Agenda packet — Big Bear Lake City Council, July 10, 2024

CITY COUNCIL REGULAR MEETING AGENDA
JULY 10, 2024
Closed Session: 4:30 p.m., ECR, Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, CA 92315 Open Session: 5:00 p.m., Hofert Hall, Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, CA 92315

COUNCILMEMBERS

MAYOR PERRI MELNICK

MAYOR PRO TEM KENDI SEGOVIA

COUNCILMEMBER RICK HERRICK

COUNCILMEMBER RANDALL PUTZ

CITY STAFF

CITY MANAGER ERIK SUND

ASSISTANT CITY MANAGER/CITY CLERK ERICA STEPHENSON

CITY ATTORNEY STEPHEN DEITSCH
If members of the public cannot attend the meeting, the City encourages the public 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 either 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 City Council review and consideration.

OPEN SESSION – 4:30 P.M.

CALL TO ORDER

ROLL CALL
CLOSED SESSION 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 REAL PROPERTY NEGOTIATORS pursuant to Gov. Code Section 54956.8 Property: 42139 Big Bear Boulevard, APN:2328-191-19
Link to Google Map: https://maps.app.goo.gl/ohM6YPjjDDmPm6uP7 City Negotiator: City Manager Erik Sund
Negotiating Party: Wayne and Belinda Evans, Bear Country Quilts & Gifts Under Negotiation: Price & Terms of Payment

CITY COUNCIL AGENDA
JULY 10, 2024 - Page 2

2. CONFERENCE WITH REAL PROPERTY NEGOTIATORS pursuant to Gov. Code Section 54956.8 Property: 40752 Beaver Lane: 0 Beaver Lane, APN:0307-111-06 & APN: 0308-162-46 Link to Google Map: https://maps.app.goo.gl/HdeexMdvTbQ1wU2cA City Negotiator: City Manager Erik Sund
Negotiating Party: Mr. & Mrs. Gonzalez, Reygon Properties, LLC Under Negotiation: Price & Terms of Payment

RECESS TO CLOSED SESSION
RECONVENE OPEN SESSION – 5:00 P.M.

PLEDGE OF ALLEGIANCE

INVOCATION
An Invocation provided by Rabbi Zalmen Bernstein from the Chabad of Lake Arrowhead and Big Bear.

EVENT CALENDAR FOR THE PERFORMING ARTS CENTER - For tickets please contact the box office at (909) 866-4970 or visit www.citybigbearlake.com • Big Bear Theatre Project presents Little Shop of Horrors August 22-24 and August 29-31 at 7:30 p.m. and Matinee Showings August 25 and September 1 at 2:00 p.m.

PRESENTATIONS
• Presentation from Evan Rayner, Bear Valley Community Healthcare District Chief Executive Officer regarding the hospital parcel assessment renewal. • Presentation to Jared Cheek Public Works Manager (Capital Projects/Emergency Operations) recognizing his 26 years of dedicated City service and wishing him well on his future endeavors.

RESULTS OF CLOSED SESSION

CITY STAFF ANNOUNCEMENTS IN RESPONSE TO PUBLIC COMMENTS MADE AT THE 06/12/2024 CITY COUNCIL MEETING
PUBLIC COMMUNICATIONS (PART 1) - At this time, general Public comment is permitted only on consent calendar items and other matters not listed on the posted agenda that are within the subject matter and jurisdiction of the City. Public comment on specific items listed on the posted agenda, such as public hearing & discussion or action items, will be taken later in the meeting when the item is called for discussion. When addressing the City Council, please keep the following in mind; State law prohibits the City Council from taking any action on items not listed on the agenda. Therefore, the City Council is prevented from engaging in discussion or deliberation regarding the public’s comments or inquires on non-agendized topics, although the City Council and/or City staff can make brief statements related to a public comment. Each speaker has a 3-minute maximum time limit subject to adjustment at the discretion of the Presiding Officer. To allow City Council sufficient time to address agendized City business, if Public Communications Part 1 exceeds one hour, the remaining public speakers will be allowed to provide public comments during Public Communications Part 2. Participants cannot cede their speaking time to another person. To help ensure a respectful and efficient meeting, please address the City Council directly, not the audience, and refrain from

CITY COUNCIL AGENDA
JULY 10, 2024 - Page 3
disruptive comments and applause. We appreciate your attendance and your participation in our local government proceedings.

1. CONSENT CALENDAR

1.1 APPROVE DEMANDS – CHECK ISSUE DATE 06/01/24 THROUGH 06/30/24 IN THE AMOUNT OF $1,224,051.66 AND THE MAY 2024 TREASURER’S REPORT

ITEMS REMOVED FROM THE CONSENT CALENDAR

2. DISCUSSION/ACTION ITEMS

2.1 AWARD A CONSTRUCTION CONTRACT – SUMMIT BOULEVARD

REHABILITATION PROJECT
Staff’s recommendation: Adopt a Resolution Awarding a Construction Contract to S. Porter, Inc., Approving a Task Order with Merrell-Johnson Companies, and a Budget Appropriation to Complete the Summit Boulevard Rehabilitation Project.

2.2 AWARD A CONSTRUCTION CONTRACT – CASTLE ROCK TRAILHEAD

PARKING LOT PROJECT
Staff’s recommendation: Adopt a Resolution Awarding a Construction Contract to S. Porter, Inc., Approving a Task Order with Merrell-Johnson Companies, Approving an Agreement for Construction Access and Maintenance of Public Improvements, and Approving a Budget Appropriation to Complete the Castle Rock Trailhead Parking Lot Project.

2.3 SMALL BUSINESS FAÇADE IMPROVEMENT PROGRAM
Staff’s recommendation: Approve the proposed Small Business Façade Improvement Program, and adopt a Resolution Authorizing the City Manager to Execute Any and All Documents Required for Implementation of the Big Bear Lake Small Business Façade Improvement Program.

2.4 VACANT PROPERTY IMPROVEMENT PROGRAM
Staff’s recommendation: Approve the proposed Vacant Property Improvement Program, and adopt a Resolution Authorizing the City Manager to Execute Any and All Documents Required for Implementation of the Big Bear Lake Vacant Property Improvement Program.

2.5 REAL PROPERTY PURCHASE – 42139 BIG BEAR BOULEVARD
Staff’s recommendation: Adopt a Resolution Authorizing the City Manager to Execute Any and All Documents Necessary to Consummate the Purchase Transaction, Conveying to the City of Big Bear Lake that Certain Real Property Located at 42139 Big Bear Boulevard, Parcel No. 2328-191-19; Authorizing a Fiscal Year 2024-25 Budget Appropriation; and Finding the Action Exempt from the California Environmental Quality Act.

CITY COUNCIL AGENDA
JULY 10, 2024 - Page 4

2.6 REAL PROPERTY PURCHASE – 40752 BEAVER LANE; 0 BEAVER LANE Staff’s recommendation: Adopt a Resolution Authorizing the City Manager to Execute Any and All Documents Necessary to Consummate the Purchase Transaction, Conveying to the City of Big Bear Lake that Certain Real Property Located at 40752 Beaver Lane and 0 Beaver Lane, Parcel Numbers 0308-163-50 and 0308-162-46; Authorizing a Fiscal Year 2024-25 Budget Appropriation; and Finding the Action Exempt from the California Environmental Quality Act.

PUBLIC COMMUNICATIONS (PART 2)

3. COMMENTS, ANNOUNCEMENTS & ADDITIONAL CITY BUSINESS
• CITY CLERK, CITY ATTORNEY & CITY MANAGER COMMENTS
• COUNCILMEMBER BOARD/COMMITTEE REPORTS & COMMENTS

ADJOURNMENT

TENTATIVE ITEMS TO BE CONSIDERED AT A FUTURE PUBLIC MEETING Winter Traffic Management Plan Discussion – September 11, 2024 Quarterly Fire Protection District Meeting – October 9, 2024

DECLARATION OF POSTING
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 3rd day of July 2024.

Erica Stephenson, City Clerk

The City of Big Bear Lake wishes to make all of 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.

CONSENT CALENDAR REPORTS
Check# Vendor/Employee Date Amount
90737 San Bernardino County Sheriff's Dept 06/07/24 490,901.00 90738 City of Big Bear Lake Dept of Water & Power 06/07/24 416.85 90740 Kelley M. Arnold 06/07/24 405.00
90742 Birtcher Anderson & Davis Assoc Inc. 06/07/24 9,477.79 90743 Butchers Blocks & Building Materials 06/07/24 283.43 90744 Bear Valley Electric 06/07/24 1,977.27
90745 Cintas Corporation 06/07/24 1,624.99
90746 Dapeer Rosenblit & Litvak LLP 06/07/24 4,761.36
90748 FedEx 06/07/24 91.45
90749 Fisher Integrated, Inc. 06/07/24 1,200.00
90750 Frontier Communications 06/07/24 100.63
90751 Grainger Inc. 06/07/24 937.34
90752 The Grizzly 06/07/24 78.00
90753 Inland Empire Film Services, Inc. 06/07/24 14,000.00 90754 Intelesys One, Inc. 06/07/24 212.90
90755 Language Testing International 06/07/24 63.00
90756 Mission Linen Supply Inc. 06/07/24 1,069.25
90757 Montoya's Wholesale Nursery Inc 06/07/24 3,751.88 90758 Mountain Trophy & Pro Shop 06/07/24 25.86
90759 Genuine Auto Parts 06/07/24 53.85
90760 Nativescapes, Inc. 06/07/24 16,650.00
90762 Nielsen Merksamer Parrinello Gross & Leoni, LLP 06/07/24 5,360.00 90763 Orkin Pest Control 06/07/24 217.99
90764 Parkhouse Tire, Inc. 06/07/24 2,179.05
90765 Nestle Waters North America 06/07/24 787.81
90766 Ring Central 06/07/24 2,694.12
90767 Romans Construction Corp. 06/07/24 14,000.00
90769 Tripepi, Smith & Associates, Inc. 06/07/24 287.50 90770 USARC 06/07/24 5,500.00
90771 Waxie Sanitary Supply Inc. 06/07/24 170.63
90773 San Bernardino County Library - Big Bear Branch 06/14/24 5,500.00 90774 San Bernardino County Sheriff's Dept 06/14/24 77,730.41 90775 City of Big Bear Lake Dept of Water & Power 06/14/24 4,006.05 90776 All Protection Alarm 06/14/24 1,348.32
90777 Autozone Investment Corporation 06/14/24 28.52
90778 Big Bear Disposal Inc 06/14/24 1,972.94
90779 BlackHole Technologies Inc 06/14/24 1,969.78
90780 Butchers Blocks & Building Materials 06/14/24 252.60 90781 Bear Valley Electric 06/14/24 9,330.20
90782 Execucom 06/14/24 735.00
90783 Charter Communications Holdings, LLC 06/14/24 3,230.85 90784 Cintas Corporation 06/14/24 525.83
90785 Rosemary E De Lap 06/14/24 505.87
90787 Lumber City Corp. 06/14/24 154.04
90788 Frontier Communications 06/14/24 63.46
90789 Geiger Supply, Inc. 06/14/24 63.87
90790 Grainger Inc. 06/14/24 170.41
90791 Hitchin Lucerne, Inc. 06/14/24 257.63
90792 Mission Linen Supply Inc. 06/14/24 2,203.66
90793 Municipal Maintenance Equipment 06/14/24 173,953.49 90794 Montoya's Wholesale Nursery Inc 06/14/24 3,626.81 90795 Randy Spitz 06/14/24 134.32
90796 Orkin Pest Control 06/14/24 140.00
90797 Radiant Source Technology Inc. 06/14/24 1,817.84
90798 Quill Corporation 06/14/24 203.42
90799 Twin Bear Equipment Rental, Inc. 06/14/24 450.76
90800 Underground Service Alert Inc. 06/14/24 402.93
90801 Valero Marketing & Supply Co 06/14/24 846.38
City of Big Bear Lake
Checks Issued 06/01/2024 - 06/30/2024
Item 1.1
Check# Vendor/Employee Date Amount
City of Big Bear Lake
Checks Issued 06/01/2024 - 06/30/2024
90802 Oremor of Victorville, LLC 06/14/24 1,218.29
90803 Judith Vincent 06/14/24 2,480.00
90815 San Bernardino County Clerk of the Board of Supervisors 06/21/24 350.00 90816 San Bernardino County Sheriff's Dept 06/21/24 149,829.52 90817 South Coast AQMD 06/21/24 161.81
90819 Airgas, Inc. 06/21/24 63.44
90820 A Performance Towing Inc 06/21/24 1,050.00
90821 Autozone Investment Corporation 06/21/24 214.98
90822 Big Bear Chamber of Commerce 06/21/24 22.92
90823 Birtcher Anderson & Davis Assoc Inc. 06/21/24 9,167.00 90825 Butchers Blocks & Building Materials 06/21/24 213.37 90826 Bear Valley Tree Care, Inc. 06/21/24 225.00
90827 CALED 06/21/24 120.00
90828 Car Quest Auto Parts 06/21/24 544.30
90829 Lumber City Corp. 06/21/24 7.74
90830 Ewing 06/21/24 501.15
90831 Fairview Ford Sales, Inc. 06/21/24 669.32
90832 Fisher Integrated, Inc. 06/21/24 2,400.00
90833 Extra Space Management Inc 06/21/24 1,021.00
90834 Frontier Communications 06/21/24 2,317.34
90835 Gibson Transportation Consulting, Inc. 06/21/24 3,052.50 90836 Golden Bell Products, Inc 06/21/24 3,499.08
90837 Grainger Inc. 06/21/24 1,589.43
90838 Intelesys One, Inc. 06/21/24 633.60
90840 Merrell Johnson Engineering Inc 06/21/24 12,671.25 90841 Mission Linen Supply Inc. 06/21/24 1,061.45
90842 Michael Marcotte 06/21/24 1,535.00
90843 Mountain Water Co 06/21/24 152.00
90844 Genuine Auto Parts 06/21/24 1,196.69
90845 Orkin Pest Control 06/21/24 450.00
90847 Safeguard Business Systems Inc 06/21/24 292.00
90848 Tripepi, Smith & Associates, Inc. 06/21/24 1,213.75 90849 Volvo Construction Equipment Inc. 06/21/24 4,135.92 90850 Vulcan Materials Company Inc. 06/21/24 844.16
90851 Jon Wreesman 06/21/24 2,538.60
90852 Willdan Engineering Inc 06/21/24 23,663.00
90855 Big Bear Disposal Inc 06/25/24 665.83
90859 King's Fire Protection, Inc. 06/25/24 90.04
90865 Final Touch Construction & Design Inc. 06/28/24 39,607.26 90870 CARB/PERP 06/28/24 420.00
90871 Department of Justice 06/28/24 32.00
90872 San Bernardino County 06/28/24 6.00
90873 San Bernardino County Solid Waste Mgmt Division 06/28/24 98.61 90876 Big Bear Paint Center 06/28/24 769.22
90877 Butchers Blocks & Building Materials 06/28/24 386.80 90878 Bear Valley Electric 06/28/24 8,319.92
90879 Bear Valley Printing Inc 06/28/24 2,493.82
90880 Calolympic Glove & Safety Co 06/28/24 1,062.42
90881 Charter Communications Holdings, LLC 06/28/24 597.09 90882 Cintas Corporation 06/28/24 1,475.79
90883 Lumber City Corp. 06/28/24 51.64
90884 FedEx 06/28/24 47.28
90886 Grainger Inc. 06/28/24 1,093.35
90887 Ludecke's Electrical Service, Inc. 06/28/24 1,105.30 90888 Lynn Merrill And Associates, Inc. 06/28/24 1,344.98 90889 Marlin Business Bank 06/28/24 1,616.02
90890 Merrell Johnson Engineering Inc 06/28/24 9,703.75 90891 Mission Linen Supply Inc. 06/28/24 1,039.45
Check# Vendor/Employee Date Amount
City of Big Bear Lake
Checks Issued 06/01/2024 - 06/30/2024
90892 Randy Spitz 06/28/24 111.25
90893 Genuine Auto Parts 06/28/24 53.85
90894 ODP Business Solutions, LLC 06/28/24 10,576.24
90895 Orkin Pest Control 06/28/24 424.99
90896 Parkhouse Tire, Inc. 06/28/24 3,315.75
90898 SCA of CA, LLC 06/28/24 15,000.00
90899 Access Anvil Corp. 06/28/24 2,901.14
90901 Staples Business Credit 06/28/24 90.12
90902 Southwest Gas Corporation 06/28/24 1,562.06
90903 United Rentals (North America), Inc 06/28/24 6,344.55 90904 Vulcan Materials Company Inc. 06/28/24 847.77
90905 Waxie Sanitary Supply Inc. 06/28/24 4,469.12
90906 Willdan Engineering Inc 06/28/24 945.00
ACH AccuSource, Inc. 06/07/24 270.50
ACH Gary Payne 06/21/24 100.00
ACH Phase II Systems 06/28/24 2,202.80
ACH S Porter Inc 06/07/24 800.00
1,224,051.66
Check# Vendor/Employee Transaction Amount
City Council 4110
90770 USARC City Grant Reimbursement - Therapeutic Programs 06/07/24 5,500.0090773 San Bernardino County Library - Big Bear Branch City Grant Reimbursement - Adult Literacy Program 06/14/24 5,500.0090886 Grainger Inc. Office Supplies 06/28/24 70.62 City Council Total 11,070.62
City Manager 4120
90752 The Grizzly Newspaper Subscription 06/07/24 39.00 City Manager Total 39.00
City Clerk 4130
90753 Inland Empire Film Services, Inc. Annual Film Services 06/07/24 14,000.0090799 Twin Bear Equipment Rental, Inc. Memorial Day Ceremony Rentals 06/14/24 450.7690838 Intelesys One, Inc. Records Request Support 06/21/24 633.6090879 Bear Valley Printing Inc Armed Forces Banners 06/28/24 2,314.0490886 Grainger Inc. Office Supplies 06/28/24 70.62 City Clerk Total 17,469.02
Finance 4140
90803 Judith Vincent Investment & Reserve Policy Recommendations 06/14/24 2,480.0090847 Safeguard Business Systems Inc Check Stock 06/21/24 292.00 Finance Services Total 2,772.00
Human Resources 4150
90755 Language Testing International Language Proficiency Testing 06/07/24 63.0090871 Department of Justice Fingerprint Apps 06/28/24 32.0090886 Grainger Inc. Office Supplies 06/28/24 211.86ACH AccuSource, Inc. Recruitment Expense 06/07/24 270.50ACH Phase II Systems PARS Administrative Fees 06/28/24 2,202.80 Human Resources Total 2,780.16
City Attorney 4170
90746 Dapeer Rosenblit & Litvak LLP Professional Legal Services - April 06/07/24 4,761.3690762 Nielsen Merksamer Parrinello Gross & Leoni, LLP Professional Legal Services - May 06/07/24 5,360.00 City Attorney Total 10,121.36
Traffic Safety 4230
90878 Bear Valley Electric Electricity Usage 06/28/24 665.01 Traffic Safety Total 665.01
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
Law Enforcement 4250
90737 San Bernardino County Sheriff's Dept Monthly Sheriff Contract 06/07/24 490,901.0090774 San Bernardino County Sheriff's Dept Quarterly Expenses & OT 06/14/24 77,730.4190816 San Bernardino County Sheriff's Dept OT Charges Snow & TMP 06/21/24 149,829.52 Law Enforcement Total 718,460.93
Animal Regulation 4260
90842 Michael Marcotte Equipment Maintenance 06/21/24 155.0090895 Orkin Pest Control Pest Control Services 06/28/24 144.99 Animal Regulation Total 299.99
Engineering 4310
90815 San Bernardino County Clerk of the Board of Supervisors Recording Fees 06/21/24 350.0090840 Merrell Johnson Engineering Inc Professional Services 06/21/24 3,198.7590852 Willdan Engineering Inc Professional Services 06/21/24 798.0090890 Merrell Johnson Engineering Inc Professional Services 06/28/24 4,033.75 Engineering Total 8,380.50
Street Maintenance & Snow Removal 4320
90743 Butchers Blocks & Building Materials Materials/Supplies 06/07/24 139.2990745 Cintas Corporation First Aid Supplies 06/07/24 675.6090751 Grainger Inc. Materials/Supplies 06/07/24 885.2890752 The Grizzly Newspaper Subscription 06/07/24 39.0090756 Mission Linen Supply Inc. Uniform Laundry Service 06/07/24 746.8290765 Nestle Waters North America Drinking Water 06/07/24 393.9090771 Waxie Sanitary Supply Inc. Janitorial Supplies 06/07/24 42.6690778 Big Bear Disposal Inc Portable Restroom Rentals 06/14/24 568.0190779 BlackHole Technologies Inc GPS Monthly Services 06/14/24 1,969.7890780 Butchers Blocks & Building Materials Materials/Supplies 06/14/24 119.5190782 Execucom After-hours Call Service 06/14/24 367.5090784 Cintas Corporation First Aid Supplies 06/14/24 65.7390790 Grainger Inc. Meeting Supplies 06/14/24 160.9390792 Mission Linen Supply Inc. Uniform Laundry Service 06/14/24 1,545.7890801 Valero Marketing & Supply Co Fuel Charges 06/14/24 846.3890817 South Coast AQMD Permit Fees 06/21/24 161.8190819 Airgas, Inc. Materials/Supplies 06/21/24 63.4490833 Extra Space Management Inc Storage Rental Spaces 06/21/24 1,021.0090837 Grainger Inc. Materials/Supplies 06/21/24 1,019.4390841 Mission Linen Supply Inc. Uniform Laundry Service 06/21/24 740.5890842 Michael Marcotte Equipment Maintenance 06/21/24 155.00 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
90849 Volvo Construction Equipment Inc. Snow Removal Expense - Rental Damage 06/21/24 4,135.9290850 Vulcan Materials Company Inc. Materials/Supplies 06/21/24 844.1690859 King's Fire Protection, Inc. Fire Extinguisher Service 06/25/24 90.0490870 CARB/PERP Registration Renewal 06/28/24 420.0090873 San Bernardino County Solid Waste Mgmt Division Solid Waste Collection 06/28/24 98.6190877 Butchers Blocks & Building Materials Materials/Supplies 06/28/24 119.1690880 Calolympic Glove & Safety Co Materials/Supplies 06/28/24 531.2190881 Charter Communications Holdings, LLC Cable Service 06/28/24 94.1290882 Cintas Corporation First Aid Supplies 06/28/24 537.6390886 Grainger Inc. Meeting Supplies 06/28/24 451.5790887 Ludecke's Electrical Service, Inc. Electrical Repairs 06/28/24 1,105.30 90891 Mission Linen Supply Inc. Uniform Laundry Service 06/28/24 740.7890892 Randy Spitz Meeting Supplies 06/28/24 111.2590898 SCA of CA, LLC Annual Street Sweeping Services 06/28/24 15,000.0090901 Staples Business Credit Office Supplies 06/28/24 90.1290903 United Rentals (North America), Inc Snow Removal Expense 06/28/24 6,344.5590904 Vulcan Materials Company Inc. Materials/Supplies 06/28/24 847.7790905 Waxie Sanitary Supply Inc. Janitorial Supplies 06/28/24 1,117.28 PW: Street Maintenance & Snow Removal Total 44,406.90
Vehicle Maintenance 4325
90743 Butchers Blocks & Building Materials Materials/Supplies 06/07/24 9.1590751 Grainger Inc. Materials/Supplies 06/07/24 52.0690756 Mission Linen Supply Inc. Uniform Laundry Service 06/07/24 46.6890764 Parkhouse Tire, Inc. Tires 06/07/24 2,179.0590775 City of Big Bear Lake Dept of Water & Power Water Usage 06/14/24 454.5790777 Autozone Investment Corporation Vehicle Repair Parts 06/14/24 28.5290790 Grainger Inc. Materials/Supplies 06/14/24 9.4890792 Mission Linen Supply Inc. Uniform Laundry Service 06/14/24 96.6090802 Oremor of Victorville, LLC Vehicle Repair Parts 06/14/24 1,218.2990820 A Performance Towing Inc Towing Services 06/21/24 1,050.0090821 Autozone Investment Corporation Vehicle Repair Parts 06/21/24 214.9890828 Car Quest Auto Parts Vehicle Repair Parts 06/21/24 544.3090831 Fairview Ford Sales, Inc. Vehicle Repair Service 06/21/24 669.3290841 Mission Linen Supply Inc. Uniform Laundry Service 06/21/24 46.2990844 Genuine Auto Parts Vehicle Repair Parts 06/21/24 858.4690878 Bear Valley Electric Electricity Usage 06/28/24 36.5890891 Mission Linen Supply Inc. Uniform Laundry Service 06/28/24 46.29 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
90896 Parkhouse Tire, Inc. Tires 06/28/24 1,657.8890902 Southwest Gas Corporation Natural Gas Usage 06/28/24 288.45 PW: Vehicle Maintenance Total 9,506.95
Street Lighting 4330
90781 Bear Valley Electric Electricity Usage 06/14/24 6,624.6190878 Bear Valley Electric Electricity Usage 06/28/24 1,076.51 PW: Street Lighting Total 7,701.12
Parking Lots / Chamber Building 4335
90744 Bear Valley Electric Electricity Usage 06/07/24 1,017.3190771 Waxie Sanitary Supply Inc. Janitorial Supplies 06/07/24 42.6690775 City of Big Bear Lake Dept of Water & Power Water Usage 06/14/24 358.1190778 Big Bear Disposal Inc Portable Restroom Rentals 06/14/24 1,192.8190780 Butchers Blocks & Building Materials Materials/Supplies 06/14/24 27.5290781 Bear Valley Electric Electricity Usage 06/14/24 254.8690783 Charter Communications Holdings, LLC Security Camera Internet Service 06/14/24 239.96 90789 Geiger Supply, Inc. Materials/Supplies 06/14/24 63.8790796 Orkin Pest Control Pest Control Services 06/14/24 140.0090822 Big Bear Chamber of Commerce Natural Gas Usage 06/21/24 22.9290825 Butchers Blocks & Building Materials Materials/Supplies 06/21/24 8.1090830 Ewing Irrigation Supplies 06/21/24 501.1590837 Grainger Inc. Materials/Supplies 06/21/24 190.0090855 Big Bear Disposal Inc Portable Restroom Rentals 06/25/24 564.8290876 Big Bear Paint Center Materials/Supplies 06/28/24 256.4190878 Bear Valley Electric Electricity Usage 06/28/24 341.2890895 Orkin Pest Control Pest Control Services 06/28/24 280.0090905 Waxie Sanitary Supply Inc. Janitorial Supplies 06/28/24 1,117.28ACH S Porter Inc Tree Stump Removal 06/07/24 800.00 PW: Parking Lots/Chamber Total 7,419.06
Planning 4410
90798 Quill Corporation Office Supplies 06/14/24 203.4290827 CALED Annual Membership 06/21/24 120.0090872 San Bernardino County Monthly Assessor Parcel Map Update 06/28/24 6.0090906 Willdan Engineering Inc Professional Services 06/28/24 945.00 Planning Total 1,274.42
Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
Neighborhood Preservation & Code Compliance 4415
90879 Bear Valley Printing Inc Vacation Rental Mailers 06/28/24 179.78 Neighborhood Preservation & Code Compliance Total 179.78 Building & Safety 4430
90852 Willdan Engineering Inc Professional Services 06/21/24 22,865.00 Building & Safety Total 22,865.00
City Parks & Trails 4625
90738 City of Big Bear Lake Dept of Water & Power Water Usage 06/07/24 416.8590743 Butchers Blocks & Building Materials Materials/Supplies 06/07/24 39.8290744 Bear Valley Electric Electricity Usage 06/07/24 694.8990771 Waxie Sanitary Supply Inc. Janitorial Supplies 06/07/24 42.6690775 City of Big Bear Lake Dept of Water & Power Water Usage 06/14/24 1,863.2190776 All Protection Alarm Alarm Monitoring 06/14/24 104.7990783 Charter Communications Holdings, LLC Security Camera Internet Service 06/14/24 409.94 90787 Lumber City Corp. Materials/Supplies 06/14/24 46.5090791 Hitchin Lucerne, Inc. Materials/Supplies 06/14/24 257.6390825 Butchers Blocks & Building Materials Materials/Supplies 06/21/24 106.3990837 Grainger Inc. Materials/Supplies 06/21/24 190.0090851 Jon Wreesman Irrigation Repair 06/21/24 2,538.6090876 Big Bear Paint Center Materials/Supplies 06/28/24 256.4190878 Bear Valley Electric Electricity Usage 06/28/24 1,603.2990883 Lumber City Corp. Materials/Supplies 06/28/24 13.5490905 Waxie Sanitary Supply Inc. Janitorial Supplies 06/28/24 1,117.28 City Parks & Trails Total 9,701.80
General Government 4800
90745 Cintas Corporation First Aid Supplies 06/07/24 273.8090748 FedEx Postage Charges 06/07/24 91.4590758 Mountain Trophy & Pro Shop Slider Name Plate 06/07/24 25.8690795 Randy Spitz Meeting Supplies 06/14/24 134.3290843 Mountain Water Co Water Dispenser Rental & Water 06/21/24 152.0090882 Cintas Corporation First Aid Supplies 06/28/24 400.5490884 FedEx Postage Charges 06/28/24 47.2890894 ODP Business Solutions, LLC Office Furniture 06/28/24 10,576.24 General Government Total 11,701.49
Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
Information Technology 4810
90749 Fisher Integrated, Inc. Video Streaming - April 06/07/24 1,200.0090754 Intelesys One, Inc. License Fees 06/07/24 212.9090766 Ring Central Communication Services 06/07/24 2,694.1290783 Charter Communications Holdings, LLC High Speed Internet 06/14/24 2,460.9790788 Frontier Communications Telephone Service 06/14/24 63.4690832 Fisher Integrated, Inc. Video Streaming - March 06/21/24 2,400.0090834 Frontier Communications Telephone Service 06/21/24 1,863.4190881 Charter Communications Holdings, LLC Circuit & RingCentral Installation Services 06/28/24 502.9790889 Marlin Business Bank Copier Lease 06/28/24 1,616.02 Technology Services Total 13,013.85
Civic Center 4820
90743 Butchers Blocks & Building Materials Materials/Supplies 06/07/24 58.5590756 Mission Linen Supply Inc. Uniform Laundry Service 06/07/24 65.3590763 Orkin Pest Control Pest Control Services 06/07/24 217.9990771 Waxie Sanitary Supply Inc. Janitorial Supplies 06/07/24 42.6590775 City of Big Bear Lake Dept of Water & Power Water Usage 06/14/24 398.4490776 All Protection Alarm Alarm Monitoring 06/14/24 923.7090780 Butchers Blocks & Building Materials Materials/Supplies 06/14/24 84.1790783 Charter Communications Holdings, LLC Security Camera Internet Service 06/14/24 119.98 90784 Cintas Corporation AED Lease 06/14/24 394.3790785 Rosemary E De Lap Locksmith Services 06/14/24 505.8790787 Lumber City Corp. Materials/Supplies 06/14/24 81.8890792 Mission Linen Supply Inc. Uniform Laundry Service 06/14/24 135.2690825 Butchers Blocks & Building Materials Materials/Supplies 06/21/24 86.9590829 Lumber City Corp. Materials/Supplies 06/21/24 7.7490837 Grainger Inc. Materials/Supplies 06/21/24 190.0090841 Mission Linen Supply Inc. Uniform Laundry Service 06/21/24 64.8090842 Michael Marcotte Equipment Maintenance 06/21/24 1,225.0090877 Butchers Blocks & Building Materials Materials/Supplies 06/28/24 49.4390883 Lumber City Corp. Materials/Supplies 06/28/24 9.0290891 Mission Linen Supply Inc. Uniform Laundry Service 06/28/24 64.8290902 Southwest Gas Corporation Natural Gas Usage 06/28/24 249.9290905 Waxie Sanitary Supply Inc. Janitorial Supplies 06/28/24 1,117.28 Civic Center Total 6,093.17
Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
PAC Operations & Maintenance 4821
90776 All Protection Alarm Alarm Monitoring 06/14/24 319.8390797 Radiant Source Technology Inc. Theatre Lighting 06/14/24 1,817.8490902 Southwest Gas Corporation Natural Gas Usage 06/28/24 65.51ACH Gary Payne Computer Equipment Repair 06/21/24 100.00 PAC Operations & Maintenance Total 2,303.18
Sanitation 250
90745 Cintas Corporation First Aid Supplies 06/07/24 675.5990750 Frontier Communications Telephone Service 06/07/24 100.6390756 Mission Linen Supply Inc. Uniform Laundry Service 06/07/24 135.7290759 Genuine Auto Parts Vehicle Repair Parts 06/07/24 53.8590765 Nestle Waters North America Drinking Water 06/07/24 393.9190775 City of Big Bear Lake Dept of Water & Power Water Usage 06/14/24 50.7090781 Bear Valley Electric Electricity Usage 06/14/24 2,031.5590782 Execucom After-Hours Call Service 06/14/24 367.5090784 Cintas Corporation First Aid Supplies 06/14/24 65.7390787 Lumber City Corp. Materials/Supplies 06/14/24 25.6690792 Mission Linen Supply Inc. Uniform Laundry Service 06/14/24 271.4490800 Underground Service Alert Inc. Underground Dig Alert Services 06/14/24 402.9390834 Frontier Communications Telephone Service 06/21/24 453.9390836 Golden Bell Products, Inc Materials/Supplies 06/21/24 3,499.0890840 Merrell Johnson Engineering Inc Professional Services 06/21/24 1,478.7590841 Mission Linen Supply Inc. Uniform Laundry Service 06/21/24 135.7290844 Genuine Auto Parts Vehicle Repair Parts 06/21/24 338.2390877 Butchers Blocks & Building Materials Materials/Supplies 06/28/24 144.3690878 Bear Valley Electric Electricity Usage 06/28/24 3,887.8590880 Calolympic Glove & Safety Co Materials/Supplies 06/28/24 531.2190882 Cintas Corporation First Aid Supplies 06/28/24 537.6290886 Grainger Inc. Materials/Supplies 06/28/24 288.6890891 Mission Linen Supply Inc. Uniform Laundry Service 06/28/24 113.4890893 Genuine Auto Parts Vehicle Repair Parts 06/28/24 53.8590896 Parkhouse Tire, Inc. Tires 06/28/24 1,657.8790902 Southwest Gas Corporation Natural Gas Usage 06/28/24 288.43 Sanitation Total 17,984.27
Property Lease General Operations 255
90740 Kelley M. Arnold Leisure Bear Annual Backflow Test & Certification 06/07/24 405.0090742 Birtcher Anderson & Davis Assoc Inc. Improvement Plan Feasibility Study 06/07/24 9,477.79 90769 Tripepi, Smith & Associates, Inc. Professional Services 06/07/24 287.50 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
90823 Birtcher Anderson & Davis Assoc Inc. Improvement Plan Feasibility Study 06/21/24 9,167.00 90826 Bear Valley Tree Care, Inc. Tree Removal 06/21/24 225.0090845 Orkin Pest Control Pest Control Services 06/21/24 450.0090848 Tripepi, Smith & Associates, Inc. Professional Services 06/21/24 1,213.75 Property Lease General Operations Total 21,226.04
Village Streetscape Maintenance 291
90743 Butchers Blocks & Building Materials Materials/Supplies 06/07/24 36.6290744 Bear Valley Electric Electricity Usage 06/07/24 265.0790757 Montoya's Wholesale Nursery Inc Flowers 06/07/24 3,751.8890760 Nativescapes, Inc. Flower Bowls 06/07/24 16,650.0090775 City of Big Bear Lake Dept of Water & Power Water Usage 06/14/24 881.0290780 Butchers Blocks & Building Materials Materials/Supplies 06/14/24 21.4090781 Bear Valley Electric Electricity Usage 06/14/24 419.1890794 Montoya's Wholesale Nursery Inc Flowers 06/14/24 3,626.8190825 Butchers Blocks & Building Materials Materials/Supplies 06/21/24 11.9390876 Big Bear Paint Center Materials/Supplies 06/28/24 256.4090877 Butchers Blocks & Building Materials Materials/Supplies 06/28/24 73.8590878 Bear Valley Electric Electricity Usage 06/28/24 709.4090883 Lumber City Corp. Materials/Supplies 06/28/24 29.0890902 Southwest Gas Corporation Natural Gas Usage 06/28/24 669.75 Village Streetscape Maintenance Total 27,402.39
Capital Projects 321
90767 Romans Construction Corp. Emergency Sewer Maintenance - 40754 Village Dr 06/07/24 14,000.0090793 Municipal Maintenance Equipment Equipment Acquisitions & Replacements 06/14/24 173,953.49 90835 Gibson Transportation Consulting, Inc. Castle Rock Trailhead Project 06/21/24 3,052.50 90840 Merrell Johnson Engineering Inc Castle Rock Trailhead Project 06/21/24 6,927.5090865 Final Touch Construction & Design Inc. Release Retention - City Hall Roof Restoration Project 06/28/24 39,607.2690899 Access Anvil Corp. Castle Rock Trailhead Project 06/28/24 2,901.14 Capital Projects Total 240,441.89
Street Improvement Projects 350
90890 Merrell Johnson Engineering Inc Street & Drainage Improvements - Summit Blvd 06/28/24 5,670.00 Capital Projects/ Street Improvements Total 5,670.00
Refuse 550
90756 Mission Linen Supply Inc. Uniform Laundry Service 06/07/24 74.6890778 Big Bear Disposal Inc Rental Toilets 06/14/24 212.1290792 Mission Linen Supply Inc. Uniform Laundry Service 06/14/24 154.58 Check# Vendor/Employee Transaction Amount
City of Big Bear Lake
Expenditure By Department
Checks Issued 06/01/2024 - 06/30/2024
90840 Merrell Johnson Engineering Inc Professional Services 06/21/24 1,066.2590841 Mission Linen Supply Inc. Uniform Laundry Service 06/21/24 74.0690855 Big Bear Disposal Inc Rental Toilets 06/25/24 101.0190888 Lynn Merrill And Associates, Inc. Professional Services 06/28/24 1,344.9890891 Mission Linen Supply Inc. Uniform Laundry Service 06/28/24 74.08 Refuse Total 3,101.76
1,224,051.66
DISTRIBUTION OF TREASURY CASH Rate Amount % of Total
Demand Account - Union Bank $ 5.94% 2,031,898
Imprest Cash - Union Bank Payroll $ 0.02% 5,342
Imprest Cash $ 0.00% 1,500
Dental Self Insured Checking $ 0.46% 158,317
Local Agency Investment Fund (LAIF) 4.332% 32,027,500 $ 93.58% Total Cash In Treasury: 34,224,557 $ 100.00%
INVESTMENT ACTIVITY Days Deposits Withdrawals
LAIF Average Life (Days) of Portfolio 226
LAIF Transactions $1,200,000 -$2,450,000
Interest Received for Fiscal Year 2023-24 $738,049
DISTRIBUTION OF CASH BY FUND May 2024 April 2024 Change General $ 25,348,759 25,934,542 $ 585,783 $
Sanitation $ 5,495,688 5,446,609 $ (49,079) $
Capital Improvement $ (448,550) (463,128) $ (14,578) $
Refuse $ 2,226,573 1,383,356 $ (843,217) $
Trust $ 2,309,250 186,328 $ (2,122,922) $
Successor Agency $ 239,873 1,242,520 $ 1,002,647 $
AB 3229 Supp Law Enforce $ 494,329 494,329 $ - $
Total Cash in Treasury: 34,224,557 $ 35,665,922 $ (1,441,366) $ CASH WITH FISCAL AGENT - RESERVE FUNDS Cost Basis Market Value Current Yield 2005 Revenue Refunding Bonds
Big Bear Lake Reserve Fund $ 603,655 603,655 $ 5.19%
Moonridge Reserve Fund $ 85,982 85,982 $ 5.19%
1999 IA Tax Allocation Bonds $ 289,289 289,289 $ 5.19%
- 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, 2024

DISCUSSION/ACTION

ITEM REPORTS

MEETING
DATE: July 10, 2024
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Sean Sullivan, Assistant City Manager
Jared Cheek, Public Works Manager, Capital Projects/Emergency Operations Israel Gomez Rosales, Associate Engineer
SUBJECT: Award a Construction Contract – Summit Boulevard Rehabilitation Project

BACKGROUND & DISCUSSION
The City of Big Bear Lake is responsible for the maintenance and operation of approximately 88 centerline miles of streets. The annual Capital Improvement Program (CIP) budget includes funding for street maintenance and repair activities, including street rehabilitation, crack sealing, and street striping. Within the adopted Fiscal Year 2024-25 CIP, the City Council approved the Summit Boulevard Rehabilitation Project. In recent years, the City has focused on the rehabilitation and reconstruction of residential streets, however, given the condition of Summit Boulevard, this year’s project will be focused on reconstructing Summit Boulevard from Big Bear Boulevard to the southerly end of the street.

The portion of Summit Boulevard, form Big Bear Boulevard to its southerly end near the entrance to Snow Summit, has a Pavement Condition Index rating of 32 out of 100, classifying its condition as very poor. Staff has assessed the condition of the roadway in the field and the actual conditions match that rating in that the roadway surface is failing, creating significant potholes and other road hazards. Additionally, staff performed investigation of the street’s subgrade and base material and has determined that the roadway is in need of a complete reconstruction, rather than an asphalt overlay, due to erosion and other issues within the subsurface of the roadway. The roadway receives considerable water runoff which is a key contributing factor to its degradation.

Staff has designed a project that includes a comprehensive scope of work to reconstruct the street and remedy the drainage concerns to preserve the integrity of the new roadway. The existing street section will be pulverized and removed and a new 6” asphalt roadway section will be constructed on top of reclaimed and recompacted base material. Drainage improvements, including a new underground storm drain and an above ground drainage swale, will be constructed to better manage the flow of water and help to preserve the lifespan of the newly constructed roadway. The project will also include the construction of new concrete curb and gutter as well as pedestrian sidewalk and ADA ramps along the easterly side of the roadway to promote pedestrian safety. The engineer’s estimate of probable construction costs for this project was approximately $2,438,000.

On April 8, the City Council authorized staff to proceed with a public bid process for the Summit Boulevard Rehabilitation Project. Staff executed this bid process in accordance with the California Item 2.1
Public Contract Code and the City of Big Bear Lake Purchasing Guidelines. A nonmandatory prebid conference was held on Tuesday, June 18 which provided the opportunity for staff to review the project plans and field questions from potential bidders. On Tuesday, June 25, 2024, staff received, opened, and publicly read aloud three (3) sealed bids for this project with the following results:

Bidder Location Total Base Bid Price
S. Porter, Inc. Big Bear Lake, CA $ 2,627,368.80
Granite Construction Co. Indio, CA $ 2,987,900.00
Griffith Company Brea, CA $ 4,589,803.22
Staff has reviewed the bids received for completeness and accuracy and the contractors’ backgrounds for qualifications and experience. S. Porter, Inc. is a Big Bear Lake based general engineering contractor with extensive experience with similar projects. S. Porter, Inc. has successfully completed a number of comparable projects for the City of Big Bear Lake including the Fiscal Year 2023-24 Annual Street Rehabilitation Project in addition to the Rathbun Creek Trail, Phase III, the Stanfield Marsh Outdoor Recreation and Education (SMORE) Trail Phase I, and the Alpine Pedal Path Rathbun Creek Extension Project. Staff has been satisfied with the quality of work received from S. Porter, Inc. and has established a strong working relationship with their team. Based upon the bids received and the background of S. Porter, Inc., staff is recommending S. Porter, Inc. as the lowest responsive bidder for this project.

In addition to the award of construction contract, staff is also seeking the approval of a Task Order with Merrell-Johnson Companies, one of the City’s on-call engineering firms, for field construction management. Staff is requesting the authorization of a Task Order in the amount of $65,000 for field inspection and project management support to aid the Engineering Division in the management and oversight of this project. Merrell-Johnson will provide an in field project manager / inspector on a schedule dictated by the City to perform construction observation and coordination. This work will be on a time and materials basis not to exceed the budget of $65,000.

This project will require additional, as needed support for surveying, geotechnical inspection, and materials testing, all of which will be provided utilizing the City’s on-call engineering firms.

Work on this project is anticipated to begin around August 1, 2024 and will be completed by October 15, 2024. Staff is circulating preliminary project information notices to residences and businesses in the affected area and will continue to communicate about the project, through a number of channels, as the construction gets underway and throughout the course of construction.

FISCAL IMPACT
The base bid price received for this work was $2,627,368.80. Staff is requesting an additional contingency fund of $262,700 (approximately 10%) to address any unforeseen conditions or additional work that may arise during the completion of this project. Furthermore, staff is requesting a budget of $130,000 for the identified project support expenses including project inspection, surveying, and geotechnical services. The total project costs, including the contract amount, contingency, and project support will not exceed $3,020,068.80.

The adopted project budget for the Summit Boulevard Rehabilitation Project is $2,500,000 and is funded through a number of sources including the City’s General Fund, Sanitation Fund, and Measure Y proceeds as well as restricted roadway funding through Measure I Local Return and the Road Maintenance and Rehabilitation Account. Staff is requesting an additional appropriation of $520,100 from Measure Y proceeds to complete the necessary budget for completion of this project. Sufficient Measure Y funds are available within the fund balance to support this project.

ENVIRONMENTAL CONSIDERATIONS
At the time that the City Council authorized the bid solicitation for this project, the project was found to be categorically exempt from the California Environmental Quality Act (CEQA) pursuant to section 15301.c Existing Facilities as repair and maintenance of existing streets and highways.

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priority Number 1 as it “supports and invests in sustainable infrastructure projects and programs”.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Awarding a Construction Contract to S. Porter, Inc., Approving a Task Order with Merrell-Johnson Companies, and a Budget Appropriation to Complete the Summit Boulevard Rehabilitation Project.

ATTACHMENTS

1. Resolution No. 2024-XX

2. Summit Blvd. Rehabilitation Project Map
RESOLUTION NO. 2024-XX
RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO S.

PORTER, INC., APPROVING A TASK ORDER WITH MERRELL-JOHNSON

COMPANIES, AND A BUDGET APPROPRIATION TO COMPLETE THE

SUMMIT BOULEVARD REHABILITATION PROJECT
WHEREAS, the City of Big Bear Lake is responsible for the maintenance and operation of approximately eighty-eight (88) centerline miles of streets and the annual Capital Improvement Program (CIP) budget includes funding for street maintenance and repair activities including pavement rehabilitation and repair, patching, crack sealing, and street striping; and, WHEREAS, for Fiscal Year 2024-25, the City Council has adopted the Summit Boulevard Rehabilitation Project to rehabilitate the portion of Summit Boulevard from Big Bear Boulevard to the southerly end; and,
WHEREAS, this section of Summit Boulevard has a Pavement Condition Index rating of 32 out of 100, which classifies its condition as very poor, and staff’s field inspections and investigations have confirmed that the roadway is failing, creating significant potholes and other road hazards; and,
WHEREAS, in addition to the failing pavement, staff’s investigation has found erosion and other issues within the roadway’s subgrade that will require the street to be completely reconstructed rather than an asphalt overlay; and,
WHEREAS, staff designed a scope of work for this project which includes the pulverization and removal of all asphalt and the subgrade to construct a new 6” asphalt roadway over reclaimed and recompacted base material as well as drainage improvements, including a new underground storm drain and an above ground drainage swale, and concrete improvements including new curb and gutter and pedestrian sidewalk on the easterly side of the roadway; and, WHEREAS, the engineer established a statement of probable construction costs for this scope of work of approximately $2,438,000; and,
WHEREAS, on April 10, 2024, the City Council authorized staff to solicit construction bids for this project, in accordance with the California Public Contract Code and the City of Big Bear Lake’s purchasing guidelines and on Tuesday, June 25, 2024, the City received three (3) sealed bids for this project; and,
WHEREAS, the lowest responsive bid received was that of S. Porter, Inc. of Big Bear Lake, CA in the amount of $2,627,368.80; and,
WHEREAS, staff reviewed the background and past work of S. Porter, Inc., which includes many projects for the City of Big Bear Lake, including the Fiscal Year 2023-24 Annual Street Rehabilitation Project and a number of trail projects, all of which have been successfully completed; and,
Item 2.1
Attachment 1
WHEREAS, staff is requesting a contingency fund for the construction contract in the amount of $262,700 (approximately 10%) to cover the cost of any unforeseen conditions or additional work that arise throughout the course of construction; and,
WHEREAS, staff is also requesting a budget of $130,000 to cover the cost of project management and inspection support as well as necessary surveying and geotechnical services to support the completion of this project utilizing the City’s on-call engineering firms; and, WHEREAS, staff is seeking authorization of a Task Order with Merrell-Johnson Companies, one of the City’s on-call engineering firms, in the amount of $65,000, from the identified project support budget, for field inspection and project management support; and, WHEREAS, this project is included within the adopted Fiscal Year 2024-25 Annual CIP in the amount of $2,500,000 with funding being derived from a number of sources including the City’s General Fund, Sanitation Fund, and Measure Y Fund as well as Measure I Local Return Funds and the Road Maintenance and Rehabilitation Account; and,
WHEREAS, the total identified expenditures for this project are not to exceed $3,020,068.80, which are in excess of the available project budget, which will require a budget appropriation; and, WHEREAS, staff is requesting a budget appropriation from the Measure Y Fund to the Summit Boulevard Rehabilitation Project in the amount of $520,100 to complete this project.

NOW, THEREFORE, BE IT RESOLVED by the City Council that:

1. A construction contract is awarded to S. Porter, Inc. in the amount of $2,890,068.80, which includes a contingency amount of $262,700 (approximately 10%).

2. A Task Order is approved with Merrell-Johnson Companies in an amount not to exceed $65,000 for field inspection and project management support.

3. A budget appropriation in the amount of $520,100 from the Measure Y Fund to the Summit Boulevard Rehabilitation Project is approved.

4. The City Manager is authorized to execute all contract documents in a form approved by the City Attorney.

PASSED, APPROVED AND ADOPTED this 10th day of July, 2024.

Perri Melnick, 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 four; that the foregoing resolution, being Resolution No. 2024-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 10th day of July, 2024 and that the same was so passed and adopted by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk
Item 2.1
Attachment 2

BACKGROUND & DISCUSSION
The Castle Rock Trail is a popular and heavily used hiking trail located along the westerly City Limit on United States Forest Service (USFS) property. The trailhead has no designated parking facility and trail users generally park along State Route 18/Big Bear Boulevard in turnouts and within the shoulders of the highway. The heavy visitation of the trail and the lack of a designated parking facility has created traffic safety concerns within the area for many years. City staff has been investigating the feasibility of developing an off-street parking facility since approximately 2017 and this project will work to construct an off-street parking facility to serve the Castle Rock Trail.

There is an unimproved property at the southwest corner of SR-18 and Talbot Drive that has been the desired parking location since at least 2017. At the time that this concept was first explored, the property was privately owned and the then owner was pursuing the development of a residential subdivision. Staff at the time were engaged in discussions and negotiations with the property owner for the construction of a public parking lot for trail users within the proposed subdivision. In support of the potential development of a parking facility, staff pursued grant funds and in March 2018, the City was awarded $748,000 in grant funds from the Federal Lands Access Program, which supports the improvement of transportation facilities that serve Federal lands. Eventually, the plans for the residential development fell through and in November 2020, the City of Big Bear Lake purchased the 3.2 acre property (APN: 0306-011-02) to further the development of the Castle Rock Trailhead Parking Lot.

Beginning in the fall of 2021, the City began an extensive engineering design and environmental investigation and review process to design the proposed parking lot and satisfy the requirements of the California Environmental Quality Act (CEQA). Given the challenging topography of the site, extensive geotechnical investigation was completed to determine the feasibility of earth moving and grading to accommodate the improvements. Based upon the findings of the geotechnical investigation, two design options were considered with one being deemed feasible within the confines of the ability to clear the site appropriately. The final design plans contemplate a thirty (30) space parking lot, with the appropriate ADA parking spaces, sidewalks to access the trail connection, and a public restroom. In order to construct this facility within this terrain, without Item 2.2
blasting or other extraneous earth moving techniques, the area will require the construction of extensive retaining walls which will be variable heights with a maximum height of thirteen (13) feet at its tallest along SR-18. Additional, shorter, retaining walls will be constructed along the rear of the site to construct the necessary parking pad. The project will also include improvements to portions of Talbot Drive, including widening the road to enable access and the construction of a retaining and privacy wall along the east side of Talbot Drive to protect the directly adjacent property from any issues with vehicles entering and exiting the site.

As a part of the development of this project, City staff has worked in close coordination with representatives of the USFS and the Southern California Mountains Foundation (SCMF) given the impacts to a trail located on Federal lands. The USFS and SCMF are working on plans to construct a new trail connector from the planned parking lot to the existing Castle Rock Trail. An element of these plans include the eventual decommissioning of the existing trailhead just beyond the westerly City Limits, making this new parking lot the primary point of access for the Castle Rock Trail. Furthermore, as a part of the permits issued by the California Department of Transportation (Caltrans) for the construction of this project as it interacts with Big Bear Boulevard, the City will be able to post and enforce parking restrictions along Big Bear Boulevard, within the City Limits.

This action will allow parking to be restricted requiring that all trail users park within the new parking lot to alleviate the traffic safety concerns, caused by parking, along Big Bear Boulevard.

A Mitigated Negative Declaration for this project was developed in accordance with the guidelines set forth by the California Environmental Quality Act (CEQA). This document was circulated for public review and comment in accordance with the CEQA guidelines and was presented at a noticed public hearing of the Planning Commission on March 20, 2024 where it was approved unanimously. At that same meeting of the Planning Commission, a Conditional Use Permit was also approved, providing the project with the necessary land use entitlements to proceed to construction. The Mitigated Negative Declaration, as well as the Conditions of Approval for the Conditional Use Permit, require that the City during and after the construction of the project mitigate substantial adverse effects on the surrounding properties to a less than significant level in relation to excessive noise, vibration, traffic or other disturbances, nuisances, or hazards which the City has agreed to and is positioned to do so.

As this project began to take shape in late 2021 and early 2022, staff was contacted by the property owners directly adjacent to the project site at 38605 Big Bear Boulevard with concerns about this project’s potential impacts to their property, including vehicles entering their property as they enter and exit the parking lot. Staff and the property owners have had numerous conversations related to managing the potential impacts and have agreed that the City will construct a retaining and privacy wall within the right of way to protect the property from vehicles entering and exiting the parking lot. The City will construct and maintain the wall in perpetuity and the property owners will provide the necessary easements and access that this may require and will not contest the project. The City Attorney’s Office has a prepared a draft agreement between the City of Big Bear Lake and the Lugo Trust, owners of 38605 Big Bear Boulevard to formalize this arrangement which is presented for the City Council’s consideration as a part of this action.

On April 10, the City Council authorized staff to proceed with a public bid process for the Castle Rock Trailhead Parking Lot Project. Staff executed this bid process in accordance with the California Public Contract Code and the City of Big Bear Lake Purchasing Guidelines. A mandatory pre-bid conference was held on Tuesday, June 11 which provided the opportunity for staff to review the project plans and field questions from several potential bidders. On Tuesday, June 25, 2024, staff received, opened, and publicly read aloud two (2) sealed bids for this project with the following results:

Bidder Location Total Base Bid Price
S. Porter, Inc. Big Bear Lake, CA $ 1,512,863
Granite Construction Co. Indio, CA $ 2,299,998
Staff has reviewed the bids received for completeness and accuracy and the contractors’ backgrounds for qualifications and experience. S. Porter, Inc. is a Big Bear Lake based general engineering contractor with extensive experience with similar projects. S. Porter, Inc. has successfully completed a number of comparable projects for the City of Big Bear Lake including the Fiscal Year 2023-24 Annual Street Rehabilitation Project in addition to the Rathbun Creek Trail, Phase III, the Stanfield Marsh Outdoor Recreation and Education (SMORE) Trail Phase I, and the Alpine Pedal Path Rathbun Creek Extension Project. Staff has been satisfied with the quality of work received from S. Porter, Inc. and has established a strong working relationship with their team. Based upon the bids received and the background of S. Porter, Inc., staff is recommending S. Porter, Inc. as the lowest responsive bidder for this project.

This project will require additional, as needed support for surveying, geotechnical inspection, and materials testing, all of which will be provided utilizing the City’s on-call engineering firms.

Work on this project is anticipated to begin around August 1, 2024 and will be substantially completed by October 15, 2024. Staff is targeting this timeline for the completion of the major grading and paving prior to the onset of the winter season. The completion of the restroom facility will follow by the end of the year as this construction process is not as weather dependent as the other construction activities.

Staff is circulating preliminary project information notices to residences and businesses in the affected area and will continue to communicate about the project, through a number of channels, as the construction gets underway and throughout the course of construction.

FISCAL IMPACT
The base bid price received for this work was $1,512,863. Staff is requesting an additional contingency fund of $227,000 (approximately 15%) to address any unforeseen conditions or additional work that may arise during the completion of this project. Furthermore, staff is requesting a budget of $120,000 for the identified project support expenses including project inspection, surveying, and geotechnical services. The total project costs, including the contract amount, contingency, and project support will not exceed $1,859,863.

The remaining project budget for the Castle Rock Trailhead Project is approximately $1,115,400 after the expended costs for the design and environmental work. The project is funded through two grants, including $741,000 from the Federal Lands Access Program, and $180,000 from a State grant through the California Drought, Water, Parks, Climate, Costal Protection, and Outdoor Access for All Act of 2021. Additional funding is provided through Measure Y. Staff is requesting an additional appropriation of $745,000 from Measure Y proceeds to complete the necessary budget for completion of this project. Sufficient Measure Y funds are available within the fund balance to support this project.

ENVIRONMENTAL CONSIDERATIONS
A Mitigated Negative Declaration was adopted for this project by the City of Big Bear Lake Planning Commission on March 20, 2024 and this document has been certified appropriately in accordance with the guidelines established by the California Environmental Quality Act (CEQA).

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priority Number 1 as it “supports and invests in sustainable infrastructure projects and programs”.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Awarding a Construction Contract to S. Porter, Inc., Approving a Task Order with Merrell-Johnson Companies, Approving an Agreement for Construction Access and Maintenance of Public Improvements, and Approving a Budget Appropriation to Complete the Castle Rock Trailhead Parking Lot Project.

ATTACHMENTS

1. Resolution No. 2024-XX

2. Project Area Map

3. Draft Agreement between the City of Big Bear Lake and the Lugo Trust RESOLUTION NO. 2024-XX
RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO S. PORTER, INC.,

APPROVING A TASK ORDER WITH MERRELL-JOHNSON COMPANIES,

APPROVING AN AGREEMENT FOR CONSTRCUTION ACCESS AND

MAINTENANCE OF PUBLIC IMPROVEMENTS, AND APPROVING

A BUDGET APPROPRIATION TO COMPLETE THE CASTLE ROCK

TRAILHEAD PARKING LOT PROJECT
WHEREAS, the Castle Rock Trail is a popular and heavily used hiking trail located along the westerly City Limit on United States Forest Service (USFS) property and the trailhead has no designated parking facility requiring trail users to generally park along State Route 18/Big Bear Boulevard in turnouts and within the shoulders of the highway which creates traffic safety concerns within the area; and,
WHEREAS, City staff began investigating the development of an off-street parking facility as far back as 2017 where, at the time, they were engaged in discussions with the owner of an unimproved property at the southwest corner of Big Bear Boulevard and Talbot Drive to include the construction of a public parking facility within a proposed residential subdivision; and, WHEREAS, the proposed development on this property eventually became infeasible and in November 2020, the City of Big Bear Lake purchased the 3.2 acre property (APN: 0306-011-02) to further the development of the Castle Rock Trailhead Parking Lot; and, WHEREAS, in late 2021, the City initiated an extensive engineering design and environmental investigation and review process to design the proposed parking lot and satisfy the requirements of the California Environmental Quality Act (CEQA), that included many investigations including survey and geotechnical investigation; and,
WHEREAS, the geotechnical investigation allowed for the design of a parking facility, that would not require blasting or other extraneous earth moving efforts, to support thirty (30) parking spaces, including the appropriate ADA spaces, sidewalks to access the trail, and a public restroom facility; and,
WHEREAS, a corresponding Mitigated Negative Declaration was developed and circulated for public review and comment, in accordance with CEQA guidelines; and, WHEREAS, at a Public Hearing of the City of Big Bear Lake Planning Commission on March 20, 2024, the Planning Commission approved, unanimously, the Mitigated Negative Declaration providing the necessary environmental clearance for the project and a Conditional Use Permit providing the necessary land use entitlements for this project, both actions which provide the necessary clearance for the project to proceed to the construction phase; and, WHEREAS, in late 2021 and early 2022, City staff was contacted by the adjacent property owners at 38605 Big Bear Boulevard, where they expressed concerns associated with the development of this parking lot project directly adjacent to their home and the resulting impacts, especially the potential for vehicles entering and exiting the parking lot to breach their home; and, Item 2.2
Attachment 1
WHEREAS, City staff, aided by the City Attorney’s Office, worked and negotiated with the property owners, the Lugo Trust, to construct certain public improvements, namely a wall within the public right of way, that will protect their property and the public right of way, and the property owners will provide for all necessary access for the City to construct and maintain the wall in perpetuity, to which both parties have agreed to the proposed agreement presented for the City Council’s consideration; and,
WHEREAS, on April 10, 2024, the City Council authorized staff to solicit construction bids for this project, in accordance with the California Public Contract Code and the City of Big Bear Lake’s purchasing guidelines and on Tuesday, June 25, 2024, the City received two (2) sealed bids for this project; and,
WHEREAS, the lowest responsive bid received was that of S. Porter, Inc. of Big Bear Lake, CA in the amount of $1,512,863; and,
WHEREAS, staff reviewed the background and past work of S. Porter, Inc., which includes many projects for the City of Big Bear Lake, including street improvement projects and a number of trail projects, all of which have been successfully completed; and, WHEREAS, staff is requesting a contingency fund for the construction contract in the amount of $227,000 (approximately 15%) to cover the cost of any unforeseen conditions or additional work that arise throughout the course of construction; and,
WHEREAS, staff is also requesting a budget of $120,000 to cover the cost of project management and inspection support as well as necessary surveying and geotechnical services to support the completion of this project utilizing the City’s on-call engineering firms; and, WHEREAS, staff is seeking authorization of a Task Order with Merrell-Johnson Companies, one of the City’s on-call engineering firms, in the amount of $65,000, from the identified project support budget, for field inspection and project management support; and, WHEREAS, this project is included within the previously adopted Fiscal Year 2021-22 Annual CIP with funding being derived from a Federal Lands Access Program Grant in the amount of $741,000 and a State grant from the California Drought, Water, Parks, Climate, Costal Protection, and Outdoor Access for All Act of 2021 in the amount of $180,000 with all additional funding being provided from the City’s Measure Y Fund; and,
WHEREAS, the total identified expenditures for this project are not to exceed $1,859,863 which are in excess of the available project budget, which will require a budget appropriation; and, WHEREAS, staff is requesting a budget appropriation from the Measure Y Fund to the Castle Rock Trailhead Parking Lot Project in the amount of $745,000 to complete this project.

NOW, THEREFORE, BE IT RESOLVED by the City Council that:

1. A construction contract is awarded to S. Porter, Inc. in the amount of $1,739,863, which includes a contingency amount of $227,000 (approximately 15%).

2. A Task Order is approved with Merrell-Johnson Companies in an amount not to exceed $65,000 for field inspection and project management support.

3. A budget appropriation in the amount of $745,000 from the Measure Y Fund to the Castle Rock Trailhead Project is approved.

4. An Agreement for Construction Access and Maintenance of Public Improvements for the Castle Rock Trailhead Parking Lot Project between the City of Big Bear Lake and the Lugo Trust is approved.

5. The City Manager is authorized to execute all contract documents in a form approved by the City Attorney.

PASSED, APPROVED AND ADOPTED this 10th day of July, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk
Castle Rock Trailhead Parking Lot
Project Area Map
Item 2.2
Attachment 2
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AGREEMENT FOR CONSTRUCTION ACCESS AND MAINTENANCE OF PUBLIC

IMPROVEMENTS FOR THE CASTLE ROCK TRAILHEAD PARKING LOT

PROJECT
This Agreement for Construction Access and Maintenance of Public Improvements for the Castle Rock Trailhead Project (“Agreement”) is entered into on __________, 2024, by and between the City of Big Bear Lake, a California charter city and municipal corporation (“City”), and the Lugo Trust c/o Gustavo and Guadalupe Lugo (“Owner”). City and Owner are sometimes referred to herein as a “Party” or collectively as the “Parties.” This Agreement shall not become effective until the date (“Effective Date”) on which both of the following are true: (i) this Agreement has been approved by the City Council; and (ii) this Agreement has been executed by the appropriate authorities of City and Owner.

RECITALS
A. Owner is the current record owner of certain real property more commonly known as 38605 Big Bear Boulevard (APN 0306-033-15), Big Bear Lake, California, and more specifically described in Exhibit “A” attached hereto and incorporated herein by reference (“Property”); and
B. City proposes to develop a public improvement on a vacant 3.19 acre site, located at 38501 Big Bear Boulevard (APN 0306-011-02), Big Bear Lake, California, the Castle Rock Trailhead Parking Lot (“Project”), adjacent to the Property noted above; and C. The Project will construct trailhead improvements including a parking lot and restrooms for Castle Rock Trail users. Access to the parking lot is proposed from Talbot Drive, which will require street improvements to the intersection of Talbot Drive and Big Bear Boulevard, as well as a proposed driveway length of one hundred (100) feet on Talbot Drive adjacent to the Property; and
D. On March, 20, 2024, the Planning Commission adopted Resolutions 2024-05 adopting a Mitigated Negative Declaration and 2024-06 approving Conditional Use Permit 2023- 097 and Variance 2023-098 in relation to the Project; and E. Conditions of Approval for the Project require mitigation of substantial adverse effects on the abutting Property to a less than significant level in relation to excessive noise, vibration, traffic or other disturbances, nuisances or hazards; and F. As part of the Project, which impacts access to the Property based on required improvements per California Department of Transportation (“CalTrans”) standards to the intersection of Talbot Drive and Big Bear Boulevard, and in exchange for Owner’s promise not to oppose the Project, City will complete the following Improvements: (i) remove and reconstruct the Property driveway to blend driveway with new street improvement, (ii) regrade a portion of the Property to blend and join the new street pavement improvement, (iii) install “No Parking” signs on Big Bear Boulevard, (iv) install a six foot (6’) tall privacy wall with stone veneer on the City’s right of way property for a segment of Talbot Drive adjacent to the Property, (v) install a Item 2.2
Attachment 3
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three (3) wood rail fence from the end of the privacy wall to the end of the pavement improvement limits on Talbot Drive, and (vi) install curb and gutter in the public right of way on Talbot Drive along the westerly Project limits as depicted in Exhibit “B” to this Agreement (collectively, the “Improvements”), attached hereto and incorporated herein by reference, in mitigation of adverse effects on the abutting Property; and
G. The City will ensure that all Improvements will comply with the Standard Specifications for Public Works Construction (greenbook) or other applicable City of Big Bear Lake and Caltrans standard design requirements; and
H. As part of ongoing maintenance in relation to the required Improvements to the intersection of Talbot Drive and Big Bear Boulevard which affect the Property, the City will include the Property in its snow berm reduction program and will agree to maintain and manage any snow berms in the public right of way resulting from snow plowing activity along Big Bear Boulevard to ensure access to the Property along the driveway edge, consistent with the City’s standards for berm reduction. The City will not conduct snow removal from the private Property’s driveway; and
I. Based on the gradient, roadway width and geometry of Talbot Drive and Big Bear Boulevard, the construction of these improvements on the Property, and the construction and maintenance of improvements in the public right of way adjacent to the Property does not constitute a special privilege to a single property owner and can be attributed to the neighborhood as a whole to ensure roadway safety, ensure proper roadway drainage, and ensure public access to the Project; and
J. To construct the Improvements, the City will need temporary and permanent rights to access a portion of the Property, as further depicted in Exhibit “A” to this Agreement; and K. To maintain the Improvements in the public right of way and to ensure proper snow berm removal to the Property, the City will need temporary and permanent rights to access a portion of the Property, as further depicted in Exhibit “C” to this Agreement (“Easement”), attached hereto and incorporated herein by reference; and L. The Parties enter this Agreement to set forth the terms and conditions under which the Owner will consent to City’s temporary access to its Property to construct the Improvements, and permanent rights to the Property to maintain the privacy wall and three (3) rail fence improvements that are to be constructed in the public right of way. The City will not maintain any Improvements located on the real property parcel; the requested Easement is only to maintain the public improvements located in the public right of way on Talbot Drive, as necessary.

AGREEMENT

1. Incorporation of Recitals. The recitals above are true and correct and incorporated herein by this reference.

2. Grant of Temporary Access. The Owner grants to City, its agents, representatives, successors, and assigns, a temporary and non-exclusive construction license to enter over, on, under, in, across, along, and through that portion of the Owner’s property more particularly - 3 -
described and depicted in Exhibit A to this Agreement for the purpose of all reasonably necessary and convenient activities associated with construction of the Improvements. This grant of access will be at no cost to the City.

3. Conditions to Grant of Temporary Access. The City will provide to the Owner at least forty-eight (48) hours’ prior written notice of City’s intent to commence construction of the Improvements, after which the right to enter and use the Property pursuant to this Agreement shall continue in effect for a period of one (1) year or until the Project is deemed complete and the City Council has approved a Notice of Completion for the Project.

4. Maintenance During Temporary Access. The City agrees to prepare and implement a mitigation plan for the Property that will restore the Property after construction of the Improvements is complete, consistent with the requirements of the California Environmental Quality Act.

5. Grant of Permanent Easement. The Owner agrees to convey an easement, substantially similar to the easement attached to this Agreement in Exhibit “C” and reflecting the area of permanent access identified in Exhibit B. It is possible that the Easement Area may need to be modified as the Project progresses. The Owner agrees that if the Easement Area needs to be modified (moved, expanded or contracted), the Owner will reasonably cooperate with such modifications, in which case an amendment to the Easement will be executed between the Parties, reflecting the modified Easement Area. This Easement will be granted at no cost to the City.

6. Conditions to Grant of Permanent Easement; Maintenance. The City agrees to prepare and implement a mitigation plan for the Property that will restore the Property after construction of the Improvements is complete, consistent with the requirements of the California Environmental Quality Act. When maintenance is required, except when there is an emergency, the City shall provide the Owner with seven (7) days’ advanced written notice prior to entering the Property for conducting maintenance. For the purposes of this section, an “emergency” means when the privacy wall needs immediate repairs because of significant structural damage, or any situation where the City Engineer determines immediate repairs are needed to the privacy wall to protect against damages or injuries to life or property. When there is an emergency, the City may access the property immediately but will make all reasonable efforts to provide as much advanced written notice as possible.

7. Dispute Resolution. If disputes arise regarding compliance with this Agreement, the Parties shall meet and confer to resolve the dispute. Such meet and confer may include mediation or voluntary arbitration. If, after completing the meet and confer process, one Party believes the other Party remains in breach of this Agreement, that Party shall provide written notice to the other Party detailing the alleged breach. The Party alleged to be in breach shall have ninety (90) days to cure the breach or to commence cure if the cure cannot be completed within ninety (90) days. After the end of the cure period, the Party alleging the breach may pursue legal remedies if that Party believes the breach remains uncured.
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8. Notices. All notices required or permitted under this Agreement are to be in writing and delivered personally, or sent by overnight delivery service, or registered or certified mail, postage prepaid and directed as follows:

If to City: City of Big Bear Lake
Attn:
39707 Big Bear Boulevard,
Big Bear Lake, CA 92315
Email:

Phone:

With a Copy to:

Attn:

Email:

Phone:

If to the Owner: Lugo Trust
Attn:
_____________________________,
____________, CA ________
Email:

Phone:

With a Copy to:

Attn:

Email:

Phone:

Either Party may, at any time or from time to time, designate in writing a substitute address for that above set forth, and thereafter notices are to be delivered to such substitute address for that above set forth. Notices to either Party are effective on the date of delivery, if delivered personally, on the next business day if sent by overnight courier, and three business days after depositing in the United States Postal system if sent via registered or certified mail.

9. Effective Date. This Agreement shall become effective upon execution by both Parties.

10. Entire Agreement. This Agreement contains the entire Agreement of the Parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements.

11. Termination. The City may terminate this Agreement if Owner fails to cooperate with the City while the City attempts to construct and/or maintain the Improvements or if Owner - 5 -
damages the Improvements upon giving the Owner seven (7) days’ written notice after the completion of the ninety (90) day cure period described in Section 7 hereinabove.

12. Amendment of Agreement. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.

13. Indemnification. The Owner agrees to defend at its own expense including attorneys’ fees, indemnify and hold harmless the City, its directors, agents, officer and employees, from all costs, penalties, damages, liability and any legal or equitable claims of any nature whatsoever, including but not limited to liability for bodily injury, sickness, disease or death, property damage (including loss of use) or violation of law, caused by or arising out of or relating to any negligent act, error or omission, or willful misconduct of the Owner, its officers or employees, or any other agent acting pursuant to its control and performing under this Agreement, except from the City’s gross negligence or willful misconduct. The Parties agree that they will notify each other in writing within seven (7) days of becoming aware of any visible damage to the privacy wall that is only visible from their respective property. The Owner shall also notify the City in writing when it plans to remodel the landscaping within the Easement Area so that the City may determine if such remodeling plans pose a threat to the structural integrity of the privacy wall.

14. Insurance. City shall maintain appropriate insurance related to use of the Property for construction of the Improvements from the Property, or shall cause its contractors or vendors to maintain such insurance, and shall provide the Owner proof of such insurance upon reasonable request by the Owner.

15. No Third Party Beneficiaries. Nothing in this Agreement is intended to create duties or obligations to, or rights in, third parties that are not parties to this Agreement.

16. Successors and Assigns. This Agreement shall bind and inure to the benefit of the Parties hereto and their respective governing bodies and their individual board members, heirs, executors, administrators, legal representatives, successors, and assigns.

17. Construction of Agreement. Both Parties drafted this Agreement. No ambiguous provision of this Agreement shall be construed for or against any of the Parties.

18. Authority to Enter Agreement. Each Party signing this Agreement represents and warrants that the individual signing this Agreement on its behalf is fully authorized to do so.

19. Governing Law and Venue. This Agreement shall be deemed to have been entered into in the State of California, and governed and interpreted by the laws of the State of California.

Venue shall be state and federal courts located in San Bernardino County.

20. Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel or otherwise.
- 6 -

21. Cooperation and Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.

22. Attorney’s Fees. In the event that litigation is brought by any Party in connection with this Agreement, the prevailing Party shall be entitled to recover from the opposing Party all costs and expenses, including reasonable attorneys’ fees, incurred by the prevailing Party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. The costs, salary, and expenses of the City Attorney’s Office in enforcing this Agreement on behalf of the City shall be considered as “attorneys’ fees” for the purposes of this Agreement.

23. Counterparts. This Agreement may be signed in counterparts, and any facsimile, e-mail or other copies of this Agreement or any counterparts, shall be deemed an original.

24. Electronic Signatures. The Parties hereto hereby agree that electronic signatures are acceptable and shall have the same force and effect as original wet signatures.

25. Severability. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, illegal, or unenforceable for any reason, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance, and the remaining provisions of this Agreement shall remain in full force and effect.

Dated: ____________, 2024 CITY OF BIG BEAR LAKE
By:

Dated: ____________, 2024 APPROVED AS TO FORM:

By:

Dated: ____________, 2024 LUGO TRUST
By:

By:
- 7 -
Dated: ____________, 2024 APPROVED AS TO FORM:

By:___________________________________
EXHIBIT A – PROPERTY

LEGAL DESCRIPTION
38605 BIG BEAR BOULEVARD
ASSESSORS PARCEL NUMBER 0306-033-15
Legal Description: TRACT 2280 LOT 64A
Intersection of Talbot Drive and Big Bear Boulevard, with Property at left and future public trailhead improvement on right.

EXHIBIT B - IMPROVEMENTS
Limits of Improvements
Privacy Wall Design
59’
Wood Rail Wall Design
35’
Property Elevation, Improvements in Public Right of Way

EXHIBIT C - EASEMENT
RECORDING REQUESTED BY:
(This Space for Recorder's Use)

CITY OF BIG BEAR LAKE
WHEN RECORDED MAIL TO:

City of Big Bear Lake
39707 Big Bear Boulevard,
Big Bear Lake, CA 92315
Attn:

No Transfer Tax Due, Pursuant to Gov. Code, § 6103

EASEMENT
ASSESSOR'S PARCEL NO. 0306-033-15
The Lugo Trust c/o Gustavo and Guadalupe Lugo (“Grantor(s)”), is/are the owner(s) of certain real property more commonly known as 38605 Big Bear Boulevard (APN 0306-033-15), Big Bear Lake, California, and for valuable consideration, receipt of which is acknowledged, hereby grant(s) to the City of Big Bear Lake, a California municipal corporation, in the County of San Bernardino, State of California (“Grantee”) an easement for the following public purpose:

Driveway Improvements on Private Property and
Privacy Wall Construction and Maintenance in Public Right of Way Hereinafter, such purposes described above shall be referred to as the “Improvements.” A perpetual and exclusive easement for stormwater drainage purposes in, on, under, through and across that certain real property located in the County of San Bernardino, State of California, with Assessor’s Parcel No. 0306-033-15 as more particularly depicted in Attachment A as the permanent access area (the “Easement Area”), to construct, reconstruct, maintain, and/or remove fencing improvements and related equipment in, on, under, over, through and across the Easement Area on the Property described herein.

The Grantor hereby further grants to Grantee access to and over all trees, growths (growing or that may hereafter grow), and vegetation within said Easement Area, together with the right to use, remove, and/or relocate the same in such manner and in such locations as said Grantee may deem proper, needful or necessary, in the construction, reconstruction, improvement or maintenance of said fencing improvements. The Grantee shall not impede the Owner’s ability to remodel their yards, except when such remodeling occurs within said Easement Area and could threaten the structural integrity of the privacy wall.

The Grantor hereby waives any claim for any and all damages to Grantor's remaining property contiguous to the right-of-way that are unrelated to Grantee’s work on the Improvements in the Easement Area, and by this waiver binds all heirs, executors, administrators, successors and assigns.

This Easement shall be shall be binding on the Grantor(s) heirs, executors, administrators, successors and assigns.

IN WITNESS WHEREOF, the Grantor(s) has/have caused this Easement to be executed this day of , 20____.

LUGO TRUST C/O GUSTAVO LUGO AND GUADALUPE LUGO
OWNERS:

By: By:
(sign here) (sign here)

(title of signatory) (title of signatory)
(All OWNERS must sign)
(Proper notary acknowledgment of execution by OWNER must be attached.) (President or vice-president and secretary or assistant secretary must sign for corporations. If only one officer signs, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering that officer to bind the corporation.) (Attach appropriate Subordination Agreements as applicable)

ALL-PURPOSE ACKNOWLEDGMENT NOTARY FOR CALIFORNIA
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

COUNTY OF SAN BERNARDINO
On May ___, 2024, before me, , Date Name And Title Of Officer (e.g. “Jane Doe, Notary Public”) personally appeared , Name of Signer(s)
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 of Notary Public

OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent reattachment of this form.

CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT  Individual
 Corporate Officer
Title(s) Title or Type of Document
 Partner(s)  Limited
 General
 Attorney-In-Fact Number Of Pages
 Trustee(s)
 Guardian/Conservator
¨ Other: May 21, 2024
Signer is representing:

Name Of Person(s) Or Entity(ies)
Date Of Document
Signer(s) Other Than Named Above

EXHIBIT C

ATTACHMENT A TO EASEMENT

MEETING
DATE: July 10, 2024
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Kelly Tinker, Economic Development Manager
SUBJECT: Small Business Façade Improvement Program

BACKGROUND & DISCUSSION
In 2021, the City Council established the Economic Development Advisory Committee (EDAC), with the goal of identifying beneficial economic development initiatives for the City of Big Bear Lake (City). The primary initiative borne of the EDAC was the Beautify Big Bear Lake campaign, a citywide beautification program adopted in the spring of 2023. The Beautify Big Bear Lake campaign sought to address deferred property maintenance and general blight through educating businesses and property owners on the City’s existing property maintenance standards, and encouraging a voluntary collective effort from the business community to invest in the revitalization of Big Bear Boulevard and the Moonridge Corridor.

In the City’s continued efforts to prioritize the support of the small business community, and emphasize the importance of the Beautify Big Bear Lake program, City Council approved the appropriation of $150,000 to fund the proposed Small Business Façade Improvement Program (SBFIP) in the adoption of the Fiscal Year 2024-2025 Annual Budget. The SBFIP includes two grant options, a reimbursement grant and a matching fund grant, both of which are intended to incentivize small business and commercial-retail building owners to reinvest in their properties by improving and upgrading their building facades and replacing old, outdated or damaged business identification signs.

Proposed Program:

The program proposes to provide small business and commercial-retail building owners a reimbursement grant of up to $5,000, and a matching grant of up to $10,000. Eligible applicants may qualify for both grant options, totaling up to $15,000 in available grant funding from the City.

The matching grant opportunity would allow for a greater overall monetary benefit, but would require the business/property to invest up to $10,000 of their own funds. The reimbursement grant would allow for businesses that do not necessarily have the immediate resources to handle such an investment the opportunity to participate, albeit on a smaller scale.

The terms and conditions provided below are an overview/summary of the SBFIP for City Council consideration.

Eligible Applicants:

Small business owners and tenants of commercial property in the City of Big Bear Lake, Item 2.3
specifically along Big Bear Boulevard and the Moonridge Corridor, whereby the building owners and all building tenants can be designated as “small businesses” under the Small Business Administration (SBA) regulations.

Eligible Project Costs:

Eligible improvements and project costs may include engineering design, architectural design, insurance, and the construction cost.

The eligible construction elements may include:
• Awnings, canopies, overhead trellises, and overhangs; • Doors and windows on front and public sides of buildings; • Exterior façade improvements and treatments including siding, masonry, rock work, fencing, decorative treatments, cleaning, repair and painting; • Exterior lighting;
• Signage, including on-site directional, monument and business identification signs Program Benefits:
• $5,000 Reimbursement Grant for any eligible applicant and project; • Reimbursement Matching Grant of up to $10,000 above the initial $5,000 amount, up to a maximum grant amount of $15,000.

Maintenance Agreement:

In exchange for the program benefits identified above, each program applicant enters into a “Small Business Façade Improvement Maintenance Agreement” with the City, ensuring that the improvements funded and installed under the program are preserved and maintained in good condition for a period of at least five (5) years. Should the business/property owner fail to maintain the improvements for that five year program period, or should the property be sold or transferred during that time, the program funds may be required to be repaid to the city on a straight line depreciated basis.

FISCAL IMPACT
The costs associated with this proposed program are available within the adopted Fiscal Year 2024-25 Budget. No additional appropriation is being requested as the approved budget supports the cost of the program.

ENVIRONMENTAL CONSIDERATIONS
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.

Project Cost $ 5,000 $ 10,000 $ 15,000 $ 20,000 $ 25,000 BBL Reimbursement Grant $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 Gross Applicant Cost $ - $ 5,000 $ 10,000 $ 15,000 $ 20,000 BBL 50% Matching Grant $ - $ 2,500 $ 5,000 $ 7,500 $ 10,000 Net Applicant Cost $ - $ 2,500 $ 5,000 $ 7,500 $ 10,000 Grant Total $ 5,000 $ 7,500 $ 10,000 $ 12,500 $ 15,000

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities Nos. 1, 4 and 5.

1. Supports and invests in sustainable infrastructure projects and programs consistent with the needs of our community; and

4. Enhances community engagement and local advocacy strategies while bolstering partnerships with residents, businesses and regional partners; and

5. Preserve and protect the quality of life for the residents and businesses, while maintaining a balance with the environment to foster a sustainable economic base.

RECOMMENDED ACTION
It is recommended that the City Council approve the proposed Small Business Façade Improvement Program, and adopt a Resolution Authorizing the City Manager to Execute Any and All Documents Required for Implementation of the Big Bear Lake Small Business Façade Improvement Program.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE ANY AND

ALL DOCUMENTS REQUIRED FOR IMPLEMENTATION OF THE BIG BEAR LAKE SMALL BUSINESS FAÇADE IMPROVEMENT PROGRAM
WHEREAS, The City of Big Bear Lake (“City”) is a Charter City, and the City Council shall have the power to make and enforce all laws and regulations with respect to all municipal affairs, subject only to such restrictions and limitations as provided within the City Charter, and in the Constitution of the State of California; and,
WHEREAS, the City of Big Bear Lake adopted the Beautify Big Bear Lake initiative in April of 2023, establishing a citywide beautification campaign to address deferred property maintenance issues and general blight in commercial properties along Big Bear Boulevard and the Moonridge Corridor (hereinafter the “Project Area”); and,
WHEREAS, in support of the adopted Beautify Big Bear Lake initiative, and to help eliminate blight and revitalize the substandard physical and economic conditions that exist within the Project Area, the City Council approved the appropriation of $150,000 in the Fiscal Year 2024-25 Budget to establish a grant program to assist small business and commercial property owners in the funding of beautification efforts; and,
WHEREAS, the City created the Big Bear Lake Small Business Façade Improvement Program (“Program”), establishing two grant options, a $5,000 Reimbursement Grant and a $10,000 Matching Reimbursement Grant, intended to incentivize small business and commercial building owners to reinvest in their properties by improving and upgrading their building facades and replacing outdated or damaged business signage within the Project Area; and, WHEREAS, the provision of grant funding to small business and commercial-retail building owners will be subject to Program eligibility and approval, and contingent upon the completion of a Small Business Façade Improvement Maintenance Agreement, requiring grant recipients to maintain in good condition any improvements funded and installed under the Program for a period of at least five (5) years.

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 City of Big Bear Lake desires to offer grant funding in the form of two reimbursement grant options to assist small business and commercial property owners in the funding of beautification efforts (improving and upgrading building facades and the repair or replacement of outdated or damaged business signage).

Item 2.3
Attachment 1

3. The City Manager is hereby authorized to execute any and all documents necessary to implement the Big Bear Lake Small Business Façade Improvement Program on behalf of the City.

4. The budget of $150,000 to fund the Big Bear Lake Small Business Façade Improvement Program is available within the adopted Fiscal Year 2024-25 Budget.

5. This Resolution shall take effect immediately upon its adoption by the City Council.

PASSED, APPROVED AND ADOPTED this 10th day of July, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

MEETING
DATE: July 10, 2024
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Kelly Tinker, Economic Development Manager
SUBJECT: Vacant Property Improvement Program

While the Beautify Big Bear Lake campaign is intended to address deferred property maintenance and general blight through encouraging voluntary compliance with the City’s existing property maintenance standards, it also brought into focusthe issue of properties throughout the community that contain vacant, severely dilapidated structures that are not only eyesores to the residents and visitors of Big Bear Lake, but also potentially pose significant health, fire and life-safety hazards within the city.

In 2016, the City approved the “Derelict Building Demolition Program”, established to identify properties with the most egregious examples of blighted, substandard and hazardous structures, and coordinate demolition and abatement if it were not financially feasible to rehabilitate them.

That program was successful in abating blight and unsafe conditions in a number of properties throughout the City, however, many properties still exist with moderately to severely dilapidated and hazardous structures, which will require either substantial rehabilitation efforts or complete demolition.

In support of the Beautify Big Bear Lake program, and to underscore the City’s commitment to enhancing the quality of life for all residents and visitors of Big Bear Lake, City Council has directed staff to develop a similar program to allow for the abatement and removal of blighted, unsafe vacant structures. Similar to the Derelict Building Demolition Program, the proposed Vacant Property Improvement Program (VPIP) will utilize the Code Compliance Division, in coordination with Building and Safety staff, to identify and prioritize those properties that are most in need of abatement/demolition.

The VPIP will utilize the requirements stipulated in the currently adopted California Building Code 2022 (CBC 2022), Section 116 – “Unsafe Structures and Equipment”, which contains provisions that address all aspects of abating dangerous/substandard buildings, and specifically defines the legal processes for posting dangerous buildings; legal noticing and due legal processes for the Item 2.4
property owners; and abatement procedures (repair or demolition procedures). These CBC 2022 processes will be closely adhered to in order to guarantee affected property owners full due process and, to the maximum extent possible, the reimbursement of City expenditures involved in the elimination of these derelict and dangerous structures.

The VPIP will establish a clear process for identifying and designating blighted properties, and engage staff in conducting outreach efforts to inform property owners about the program and outline the potential consequences of inaction, and the City’s process for abating/demolishing vacant, blighted structures if voluntary compliance cannot be obtained. Following the required noticing and due process procedures, staff can solicit bids for abatement/demolition of designated properties, and utilize an assessment/tax lien filed against each property for the actual demolition and administrative costs incurred. As these properties are sold, the assessment/lien will be satisfied and the associated monies recovered will be available for use in addressing additional vacant, blighted structures.

Approval of the VPIP is anticipated to yield numerous benefits for the City, including but not limited to:
• Enhanced Public Safety: Removal of blighted buildings will reduce potential hazards associated with structural instability, fire risks, and criminal activity. • Improved Aesthetics: Blighted buildings can be replaced with vacant lots, creating opportunities for landscaping or future development, enhancing the visual appeal of the City’s commercial corridors and neighborhoods.
• Increased Property Values: Eliminating blighted structures can lead to increased property values in surrounding areas, benefiting residents and commercial property owners. • Potential for Redevelopment: Abatement of blighted structures can provide opportunities for future economic development, workforce housing, and public-serving amenities for residents and visitors.

FISCAL IMPACT
The costs associated with the implementation of the VPIP will be dependent upon the conditions of the properties identified for abatement. For properties where voluntary compliance/abatement cannot be obtained, staff would solicit bids for abatement/demolition costs for each property identified under the VPIP, and each property/project would be brought back to City Council for discussion and consideration. Upon approval, initial City expenditures utilized to demolish these structures would then be recorded against the property as an assessment/lien, allowing for full cost recovery of the actual demolition and administrative costs incurred in the abatement. When these properties are later sold, the assessment/lien will be satisfied and the associated monies recovered will be available for use in addressing additional vacant, blighted structures.

ENVIRONMENTAL CONSIDERATIONS
Under Section 15378 of the California Environmental Quality Act (CEQA) Guidelines, this is not a project, and, therefore, no environmental review is required.

CONSIDERATION OF STRATEGIC PRIORITIES
This item aligns with the City Council’s Strategic Priorities Nos. 1 and 5.

1. Supports and invests in sustainable infrastructure projects and programs consistent with the needs of our community; and

5. Preserve and protect the quality of life for the residents and businesses, while maintaining a balance with the environment to foster a sustainable economic base.

RECOMMENDED ACTION
It is recommended that the City Council approve the proposed Vacant Property Improvement Program, and adopt a Resolution Authorizing the City Manager to Execute Any and All Documents Required for Implementation of the Big Bear Lake Vacant Property Improvement Program.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE ANY AND

ALL DOCUMENTS REQUIRED FOR IMPLEMENTATION OF THE BIG BEAR

LAKE VACANT PROPERTY IMPROVEMENT PROGRAM
WHEREAS, the City of Big Bear Lake (“City”) is a Charter City, and the City Council shall have the power to make and enforce all laws and regulations with respect to all municipal affairs, subject only to such restrictions and limitations as provided within the City Charter, and in the Constitution of the State of California; and,
WHEREAS, the City adopted the Beautify Big Bear Lake initiative in April of 2023, establishing a citywide beautification campaign to address deferred property maintenance issues and general blight; and,
WHEREAS, in support of the adopted Beautify Big Bear Lake initiative, and to help eliminate blight and revitalize the substandard physical and economic conditions that exist within the City, the City Council expressed the desire to establish a program to address dilapidated and unsafe vacant structures that can pose significant health, fire and life-safety hazards within the city; and, WHEREAS, the City created the Big Bear Lake Vacant Property Improvement Program (“Program”), to identify vacant properties with the most egregious examples of blighted, substandard and hazardous structures, and coordinate demolition and abatement if voluntary compliance cannot be obtained, or it were not financially feasible to rehabilitate them; and, WHEREAS, the Program will utilize the requirements stipulated in the currently adopted California Building Code 2022 (CBC 2022), Section 116 – “Unsafe Structures and Equipment”, which contains provisions that address all aspects of abating dangerous/substandard buildings, and specifically defines the legal processes for posting dangerous buildings; legal noticing and due legal processes for the property owners; and abatement procedures (repair or demolition procedures); and,
WHEREAS, in the event that voluntary abatement and compliance cannot be obtained, City expenditures utilized to demolish these structures would then be recorded against the property as an assessment/lien, allowing for full cost recovery of the actual demolition and administrative costs incurred in the abatement; and,
WHEREAS, when these properties are later sold, the assessment/lien will be satisfied and the associated monies recovered by the City would be available for use in addressing the abatement of any additional vacant, blighted structures.

NOW, THEREFORE, BE IT RESOLVED by the City Council that:

Item 2.4
Attachment 1

1. The recitals set forth herein are adopted by the City Council as findings and they are true and correct.

2. The City of Big Bear Lake desires to establish a program to address dilapidated and unsafe vacant structures that can pose significant health, fire and life-safety hazards within the city.

3. The City Manager is hereby authorized to execute any and all documents necessary to implement the Big Bear Lake Vacant Property Improvement Program on behalf of the City.

4. This Resolution shall take effect immediately upon its adoption by the City Council.

PASSED, APPROVED AND ADOPTED this 10th day of July, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

MEETING
DATE: July 10, 2024
TO: Honorable Mayor and Members of the City Council
THROUGH: Erik Sund, City Manager
FROM: Kelly Tinker, Economic Development Manager
SUBJECT: Real Property Purchase – 42139 Big Bear Boulevard

BACKGROUND & DISCUSSION
The City of Big Bear Lake (“City”) has completed negotiations with Wayne and Belinda Evans, legally authorized signers for Bear Country Quilts and Gifts, a California corporation (“Seller”) for the purchase by the City of that certain real property, Parcel Number 2328-191-19, located at 42139 Big Bear Boulevard, Big Bear Lake, California 92315 (the “Property”).

The City considers four separate categories/criteria when evaluating the purchase of available property for public benefit: Workforce Housing and Community Serving Elements; Traffic and Pedestrian Safety Improvements; Economic Development and Visitor Serving Opportunities; and Property Maintenance/Blight. Each opportunity for property acquisition is evaluated using these four categories, and only those that meet one or more of these criteria and offer the greatest overall impact and community benefit are recommended by staff to be agendized for City Council review and public discussion.

Staff have not yet determined a specific use or uses for the property once it is acquired by the City.

However, the opportunity to purchase this property in its location and at this point in time offers specific advantages to the City, and satisfies several of the criteria identified above. Those advantages include opportunities for traffic safety and pedestrian improvements, community serving and visitor serving elements with recreational improvements and trail connectivity, as well as potential future economic development opportunities. The City values public input on any project the City endeavors upon, and will be working toward identifying options that provide the greatest overall benefit to the community.

FISCAL IMPACT
As consideration for purchase of the Property, the City will pay to Seller six hundred and ninety thousand dollars ($690,000). There are sufficient funds in the City’s Measure Y account for purposes of acquisition of the Property. It is recommended that the City Council authorize an appropriation of $690,000 from the unassigned Measure Y fund balance.

Measure Y funds are the result of an ordinance approved in 2008, increasing the City’s Transient Occupancy Tax (TOT) rate by 2%, with accompanying stipulations that the resulting increased TOT funds would be used solely to support visitor and community-serving infrastructure (rebuild Item 2.5
and renovate infrastructure, street maintenance, trail connectivity, public park improvements, lake access points, and other public facilities and amenities).

ENVIRONMENTAL CONSIDERATIONS
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.

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.

CONSIDERATION OF STRATEGIC PRIORITIES

1. Support and invest in sustainable infrastructure projects and programs consistent with the needs of our community.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Authorizing the City Manager to Execute Any and All Documents Necessary to Consummate the Purchase Transaction, Conveying to the City of Big Bear Lake that Certain Real Property Located at 42139 Big Bear Boulevard, Parcel No. 2328-191-19; Authorizing a Fiscal Year 2024-25 Budget Appropriation; and Finding the Action Exempt from the California Environmental Quality Act.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE ANY AND

ALL DOCUMENTS NECESSARY TO CONSUMMATE THE PURCHASE

TRANSACTION, CONVEYING TO THE CITY OF BIG BEAR LAKE THAT CERTAIN REAL PROPERTY LOCATED AT 42139 BIG BEAR BOULEVARD, PARCEL NO. 2328-191-19; AUTHORIZING A FISCAL YEAR 2024-25 BUDGET APPROPRIATION; AND FINDING THE ACTION EXEMPT FROM THE

CALIFORNIA ENVIRONMENTAL QUALITY ACT
WHEREAS, The City of Big Bear Lake (“City”) has completed negotiations with Wayne and Belinda Evans, legally authorized signers for Bear Country Quilts and Gifts, a California corporation (“Seller”) for the purchase by the City of that certain real property, Parcel Number 2328-191-19, located at 42139 Big Bear Boulevard, Big Bear Lake, California 92315 (the “Property”); 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 CEQA Guidelines 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, the acquisition of this Property is in the best interests of the City and its residents; and,
WHEREAS, the completion of this purchase transaction and the acquisition of this Property will be contingent upon the completion of all legal prerequisites and a successful due diligence investigation; and,
WHEREAS, the negotiated price for this real property is $690,000 and the City maintains sufficient resources to acquire this property; and,
WHEREAS, the proposed funding source for this acquisition is $690,000 from the Measure Y Fund.

Item 2.5
Attachment 1
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 City Manager is hereby authorized to execute any and all documents necessary to consummate the purchase transaction and acceptance of Seller’s interest in the Property on behalf of the City.

3. The requested budget appropriation of $690,000 from the Measure Y Fund is hereby authorized.

4. The City Clerk shall certify the adoption of this Resolution and upon completion of this purchase transaction cause the forthcoming fully executed Grant Deed and the Certificate of Acceptance to be recorded in the Office of the County Recorder.

5. This Resolution shall take effect immediately upon its adoption by the City Council.

PASSED, APPROVED AND ADOPTED this 10th day of July, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

BACKGROUND & DISCUSSION
The City of Big Bear Lake (“City”) has completed negotiations with Mr. and Mrs. Gonzalez, legally authorized signers for Reygon Properties, LLC (“Seller”) for the purchase by the City of that certain real property, Parcel Numbers 0308-163-50 and 0308-162-46, located at 40752 Beaver Lane and 0 Beaver Lane, Big Bear Lake, California 92315 (the “Property”).

The opportunity to purchase this property in its location and at this point in time offers specific advantages to the City, and satisfies several of the criteria identified above. Those advantages include opportunities for community and visitor serving elements within the Village Specific Plan, such as additional visitor parking, additional public restrooms and facilities, community gathering space, and potential future economic development opportunities. The City values public input on any project the City endeavors upon, and will be working toward identifying options that provide the greatest overall benefit to the community.

FISCAL IMPACT
As consideration for purchase of the Property, the City will pay to Seller seven hundred and twenty five thousand dollars ($725,000). There are sufficient funds in the City’s Measure Y account for purposes of acquisition of the Property. It is recommended that the City Council authorize an appropriation of $725,000 from the unassigned Measure Y fund balance.

Measure Y funds are the result of an ordinance approved in 2008, increasing the City’s Transient Occupancy Tax (TOT) rate by 2%, with accompanying stipulations that the resulting increased TOT funds would be used solely to support visitor and community-serving infrastructure (rebuild and renovate infrastructure, street maintenance, trail connectivity, public park improvements, lake Item 2.6
access points, and other public facilities and amenities).

CONSIDERATION OF STRATEGIC PRIORITIES

1. Support and invest in sustainable infrastructure projects and programs consistent with the needs of our community.

RECOMMENDED ACTION
It is recommended that the City Council adopt a Resolution Authorizing the City Manager to Execute Any and All Documents Necessary to Consummate the Purchase Transaction, Conveying to the City of Big Bear Lake that Certain Real Property Located at 40752 Beaver Lane and 0 Beaver Lane, Parcel Numbers 0308-163-50 and 0308-162-46; Authorizing a Fiscal Year 2024-25 Budget Appropriation; and Finding the Action Exempt from the California Environmental Quality Act.

ATTACHMENT

1. Resolution No. 2024-XX
RESOLUTION NO. 2024-XX

RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE ANY AND

ALL DOCUMENTS NECESSARY TO CONSUMMATE THE PURCHASE

TRANSACTION, CONVEYING TO THE CITY OF BIG BEAR LAKE THAT CERTAIN REAL PROPERTY LOCATED AT 40752 BEAVER LANE AND 0 BEAVER LANE, PARCEL NUMBERS 0308-163-50 AND 0308-162-46; AUTHORIZING A FISCAL YEAR 2024-25 BUDGET APPROPRIATION; AND FINDING THE ACTION

EXEMPT FROM THE CALIFORNIA ENVIRONMENTAL QUALITY ACT
WHEREAS, The City of Big Bear Lake (“City”) has completed negotiations with Mr. and Mrs.

Gonzalez, legally authorized signers for Reygon Properties, LLC (“Seller”) for the purchase by the City of that certain real property, Parcel Numbers 0308-163-50 and 0308-162-46, located at 40752 Beaver Lane and 0 Beaver Lane, Big Bear Lake, California 92315 (the “Property”); 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 CEQA Guidelines 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, the acquisition of this Property is in the best interests of the City and its residents; and,
WHEREAS, the completion of this purchase transaction and the acquisition of this Property will be contingent upon the completion of all legal prerequisites and a successful due diligence investigation; and,
WHEREAS, the negotiated price for this real property is $725,000 and the City maintains sufficient resources to acquire this property; and,
WHEREAS, the proposed funding source for this acquisition is $725,000 from the Measure Y Fund.

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.

Item 2.6
Attachment 1

2. The City Manager is hereby authorized to execute any and all documents necessary to consummate the purchase transaction and acceptance of Seller’s interest in the Property on behalf of the City.

3. The requested budget appropriation of $725,000 from the Measure Y Fund is hereby authorized.

5. This Resolution shall take effect immediately upon its adoption by the City Council.

PASSED, APPROVED AND ADOPTED this 10th day of July, 2024.

Perri Melnick, Mayor
ATTEST:

Erica Stephenson, City Clerk

STATE OF CALIFORNIA )
COUNTY OF SAN BERNARDINO ) ss

AYES:

NOES:

ABSTAIN:

ABSENT:

Erica Stephenson, City Clerk

MONTHLY & MISCELLANEOUS

REPORTS
Department of Water, City of Big Bear Lake
41972 Garstin Drive, P.O. Box 1929 · Big Bear Lake, CA 92315-1929 · Phone 909/866-5050 · Fax 909/866-3184 · www.BBLDWP.com This institution is an equal opportunity provider and employer.

DEPARTMENT OF WATER

Service, Quality, Community
DATE: June 25, 2024
TO: Erik Sund, City Manager
FROM: Reginald A. Lamson, DWP General Manager
RE: DWP Monthly Update – May 2024

SERVICE DELIVERY
Water services that were provided May 1, 2024 to May 31, 2024:
15,983 Customers provided with water service.
777 Field service calls completed.
0 Main leak repaired.
3 Main leaks year-to-date 2024 1 Main leaks year-to-date 2023 4 Service leak repairs
10 Service leaks year-to-date 2024 19 Service leaks year-to-date 2023

51.99 Million gallons produced by wells.
$820,415 Processed in billings.
8,803 Accounts processed in billings.
3,457 Number of customers on E-bill
92 New Accounts (includes tenant turnover).

10.975 Equivalent Dwelling Units (EDU) added to the water system. $1,047,363 Total Gross receipts processed.

BOARD MEETINGS:

The following was approved by the Board of Water and Power Commissioners at a Regular Board Meeting on May 28, 2024:
• The Board adopted Resolution No. DWP 2024-07 adopting the DWP FY 2025 Budget and confirming the adjustments to water rates, fees and charges effective July 1, 2024. • The Board adopted Resolution No. DWP 2024-08 approving the District Engineer Classifications Specifications and the Salary Range 65 placement.
• The Board adopted Resolution No. DWP 2024-09 approving the Purchaser/Construction Observer Classifications Specifications and the Salary Range 29 placement. • The Board awarded a contract with S Porter, Inc. for the Installation Project for $279,000.00, and budget internally $27,900.00 for a 10% contingency for a total amount of $306,900.00. • The Board authorized the General Manager or designee to enter into a one-year Software as a Service agreement with Tyler Technologiesfor an annual subscription fee of $60,400.00.

City Manager’s Report
June 25, 2024

Page 2 of 2 ends

• The Board approved Amendment No.7 to WSC CIP Agreement for Design and Construction Management Services for the Knickerbocker Hydropneumatic System Project in the amount of $129,826.00. • The Board approved Amendment No. 2 to the Tom Dodson & Associates Agreement for environmental services for the Wolf Reservoir & Booster Replacement Project in the amount of $20,000.00.

AGENDA REPORT

Service, Quality, Community
DATE: June 25, 2024
TO: Board of Commissioners
FROM: Reginald A. Lamson, General Manager
RE: General Manager’s Report
Capital Projects
Garstin Water Operations Facilities:

On October 17, 2023, WSC, DWP, and USDA conducted a Teams meeting to meet the new USDA personnel and receive comments to the draft Preliminary Engineering Report (PER).

USDA was also interested in possibly funding the solar component, what storm damage occurred during the 2022/23 winter storms, and grant funding to help maintain current capital spending levels. The USDA has estimated that $10,000,000 to $10,500,000 of the $14,500,000 construction costs may be eligible for loan/grant funding. WSC and Staff are finalizing the PER and will submit a loan application in June.

On November 15, 2023, Staff met to review five different, single-story and two-story options.

Staff ultimately combined some of the options and came up with a single-story option that will work well with existing site conditions. PBK incorporated Staff’s comments, prepared Floor Plans, Site Plans, and Elevations and presented them to the Board at the December 19, 2023 Board meeting. The Board suggested minor revisions and directed staff to proceed with Project design with a not to exceed construction budget of $14,600,000. During the May 28, 2024 Board meeting, staff discussed the building elevations with the Board and received direction to get cost information for an alternative Operations Building design. See agenda item

3.6 for additional information.

Staff has advised Big Bear Mountain Resort (BBMR) staff that relocating the snowmaking pipeline is no longer required. BBMR located (potholed) their snowmaking pipeline within DWP’s Garstin site and has finalized their scope of work to line the existing pipeline. BBMR is targeting the Summer of 2024 to line their pipeline through the Garstin site.

On December 7, 2023, Staff worked with Southwest Gas staff and determined the location of their facilities (standard and high-pressure gas lines) within the existing easements on the east side of DWP’s property, near the K-Mart Parking lot.

On January 8, 2024, Staff met with City staff regarding Planning Commission scheduling, permitting, and drainage modifications near the existing customer parking area. City staff provided some of the Planning Commission’s preferences and PBK has incorporated some of those preferences into the Garstin Plans. The existing 24-inch diameter storm drain inlet will General Manager’s Report
June 25, 2024

Page 2 of 4 ends

be modified so that high flows will run across the new parking lot, along the existing easterly block, and into the northerly catch basin.

PBK and staff met with the City on April 30, 2024 to finalize the Planning Commission’s submittal requirements. City staff liked the revisions that were made to the project elevations.

City staff provided PBK with the requirements for a submittal to the Planning Commission.

On January 18, 2024, Staff met with Bear Valley Electric Service (BVES) staff regarding upgrading the electric/solar service for the Garstin Site and the electrical service for Lake Plant Well Nos. 5 & 6 sites. BVES is fine with eliminating the current electric services for Lake Plant Well Nos. 5 & 6 sites and combining them with the upgraded Garstin electric/solar service.

PBK’s hazardous materials and soils sub-consultants performed their field work on April 22nd and April 23rd.

Replenish Big Bear:

The Replenish team submitted a work plan to evaluate existing domestic wells within 200 feet of the high-water level and determine if the Project will impact their water quality. Approximately eighty (80) private wells have been located. Of these 80 wells, only 41 of them are within 200 feet of the lakes high water level. Most of these wells are drilled within alluvium and will not be impacted by the Project. Tom Harder will have a report on which wells, if any, will be impacted by the Project. The 100% RO treatment also reduces or eliminates the blending requirement for percolating reclaimed/lake water into Sand Canyon. The meeting with DDW has greatly enhanced the feasibility of the project and the Replenish Team is preparing a detailed percolation plan for DDW’s consideration.

Tom Harder is finalizing his report on which wells (within 200’ of the high-water line), will be impacted by the Replenish Big Bear Project. The current lake level is about 4-feet from full, which is higher than it has been since 2012. The high lake levels allow for an easy comparison of lake levels versus static water levels. Tom has provided a list of 10 wells around the lake, that he would like surveyed to compare lake level versus static water level. Mike Stephenson and I have surveyed the wells and provided the survey information on June 4, 2024.

WSC was authorized to finalize the permit application to the Regional Board and submitted the Report of Waste Discharge package on February 28, 2022. The Regional Board provided informal comments and requested additional information during the month of May 2022. WSC provided additional information on June 1, 2022. Regional Board provided comments on August 26, 2022. On September 15, 2022, BBARWA sent a letter to the Regional Board requesting clarification regarding Surface Water Augmentation regulations. The Replenish team submitted the additional information requested within the August 26, 2022 Regional Board Letter on October 14, 2022.

On August 25, 2021, BBARWA approved a MOU for agencies that may benefit from Replenish Big Bear Project. The MOU has been distributed to other valley agencies for consideration. CSD approved the MOU on September 20, 2021, DWP approved the MOU on September 28, 2021, and the City of Big Bear Lake City Council approved the MOU on November 1, 2021. The Replenish Big Bear Team met with County Supervisor representatives and gave them a draft of the MOU for their consideration. The County approved the MOU in July 2022. The Replenish General Manager’s Report
June 25, 2024

Page 3 of 4 ends

Team is working with each agency to determine how and how much they can contribute towards the project. Each agency will pay their “fair Share” of the O&M costs and possibly capital costs, which will reduce the project costs for the general public. DWP’s proposed annual cost for percolation within Sand Canyon was presented to and approved by the Board on September 27, 2022. Additional cost-sharing meetings have been conducted.

Environmental Scoping Meetings and the Public comment period have been completed. A project Piloting schedule is provided with the project charts. Grant Funding opportunities are discussed below. Follow-up meetings to respond to some of the comments submitted during the Environmental Comment period were conducted with Mojave Water Agency and East Valley Water District during March. The Replenish team will continue to work with these Agencies and their concerns will be addressed within the environmental documents. Pilot testing of proposed treatment equipment continues and BBARWA provided tours of the pilot equipment on July 19, 2023.

David Lawrence provided a Project update Power Point Presentation during the September 26, 2023 Board meeting. A similar presentation has been given to CSD and BVBGSA. The draft EIR will be presented to the BARRWA Board on December 19, 2023 for final comments.

On March 19, 2024, BBARWA had a special meeting to update the public on the Replenish Big Bear Project and receive direction from the Board after the presentation. The meeting was well attended, and many members of the public spoke in favor and against the Project. The majority of the public were in favor of the project. Some of the Board members had some concerns and staff needed additional time to properly address their concerns. BBARWA staff have contacted WIFIA (the primary funding agency) and they indicated that a 6-month pause would not affect the terms of the loan. Over the next 2 to 3 months, BBARWA and other Bear Valley stakeholders will work together to develop letters of intents to better defined how each agency will participate with the project and a public workshop will be conducted to further educate the public about Project details. Pilot testing is now complete. The design consultant estimates that pilot study results and revised cost estimates will be available in the fall of 2024. A public workshop will be conducted after new data is analyzed.

Grants Update:

Staff submitted two USBR Grant applications on October 5, 2021, one for the Wolf Reservoir & Boosters Replacement Project and one for the Division No. 9 Well & Well Pumping Plant Project. The grants required a 50% grant match. The USBR notified the DWP that we were not selected for this round of funding. We attended a debrief meeting with USBR on March 24,2022.

Staff incorporated USBR’s comments and submitted two USBR Drought Resiliency Grant applications on June 15, 2022; one for the Wolf Reservoir Boosters & Pipeline Project and one for the Division No. 9 Well Drilling & Equipping Project. On December 22, 2022, the USBR notified the DWP that we were selected for funding in the amount of $1,600,000 for the Wolf Reservoir & Boosters Replacement Project. This grant will provide 50% funding for the Wolf Pipeline Replacement Project. The grant agreement is finalize and USBR issued a Notice of Award.

We were not selected for funding for the Division No. 9 Well & Well Pumping Plant Project.

On January 11, 2023, staff attended a debrief with USBR staff for the Division No. 9 Well & Well Pumping Plant Project and we are planning on reapplying for the equipping portion of the Division No. 9 Well Project. Staff received additional information from USBR and will General Manager’s Report
June 25, 2024

Page 4 of 4 ends

incorporate these comments into the grant application. On November 6, 2023, staff submitted a grant application with the USBR for the Equipping Division Well No. 9 Project. The grant requires a 50% grant match. On May 6, 2024, the USBR notified the DWP that we were selected for funding in the amount of $500,000 for the Equipping Division Well No. 9 Project.

Staff submitted two USBR Small Scale Grant applications on April 28, 2022, for the Pontel Hydropneumatic System and the 6th Lane Pipeline Replacement Project. Each grant is for up to $100,000 and require a 50% match. On January 5, 2023, the USBR notified the DWP that we were selected for funding in the amount of $100,000 for the Pontel Hydropneumatic System.

The grant agreement is finalized and USBR issued a Notice of Award.

On March 9, 2023, WSC informed staff of a Community Project Funding Request Grant that is being administered through Jay Obernolte’s office. The proposed Garstin Water Operations Facilities meets many of the requirements for this grant. Staff worked closely with WSC and on March 17, 2023, staff submitted a $1,500,000 grant application to Jay Obernolte’s office. The application included nine letters of support from local agencies and politicians. Staff appreciates everyone that provided letters of support in a timely fashion. On April 29, 2024, WSC informed staff of the Fiscal Year 2025 Appropriations Request grant opportunity through Jay Obernolte’s office. Staff submitted a $1,500,000 grant application for the Garstin Water Operations Facilities and obtained letters of support from CSD and the County of San Bernardino. On May 29, 2024, we received communication from Jay Obernolte’s office that the requested funding of $1,500,000 for the Garstin Water Operations Facility is being recommended to be awarded funding through Appropriations. See attached letter from Jay Obernolte.

On February 22, 2024, staff submitted an application with the USBR for the Solar Backup Power SCADA Project. The grant requires a 50% grant match. The Project will address the problem of frequent power outages in the Bear Valley and its impact on our SCADA systems functionality.

The Solar Backup Power SCADA Project will ensure that even during power outages and natural disasters, the SCADA system components will continue to communicate with each other, communicate data real-time to staff’s mobile devices, reduce greenhouse gas emissions, and minimize water loss. The requested grant amount is $289,787.50 for forty-five SCADA site upgrades and solar battery backup systems.

Grant applications for the Replenish Big Bear Project (Project) are as follows:

1. SAWPA/DWR - DCI Technical Assistance Grant: The Project team submitted an application for a $500,000 grant on September 26, 2019. On November 19, 2019, the SAWPA Board approved an agreement to provide a $500,000 planning grant. This grant is being used to reimburse the four BVBGSA agencies for a portion of project planning costs.

2. SAWPA/DWR – Prop 1 IRWM Grant: The Project team submitted an application for a $4,500,000 grant on November 1, 2019. DWR notified the project team that our application is recommended for funding. Final award has been completed. This grant will reimburse the four BVBGSA agencies for project planning costs and fund a portion of the Project construction costs.

General Manager’s Report
June 25, 2024

Page 5 of 4 ends

3. USBR – Title XVI Grant: The Project team submitted an application for a $7,025,643 grant on April 22, 2021. The Administration’s recent increase in funding for the drought stricken western states, along with an enhanced grant application, should improve our chances of receiving this grant. USBR has recommended a $1,700,000 grant to help fund design, permitting, and pilot testing activities

4. The Replenish Big Bear Team had a Zoom Meeting with Congressman Obernolte on April 20, 2021. The Congressman informed us that he would be submitting Appropriations Applications and would like to include the Replenish Big Bear Project.

The team submitted an application to the Congressman on April 22, 2021. Congressman Obernolte informed BBARWA that Congress has awarded the Replenish Big Bear Project $960,000. Additional funding opportunities will be available next fiscal year.

5. On November 19, 2021, The Replenish Big Bear Team submitted a $50,000,000 DWR grant application for consideration. DWR staff has stated that they are open to awarding partial funding for projects and encouraged us to request the full amount. Replenish Big Bear was not recommended for this funding. DWR informed the Replenish Big Bear Team that additional funding is now available, and they are reevaluating our current application.

6. USBR – Title XVI Grant-Phase II: The Project team submitted an application for a $8,267,112 grant on March 11, 2022. BBARWA has been recommended for this funding.

7. The Replenish Big Bear Team had a Meeting with Congressman Obernolte regarding a possible 2022 Appropriation Application. The Congressman informed us that he would be submitting Appropriations Applications and would like to again include the Replenish Big Bear Project. The team submitted an application to the Congressman in May 2022.

This request has been included in the Federal Budget.

8. On June 13, 2024, Replenish Big Bear was recommended for another $9,052,543 in funding through the Title XVI grant program.

Replenish Big Bear Grant Summary:

Grant Amount Status
DCI Technical Assistance $500,000 Awarded and Fully Funded IRWM Prop 1, Round 1 $4,563,338 Awarded, In Process
2021 Title XVI $1,600,000 Awarded, In Process
2022 EPA STAG $960,000 CEQA and NEPA must be
completed prior to an Award
2022 Title XVI $8,267,112 Recommended for Funding
2023 EPA STAG $1,000,000 CEQA and NEPA must be
completed prior to an Award
2024 EPA STAG $1,000,000 Recommended for Funding
2024 Title XVI $9,052,543 Recommended for Funding
General Manager’s Report
June 25, 2024

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Total $26,942,993
SAWPA Santa Ana River Watershed Weather Modification Pilot Program (No Change):

On November 23, 2021, the Santa Ana Watershed Project Authority (SAWPA) provided a presentation to the Board on the Santa Ana River Watershed Weather Modification Pilot Program (Program). The Board requested staff investigate the Program and bring it back to the Board. On January 25, 2022, the Board approved financial support for the Program in the amount of $3,000 annually for four years.

On October 13, 2022, we received the following update from SAWPA: “Unfortunately with the timing of CEQA completion for the project in June and securing an operations contractor in early August, we were unable to get the pilot project operations contractor on board in sufficient time to make the Nov. 2022 seeding start date, particularly with the need to execute 10 separate local seeding site operator agreements in the watershed. Consequently, the pilot project was postponed to start seeding to November 2023. In some ways, the delay works better for our efforts to secure 50% grant funding from the State as well since this grant funding would not be available from the State until late 2023.”
On August 16,2023, participating partners received the attached update. The highlights are as follows:

1. The project received $861,400 in Prop. 1 grant funding from DWR.

2. Biological Surveys are underway.

3. Equipment Set-Up is scheduled for September/October 2023

4. 1st Year Operation Period November 15, 2023 – April 15, 2023

5. 1st Year Pilot Report June 1, 2023
On November 15, 2023, SAWPA announced that the Program went live on that day and will continue through April 2027. For more information, visit the weather modification webpage at https://sawpa.gov/santa-ana-river-watershed-weather-modification/. SAWPA also established an email address, [email protected], for public inquiries regarding the Program.

Board members attended a SAWPA presentation and tour of the Weather Modification Pilot Program on Tuesday, April 9, 2024.

Bear Valley Basin Groundwater Sustainability Agency (No Change):

On February 16, 2023, the BVBGSA had a Board meeting. The primary purpose of the meeting was to consider a proposal from Tom Harder and Associates to prepare the first Groundwater Sustainability Plan (GSP) Annual Report. The annual report is a requirement of the GSP. The report contains groundwater level information, water pumping information, and computes groundwater storage volume for the Bear Valley Basin. The BVBGSA Board approved the proposal and the funding of $10,277.50 will come from each of the four member agencies. The GSP Annual Report was submitted to DWR on April 1, 2023.

On June 20, 2023, the BVBGSA had a Board Meeting. The primary purpose of the meeting was to adopt the FY 2023/24 Budget. David Lawrence provided an update on Replenish Big Bear to the Board including the following: The Replenish Big Bear Team will be submitting the Pilot General Manager’s Report
June 25, 2024

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Study Report to the Regional Board. The pilot equipment including the UV disinfectant and advanced oxidation process have been delivered. BBARWA will be piloting the equipment through September to ensure we can support the claims that we have made for the Replenish Big Bear Project. On July 19, 2023, BBARWA held an Open House and Pilot Tour. From 2:00 pm - 3:00 pm, the Regional Board and local Board members had an opportunity for a Pilot Tour and the public was invited to join BBARWA from 3:00 pm - 6:00 pm. Over 300 people attended the event.

On November 13, 2023, the BVBGSA Board approved an agreement with Tom Harder to prepare the GSP 2022/23 Annual Report contingent upon concurrence of approval by the member agencies that will be responsible for reimbursing the BVBGSA. The 2022/23 Annual Report was filed with DWR-SGMA on March 21, 2024.

On June 27, 2024, the BVBGSA will conduct a Board meeting at 9:00 am at DWP’s Board room. A Replenish Big Bear presentation will be presented by WSC.

Visit Big Bear Monthly Report
The VBB Board of Directors (BoD) met on May 23, for its monthly meeting:

ACTION ITEMS:

1. Approval of past meeting minutes. Minutes were approved.

2. The board received an update from Big Bear Lake Chamber of Commerce Executive Director, Ellen Clarke.
a. 2nd Annual Moonridge Monday series to begin in August (19th & 26th) and September (9th & 16th) with space for up to 130 vendors however, she is counting on 50-90 at this point.
b. Fall Hospitality/Customer Services Training Series will begin in the fall, and they welcome all staff to take this opportunity. VBB will investigate promotion internally and potential sponsorship/partnership in the program.

3. Tough Mudder 2025:
a. The Spartan Company approached VBB with an opportunity to host the September 2025 Tough Mudder Race. The BoD discussed bringing in more spectators and the potential requirement of there being no spectator fees charged. The request to sponsor was approved by the BoD.

PRESENTATION ITEMS:

4. Informational Presentation from the Events Committee

5. Informational Presentation from Marketing Committee
June 2024 Vacation Rental Compliance Report Summary
June 2024 Summary of Service Calls Number % Of Total
Vacation Rental Noise/Party 29 37%
Vacation Rental Parking on Street or Yard/ Too many cars 19 24% Vacation Rental Trash Stored on Property 7 9%
Vacation Rental No Exterior Sign 6 8%
Miscellaneous 5 6%
Weeds/Overgrowth 4 5%
Vacation Rental Dog Barking 3 4%
Vacation Rental Spa after 10pm 3 4%
Vacation Rental No License 2 3%
Total Amount of Service Calls 78 100%
June 2024 Disposition of Service Calls Number % Of Total No Violation Observed by Officer/No Issue 30 38%
Issued Verbal Warning 23 29%
Issued Written Warning 7 10%
Issued Notice of Violation 6 8%
Closed 4 5%
Issues Resolved Without Warning 3 4%
Issued Citation 3 4%
Referred to outside agency 1 1%
In Progress 1 1%
Total Vacation Rental Service Calls 78 100%
June 2024 Citation Recipients Number % Of Total
Guest 2 67%
Owner 1 33%
Agent 0 0%
Total Citations 3 100%
Total Citation Fines & Penalties $1,500
June 2024 Call Summary Number
Resident Initiated Service Calls 48
City Initiated Service Calls 30
Total Amount of Service Calls 78
37%
24%
9%
8%
6%
5%
4%
4% 3%
Percentage of Service Calls
Vacation Rental Noise/Party
Vacation Rental Parking on Street
or Yard/Too many cars
Vacation Rental Trash Stored on
Property
Vacation Rental No Exterior Sign
Miscellaneous
Weeds/Overgrowth
Vacation Rental Dog Barking
Vacation Rental Spa after 10pm
Vacation Rental Renting without a
License
Percentage of Service Calls
48 30
3 RESIDENT INITIATED SERVICE CALLS CITY INITIATED SERVICE CALLS CITATIONS ISSUED Call Summary
38%
29%
10% 8% 5% 4% 4% 1% 1%
No Violation
Observed by
Officer/No Issue
Issued Verbal
Warning
Issued Written
Warning
Issued Notice of
Violation
Closed Issues Resolved
Without
Warning
Issued Citation Referred to
outside agency
In Progress
Disposition of Service Calls

Big Bear Lake City CouncilJuly 10, 2024

Big Bear Lake City Council
July 10, 2024