local government and related agencies https://www.tstalentsolutions.com/
ATTACHMENT 2
RESOLUTION NO. 2023-XX
RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES
AGREEMENT WITH TRIPEPI SMITH FOR VACATION RENTAL
OUTREACH SERVICES AND AUTHORIZING A FISCAL YEAR 2023-24
BUDGET APPROPRIATION FOR SUCH SERVICES
WHEREAS, on August 16, 2021, the City Council adopted Ordinance No. 2021-495 approving Municipal Code and Development Code Amendment 2020-103, and WHEREAS, upon adoption of Ordinance No. 2021-495, the City Council requested that this ordinance be reviewed on an annual basis, and
WHEREAS, staff is recommending that Tripepi Smith provide public engagement services to seek input from community members and property owners regarding the City’s Vacation Rental Ordinance, and
WHEREAS, the adopted budget does not include third-party public engagement services, and WHEREAS, it is recommended that the Fiscal Year 2023-24 adopted budget be amended to include an appropriation of $24,000 from the General Fund unassigned fund balance for public engagement services.
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
1. The City Manager is authorized to execute a professional services agreement with Tripepi Smith in an amount not to exceed $24,000 in a form approved by the City Attorney.
2. An appropriation of $24,000 from the General Fund unassigned fund balance for public engagement services to seek input from community members and property owners regarding the City’s Vacation Rental Ordinance is approved.
PASSED, APPROVED AND ADOPTED this 12th day of July, 2023.
Randall Putz, Mayor
ATTEST:
Erica Stephenson, City Clerk
STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss
CITY OF BIG BEAR LAKE )
I, Erica Stephenson, City Clerk of the City of Big Bear Lake, California, do hereby certify that the whole number of the City Council of the said City is five; that the foregoing resolution, being Resolution No. 2023-XX was duly passed and adopted by the said City Council and attested by the City Clerk of said City, all at a regular meeting of the said City held on the 12th day of July, 2023 and that the same was so passed and adopted by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Erica Stephenson, City Clerk