_____________________________________________________________________________________________ Agenda May 16, 2023 Page 1
AGENDA
REGULAR JOINT MEETINGS
* * *
CLAYTON CITY COUNCIL
and
OAKHURST GEOLOGICAL HAZARD ABATEMENT
DISTRICT (GHAD)
* * *
TUESDAY, May 16, 2023
7:00 P.M.
*** NOTICE ***
Members of the public will be able to participate either in-person at Hoyer Hall, Clayton Community Library
6125 Clayton Road, Clayton, CA 94517
or
remotely via Zoom.
Mayor: Jeff Wan
Vice Mayor: Jim Diaz
Council Members
Peter Cloven
Holly Tillman
Kim Trupiano
• A complete packet of information containing staff reports and exhibits related to each public item is available for public review in City Hall located at 6000 Heritage Trail and on the City’s website at www.claytonca.gov
• Agendas are posted at: 1) City Hall, 6000 Heritage Trail; 2) Library, 6125 Clayton Road; 3) Ohm’s Bulletin Board, 1028 Diablo Street, Clayton; and 4) City Website at www.claytonca.gov • Any writings or documents provided to a majority of the City Council after distribution of the Agenda Packet and regarding any public item on this Agenda will be made available for public inspection in the City Clerk’s office located at 6000 Heritage Trail during normal business hours and is available for review on the City’s website at www.claytonca.gov • If you have a physical impairment that requires special accommodation to participate, please call the City Clerk’s office at least 72 hours in advance of the meeting at (925) 673-7300. _____________________________________________________________________________________________ Agenda May 16, 2023 Page 2
Instructions for Virtual City Council Meeting – May 16, 2023 Tonight’s meeting will be available to the public both in-person and remotely via Zoom.
As a courtesy, and technology permitting, members of the public may continue to provide live remote oral comment via the Zoom video conferencing platform. However, the City cannot guarantee that the public’s access to teleconferencing technology will be uninterrupted, and technical difficulties may occur from time to time.
To follow or participate in the meeting:
1. Videoconference: to follow the meeting on-line, click here to register:
https://us02web.zoom.us/webinar/register/WN_suxMeIgbQNWPGzIqaBNXFw After clicking on the URL, please take a few seconds to submit your first and last name, and e-mail address then click “Register”, which will approve your registration, and a new URL to join the meeting will appear.
2. Phone-in: Register for the meeting using the URL in the paragraph above. Once registered, you will receive an e-mail with instructions to join the meeting telephonically, and then dial toll-free 877-853-5257 and use the Webinar ID and Password found in the e-mail.
3. E-mail Public Comments: If preferred, please e-mail public comments to the City Clerk, Ms. Calderon at [email protected] by 5:00 p.m. on the day of the City Council meeting. All e-mailed public comments will be forwarded to the entire City Council.
Each person attending the meeting via video conferencing or telephone and who wishes to speak on an agendized or non-agendized matter shall have a set amount of time to speak as determined by the Planning Commission Chair.
_____________________________________________________________________________________________ Agenda May 16, 2023 Page 3
* CITY COUNCIL *
May 16, 2023
1. CALL TO ORDER AND ROLL CALL – Mayor Wan.
2. PLEDGE OF ALLEGIANCE – Led by Mayor Wan.
3. PUBLIC COMMENT ON NON - AGENDA ITEMS
Members of the public may address the City Council on items within the Council’s jurisdiction (which are not on the agenda) at this time. To assure an orderly meeting and an equal opportunity for everyone, each speaker is limited to 3 minutes, enforced at the Mayor’s discretion. In accordance with State Law, no action may take place on any item not appearing on the posted agenda. The Council may respond to statements made or questions asked or may at its discretion request Staff to report back at a future meeting concerning the matter.
Public comment and input on Public Hearing, Action Items and other Agenda Items will be allowed when each item is considered by the City Council.
4. CONSENT CALENDAR
Consent Calendar items are typically routine in nature and are considered for approval by one single motion of the City Council. Members of the Council, Audience, or Staff wishing an item removed from the Consent Calendar for purpose of public comment, question, discussion or alternative action may request so through the Mayor.
(a) Information Only – No action needed.
2023 Wednesday Night Clayton Classic Car Show Schedule. (View here) (b) Approve the minutes of the City Council’s regular meeting of May 2, 2023. (City Clerk) (View here)
(c) Approve the Financial Demands and Obligations of the City. (Finance Director) (View here)
(d) A Resolution Approving the City’s Local Transportation Improvement Project For Fiscal Year 2023/24 Involving Road Maintenance and Rehabilitation Account – Local Streets and Roads Funds (RMRA-LSR; SB1) (City Engineer) (View here) (e) Resolutions Accepting the Public Improvements of the Diablo Meadows Subdivision #9536 and Offer for Dedication in Fee of Parcel G in the form of an additional ten foot wide portion of Mitchell Canyon Road Right of Way from Civic Clayton LLC, Civil Property Group, Inc. (Known as Denova Homes). (City Engineer) (View here)
_____________________________________________________________________________________________ Agenda May 16, 2023 Page 4
5. RECOGNITIONS AND PRESENTATIONS
(a) Certificates of Recognition to public school students for exemplifying the “Do the Right Thing” character trait of “Integrity” during the months of March and April 2023. (Councilmember Cloven) (View here)
(b) Unsung Hero Award presented to Tamara and Bob Steiner, The Clayton Pioneer, Celebrating 20 Years as Clayton’s Local News Source.
(Councilmembers Cloven and Tillman) (View here)
(c) Welcome and Recognition of New Local Businesses. (City Manager) (View here)
6. REPORTS
(a) City Manager/Staff
7. PUBLIC HEARINGS – None.
8. ACTION ITEMS
(a) Receive the Fiscal Year 2020/21 and Fiscal Year 2021/22 Annual Citizens Oversight Report by the Trails and Landscape Committee for Measure H, Citywide Landscape Maintenance District. (City Manager) (View here)
9. COUNCIL ITEMS – limited to Council requests and directives for future meetings.
10. COUNCIL REPORTS
(a) City Council - Reports from Council liaisons to Regional Committees, Commissions and Boards.
11. CLOSED SESSION – None.
12. ADJOURNMENT
The next regularly scheduled meeting of the City Council will be June 6, 2023. _____________________________________________________________________________________________ Agenda May 16, 2023 Page 5
# # # #
* OAKHURST GEOLOGICAL HAZARD ABATEMENT DISTRICT *
May 16, 2023
1. CALL TO ORDER AND ROLL CALL – Chair Trupiano.
2. PUBLIC COMMENTS
Members of the public may address the District of Boardmembers on items within the Board’s jurisdiction, (which are not on the agenda) at this time. To facilitate the recording, assure an orderly meeting and an equal opportunity for everyone, each speaker is limited to 3 minutes, enforced at the Chair’s discretion. In accordance with State Law, no action may take place on any item not appearing on the posted agenda. The Board may respond to statements made or questions asked, or may at its discretion request Staff to report back at a future meeting concerning the matter.
Public comment and input on Public Hearing, Action Items and other Agenda Items will be allowed when each item is considered by the Board.
3. CONSENT CALENDAR
Consent Calendar items are typically routine in nature and are considered for approval by the Board with one single motion. Members of the Board, Audience, or Staff wishing an item removed from the Consent Calendar for purpose of public comment, question or input may request so through the Chair.
(a) Approve the Board of Directors’ minutes for its regular meeting January 17, 2023 and March 21, 2023. (Secretary) (View here)
4. PUBLIC HEARINGS - None.
5. ACTION ITEMS
(a) Discussion of Expenditures to be Budgeted for Fiscal Year 2024. (City Engineer) (View here)
Recommendation: Staff recommends the Oakhurst Geologic Hazard Abatement District (GHAD) Board review the existing budget constraints within the report and select expenditures, including amounts, to be budgeted for FY 2023-2024.
6. BOARD ITEMS – limited to requests and directives for future meetings.
7. ADJOURNMENT – the next meeting of the GHAD Board of Directors will be scheduled as needed.
# # #
Agenda Item: 4(a)
Agenda Item: 4(b)
____________________________________________________________________________ City Council Minutes May 2, 2023 Page 1
MINUTES
OF THE
REGULAR MEETING
CLAYTON CITY COUNCIL
TUESDAY, May 2, 2023
1. CALL TO ORDER THE CITY COUNCIL – The meeting was called to order at 7:00 p.m. by Mayor Wan held via a hybrid meeting format, live in-person, and Zoom videoconference and broadcast from Hoyer Hall, Clayton Community Library, 6125 Clayton Road, Clayton, California. Councilmembers present: Mayor Wan, Vice Mayor Diaz, and Councilmembers Cloven and Trupiano. Councilmembers absent: None. Staff present: Interim City Manager Ron Bernal, City Attorney Mala Subramanian, Chief of Police Rich McEachin, Finance Director Angeline Loeffler, and City Clerk Janet Calderon.
2. PLEDGE OF ALLEGIANCE – Led by Mayor Wan.
3. PUBLIC COMMENT ON NON-AGENDA ITEMS – None.
4. CONSENT CALENDAR
Councilmember Tillman pulled items 4(d) and 4(i) for a separate discussion.
It was moved by Councilmember Trupiano, and seconded by Councilmember Cloven, to approve the Consent Calendar items 4(a) – 4(c), 4(e) - 4(h), and 4(j) – 4(k) as submitted. (Passed 5-0)
(a) Information Only – No action needed.
2023 Concerts in The Grove calendar.
(b) Approved the minutes of the City Council’s regular meeting of April 18, 2023. (City Clerk)
(c) Approved the Financial Demands and Obligations of the City. (Finance Director) (e) Adopted Resolution No. 22-2023 Ordering the Levying of a Special Tax for Fiscal Year 2023/24 Within the High Street Permanent Road Division for the Repayment of Funds Advanced for the Reconstruction of the Bridge and Future Maintenance Pursuant to the Streets and Highway Code, Article 3, Section 1173, et seq. (City Engineer) (f) Adopted Resolution No. 23-2023 Confirming the Levy of Assessments for Fiscal Year 2023/24 Within the Lydia Lane Sewer Assessment District for the Repayment of Bonds Issued for the Construction of Municipal Sanitary Sewers. (City Engineer) (g) adopted Resolution No. 24-2023 Confirming the Levying of Assessments for Fiscal Year 2023/24 Within the Oak Street Sewer Assessment District for the Repayment of Bonds Issued for the Construction of Municipal Sanitary Sewers. (City Engineer) (h) Adopted Resolution No. 25-2023 Ordering the Levy of a Special Tax for Fiscal Year 2023/24 Within the Oak Street Permanent Road Division for the Repayment of Funds Agenda Item: 4(b)
____________________________________________________________________________ City Council Minutes May 2, 2023 Page 2
Advanced for the Reconstruction of the Bridge and Future Maintenance Pursuant to the Streets and Highway Code, Article 3, Section 1173, et seq.(City Engineer) (j) Military Equipment Use Annual Report and Renewal of Ordinance No. 495, which adopted the Military Equipment Use Policy. (Chief of Police)
(k) Adopted Resolution No. 26-2023 Terminating the Proclamation of Local Emergency for Storms. (Interim City Manager)
Item 4(d) pulled for a separate discussion
(d) Rejection of Liability Claim Filed by Kathleen Pierce for the Alleged Property Damage. (City Clerk)
Councilmember Tillman requested clarifying information regarding the rejection of this claim.
City Attorney Subramanian advised the claimant alleged the catch basin was City owned, after some research it has been determined the catch basin is privately owned.
Item 4(i) pulled for a separate discussion
(i) Adoption of a Revised Investment Policy. (Finance Director) Councilmember Tillman provided suggested adding Finance Director to Section I, and suggested adding a time frame to Section B on page 7 of the red-line attachment.
It was moved by Councilmember Tillman, and seconded by Councilmember Cloven, to approve the Consent Calendar items 4(d) as submitted and 4(i) as amended. (Passed 5-0)
5. RECOGNITIONS AND PRESENTATIONS
(a) Information Only – No Action Requested.
• Law Day (May 1)
• Cinco De Mayo (May 5)
• Armed Services Day (May 15)
• Peace Officers’ Memorial Day and Police Week (May 15) • Asian Pacific Heritage Month (May)
• Jewish American Heritage Month (May)
Agenda Item: 4(b)
____________________________________________________________________________ City Council Minutes May 2, 2023 Page 3
6. REPORTS
(a) Interim City Manager Ron Bernal provided a brief update regarding Climatec, announced the playground at Clayton Community Park should be completed by the end of next week, and announced the new City Manager Bret Prebula will begin on May 15, 2023.
7. PUBLIC HEARINGS – None.
8. ACTION ITEMS
(a) Adopt updated City Council Guidelines and Procedures. (Interim City Manager) Interim City Manager Ron Bernal presented the report.
Following questions and comments by the City Council, Mayor Wan opened the public comment.
Bassam Altwal expressed his concern with staff’s inability to answer questions pertaining to this item.
Terri Denslow expressed her concern with the Mayor writing this staff report.
Mayor Wan closed public comment.
It was moved by Mayor Wan, seconded by Vice Mayor Diaz, to Adopt the updated City Council Guidelines and Procedures as amended. (Passed 3-2; Cloven and Tillman; No).
(b) Status of City Council Future Agenda Item Requests. (Interim City Manager) Interim City Manager Ron Bernal presented the report.
Following questions and comments by the City Council, Mayor Wan opened the public comment; no comments were offered.
Direction provided to staff.
(c) Council Member Request - City Special Agreements. (Interim City Manager) Interim City Manager Ron Bernal presented the report.
Following questions and comments by the City Council, Mayor Wan opened the public comment.
Bassam Altwal expressed concerns regarding past fee waivers for the Classic Car Show and DJ event tasking place on City-owned property.
Agenda Item: 4(b)
____________________________________________________________________________ City Council Minutes May 2, 2023 Page 4
Frank Gavida addressed Councilmember Cloven and reminded him about the Do The Right Thing character traits.
Mayor Wan closed public comment.
Direction was provided to staff to move this item to the Budget and Audit Committee.
9. COUNCIL ITEMS
Councilmember Tillman requested a future agenda item to include a calendar of reporting requirements for items such as stormwater reporting.
Councilmember Trupiano requested a future agenda item to include consideration of using Interns over the summer.
10. COUNCIL REPORTS
(a) City Council – Reports from Council liaisons to Regional Committees, Commissions, and Boards.
Councilmember Trupiano attended the Clayton Concerts in The Grove Committee meeting, attended the City staff Walk N Lunch hosted by Municipal Pooling Authority (MPA), chaired the East Contra Costa County Habitat Conservancy meeting, and attended the Budget and Audit Committee meeting.
Vice Mayor Diaz attended the Clayton Concerts in The Grove Committee meeting, attended the County Connection Board meeting, attended the Clayton Cleans Up event, attended the CERT meeting with the Interim City Manager, attended the Clayton Business and Community Association BBQ Committee meeting, attended the Clayton Business and Community Association Art and Wine event, met with the Chief of Police and met with the Interim City Manager.
Councilmember Tillman attended the Mt Diablo Unified School district Anti Racist Anti Biased Committee meeting, attended the Opportunity Junction Gala, met with the Community Development Director, met with the Interim City Manager, hosted the vendor breakfast for the Clayton Business and Community Association Art and Wine Event, attended the Clayton Pride Committee meeting, attended the Strategic Safety Asset Management Plan meeting with Trails And Landscaping Committee, announced the upcoming Trails and Landscaping Committee meeting on May 8, and attended the Mt Diablo Unified School District Board meeting .
Councilmember Cloven attended the Clayton Business and Community Association dinner, attended the City staff Walk N Lunch hosted by Municipal Pooling Authority (MPA), hosted the Clayton Cleans Up event, attended the Contra Costa County Hazardous Materials Commission meeting, and attended the Clayton Business and Community Association Art and Wine event.
Mayor Wan attended the Budget and Audit Committee meeting, met with the Interim City Manager, attended the Clayton Cleans Up event, and met with the incoming City Manager.
Agenda Item: 4(b)
____________________________________________________________________________ City Council Minutes May 2, 2023 Page 5
11. CLOSED SESSION
(8:55 pm) Mayor Wan announced City Council Closed Session. (a) Conference with Labor Negotiator
Government Code Section 54957.6
Instructions to City-designated labor negotiator: Interim City Manager
1. Employee Organization: Miscellaneous City Employees (Undesignated Group)
12. RETURN TO OPEN SESSION
Report out from Closed Session: Mayor Wan
(10:08 pm) Mayor Wan reported “No Reportable Action”.
13. ADJOURNMENT – on call by Mayor Wan, the City Council adjourned its meeting at 10:08 p.m.
# # # # #
Respectfully submitted,
________________________________
Janet Calderon, City Clerk
APPROVED BY THE CLAYTON CITY COUNCIL
______________________________________
Jeff Wan, Mayor
Agenda Item: 4(c)
STAFF REPORT
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: JENNIFER GIANTVALLEY, ACCOUNTING TECHNICIAN
ANGELINE LOEFFLER, FINANCE DIRECTOR
DATE: 5/16/23
SUBJECT: FINANCIAL DEMANDS AND OBLIGATIONS OF THE CITY
RECOMMENDATION:
It is recommended the City Council, by minute action, approve the financial demands and obligations of the City for the purchase of services and goods in the ordinary course of operations.
Attachments:
1. Obligation report for 5/16/23 (2 pages)
2. Payroll Reconciliation Summary report PPE 4/30/23 (2 pages) Attached Report Purpose Amount
Obligations Accounts Payable $ 148,642.10
Payroll Reconciliation Summary Payroll, Taxes $ 98,906.32 Total Required $ 247,548.42
City of Clayton
Obligations for 5/16/23
Vendor name Invoice date Invoice number Invoice description Amount Payment method Advanced Elevator Solutions, Inc 05/01/2023 52657 Elevator Service April 2023 $128.00 Check Alameda County Sheriff's Office 05/01/2023 Rifle Training class-Patrol Rifle $339.00 Check All City Management Services, Inc. 04/19/2023 84919 School crossing guard svcs 4/2/23-4/15/23 $1,315.80 Check AnchorCM 04/10/2023 22-003-4499-10 Engineering Svcs January 2023 $5,634.75 Check Apex Technology Management 05/03/2023 APXQ30522 Monitors $1,498.96 Check Apex Technology Management 05/01/2023 TS1356467 IT Service April 2023 $2,497.00 Check ASCAP 04/20/2023 100006110899 Concert licensing 1/1/23-4/30/24 $430.00 Check AT&T (HH Internet) 04/21/2023 322941575 42123 Hoyer Hall Internet 4/22/23-5/21/23 $213.29 Check Big O Tires 04/17/2023 5011-197201 Tire repair $89.60 Check Burkett's Pool Plastering, Inc 05/05/2023 CAP0465 Deposit refund $3,125.15 Check Burkett's Pool Plastering, Inc 05/05/2023 CAP0464 Deposit refund $3,024.00 Check Burkett's Pool Plastering, Inc 05/05/2023 CAP0417 Deposit refund $3,024.00 Check Caltronics Business Systems 04/19/2023 3754590 Copier usage 3/19/23-4/18/23 $109.99 Check Capital One Trade Credit (For OSH) 04/25/2023 1648593007 Supplies $272.60 Check Cintas (First Aid) 04/30/2023 8406236890 Restock first aid cabinet $137.63 Check Cintas Corporation 04/30/2023 8406227010 PW uniforms April 2023 $255.92 Check Contra Costa County Animal Svcs Dept 04/21/2023 ASD M7186 Animal services Q4 FY 2023 $22,451.50 Check De Lage Landen Financial Services, Inc. 04/24/2023 79688860 Copier lease May 2023 $1,004.49 Check De Lage Landen Financial Services, Inc. 03/18/2023 79339458 PD copier lease June 2023 $123.52 Check Dillon Electric Inc 05/01/2023 4847 Splash Pad electronics replacement $1,240.00 Check Geoconsultants, Inc. 04/30/2023 19468 Well monitoring April 2023 $1,546.50 Check Hammons Supply Company 04/25/2023 122762 Janitorial supplies April 2023 $256.82 Check Hammons Supply Company 04/25/2023 122761 Janitorial supplies April 2023 $675.08 Check Hammons Supply Company 04/25/2023 122760 Janitorial supplies April 2023 $442.57 Check Health Care Dental Trust 05/01/2023 331286 Dental May 2023 $1,767.25 Check Health Care Dental Trust 03/22/2023 329567 Dental April 2023 $1,767.25 Check Christine Helmer 04/24/2023 042123 EH deposit refund $500.00 Check LarryLogic Productions 05/03/2023 2113 City council meeting production 5/2/23 $560.00 Check Kathy Marshall 05/01/2023 CAP0452 Deposit refund $3,024.00 Check MSR Mechanical, LLC 05/03/2023 SVC008035 CH Boiler barometric damper repair April 2023 $1,583.00 Check PG&E 04/25/2023 7293447797-6 42523 Energy 3/14/23-4/15/23 $31,441.77 Check PG&E 04/23/2023 2572177359-3 042323 Energy (Gas) 3/21/23-4/21/23 $304.06 Check Pond M Solutions 04/01/2023 7394 Fountain maintenance April 2023 $650.00 Check Precision Civil Engineering (PCE) 05/05/2023 28062 21-359 Pre-approved ADU Plans $1,017.50 Check Prestige Printing & Graphics 04/30/2023 84975 Envelopes $957.75 Check Prestige Printing & Graphics 04/24/2023 84837 Clayton confiscation firearms notice $127.58 Check R3 Consulting Group, Inc 05/02/2023 122643 SB1383 Assistance April 2023 $715.00 Check R3 Consulting Group, Inc 04/03/2023 122597 SB1383 Assistance March 2023 $935.00 Check R3 Consulting Group, Inc 03/02/2023 122524 SB1383 Assistance February 2023 $1,210.00 Check RoadSafe Traffic Systems, Inc 04/24/2023 170546 Street supplies $107.83 Check Julie Rogers 05/02/2023 33123 HH deposit refund $217.00 Check Coleen Royal 04/27/2023 2119 Concert flyers, ads, banners $1,650.00 Check Site One Landscape Supply, LLC 05/01/2023 129372567-001 Irrigation supplies $196.39 Check Site One Landscape Supply, LLC 05/01/2023 128374622-002 Irrigation supplies $159.82 Check City of Clayton
Obligations for 5/16/23
Vendor name Invoice date Invoice number Invoice description Amount Payment method Site One Landscape Supply, LLC 04/12/2023 128374622-001 Fertilizer, Weed & Feed $1,830.78 Check Staples Business Credit 04/25/2023 1648426820 Office supplies $956.83 Check Stericycle Inc 05/01/2023 3006443166 Medical waste disposal $71.66 Check Nicole Tejano 05/05/2023 CCP Refund CCP rental $280.00 Check Waraner Brothers Tree Service 04/27/2023 16412 Emergency Storm Work 4/11-4/12/23 $5,580.00 Check Western Exterminator 04/30/2023 250992C Pest control April 2023 $512.45 Check Workers.com 05/05/2023 136050 Seasonal workers week end 4/30/23 $3,609.27 Check Workers.com 04/18/2023 136009 Seasonal workers week end 4/23/23 $3,427.62 Check Workers.com 03/17/2023 135732 Seasonal workers week end 3/12/23 $2,103.31 Check Authorize.net 04/30/2023 April2023 Online bankcard gateway fee April 2023 $36.05 Bank draft CalPERS Retirement 04/30/2023 043023 Retirement PPE 4/30/23 $18,559.26 Bank draft J&R Floor Services 05/01/2023 Four2023 Janitorial svcs April 2023 $4,988.00 Bank draft Mission Square Retirement 04/30/2023 043023 457 Plan contributions PPE 4/30/23 $225.00 Bank draft Nationwide 04/30/2023 043023 457 Plan contribution PPE 4/30/23 $750.00 Bank draft Paysafe Payment Processing 04/30/2023 April2023 Office bankcard fees April 2023 $238.62 Bank draft Paysafe Payment Processing 04/30/2023 April2023 Online bankcard fees April 2023 $453.13 Bank draft Wex Bank-Fleet Cards 04/25/2023 88769781 Fleet fuel stmt end 4/25/23 $6,292.75 Bank draft $148,642.10
Payroll Totals
Payroll Checks Check Type Count Net Check Dir Dep Amount Net Amount Regular 31 0.00 76,819.51 76,819.51
Totals 31 0.00 76,819.51 76,819.51 ĺ 76,819.51
Payroll Checks Check Type Agency Type Count Net Check Dir Dep Amount Net Amount Agency EFSDU 1 0.00 358.15 358.15
Agency Regular 1 0.00 663.50 663.50
Totals 2 0.00 1,021.65 1,021.65 ĺ 1,021.65
Total Net Payroll Liability 0.00 77,841.16 77,841.16 ĺ 77,841.16 Tax Liability
CA and Related Taxes Tax Id Rate Frequency Wage Cap Wages EE Amount ER Amount CA SDI - Employee EXEMPT Semi-Weekly 106,193.85 106,193.85 California SITW Semi-Weekly 105,218.85 105,218.85 5,010.68 Totals 5,010.68 0.00 ĺ 5,010.68
CASUI and Related Taxes Tax Id Rate Frequency Wage Cap Wages EE Amount ER Amount CA Edu & Training 0.001000 Quarterly 106,193.85 4,268.20 4.27 California SUI 0.020000 Quarterly 106,193.85 4,268.20 85.36 Totals 0.00 89.63 ĺ 89.63
FITW and Related Taxes Tax Id Rate Frequency Wage Cap Wages EE Amount ER Amount Federal Income Tax Semi-Weekly 105,218.85 105,218.85 12,593.86 Medicare Semi-Weekly 106,193.85 106,193.85 1,539.78
Medicare - Employer Semi-Weekly 106,193.85 106,193.85 1,539.81 OASDI Semi-Weekly 2,350.00 2,350.00 145.70
OASDI - Employer Semi-Weekly 2,350.00 2,350.00 145.70
Totals 14,279.34 1,685.51 ĺ 15,964.85
Total Tax Liability 19,290.02 1,775.14 ĺ 21,065.16
Transfers
Type Date Source Account Amount
Dir Dep 5/4/2023 76,819.51
Tax 5/4/2023 21,065.16
Trust Agency 5/4/2023 1,021.65
Total Payroll Liability 98,906.32 ĺ 98,906.32
Paylocity Corporation
(888) 873-8205
Run on 5/2/2023 at 1:40 PM
User: JGiantvalley
Payroll Summary
City of Clayton
Check Date: 05/05/2023
Pay Period: 04/17/2023 to 04/30/2023
Process: 2023050501
Totals Transfers 98,906.32 ĺ 98,906.32
Tax Deposits
Required Tax Deposits Tax Due On Amount
( Deposit made by Service Bureau ) California SITW 5/10/2023 5,010.68 ( Deposit made by Service Bureau ) Federal Income Tax 5/10/2023 15,964.85 ( Deposit made by Service Bureau ) California SUI 7/31/2023 89.63 Total Tax Deposits 21,065.16
Paylocity Corporation
(888) 873-8205
Run on 5/2/2023 at 1:40 PM
User: JGiantvalley
Payroll Summary
City of Clayton
Check Date: 05/05/2023
Pay Period: 04/17/2023 to 04/30/2023
Process: 2023050501
Agenda Item: 4(d)
AGENDA REPORT
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: Larry Theis, City Engineer
DATE: May 16, 2023
SUBJECT: A Resolution Approving the City’s Local Transportation Improvement Project For Fiscal Year 2023/24 Involving Road Maintenance and Rehabilitation Account – Local Streets and Roads Funds (RMRA-LSR; SB1) ___________________________________________________________________________
RECOMMENDATIONS
It is recommended the City Council adopt the proposed Resolution approving the City’s local transportation improvement project for Fiscal Year 2023/24 involving Road Maintenance and Rehabilitation Account – Local Streets and Roads Funds (RMRA-LSR; SB1)
BACKGROUND
The Road Repair and Accountability Act of 2017 (SB1-Beall) continues as a significant $5.2 billion per year (Pre-pandemic) statewide investment in California’s transportation systems.
The Act increased per gallon fuel excise taxes, diesel fuel sales taxes and vehicle registration taxes, stabilized the price-based fuel tax rates and provides for inflationary adjustments to rates in future years. This legislation more than doubles local streets and road funds allocated through the Highway Users Tax Account (HUTA), distributing funds from new taxes through the RMRA account.
Annually, on July 1st, the City of Clayton, along with all other eligible California agencies, submits a work plan to the California Transportation Commission (CTC) committing the following fiscal years RMRA funding to a specific pavement preservation project in the coming year or a future year if the City desires. The submission of the work plan maintains the City’s eligibility to garner RMRA funding during the forthcoming fiscal year. Without this commitment of RMRA funds the City loses its eligibility to collect RMRA funding through the State Controller’s Office (SCO).
The City of Clayton typically performs a biennial neighborhood streets pavement preservation project on even numbered years. The most recent project was 2022 Neighborhood Streets Project. In odd numbered years, when federal funding is available, the City may perform pavement preservation work on collector and arterial streets. Collector and arterial streets are the only streets that qualify for federal funding. Local streets are funded completely with local funding sources.
DISCUSSION
In recent years, there have been changes in federal funding. It is unknown when federal funds will be available for pavement preservation work in the future. Therefore, staff recommends pavement preservation work to be performed based on the recommendations of the Pavement Management Report.
One hallmark of the SB1 legislation is complete transparency about where, when, why and how RMRA funds are spent by local Agencies. As such, information required by CTC is quite specific including:
• Listing each pavement preservation project by year,
• Specific type of preservation treatment proposed for each street segment, • Statement of the expected longevity of each proposed treatment, and • The projected completion of the overall pavement preservation project.
The required information is included in the attached resolution.
The specific streets that will be included in the FY2023/24 Pavement Project were identified initially via the City’s use of the StreetSaver pavement management program and were included as an alternate bid item in the 2022 Pavement project. There was not sufficient funding in the 2022 Pavement project to include these streets that will now be addressed in the 2023 Paving project. Although the final list of streets to be included will be dependent on final field review and bid prices, the streets anticipated to be addressed are:
• Mountaire Parkway from Marsh Creek Road to Mountaire Circle • Mitchell Canyon Road from Clayton Road to Herman Court • Regency Drive from El Molino Drive to Weatherly Drive • Capistrano Court
• Caulfield Court
• Mt. Dell Drive from Mt. Washington Way to its end
• Mount Vernon Drive from Mt. Edna Drive to its end
• Fleming Drive
• Pinot Court
• Bigelow Street
By means of adopted City Council Resolution, Clayton has committed the FY 2023/24 RMRA funds to the 2023 Clayton Pavement Rehab Project.
ENVIRONMENTAL DETERMINATION:
There is no environmental impact from approving the FY 2023/24 RMRA street list. The resultant pavement preservation work falls under CEQA exemption, Recommended Council action regarding CEQA typically occurs at contract award.
SUBSEQUENT ACTIONS:
Staff will submit the adopted resolution to the CalSMART on-line reporting program of the California Transportation Commission by the July 1 deadline in order to be eligible for the FY2023/24 RMRA funding disbursement.
FISCAL IMPACT:
Remittance advice provided by the SCO for FY 2022/23 shows that through March 2023 Clayton received $160,710 in RMRA tax revenue, at an average monthly accrual of $20,316.
Based on this data, and no economic contraction, Clayton would finish FY 2022/23 with an estimated $482,300 in RMRA revenue. The projection for FY2023/24 provided by California City Finance is up to $240,000. Even if actual revenues fall short of the projection of $240,000, there should still be sufficient funds to support the planned 2023 Clayton Pavement Rehabilitation Project.
Attachments: 1. Resolution [3 pp.]
Resolution No. XX-2023 Page 1 of 2 May 16, 2023
RESOLUTION NO. XX-2023
A RESOLUTION A RESOLUTION APPROVING THE CITY OF CLAYTON’S LIST OF
LOCAL TRANSPORTATION IMPROVEMENT PROJECTS FOR FISCAL
YEAR 2023/24 USING ROAD MAINTENANCE AND REHABILITATION
ACCOUNT – LOCAL STREETS AND ROAD FUNDS (RMRA-LSR; SB 1)
THE CITY COUNCIL
City of Clayton, California
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the State Legislature and signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide;
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of Clayton are aware of the projects proposed for funding in its community and which projects have been completed each fiscal year; WHEREAS, the City must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and
WHEREAS, Clayton staff has determined the 2023 Clayton Pavement Rehabilitation Project is the project that should receive street pavement preservation treatment utilizing FY 2023/24 funds from the Road Maintenance and Rehabilitation Account (RMRA) created by SB 1; and
WHEREAS, the 2023 Clayton Neighborhood Street Rehabilitation Project will consist of sustainable street surface treatments and street striping on a City-wide pavement preservation project intended to have a useful service life of a minimum of fifteen years;
WHEREAS, the 2023 Clayton Neighborhood Street Rehabilitation Project is scheduled to be completed in 2024;
WHEREAS, it has been calculated that the City of Clayton was projected to receive up to $240,000 in RMRA funds in Fiscal Year 2023/24 from SB 1; WHEREAS, this is the seventh year in which the City is receiving SB 1 funding and will enable the City of Clayton to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and
Resolution No. XX-2023 Page 2 of 2 May 16, 2023
WHEREAS, Clayton staff used the MTC StreetSaver® Pavement Management Program to determine its 2023 Streets Pavement Preservation Project to ensure revenues are used on the most cost-effective streets that also meet the community’s priorities for continual transportation investment;
WHEREAS, the MTC’s Pavement Condition of Bay Area Jurisdictions 2021 report found that Clayton’s streets are in a “Good” condition with an average network Pavement Condition Index (PCI) of 79, and this ongoing RMRA revenue will assist the City to maintain and sustain the overall quality of Clayton’s street system.
NOW THEREFORE, BE IT RESOLVED the City Council of the City of Clayton, California does hereby approve the following:
Section 1. The foregoing Recitals are true and correct statements of fact and in part, along with the accompany staff report, constitute the basis for necessity in authorizing this Resolution.
Section 2. The City Council does herein authorize the assignment of its expectant FY 2023/24 RMRA funding of approximately $240,000 to be used for its 2023 Clayton Pavement Rehabilitation Project, which street project constitutes the City of Clayton’s local transportation improvement project to be constructed using its FY 2023/24 RMRA monies (see Attachment A).
Section 3. The City Council further herein approves and authorizes the use of its Fiscal Year 2023/24 RMRA monies for pre-construction and construction of its assigned 2023 Clayton Pavement Rehabilitation Project.
PASSED, APPROVED AND ADOPTED by the City Council of Clayton, California, at a regular public meeting thereof held on the 16th day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
THE CITY COUNCIL OF CLAYTON, CA
Jeff Wan, Mayor
Resolution No. XX-2023 Page 3 of 2 May 16, 2023
ATTEST:
Janet Calderon, City Clerk
Project Details
Title Description Location Component
PriorityStatus
Est. Schedule Useful Life
Start Complete Min Max Assem Senate
2023 ClaytonNeighborhoodStreet RehabProject
This project will include: ADA Curb Ramp Rehab/Repair(Existing), Cost Estimating, Document Preparation,Environmental Study/Documents, Pavement Rehab/Repair(Existing), Paving and/or Striping Rehab/Repair (ExistingSafety), Preliminary Design, Project Scope Development Mountaire Parkway from MarshCreek Rd to Mountaire Circle;Mitchell Canyon Rd from ClaytonRd to Herriman Ct; Regency Drfrom El Molino Dr to WeatherlyDr; Capistrano Ct; Caulfield Ct;Mt. Dell Dr. from Mt. WashingtonWay to End; Mount Vernon Drivefrom Mt. Edna Dr to End; FlemingDrive; Pinot Ct; Bigelow St. Allproject locations are an estimateand have yet to be finalized.
PreConstructionandConstruction
In Progress22/23
04/202205/2024
05/202412/2024
15 20 14 7
Agenda Item: 4(e)
AGENDA REPORT
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: Larry Theis, City Engineer
DATE: May 16, 2023
SUBJECT: Resolutions Accepting the Public Improvements of the Diablo Meadows Subdivision #9536 and Offer for Dedication in Fee of Parcel G in the form of an additional ten foot wide portion of Mitchell Canyon Road Right of Way from Civic Clayton LLC, Civil Property Group, Inc. (Known as Denova Homes).
___________________________________________________________________________
RECOMMENDATIONS
It is recommended the City Council adopt the proposed Resolutions accepting the Public Improvements of the Diablo Meadows Subdivision #9536 and Offer for Dedication in Fee of Parcel G in the form of an additional ten foot wide portion of Mitchell Canyon Road Road Right of Way from Civic Clayton LLC, Civil Property Group, Inc. (Known as Denova Homes).
BACKGROUND
On November 16, 2021, the City Council of Clayton, California approved Resolution 64-2021 which approved the subdivision final map (Diablo Meadows SUB 9536) and authorized the execution of the Subdivision Improvement Agreement (SIA) which requires the construction of certain common improvements, including public improvements within or adjacent to the Mitchell Canyon Road right of way.
Civic Clayton LLC (known as Denova Homes), in accordance with the SIA agreed to construct and maintain at its own cost all the improvements identified within the approved plans and specifications that was required by the City, including providing security of said improvements in the form of surety bonds ($193,000 for Performance Bond, $193,000 for Payment Bond, and $96,500 for Guarantee and Warranty Bond).
The final map for Subdivision 9536 was filed and recorded on December 15, 2021 in Book 549 of Maps at Pages 30 through 34 which includes an offer for dedication in fee to the City of Clayton or tis designee and to the public for public use the area designated as “Parcel G”, being a 10-foot widening of the Mitchell Canyon Road right of way.
DISCUSSION
Civic Clayton LLC informed the City Engineer that they had completed construction of all the public improvements in conformance with the approved project plans and specifications and requested the improvements to be accepted by the City. The City Engineer inspected all public improvements (roadway widening; curb, gutter, and sidewalk installation; and drainage system) and is satisfied that the required work is complete in accordance with Section 10 of the SIA.
The City is ready to accept the public improvements including the associated offer for dedication in fee of Parcel G as part of the Mitchell Canyon Road public right of way. The City will record a Notice of Completion with the County Recorder to begin 35 day period in which any liens or claims can be filed. The City will immediately exonerate the performance surety bond ($193,000) and exonerate the payment surety bond ($193,000) after the 35 day period after recording the Notice of Completion. The City will maintain a guarantee and warranty surety bond ($96,500) for a period of one year following the acceptance of public improvements by the City Council against any defective work that arises during the warranty period.
The City will record the Resolution accepting Parcel G with County Recorder to confirm the City has accepted the offer for dedication stated on the filed Final Map. An accompanying Certificate of Acceptance signed by the City Manager will be attached to the resolution confirming the authorized city representative is accepting fee title to said parcel.
FISCAL IMPACT
No direct fiscal impact with passing the two resolutions. The City will accept additional right of way land along Mitchell Canyon Road into the city street system for long term maintenance.
Attachments:
1. Resolution Accepting Public Improvements as Complete [2 pp.]
2. Notice of Completion
3. Resolution Accepting Offer for Dedication Parcel G [3 pp.]
4. Approved Final Map SUB 9536
RESOLUTION NO. ##-2023
A RESOLUTION ACCEPTING THE PUBLIC IMPROVEMENTS OF THE DIABLO MEADOWS SUBDIVISION #9536 PERFORMED BY CIVIC CLAYTON LLC, CIVIL PROPERTY GROUP, INC. (KNOWN AS DENOVA HOMES) AS COMPLETE,
APPROVING THE NOTICE OF COMPLETION, DIRECTING THE CITY CLERK TO RECORD SAME WITH THE COUNTY RECORDER.
THE CITY COUNCIL
City of Clayton, California
WHEREAS, on November 16, 2021 the City Council of Clayton, California approved Resolution 64-2021 which approved the subdivision final map (Diablo Meadows SUB 9536) and authorized the execution of the Subdivision Improvement Agreement (SIA) which requires the construction of certain common improvements, including public improvements within or adjacent to the Mitchell Canyon Road right of way; and WHEREAS, Civic Clayton LLC (known as Denova Homes), in accordance with the SIA agreed to construct and maintain at its own cost all the improvements identified within the approved plans and specifications that was required by the City, including providing security of said improvements in the form of surety bonds ($193,000 for Performance Bond, $193,000 for Payment Bond, and $96,500 for Guarantee and Warranty Bond); and WHEREAS, Civic Clayton LLC (known as Denova Homes), represents that it has completed construction of the work in conformance with the project plans and specifications and that the project is now ready for acceptance by the City; and WHEREAS, the City Engineer has inspected all public improvements (roadway widening; curb, gutter, and sidewalk installation; and drainage system) and is satisfied that the required work is complete in accordance with Section 10 of the SIA and recommends that the City Council accept the public improvements; and NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Clayton, California does hereby accept as complete, as of the date of adoption of this Resolution, accepting the public improvements of the Diablo Meadows Subdivision #9536 performed by Civil Clayton LLC, Civil Property Group, Inc. (known as Denova Homes) and authorize the following actions:
1. Accept the public improvements along Mitchell Canyon Road along the frontage of the Diablo Meadows subdivision for City maintenance.
2. Approve Notice of Completion, directing the City Clerk to record same with the County Clerk Recorder in accordance with California Civil Code Section 9204.
3. Exonerate/Release Performance Bond #070216261 in the amount of $193,000
4. Exonerate/Release Payment Bond #070216261 in the amount of $193,000 after 35 days of recording the Notice of Completion and no liens or claims have been filed.
5. Maintain Guarantee and Warranty Bond #070216261 in the amount of $96,500 for a period of one year following the acceptance of public improvements by the City Council against any defective work that arises during the warranty period.
Resolution No. ##-2023 Page 2 of 2 May 16, 2023
PASSED, APPROVED AND ADOPTED by the City Council of Clayton, California, at a regular public meeting thereof held on the 16th day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
THE CITY COUNCIL OF CLAYTON, CA
Jeff Wan, Mayor
ATTEST:
Janet Calderon, City Clerk
[VERIFICATION ON FOLLOWING PAGE]
RECORDING REQUESTED BY AND
WHEN RECORDED, RETURN TO:
City Clerk/City Engineer
City of Clayton
6000 Heritage Trail
Clayton, CA 94517
NO FEE DOCUMENT
(Government Code section 27383)
NOTICE OF COMPLETION for
Public Improvements of the Diablo Meadows Subdivision #9536 (Developer: Civic Clayton LLC, Civil Property Group, Inc. (known as Denova Homes)) NOTICE IS HEREBY GIVEN by the undersigned is the Owner of work and those certain improvements, to wit:
Public Improvements of Diablo Meadows Subdivision 9536
Project location: Along the frontage of Mitchell Canyon Road within the road right of way and Parcel G of Map Book 549 Page 30-34 near the intersection with Diablo Meadows Court in the City of Clayton, Contra Costa County, California:
Property Owner: Interest in Property or Right of Way is owned by City of Clayton (a municipal corporation, located at 6000 Heritage Trail, Clayton CA 94517 located in the County of Contra Costa, State of California).
The contract for public improvements were let by Civic Clayton LLC, Civil Property Group, Inc. (known as Denova Homes), and which improvements were actually completed in accordance with the Subdivision Improvement Agreement and accompanying plans and specifications, and the work was completed and accepted by the City of Clayton, on May 16, 2023.
Information pertaining to the proposed public improvements, names of the developer, changes in adopted and approved plans and specifications, and the total cost of work is on file at the City Clerks’ office of the City of Clayton.
CITY OF CLAYTON,
a municipal corporation
Date: ________________ By: ____________________________________ Lawrence Theis, City Engineer,
R.C.E. #67662
City of Clayton
6000 Heritage Trail
Clayton, CA 94517
I hereby certify, under penalty of perjury, that the above Notice of Completion was duly accepted by the City Council of the City of Clayton at a meeting thereof held on May 16, 2023. ______________________________
Janet Calderon, City Clerk
VERIFICATION
I, Bret Prebula, state that I am the Authorized Agent of the Owner identified in the foregoing Notice of Completion. I have read said Notice of Completion and know the contents thereof; the same is true of my own knowledge.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
CITY OF CLAYTON
Date: ________________ By: ____________________________________ Bret Prebula, City Manager
RESOLUTION NO. ##-2023
A RESOLUTION ACCEPTING OFFER FOR DEDICATION IN FEE OF PARCEL G OF THE DIABLO MEADOWS SUBDIVISION #9536 BY CIVIC CLAYTON LLC, CIVIL PROPERTY GROUP, INC. (KNOWN AS DENOVA HOMES) AS ROAD RIGHT OF WAY ALONG MITCHELL CANYON ROAD.
THE CITY COUNCIL
City of Clayton, California
WHEREAS, on November 16, 2021 the City Council of Clayton, California approved Resolution 64-2021 which approved the subdivision final map (Diablo Meadows SUB 9536) filed in Book 549 Page 30 which offers for dedication in fee to the City of Clayton or tis designee and to the public for public use the area designated as “Parcel G”, being a 10 foot widening of the Mitchell Canyon Road right of way; and WHEREAS, Civic Clayton LLC (known as Denova Homes), represents that it has completed construction of all public improvements within Parcel G in conformance with the project plans and specifications and that the project is now ready for acceptance by the City; and
WHEREAS, the City Engineer has inspected all public improvements (roadway widening; curb, gutter, and sidewalk installation; and drainage system) and is satisfied that the required work is complete and recommends that the City Council accept the offer for dedication in fee of Parcel G (Mitchell Canyon Road right of way); and WHEREAS, California Government Code section 27281 provides that the City Council must, by adoption of a resolution, accept any interest in real property that is to be recorded;
WHEREAS, pursuant to CEQA Guidelines Section 15061(b)(3), this action is exempt fromreview under the California Environmental Quality Act (CEQA); NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Clayton, California does hereby:
1. Accept the offer for dedication in fee of the entirety of Parcel G designated within the boundaries of Final Map SUB 9536 (Book 549 Page 30) for the uses and purposes of public streets;
2. Order the incorporation of Parcel G into the existing public right of way of Mitchell Canyon Road pursuant to Streets and Highway Code 1806(b);
3. Authorize and direct the City Manager to execute and the City Clerk to record the Certificate of Acceptance for Parcel G attached as Exhibit A;
4. Authorize and direct the City Clerk to cause a certified copy of this Resolution, attested to under seal, to be recorded in the office of the County Recorder of Contra Costa. The City Clerk shall permanently maintain a true and correct copy of this Resolution in the City’s records.
Resolution No. ##-2023 Page 2 of 3 May 16, 2023
PASSED, APPROVED AND ADOPTED by the City Council of Clayton, California, at a regular public meeting thereof held on the 16th day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
THE CITY COUNCIL OF CLAYTON, CA
Jeff Wan, Mayor
ATTEST:
Janet Calderon, City Clerk
I hereby certify that the foregoing resolution was duly and regularly passed by the City Council of the City of Clayton at a regular meeting held on May 16, 2023.
Janet Calderon, City Clerk
Resolution No. ##-2023 Page 3 of 3 May 16, 2023
EXHIBIT A
FOR
CITY OF CLAYTON
RESOLUTION No. ##-2023
CERTIFICATE OF ACCEPTANCE
This is to certify that the interest in the real property conveyed by the OFFER FOR DEDICATION of PARCEL G on the final map of Subdivision 9536 filed and recorded on December 15, 2021 in Book 549 of Maps at Pages 30 through 34, inclusive, in the office of the County Recorder of Contra Costa County, which is offered by CIVIC CLAYTON LLC, a California Limited Liability Company, is hereby accepted by the undersigned pursuant to authority conferred by Resolution No. , adopted on May , 2023. The City of Clayton, as Grantee, consents to the recordation of said CERTIFICATE OF ACCEPTANCE.
By:
Bret Prebula, Clayton City Manager Date
Attest:
Janet Calderon, Clayton City Clerk
Agenda Item: 5(a)
ADRIANNA LOPEZ
for
“Doing the Right Thing”
at
Mt. Diablo Elementary School
by exemplifying great “Integrity”
March and April 2023
REANAN STICE
for
“Doing the Right Thing”
at
Mt. Diablo Elementary School
by exemplifying great “Integrity”
March and April 2023
VALERIE HUERTA
for
“Doing the Right Thing”
at
Diablo View Middle School
by exemplifying great “Integrity”
March and April 2023
TAYLER LATON
for
“Doing the Right Thing”
at
Diablo View Middle School
by exemplifying great “Integrity”
March and April 2023
Agenda Item: 5(b)
TAMARA AND BOB STEINER
“Unsung Heros”
The Clayton Pioneer
Celebrating 20 Years
As
Clayton’s Local News Source
Agenda Item: 5(c)
1 AGENDA REPORT
TO: HONORABLE MAYOR AND COUNCILMEMBERS
FROM: Patrick Nemah, Office Assistant
DATE: May 16, 2023
SUBJECT: Welcome and Recognition of New Local Businesses ___________________________________________________________________________
RECOMMENDATION
City Council welcome and recognize new local businesses that have received business licenses in Clayton since October 21, 2022.
BACKGROUND
During the City Council meeting held on August 16, 2022, City staff proposed establishing a program that provides owners of new local businesses the opportunity to attend a City Council meeting and announce the opening of their businesses in the City. Implementing this program creates connection between the City Council and local businesses by providing a direct line of communication between business owners and the City Council. The program will also provide a platform for owners of new businesses to announce promotional events such as ribbon-cutting ceremonies and to invite City Council members to these events to help spread the news of their services within the community.
DISCUSSION
At regular City Council meetings in May and November of each year, owners of new businesses that opened in the preceding 6 months are invited to attend the City Council meeting to announce their business. From October 21, 2022, to April 30, 2023, the City of Clayton issued 5 business licenses for new businesses located in the City. City staff sent each of these businesses’ owners an invitation to tonight’s City Council meeting to introduce themselves.
FISCAL IMPACTS
None.
2 ATTACHMENTS
1. Invitation flyer to new businesses in the City
2. List of new commercial and home-based businesses licensed in the City of Clayton from October 21, 2022, to April 30, 2023.
3 4
New Commercial Businesses Licensed from October 21st, 2022, to April 30th, 2023 Business Name Location
Clayton Hair Affair 5439 CLAYTON RD SUITE A
The Orange Door Hair Salon 5433 CLAYTON RD SUITE D
The Strategic Liaison LLC 1713 INDIAN WELLS WAY
Maura Beauty 6064 MAIN ST
Total Aura Spiritual Spa 6064 MAIN ST
D
Agenda Item:8(a)
STAFF REPORT
TO: HONORABLE MAYOR AND COUNCIL MEMBERS
FROM: Ron Bernal, Interim City Manager
MEETING DATE: May 16, 2023
SUBJECT: Receive the Fiscal Year 2020/21 and Fiscal Year 2021/22 Annual Citizens Oversight Report by the Trails and Landscape Committee for Measure H, Citywide Landscape Maintenance District
REQUEST
Receive the Annual Reports for Fiscal Year (FY) 2020/21 and 2021/22 from the Citizens Oversight Committee of the Trails and Landscape Committee (TLC) as stipulated in Measure H as approved by the voters for the Community Facilities District Funding of the City of Clayton roadway landscaping, trail and open space maintenance (Landscape Maintenance District).
BACKGROUND
Measure H passed by the voters in June 2016, extended the Citywide Landscape Maintenance District special tax through June 31, 2027. The measure called for the preparation of an Annual Report by a Citizens Oversight Committee to be prepared and submitted to the City Council. The Trails and Landscaping Committee (TLC) is the local name approved by the City Council to refer to the Citizens Oversight Committee called for in the measure.
The TLC has prepared the two attached Annual Reports for both Fiscal Year 2020/21 and Fiscal Year 2021/22. The reports include highlights of the Landscape Maintenance District activities for each of these two years and year end budget information for each report on how the revenue received by the special tax (Measure H) was spent on Landscape Maintenance District activities as established by the voters. The TLC independently prepared the Annual Reports. for the FY 2020/21 and at its November 2, 2022 meeting, The TLC reviewed and unanimously approved the report to be forwarded to the City Council for their acceptance. At their January 23, 2023 meeting, they unanimously approved the FY 2021/22 Annual Report to be forwarded to the City Council for their acceptance.
ATTACHMENTS:
Attachment 1: Citizens Oversight Committee FY 2020/21 Annual Report for the Citywide Landscape Maintenance District
Attachment 2: Citizens Oversight Committee FY 2021/22 Annual Report for the Citywide Landscape Maintenance District
City of Clayton - Trails and Landscape Committee (TLC)
serving as the Citizens Oversight Committee for Measure H Annual Report of the Landscape Maintenance District
Reviewed and Approved by the TLC members at its Public Meeting on 02 Nov 2022 Chair – Erin Bennett
Vice Chair- Steve Rossi
Members
Tom Brand
Kate Happy
Craig Nuchols
Patti Pratt
Allison Snow
Nancy Topp
Joyce Wells
2020-21 TLC Members
Citizens and their respective terms who served during the FY 2020-21 as members of the TLC (July 1, 2020 - June 30, 2021):
Bill Wiggins January 2019 - December 2020
Suzanne Brennan
Trisha Brown
Karen Case
Justin Cesarin
Scott Feuer
March 2020 - December 2021
March 2020 - December2021
March 2020 - December 2021
March 2020 - December2021
March 2020 - December2021
Additionally, the follow City Council Liaisons served during 2020-2021:
Ex-Officio Jeff Wan (Vice Mayor) January 2020- December 2020 Ex Officio Alternate Tuila Catalano (Council Member) January 2020- December 2020 Ex-Officio Peter Cloven (Vice Mayor) January 2021- December 2021 '
Trails and Landscape Committee (TLC) Annual Report 2020-21 Given the COVID pandemic and other circumstances, the Trails and Landscape Committee (TLC) has had many changes over the last few years. As such, we are submitting this annual report in the second half of 2022, after meeting three times earlier this year to get a better understanding of our roles and responsibilities. Given this evolution, the TLC held no meetings in 2020 and two (2) meetings in early 2021. As always, these meetings are open to the public and community engagement is welcome. As the new Citizen’s Oversight Committee for Measure H, we are now reviewing the planned and actual expenditures for the Clayton Landscape Maintenance District (LMD) and Fund No. 210 for the 2020-21 fiscal year to determine if they were spent as outlined in the plan.
The current 2022-23 TLC is comprised of nine (9) appointed members/volunteers, who are all new to the committee. Our new committee includes enthusiastic members dedicated to working in partnership with our city team to keep our outdoor areas as beautiful as they can be. The current committee members include Erin Bennett, Chair; Steve Rossi, Vice Chair; Tom Brand; Kate Happy; Craig Nuchols; Patti Pratt; Allison Snow; Nancy Topp; and Joyce Wells.
Included in this annual report is the "City of Clayton Budget Message and Adopted FY 2020- 2021 Budget." This report, among other things, discusses the scope of actions and planned activities for the LMD and Maintenance Team for FY 2020-21. Also included in this report is a Maintenance District Activity Report and two LMD Project Updates. (Please note the dates on these reports do not line up exactly with the fiscal year.) The last addition to this report is the LMD Fund-210 Financials showing the proposed/adopted budget figures and actual revenue and expense figures pertaining to the FY 2020-21 LMD budget.
In addition to the regular, temporary, and seasonal salaries included in the budget, the primary expenditures planned for 2020-21 include maintenance activities such as trail fixture repair/replacement, tree trimming, and weed abatement, totaling just over $440K. Special planned projects were budgeted at $222K, which included median improvements and irrigation control upgrades.
The following are the key takeaways of 2020-21 activity:
1. Total expenditures were significantly less (approximately $500K) than budgeted due to COVID staffing issues and drought conditions.
2. Drought conditions and COVID staffing issues delayed the planned median improvements and trail fixture repairs/replacements, which will be postponed to the future when conditions improve.
3. The multi-year downtown planter rejuvenation project concluded.
4. The completed scheduled replacement and upgrade of irrigation controls as part of the ongoing irrigation upgrade project.
5. Prohibitive impact of COVID pandemic on staff's use of outside seasonal contract workers for maintenance work.
A review of the 2020-21 FY Financial Report provided to the TLC and included in this report shows the actual expenditures were significantly less (approximately $500K) than the approved budget due to the reasons mentioned previously. The differences between the budget amounts and the actual expenditures were primarily in Trail Fixtures Repairs/Replacements (Acct line 7306 for about $175K), Project/Program Costs (Acct line 7520 for about $165K), and Contract Seasonal Labor (Acct line 7435 for about $60K). These differences will be carried over into future budgets for completion.
In conclusion, the LMD financials show no inappropriate use of District funds and a year-end financial position that remains healthy going into FY 2021-22.
City of Clayton Budget Message
Adopted FY 20-21 Budget
Special Revenue Funds
C. Citywide Landscape Maintenance District – Fund No. 210 In June 2007, Clayton voters approved a replacement real property special tax to continue funding the operation and maintenance of its citywide public landscaped areas. This voter action created the City of Clayton Landscape Maintenance Community Facilities District 2007-1 (LMD). This annual special parcel tax is restricted to landscape costs associated with: arterial and specified roadway medians and parkways, the trails system, the annual open space non-native (exotic) invasive weed abatement in city-owned open space of the area hills, the annual open space and trails weed abatement for fire and public safety, landscape and turf irrigation and the monthly maintenance and special occasion/holiday operation of the “Clayton Fountain”. Operations for the LMD are separately accounted for by the City in a restricted-use special revenue fund.
Measure B, the 2007 ballot measure, expired June 30, 2017. Given this was the only source of funds for the maintenance and operation of the LMD, in order continue this sole funding a special parcel tax, “Measure H” was placed before the voters on the June 7, 2016, ballot needing two-thirds (66.67%) voter approval. In June 2016, the voters overwhelmingly elected (77.1% positive vote) to extend the LMD special parcel tax for an additional ten (10) years.
Maintenance of City parks is not included as an authorized expenditure under the LMD Act; park maintenance obligations fall to the City’s General Fund. Citywide public landscaping services have always been funded by a special parcel tax levied on private properties throughout the City. The LMD has now completed its third year of operation under Measure H. The LMD has a City Council-appointed Trails and Landscaping Citizens’ Oversight Committee (TLC) that meets periodically to ensure the promised maintenance standards and efficiencies are achieved and reviews the budget ensuring these special-purpose tax revenues are used for their intended purpose as established under the previous ballot measure for the LMD. Unfortunately due to temporarily vacancies on the TLC that were recently appointed, and limited staffing during the FY 20-21 budget process, there was not the ability to conduct a Trails and Landscape Committee meeting prior to the budget adoption. Staff will regroup with the TLC and then forward their review and any additional or modified recommendations when completed to the City Council. If needed the City Council could then take any action to make budget amendments to the LMD.
Pursuant to the terms of voter-approved Measure H, the special parcel tax rate may be modified annually by the change in the consumer price index (CPI) as published by the U.S. Bureau of Labor and Statistics from April to April for this geographic region (San Francisco-Oakland-Hayward, CA). In no event shall the special parcel tax rate be increased by more than three percent (3.0%) annually. Given the local CPI change (from April 2018 to April 2019) was 1.1%, the LMD’S projected revenues are proposed to be increased by 1.1% to a total of $1,168,107 for FY 2020-21. This results in a modest increase to LMD special parcel tax revenues of $12,709 over the prior year’s adopted budget. The capped CPI growth adjustment will result in an increase of $2.92 per residential parcel over the prior year rate (last year’s single family rate was $263.54; including the CPI adjustment factor the new single-family parcel rate will be $266.4).
Over the past ten years, from FY 2007-08 through FY 2019-20, it is estimated the LMD will have used approximately $2 million of these special parcel tax funds for public landscape and irrigation and trail system improvements. When including additional LMD improvement projects planned for FY 2020-21, the LMD will have invested over $2.4 million into landscape-related capital improvements in addition to maintaining current landscaping. The prior year’s City Council adopted budget included the Downtown Planters (Main Street) replacement project at an estimated total cost for $245,157. This project is expected to be completed by June 30, 2020.
For FY 2020-21, the LMD has budgeted to fund the following landscape maintenance improvement projects:
Project Description Amount Project ID
Clayton Road Median Improvements 112,000 LMD 2019-5
Replace Irrigation Control 30,000 LMD 2020-1
Replace Irrigation Control (two of them) 60,000 LMD 2021-1 Repave/Repair/Crack Seal Trails 175,000 7306
Arterial Tree Trimming 100,000 7440
Total 477,000
The proposed LMD budget is a balanced operational budget, responsibly utilizing fund balance to undertake non-recurring capital improvement projects. This practice is consistent with prior year budgets as the LMD is pay-as-you-go for such improvements, responsibly drawing on fund balance as needed. Proposed appropriations of the budget are annually adjusted for anticipated water and electrical utility rate increases as well as for fuel, fertilizer, water, etc.
Over the past year the LMD has generated a modest reserve balance to allow the consideration of the aforementioned non-operational landscaping improvement projects to be undertaken. Although the proposed budget anticipates an ending fund balance reserve of $557,131 by the close of FY 2020-21, staff is not proposing additional capital projects beyond those listed in order to allow time to complete these budgeted projects and to have sufficient funds for normal operational cash flow purposes.
An enormous impact on LMD operations from FY 2012-13 through FY 2016-17 was the declared drought conditions and the severe water conservation reductions imposed by Contra Costa Water District (CCWD) as directed by the Governor’s Executive Order Emergency declaration. While homeowners were placed under a 25% reduction plan, city and commercial irrigation water consumers were set at a massive 45% mandatory water reduction order. With irrigation cutbacks of that magnitude, the City Council ordered the LMD to suspend irrigation water to turf and bushes, reserving restricted water supplies to irrigate public trees. This action plan negatively impacted much of the water intensive landscape in order to sustain the more valuable plants and mature signature trees in the LMD. Capital improvement projects engaged during the extended drought timeframe were hardscape-only oriented.
Although the State of California and CCWD relaxed water restrictions, allowing additional outdoor water irrigation uses than in the recent years, there are still reductions needed to balance against recent water rate increases. Water districts were required by case law to change billing rate structures to incorporate greater costs for service areas with greater water delivery demands (i.e. higher elevations requiring more energy for delivery). Clayton’s geographic location resulted in a rate tier increase by CCWD in January 2020 of apx. 6%. The proposed budget for LMD water irrigation supply service incorporates a large projected water cost increase of $40,500 over the prior year budgeted figure, bringing the total budgeted water supply expenditure to $242,800. In addition to rate increases, the growth in the water services line item over the last two years also reflects the normalization of water irrigation costs back to pre-drought periods.
Personnel services for this labor-intensive work effort account for 30.78% of the LMD budget in FY 2020-21 ($520,712). Whenever possible, less complex tasks within the LMD are assigned to in-house part-time or contract temporary seasonal personnel, which allows full-time permanent City maintenance personnel to focus their efforts on tasks requiring journeyman-level experience (i.e. irrigation line and system repairs).
The LMD has only one full time dedicated staff person of the six (6) permanent Maintenance Department personnel.
As approved by Measure H voters, the LMD’S budget includes a recurring line item (account 7316) for the purchase of replacement plants, budgeted at $20,000. The LMD further contributes an annual allocation to the City’s Capital Equipment Replacement Fund (CERF) for its shared cost of utilizing City Maintenance Department vehicles for LMD operations budgeted at $30,000 in FY 2020-21. A relatively nominal amount of $39,190 (3.30% of annual LMD revenue) is transferred to the City’s General Fund to help defray the LMD’s share of administrative support and overhead incurred by the City (i.e. telephones, payroll processing, accounts payable, management, compliance, legal, etc.).
With all of these actions, the LMD’s ending fund balance on June 30, 2021 is projected to be $557,131. The LMD’s healthy reserve position is evidence the City does not siphon “surplus” monies into its General Fund but uses the special parcel tax revenues for its intended voter-approved purposes. Its monetary existence allows the LMD to reexamine priorities to replace landscape lost (including adding in more hardscape treatments) from the necessary extreme water conservation measures resulting from drought conditions.
2019/20 2020/21 2020/21 2020-21
Account Account Actual Adopted Amended Actual
Number Name Budget Budget
7111 Salaries/Regular 218,753 228,746 228,746 243,827
7112 Temporary Help 3,757 22,793 22,793 6,987
7113 Overtime 1,075 2,000 2,000 1,907
7218 LTD/STD Insurance 2,379 2,292 2,292 2,382
7220 PERS Retirement - Normal Cost 19,565 21,486 21,486 23,147 7221 PERS Retirement - Unfunded Liability 32,190 22,418 22,418 26,422 7231 Workers Comp Insurance 15,715 12,199 12,199 10,484 7232 Unemployment Insurance 1,291 2,090 2,090 -
7233 FICA Taxes 3,694 5,089 5,089 4,258
7246 Benefit Insurance 33,613 41,588 41,588 43,315
7301 Recruitment/Pre-employment - - - -
7306 Trail Fixture Repairs/Replacement 54 175,000 175,000 178 7307 Irrigation Supplies and Materials 10,869 - - -
7308 Weed Abatement Supplies and Materials 10,003 - - - 7309 Plant Nutrition Supplies and Materials 1,177 - - - 7311 General Supplies 5,808 45,000 45,000 8,222
7316 Replacement Plants (Shrubs, Trees, etc.) - 20,000 20,000 2,822 7335 Gas & Electric Service 28,672 34,400 34,400 26,995 7338 Water Service 233,372 242,800 242,800 223,936
7340 Traffic Safety Supplies 2,817 - - 292
7341 Buildings/Grounds Maintenance 13,243 17,000 17,000 38,149 7342 Machinery/Equipment Maint. 7,867 17,000 17,000 13,793 7343 Vehicle Maintenance 16,480 24,000 24,000 9,482
7344 Vehicle Gas, Oil, and Supplies 7,957 18,000 18,000 12,374 7381 Property Tax Admin Cost 3,740 4,000 4,000 3,740
7382 Election Services - - - -
7389 Miscellaneous - - -
7411 Professional Services (Legal) - - - -
7419 Other Prof. Services 5,934 7,000 7,000 6,198
7429 Animal/Pest Control Services 608 5,000 5,000 4,653 7435 Contract Seasonal Labor 85,413 160,000 160,000 98,742 7440 Tree Trimming Services 62,738 100,000 100,000 101,100 7445 Weed Abatement Services 172,429 166,586 166,586 120,990 7486 CERF Charges/Depreciation 30,000 30,000 30,000 30,000 7520 Project/Program costs 291,958 222,000 222,000 53,813 7615 Property Taxes 2,961 3,000 3,000 2,994
8101 Fund Admin - Transfer to GF 38,760 39,190 39,190 39,190 8111 Transfer to CIP Fund - - -
8113 Transfer to Stormwater Fund 1,090 1,130 1,130 1,130 Total Expenditures 1,365,982 1,691,807 1,691,807 1,161,519 4604 Clayton LMD Special Parcel Tax 1,156,944 1,168,107 1,168,107 1,169,764 5601 Interest 22,510 24,000 24,000 26,584
5606 Unrealized Inv Gain/Loss 21,675 - - (12,530)
5702 Donations/Contributions 1,804 - -
Total Revenue 1,202,933 1,192,107 1,192,107 1,183,819
Increase (Decrease) in Fund Balance (163,049) (499,700) (499,700) 22,300 Beginning Fund Balance 1,226,636 1,056,841 1,056,841 1,063,587 Ending Fund Balance 1,063,587 557,141 557,141 1,085,887 7306 Trail Fixture Repairs/Replacement
Bay Area Barric - Trail Sign 54 178
Trail Repairs 5,000
trail cardinet along 11th fairway, Repave to
Oakhurst Blvd 150,000
Crack Sealing 20,000
Repair/Redo Trail behind end of Peacock Creek
City of Clayton
Landscape Maintenance District Fund 210 (CFD 2007-1)
Year-End FY2020/21
2019/20 2020/21 2020/21 2020-21
Account Account Actual Adopted Amended Actual
Number Name Budget Budget
Total 7306 54 175,000 178
7307 Irrigation Supplies & Materials
Nutrien Ag Solu - Irrigation Supplies 949
Site One Landsc - Irrigation Parts & Control
Repair 3,700
US Bank Cal Card - Irrigation Supplies 6,220
Total 7307 10,869 - -
7308 Weed Abatement Supplies & Materials
Nutrien Ag Solutions - 9,921
Bay Area Barric - Storage Area Sign 82
Total 7308 10,003 - -
7309 Plant Nutrition Supplies & Materials
Nutrien Ag Solu - Fertilizer 831
Site-One Landscape 346
Total 7309 1,177 - -
7311 General Supplies
Bay Area Barricade (Work signs, etc.) 119 46
Cole Supply 454 55
Concord Garden 104 -
Nutrien Ag 208 1,724
Plant Nutrients - Topsoil (Contra Costa Topsoil,
etc.) -
Plant Nutrients - Fertilizer -
Grainger (Work safety equipment) -
Weed Control (Nutrien AG, etc.) -
Irrigation supplies (Calcard - US Bank) 2,903
Ross Recreation (Trash receiptal/benches) -
Turf Star - Irrigation Supplies -
Site One Landscape (Irrigation) 231 -
Zee Medical Supply -
Misc Supplies (Calcard - US Bank) 4,692 45,000 3,494
Total 7311 5,808 45,000 8,222
7341 Building/Grounds Maintenance
Martell Water Systems (Well pump repairs) 250 5,000 250 Misc Supplies (Calcard - US Bank) 1,587 - 2,756
Pond M Solutions ($650x12 water feature
maintenance) 7,150 8,000 9,100
Pond M Solutions (extra repairs) 2,036 2,000 3,570
Spraytec Maintenance (wastewater) 2,000
Nutri Ag 12,212
Bay Area Barric 49
Contra Costa Tractor 275
Dillon Elec - Landscape Lighting Repairs 1,378 855
Site One Landscape nutrient 220 86
Site One irrigation parts 298 5,925
Mt. Diablo Lands - Sand 671
Terracare (planter box repair Center St) 650
Irrigation control location services contractor
Evans & Son ret wall cap repair 1,970
Wally's Rental 104
Total 7341 13,243 17,000 38,149
difference (sb 0) - - -
7342 Machinery/Equiment Maintenance
2019/20 2020/21 2020/21 2020-21
Account Account Actual Adopted Amended Actual
Number Name Budget Budget
Conc Garden Equip Maintenance & Supplies - 4,000 502
Concord Trailer World 1,000
Contra Costa Tractor 1,388 2,000 2,426
LEHR install light bar skip loader 470
Site One Landscape
Swenson's Mobile Service - Lawnmower service 3,000
US Bank (Calcard) - Machinery/Equipment
Maint. 5,989 7,000 3,066
Big O - Flat Repair 20
Bay Area Barricade 304
Champion Spray - 676
Dillon Electric 730
Martell Water well Service
Performance Trailer 1,104
Sonsray Marchine forklift tractor parts 1,106
Swensons Mobiel polaris repairs 1,366
Spraytec wash rack service/repairs 2,513
Total 7342 7,867 17,000 13,793
difference (sb 0) - - -
7419 Other Professional Services
CCC Fire Protection - Operation Permit - 1,000 -
EBRCSA-Radio Mtn PW radio's 1,400 1,400 1,306
NBS Asment Dist Admin Fees+Del letters 4,517 4,600 4,702 Cal Card US Bank 17
Engineering Services 190
Total 7419 5,934 7,000 6,198
7445 Weed Abatement Services
Environtech Enterprises (non-native invasive weed
abatement - Oakhurst Mitigation EIR) 100,800 68,400 56,250 Waraner Bros - Peacock Cr Drainage Ditches 8,775
Weed Abatement - Rows/Medians 30,000
Waraner Bros Svc 1 x per yr+2 x trails (Fire
Protection) 62,854 68,186 64,740
Total 7445 172,429 166,586 120,990
7520 Project/Program costs
Sub Division/City Entry Signs (contingency) - 1,517
LMD2015-1 - Downtown Planters ($35,000 increased
to $300,000) 259,517 - 22,105
LMD 2019-4 - Expanded irrigation controller
replacement ($50,000) 2,444 20,000 20,000
LMD 2019-5 - Clayton Rd. Median Improvement
($75,000/4 Medians) hold due to drought 112,000
LMD 2020-1 (2020 Irrigation Controller Upgrade x2)
29,997 30,000 9,130
US Bank (Calcard) - 1,061
LMD 2021-1 (2020 Irrigation Control Upgrade
controllers 60,000
LMD 2021-22 Irrigation Control upgrades - 6
remaining
Irrigation Computer Replacement
Native Planting Project
Lift/Trim Tree Canopies - Keller Rdg/Blue Oak
- -
Total 7520 291,958 222,000 53,813
Memo
To: Trail and Landscape Committee
From: Maintenance Supervisor, Jim Warburton
Date: February 8, 2021
Re: Landscape Maintenance District Project Updates
• The Main Street Downtown Planter Box Project work has been completed by the outside contractor. This included removal of root bound Chinese Pastiche trees and enlarging some planters repairing others and replanting with crape myrtle trees. This project was award of construction contract by the City Council at its August 20, 2019 meeting. Construction was delayed due to Covid but now completed. • The trees on the major arterial have been inspected and were thinned and raised to 15 feet for City standards in 2019 and 2020 by outside contractor. • Two new Rain Master DX3 irrigation controllers were installed in 2019 and the two were done in 2020: Oakhurst at Eagle Peak west and one at the corner of Oakhurst and Clayton Road; Oakhurst and Yolanda and near North Valley Park.
These new controllers will operate with the updated computer program for the central irrigation system.
• The Peacock Creek Trail is planned to have some repair/ be renovated after this winter rains are over timing is depending on staff availability. • Repaving of trail from Cardinet Trail up adjacent to Golf Course to Oakhurst Blvd. and miscellaneous crack sealing of asphalt paths-- this is being coordinated by City Engineer with street repaving project expected by fall. • Clayton Road Median improvements (three islands replace irrigation and replant) has been delayed due to Covid staffing limitations, now expected.
Memo
To: Trail and Landscape Committee
From: Maintenance Supervisor, Jim Warburton
Date: April 12, 2021
Re: Landscape Maintenance District Project Updates
• The Main Street Downtown Planter Box Project work has been completed and closed out.
• The trees on the major arterials are continue to be side trimmed, thinned and raised to 15 feet for City standards by outside contractor.
• The Peacock Creek Trail repairs/ renovation is pending project and delayed due to limited staff availability.
• Repaving of trail from Cardinet Trail up adjacent to Golf Course to Oakhurst Blvd. and miscellaneous crack sealing of asphalt paths-- this will be coordinated by City Engineer with street repaving project expected by fall. • Clayton Road Median improvements (three islands replace irrigation and replant) has been delayed due to staffing limitations.
• Temporary repair was made to trail at Westwood Park area and permanent repair will be coordinated by City Engineer with street repaving project expected by fall. 1 TRAILS & LANDSCAPING COMMITTEE
MAINTENANCE ACTIVITY REPORT
4/2/2021 to 3/2/2022
• Shrub trimming was completed on Oakhurst Drive, Clayton Road, Old Marsh Creek Road, Marsh Creek Road, Keller Ridge Drive Eagle Peak drive.
• Irrigation mainlines were repaired on Oakhurst Drive, Clayton Road. • Wood chips were placed in the median on Clayton Road to help keep weeds under control and also to help the soil retain moisture.
• The Clayton water feature vault flooded due to a main line break and equipment was damaged, the necessary repairs were made and the fountain is in working order again. A small retaining wall will be constructed to keep future water from going into the vault. • Trees were trimmed on Oakhurst Drive, Clayton Road, old Marsh Creek Road and Marsh Creek Road.
• Trails were inspected on a monthly basis for obstructing brush. • Fencing was repaired on the Cardinet trail in three different places. • Graffiti has been removed in several different places along the trail and in the creek tunnels. The cities creeks were cleaned and debris was removed so the creeks can flow during heavy rains.
• The maintenance Division kept four seasonal employees for the duration of the winter due to COVID-19, normally we lay off seasonal employees during the winter time and bring back in the spring when the work load increases.
City of Clayton - Trails and Landscape Committee (TLC)
serving as the Citizens Oversight Committee for Measure H Annual Report of the Landscape Maintenance District
Reviewed and Approved by the TLC members at its Public Meeting on 23 January 2023 Chair – Erin Bennett
Vice Chair- Steve Rossi
Members
Tom Brand
Kate Happy
Craig Nuchols
Patti Pratt
Allison Snow
Nancy Topp
Joyce Wells
TLC Agenda Item: 4(a)
2021-22 TLC Members
Citizens and their respective terms who served during the FY 2021-22 as members of the TLC (July 1, 2021 - June 30, 2022):
Suzanne Brennan March 2020 – December 2021
Trisha Brown March 2020 – December 2021
Karen Case March 2020 – December 2021
Justin Cesarin March 2020 – December 2021
Scott Feuer March 2020 – December 2021
Erin Bennett March 2022 – December 2022
Steve Rossie March 2022 – December 2022
Tom Brand March 2022 – December 2022
Kate Happy March 2022 – December 2022
Craig Nuchols March 2022 – December 2022
Patti Pratt March 2022 – December 2022
Allison Snow March 2022 – December 2022
Nancy Topp March 2022 – December 2022
Joyce Wells March 2022 – December 2022
Additionally, the following City Council Liaisons served during 2021-2022:
Ex-Officio Peter Cloven (Vice Mayor) January 2021- December 2021 Ex-Officio Alternate Jeff Wan (Council Member) January 2021- December 2021 Ex-Officio Holly Tillman (Vice Mayor) January 2022 - December 2022 Ex Officio Alternate Jeff Wan (Council Member) January 2022- December 2022 Trails and Landscape Committee (TLC) Annual Report 2021-22 The current Trails and Landscape Committee (TLC) members were appointed in early 2022. To develop a strong understanding of our roles and responsibilities, we met three times in the first half of the 2022 calendar year. As always, these meetings are open to the public and community engagement is welcome. As the Citizen’s Oversight Committee for Measure H, we have reviewed the planned and actual expenditures for the Clayton Landscape Maintenance District (LMD) and Fund No. 210 for the 2021-22 fiscal year to determine if they were spent as outlined in the plan.
The current TLC is comprised of nine (9) appointed members/volunteers, who began serving on the committee in March 2022. Our committee includes enthusiastic members dedicated to working in partnership with our city team to keep our outdoor areas as beautiful as they can be.
The current committee members include Erin Bennett, Chair; Steve Rossi, Vice Chair; Tom Brand; Kate Happy; Craig Nuchols; Patti Pratt; Allison Snow; Nancy Topp; and Joyce Wells.
The TLC commends the city and maintenance staff for all they have accomplished during the last few years, especially while challenged by a pandemic and severe drought. The trails were a great asset to the community during the pandemic, and the TLC is committed to ensuring they will continue to be a beloved city treasure for many years to come.
Included in this annual report is the "City of Clayton Budget Message Adopted FY 2021-2022 Budget." This message discusses, among other things, the scope of actions and planned activities for the LMD and Maintenance Team for FY 2021-22. Also included in this report are two Maintenance District Activity Reports and two LMD Project Updates. (Please note the dates on these reports do not line up exactly with the fiscal year.) The last addition to this report is the LMD Fund-210 Financials showing the proposed/adopted budget figures and actual revenue and expense figures pertaining to the FY 2021-22 LMD budget.
The total amount budgeted for FY 2021-22 was approximately $2.1M, with about $1.18M in expected revenue. The total budget amount included carryover from previous years. The total spent was about $1.6M, with approximately $520K remaining to carry over into next year’s budget. In addition to the regular, temporary, and seasonal salaries included in the budget, the primary expenditures planned for 2021-22 include maintenance activities such as trail fixture repair/replacement (Acct line 7306 $320K), routine tree trimming (Acct line 7440 $300K), and weed abatement (Acct line 7445 approximately $200K), totaling just over $820K. Special planned projects (Acct line 7520) were budgeted at $204.5K, which included lifting/trimming tree canopies ($100K), irrigation control upgrades ($90K), and a native planting project ($12,5K).
The following are the key takeaways of 2021-22 activity:
1. Total expenditures were significantly less (approximately $520K) than budgeted due to continued COVID staffing issues and drought conditions.
2. Drought conditions and COVID staffing issues continue to delay the planned median improvements and trail fixture repairs/replacements, which will be postponed to the future when conditions improve.
3. The current special planned projects budgeted were completed (lift/trim tree canopies, upgrade of six (6) irrigation controls as part of the ongoing irrigation upgrade project, and native plantings).
A review of the 2021-22 FY Financial Report provided to the TLC and included in this report shows the actual expenditures were significantly less (approximately $520K) than the approved budget due to the reasons mentioned previously. The differences between the budget amounts and the actual expenditures were primarily in Trail Fixtures Repairs/Replacements (Acct line 7306 for about $320K), Weed Abatement Services (Acct line 7445 for about $70K), and Project/Program Costs (Acct line 7520 for about $54K), These differences will be carried over into future budgets for project completion.
In conclusion, the LMD financials show no inappropriate use of District funds and a year-end financial position that remains healthy going into FY 2022-23.
City of Clayton Budget Message
Adopted FY 2021-22 Budget
Special Revenue Funds
C. Citywide Landscape Maintenance District – Fund No. 210 In June 2007, Clayton voters approved a replacement real property special tax to continue funding the operation and maintenance of its citywide public landscaped areas. This voter action created the City of Clayton Landscape Maintenance Community Facilities District 2007-1 (LMD). This annual special parcel tax is restricted to landscape costs associated with: arterial and specified roadway medians and parkways, the trails system, the annual open space non-native (exotic) invasive weed abatement in city- owned open space of the area hills, the annual open space and trails maintenance including weed abatement for fire and public safety, landscape and turf irrigation and the monthly maintenance and special occasion/holiday operation of the “Clayton Fountain”. Operations for the LMD are separately accounted for by the City in a restricted-use special revenue fund.
Measure B, the 2007 ballot measure, expired June 30, 2017. Given this was the only source of funds for the maintenance and operation of the LMD, in order continue this sole funding a special parcel tax, “Measure H” was placed before the voters on the June 7, 2016 ballot needing two-thirds (66.67%) voter approval. In June 2016, the voters overwhelmingly approved (77.1% positive vote) to extend the LMD special parcel tax for an additional ten (10) years.
Maintenance of City parks is not included as an authorized expenditure under the LMD Act; park maintenance obligations fall to the City’s General Fund. The LMD has now completed its fourth year of operation under Measure H. The LMD has a City Council- appointed Trails and Landscaping Citizens’ Oversight Committee (TLC) that meets periodically to ensure t hese special-purpose tax revenues are used for their intended purpose as established under the previous ballot measure for the LMD. Unfortunately, due to limited staffing during the FY 2021/22 budget process, there was not the ability to schedule a Trails and Landscape Committee meeting prior to the budget preparation and adoption for City Council. Staff will meet with the TLC and then forward their review and any additional or modified recommendations to the City Council. Thereafter, if needed the City Council could then take any action to make budget amendments to the LMD.
Pursuant to the terms of voter-approved Measure H, the special parcel tax rate may be modified annually by the change in the consumer price index (CPI) as published by the U.S.
Bureau of Labor and Statistics from April to April for this geographic region (San FranciscoOakland-Hayward, CA). In no event shall the special parcel tax rate be increased by more than three percent (3.0%) annually. Given the local CPI change (from April 2020 to April 2021) was 3.8%, the LMD’S projected revenues are adopted to be increased by 3.0% to a total of $1,204,857 for FY 2021/22. This results in a modest increase to LMD special parcel tax revenues of $35,093 over the prior year’s adopted budget. The capped CPI growth adjustment will result in an increase of $7.98 per residential parcel over the prior year rate (last year’s single-family rate was $266.46; including the CPI adjustment factor the new single-family parcel rate will be $274.44).
Over the past ten years, from FY 2007/08 through FY 2019/20, it is estimated the LMD will have used approximately $2 million of these special parcel tax funds for public landscape and irrigation and trail system improvements. When including additional LMD improvement projects planned for FY 2021/22, the LMD will have invested over $2.5 million into various capital improvements in addition to maintaining current landscaping.
The prior approved Downtown Planters (Main Street) replacement project was completed in November of 2020 for a total cost of $281,622.
For FY 2021/22, the LMD budgeted to fund the following landscape maintenance improvement projects:
Project Description Amount Project ID
Cardinet trail section repave $185,000 7306
Trail reconstruct end of Peacock Ck $100,000 7306
Replace Irrigation Control (6 of them) $ 90,000 LMD 2021-2 Due to drought conditions replanting projects are not adopted that would require additional water. Therefore it is planned to focus on trails maintenance, tree trimming, (along arterials and open space areas), and irrigation control replacement (the later providing better irrigation water management).
The adopted LMD budget is a balanced operational budget, responsibly utilizing fund balance to undertake non-recurring capital improvement projects. This practice is consistent with prior year budgets as the LMD is pay-as-you-go for such improvements, responsibly drawing on fund balance as needed. Adopted appropriations of the budget are annually adjusted for anticipated water and electrical utility rate increases as well as for fuel, fertilizer, water, etc.
Over the past year the LMD has generated a modest reserve balance to allow the consideration of the aforementioned non-operational landscaping improvement projects to be undertaken. Although the adopted budget anticipates an ending fund balance reserve of $117,933 by the close of FY 2021/22, staff is not proposing additional capital projects beyond those listed in order to allow time to complete these budgeted projects and to have sufficient funds for normal operational cash flow purposes.
An enormous impact on LMD operations from FY 2012/13 through FY 2016/17 was the declared drought conditions and the severe water conservation reductions imposed by Contra Costa Water District (CCWD) as directed by the Governor’s Executive Order Emergency declaration, resulting in a 45% mandatory water reduction order. With irrigation cutbacks of that magnitude, the City Council ordered the LMD to suspend irrigation water to turf and bushes, reserving restricted water supplies to irrigate public trees. This action plan negatively impacted much of the water intensive landscape in ordertosustainthemorevaluableplantsandmaturesignaturetreesintheLMD. Capital improvement projects completed during the extended drought timeframe were hardscapeonly oriented. There have only been two sections of a Clayton Road median replanted since the prior drought.
Although the State of California and CCWD returned to unrestricted water conditions over the last few years, the State is currently in drought conditions again, with Contra Costa listed as Exceptional Drought, the highest category. Although CCWD has not mandated cutbacks yet, they have asked for voluntary reductions. Additionally, it is forecasted that the dry conditions will likely continue into next year. It is conceivable that we will have an insufficient rainy season to establish new plantings. Therefore, no new replanting projects are being adopted as it would require additional water to establish from irrigation and/or a normal “rainy” season. Water districts were required by case law to change billing rate structures to incorporate greater costs for service areas with greater water delivery demands (i.e. higher elevations requiring more energy for delivery).
Clayton’s geographic location resulted in a rate tier increase by CCWD in January 2021 of
3.75%. The adopted budget for the LMD includes the increased water costs with the adjusted rate estimated expenditure of $240,000.
Personnel services for this labor-intensive work effort account for 25% of the LMD budget in FY 2021/22 ($520,712). Whenever possible, less complex tasks within the LMD are assigned to in-house part-time or contract temporary seasonal personnel, which allows full-time permanent City maintenance personnel to focus their efforts on tasks requiring journeyman-level experience (i.e. irrigation line and system repairs). The LMD has only one full-time dedicated staff person of the six (6) permanent Maintenance Department personnel. During this past fiscal year (2020/21) the pandemic had unexpected impacts to the LMD operations. The ability to use part-time/seasonal contract personnel was not possible. In addition, a full time vacancy occurred with one of the staff resigning for an advanced position in a different agency. With limited resources and social distancing requirements – especially as related to persons in vehicles - staff prioritized trimming to keep walks and paths clear, and irrigation repairs. Other trimming and weeding along rights of ways and medians were postponed or delayed until more recently. Staff is hopeful as the public health conditions improve overall temporary seasonal workers will be available to assist in the LMD.
As approved by Measure H voters, the LMD’s budget includes a recurring line item for the purchase of replacement plants, budgeted at $20,000. However, it is likely with drought conditions this expenditure will not occur. The LMD further contributes an annual allocation to the City’s Capital Equipment Replacement Fund (CERF) for its shared cost of utilizing City Maintenance Department vehicles for LMD operations budgeted at $30,000 in FY 2021/22. A relatively nominal amount of $40,679 (3.3% of annual LMD revenue) is transferred to the City’s General Fund to help defray the LMD’s share of administrative support and overhead incurred by the City (i.e. telephones, payroll processing, accounts payable, management, compliance, legal, etc.).
With all of these actions, the LMD’s ending fund balance on June 30, 2022 is projected to be $117,933. The LMD’s reserve position is evidence the City does not siphon “surplus” monies into its General Fund but uses the special parcel tax revenues for its intended voterapproved purposes. Its monetary existence allows the LMD to re-evaluate priorities in the future to replace landscape lost (including adding in more hardscape treatments) from the water conservation measures resulting from drought conditions.
Landscape Maintenance District Expenditures
FY2021/22
Row Labels Description FY22 Amended FY22 Actual Diff Prct 7111 Regular Salaries $237,756 $264,082 $26,326 11.1%
7112 Temporary Salaries $20,665 ($20,665) ‐100.0%
7113 Overtime $2,000 $1,440 ($560) ‐28.0%
7218 Long/Short Term Disability Insurance $2,061 $2,106 $45 2.2% 7220 PERS Retirement‐Normal Cost $21,966 $25,313 $3,347 15.2% 7221 PERS Retirement ‐ Unfunded Liability $29,540 $36,903 $7,363 24.9% 7231 Workers' Compensation $9,587 $8,677 ($910) ‐9.5%
7232 Unemployment Compensation $4,464 $1,626 ($2,838) ‐63.6% 7233 FICA Taxes $5,057 $3,849 ($1,208) ‐23.9%
7246 Benefit Insurance $43,013 $52,638 $9,625 22.4%
7301 Recruitment/Pre‐employment $250 ($250) ‐100.0%
7306 Trail Fixture Repairs/Replacement $320,000 ($320,000) ‐100.0% 7307 Irrigation Supplies and Materials $10,000 $7,645 ($2,355) ‐23.6% 7308 Weed Abatement Supplies and Materials $20,000 $9,609 ($10,391) ‐52.0% 7309 Plant Nutrition Supplies and Materials $10,000 $398 ($9,602) ‐96.0% 7311 General Supplies $14,300 $3,874 ($10,426) ‐72.9%
7316 Landscape Replacement Plants (Shrubs, Trees, Etc.) $20,000 ($20,000) ‐100.0% 7335 Gas & Electric Services $50,000 $26,342 ($23,658) ‐47.3% 7338 Water Services $240,000 $219,703 ($20,297) ‐8.5%
7340 Traffic Safety Supplies $1,000 $1,159 $159 15.9%
7341 Buildings/Grounds Maintenance $36,910 $19,046 ($17,864) ‐48.4% 7342 Machinery/Equipment Maintenanc $21,050 $24,321 $3,271 15.5% 7343 Vehicle Maintenance $15,000 $37,771 $22,771 151.8% 7344 Vehicle Gas, Oil, and Supplies $14,000 $17,418 $3,418 24.4% 7381 Property Tax Admin. Costs $4,100 $3,743 ($357) ‐8.7% 7389 Misc. Expense $0 0.0%
7411 Legal Services Retainer $0 0.0%
7419 Other Professional Services $7,100 $6,174 ($926) ‐13.0% 7429 Animal/Pest Control Services $15,000 $13,025 ($1,975) ‐13.2% 7435 Contract Seasonal Labor $160,000 $125,764 ($34,236) ‐21.4% 7440 Tree Trimming Services $300,000 $326,340 $26,340 8.8% 7445 Weed Abatement Services $201,230 $131,682 ($69,548) ‐34.6% 7486 CERF Charges/Depreciation $30,000 $30,000 $0 0.0%
7520 Project Program Costs $204,500 $150,176 ($54,324) ‐26.6% 7615 CCC Property Tax $3,030 $3,083 $53 1.8%
8101 Transfer To General Fund $40,679 $40,679 $0 0.0%
8113 Transfer to Stormwater Fund $1,130 $1,130 $0 0.0%
Grand Total $2,115,388 $1,595,717 ($519,671) ‐24.6%
Date Trans. Reference Debit Amount Balance
Account:
07/01/2021 $0.00
07/20/2021 4205-128 Site One Landsc-Irrigation parts $164.21 07/22/2021 4225-269 US Bank - Corp -Cal Card Stmt end 7/22/21 $56.84 09/03/2021 4225-887 Site One Landsc-Irrigation parts $650.55 09/09/2021 4233-187 Site One Landsc-Irrigation parts $323.54 09/21/2021 4233-736 Site One Landsc-Irrigation parts $715.66 10/05/2021 4341-11 Site One Landsc-Irrigation parts $238.78 10/06/2021 4341-9 Site One Landsc-Irrigation parts $151.78 11/02/2021 4342-154 Site One Landsc-Irrigation parts $194.58 12/08/2021 4336-43 Site One Landsc-Irrigation parts $95.74 04/05/2022 4398-244 Site One Landsc-Irrigation parts $1,434.59 04/19/2022 4363-222 Site One Landsc-Irrigation parts $86.59 04/19/2022 4363-225 Site One Landsc-Irrigation parts/service $2,280.31 05/03/2022 4389-150 Site One Landsc-Landscape supplies $1,207.70 06/29/2022 4461-80 US Bank CalCard-Irrigation main line repair OUTDOOR SUPPLY CLAYTON $21.93 06/30/2022 4485-14 Irrigation main line repair OUTDOOR SUPPLY CLAYTON $21.93 $7,644.73
06/30/2022 $7,644.73
06/30/2022 $7,644.73
Account:
07/01/2021 $0.00
08/23/2021 4225-911 US Bank - Corp -CalCard stmt end 8/23/21 $94.77 06/15/2022 4397-6 Nutrien Ag Solu-Landscape chemicals $2,400.11 06/15/2022 4397-126 Nutrien Ag Solu-Landscape chemicals $7,113.88 $9,608.76
06/30/2022 $9,608.76
06/30/2022 $9,608.76
Account:
07/01/2021 $0.00
09/16/2021 4356-97 Nutrien Ag Solu-Landscape chemicals $398.30 $398.30
06/30/2022 $398.30
06/30/2022 $398.30
Account:
07/01/2021 $0.00
07/12/2021 4192-2003 Cole Supply Co.-Trash liners $255.38 07/13/2021 4197-5 Bay Area Barric-Caution tape $197.25
08/23/2021 4225-913 US Bank - Corp -CalCard stmt end 8/23/21 $28.95 08/26/2021 4225-283 Cole Supply Co.-Trash liners, latex gloves $130.00 09/22/2021 4255-37 US Bank - Corp -Stmt end 9/22/21 $190.74 10/22/2021 4340-23 US Bank CalCard-CalCard Stmt end 10/22/21 $4.06 10/28/2021 4341-5 Site One Landsc-Landscape tools $123.64 11/22/2021 4345-36 US Bank CalCard-BISON LIFE Safety Glasses, AMZN MKTP US*2Y0Q54MB2 $31.98 12/22/2021 4336-436 US Bank CalCard-Bungie cords for banners OUTDOOR SUPPLY CLAYTON $50.46 City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7307-00
210-7307-00 (Irrigation Supplies and Materials)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry
$0.00
Account Net Change
Account Ending Balance
210-7308-00
210-7308-00 (Weed Abatement Supplies and Materials)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
$0.00
Account Net Change
Account Ending Balance
210-7309-00
210-7309-00 (Plant Nutrition Supplies and Materials)
Account Beginning Balance
Accounts Payable
$0.00
Account Net Change
Account Ending Balance
210-7311-00
210-7311-00 (General Supplies)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
11/14/2022 2:19:59 PM Page 1
Date Trans. Reference Debit Amount Balance
Account:
12/30/2021 4336-277 Hammons Supply -PW janitorial supplies $95.03 01/24/2022 4336-795 US Bank CalCard-Safety gloves AMZN MKTP US*S92EK6EB3 $71.56 01/24/2022 4336-807 US Bank CalCard-Safety glasses AMZN MKTP US*8089A1ZE3 $20.65 02/17/2022 4336-1067 Site One Landsc-Grass seed, irrigation parts $30.12 02/22/2022 4336-915 US Bank CalCard-Dog Waste Can Liners - 200-AMZN MKTP US*R04P81D33 $173.98 02/22/2022 4336-917 US Bank CalCard-Roll Bags - Universal Pet-AMZN MKTP US*7T2H485K3 $97.86 02/22/2022 4336-921 US Bank CalCard-Dogipot 1402HP-CASE Header-AMAZON.COM*PC0AS3HX3 $88.22 02/22/2022 4336-975 US Bank CalCard-Sch 40 PVC Tee 3 in. Socke-SITEONE LANDSCAPE SUPPL $383.46 03/22/2022 4371-19 US Bank CalCard-SAS Safety 6604-20 Thickst-AMZN MKTP US*1W1HK4YU0 $52.04 03/22/2022 4371-23 US Bank CalCard-ACCUPOUR 8oz (250 mL) Meas-AMZN MKTP US*1Z61C5C02 $11.65 03/22/2022 4371-25 US Bank CalCard-One Gallon 128oz Measure P-AMZN MKTP US*1Z7Y82KJ0 $28.22 05/01/2022 4389-183 US Bank CalCard-Boots RED WING SHOE STORE 1 $290.81 05/01/2022 4389-209 US Bank CalCard-Landscape supply OUTDOOR SUPPLY CLAYTON $52.08 06/29/2022 4461-83 US Bank CalCard-American Flags for Outside AMZN MKTP US*1X7FE8X11 $184.80 06/29/2022 4461-87 US Bank CalCard-California flags AMZN MKTP US*1R66Q1XZ2 $28.26 06/29/2022 4461-89 US Bank CalCard-POZOY Double Sided California flags AMZN MKTP US*1 $20.65 06/29/2022 4461-97 US Bank CalCard-Parts to hang flags OUTDOOR SUPPLY CLAYTON $12.54 06/29/2022 4461-109 US Bank CalCard-Spray gloves AMZN MKTP US*JV3O427N3 $48.48 06/29/2022 4461-113 US Bank CalCard-HOUNDSCOOP 800 Count Pull- AMZN MKTP US*HQ53V24Z3 $156.56 06/29/2022 4461-115 US Bank CalCard-Cable ties for banners OUTDOOR SUPPLY CLAYTON $65.78 06/30/2022 4436-80 Hammons Supply -Graffiti remover $219.77 06/30/2022 4436-158 Site One Landsc-Irrigation controllers, parts $212.31 06/30/2022 4485-15 American Flags for Outside AMZN MKTP US*1X7FE8X11 $184.80 06/30/2022 4485-16 California flags AMZN MKTP US*1R66Q1XZ2 $28.26 06/30/2022 4485-17 POZOY Double Sided California flags AMZN MKTP US*1R2ZJ8QB0 $20.65 06/30/2022 4485-18 Parts to hang flags OUTDOOR SUPPLY CLAYTON $12.54 06/30/2022 4485-19 Spray gloves AMZN MKTP US*JV3O427N3 $48.48 06/30/2022 4485-20 HOUNDSCOOP 800 Count Pull- AMZN MKTP US*HQ53V24Z3 $156.56 06/30/2022 4485-21 Cable ties for banners OUTDOOR SUPPLY CLAYTON $65.78 $3,874.36
06/30/2022 $3,874.36
06/30/2022 $3,874.36
Account:
07/01/2021 $0.00
07/01/2021 4249-41 <Reversal> Accrue Utilities back to FY 2021 07/01/2021 4249-48 <Reversal> Accrue Utilities back to FY 2021 07/16/2021 4205-92 PG&E-Energy 6/17/21-7/16/21 $940.46
07/27/2021 4205-74 PG&E-Energy 6/16/21-7/15/21 $1,022.52 08/24/2021 4223-64 PG&E-Energy 7/23/21-8/23/21 $984.71
08/26/2021 4223-80 PG&E-Energy 7/16/21-8/16/21 $867.81
09/23/2021 4233-167 PG&E-Energy 8/24/21-9/22/21 $989.98 09/27/2021 4233-728 PG&E-Energy 8/17/21-9/15/21 $2,243.15 10/22/2021 4255-233 PG&E-Energy 9/23/21-10/21/21 $430.28 10/22/2021 4255-241 PG&E-Energy 9/18/21-10/18/21 $553.89 10/28/2021 4255-282 PG&E-Energy 9/16/21-10/14/21 $1,040.11 11/15/2021 4342-130 PG&E-Energy 10/15/21-11/14/21 $976.93 11/21/2021 4342-140 PG&E-Energy 10/22/21-11/19/21 $955.27 12/15/2021 4336-35 PG&E-Energy 11/15/21-12/14/21 $1,487.81 12/22/2021 4336-214 PG&E-Energy 11/20/21-12/21/21 $526.50 City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7311-00 (General Supplies)
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
$0.00
Account Net Change
Account Ending Balance
210-7335-00
210-7335-00 (Gas & Electric Services)
Account Beginning Balance
Journal Entry $511.26
Journal Entry $438.88
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
11/14/2022 2:19:59 PM Page 2
Date Trans. Reference Debit Amount Balance
Account:
12/22/2021 4336-224 PG&E-Energy 11/20/21-12/21/21 $479.94 01/15/2022 4336-394 PG&E-Energy 12/15/21-1/14/22 $1,075.28 01/21/2022 4336-400 PG&E-Energy 12/20/21-1/19/22 $982.87 02/14/2022 4336-731 PG&E-Energy 1/15/22-2/13/22 $1,027.96 02/18/2022 4336-737 PG&E-Energy 1/20/22-2/17-22 $431.32 04/05/2022 4398-204 PG&E-Energy 2/18/22-3/21/22 $986.21 04/05/2022 4398-218 PG&E-Energy 2/18/22-3/21/22 $1,448.99 05/03/2022 4389-118 PG&E-Energy 3/22/22-4/21/22 $956.19 05/03/2022 4389-128 PG&E-Energy 3/22/22-4/14/22 $899.40 05/31/2022 4387-169 PG&E-Electricity 1/14/22-2/14/22 $517.78 05/31/2022 4387-179 PG&E-Electricity/gas 4/15/22-5/15/22 $1,978.62 05/31/2022 4387-185 PG&E-Electricity/gas 4/22/22-5/21/22 $971.16 06/30/2022 4436-42 PG&E-Energy 5/16/22-6/13/22 $1,584.29 06/30/2022 4436-50 PG&E-Energy 5/21/22-6/21/22 $331.37
06/30/2022 4436-117 PG&E-Energy 5/18/22-6/15/22 $601.45 $27,292.25
06/30/2022 $26,342.11
06/30/2022 $26,342.11
Account:
07/01/2021 $0.00
07/01/2021 4248-21 <Reversal> Water bill (A series) accrue to FY 22 $819.97 07/07/2021 4225-98 CCWD-Water 5/5/21-7/2/21 $3,863.63
08/10/2021 4225-96 CCWD-Water 6/4/21-8/5/21 $43,424.73
09/08/2021 4233-49 CCWD-Water 7/3/21-9/3/21 $16,866.42
10/07/2021 4255-70 CCWD-Water 8/6/21-10/5/21 $38,265.50 11/04/2021 4342-52 CCWD-Water 9/4/21-11/2/21 $12,713.57 12/07/2021 4318-562 CCWD-Water 10/6/21-12/6/21 $16,099.36 01/10/2022 4336-345 CCWD-Water 11/3/21-1/5/22 $4,748.27 02/07/2022 4336-683 CCWD-Water 12/7/21-2/3/22 $10,031.04 04/05/2022 4398-37 CCWD-Water 1/6/22-3/2/22 $4,475.06
05/03/2022 4389-43 CCWD-Water 2/4/22-4/6/22 $14,883.07
05/31/2022 4387-248 CCWD-Water 3/3/22-5/3/22 $9,848.07
06/30/2022 4436-179 CCWD-Water 4/7/22-6/7/22 $30,471.09 06/30/2022 4486-77 Water 5/4/22-7/5/22 $13,193.51
$219,703.29
06/30/2022 $219,703.29
06/30/2022 $219,703.29
Account:
07/01/2021 $0.00
12/22/2021 4336-444 US Bank CalCard-4x4 sign posts ASHBY LUMBER $1,158.86 $1,158.86
06/30/2022 $1,158.86
06/30/2022 $1,158.86
Account:
07/01/2021 $0.00
City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7335-00 (Gas & Electric Services)
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
$950.14
Account Net Change
Account Ending Balance
210-7338-00
210-7338-00 (Water Services)
Account Beginning Balance
Journal Entry
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry
$0.00
Account Net Change
Account Ending Balance
210-7340-00
210-7340-00 (Traffic Safety Supplies)
Account Beginning Balance
Accounts Payable
$0.00
Account Net Change
Account Ending Balance
210-7341-00
210-7341-00 (Buildings/Grounds Maintenance)
Account Beginning Balance
11/14/2022 2:19:59 PM Page 3
Date Trans. Reference Debit Amount Balance
Account:
07/01/2021 4233-786 Pond M Solution- $2,600.00
07/01/2021 4255-383 REVERSE-Pond M Solution08/03/2021 4225-199 Site One Landsc-Landscape supplies $442.85 08/05/2021 4225-136 Dillon Electric-Service call for irrigation controller $260.00 08/05/2021 4225-140 Dillon Electric-Repair clock tower $1,380.00 08/23/2021 4225-914 US Bank - Corp -CalCard stmt end 8/23/21 $2,224.00 09/10/2021 4233-102 Hammons Supply -Grafitti remover $23.87 09/15/2021 4233-177 Pond M Solution-Fountain maint September 2021 $650.00 09/15/2021 4233-179 Pond M Solution-Fountain maint August 2021 $650.00 09/15/2021 4233-181 Pond M Solution-Fountain maint July 2021 $650.00 10/01/2021 4233-629 CME Lighting Su-Streetlight bulbs $49.98 10/13/2021 4255-84 Site One Landsc-Irrigation controller board $678.36 11/09/2021 4342-5 Bay Area Barric-Grappler trash collectors $111.78 11/10/2021 4342-3 Alpine Awards &-Memorial bench plate $30.18 11/22/2021 4345-52 US Bank CalCard-Grafitti clean up OUTDOOR SUPPLY CLAYTON $61.48 11/23/2021 4343-76 Pond M Solution-Fountain maint Oct & Nov 2021 $1,300.00 12/16/2021 4336-133 Dillon Electric-Supply and install time clock for Christmas Deco $863.88 01/01/2022 4328-14 Pond M Solution-Fountain maint December 2021 $650.00 01/24/2022 4336-803 US Bank CalCard-Spray wand CHAMPION SPRAY SYSTEMS $211.79 02/01/2022 4327-392 Pond M Solution-Fountain maint January 2022 $650.00 02/17/2022 4336-1019 Cole Supply Co.-Trash liners, latex gloves $158.72 03/31/2022 4357-8 Reallocate charges to HOL-WIN
03/31/2022 4357-9 Reallocate charges- Heater for fountain vault $218.40 03/31/2022 4357-12 Reallocate charges - Service to irrigation controller 03/31/2022 4357-14 Reallocate charges- Repair clock tower 04/05/2022 4398-113 Evans & Son Mas-Fountain retaining wall repair $4,270.00 04/19/2022 4363-204 Pond M Solution-Fountain maintenance March 2022 $650.00 04/19/2022 4363-210 Pond M Solution-Fountain repair $2,780.00 06/15/2022 4397-223 Pond M Solution-Fountain maintenance April 2022 $650.00 06/15/2022 4397-225 Pond M Solution-Fountain maintenance May 2022 $650.00 06/29/2022 4461-91 US Bank CalCard-Rollers for grafitti cover OUTDOOR SUPPLY CLAYTON $29.60 06/29/2022 4461-101 US Bank CalCard-Grafitti removal OUTDOOR SUPPLY CLAYTON $29.59 06/29/2022 4461-105 US Bank CalCard-Grafitti removal OUTDOOR SUPPLY CLAYTON $15.34 06/29/2022 4461-107 US Bank CalCard-Grafitti removal AMAZON.COM*C185Z1CG3 $164.67 06/30/2022 4436-160 Site One Landsc-Irrigation controllers, parts $156.29 06/30/2022 4486-5 Fountain Maintenance June 2022 $650.00 06/30/2022 4485-22 Rollers for grafitti cover OUTDOOR SUPPLY CLAYTON $29.60 06/30/2022 4485-23 Grafitti removal OUTDOOR SUPPLY CLAYTON $29.59 06/30/2022 4485-24 Grafitti removal OUTDOOR SUPPLY CLAYTON $15.34 06/30/2022 4485-25 Grafitti removal AMAZON.COM*C185Z1CG3 $164.67 $24,149.98
06/30/2022 $19,046.10
06/30/2022 $19,046.10
Account:
07/01/2021 $0.00
10/22/2021 4340-3 US Bank CalCard-CalCard Stmt end 10/22/21 $1,042.58 12/22/2021 4336-438 US Bank CalCard-Heater for fountain vault LOWES #02604* $218.40 12/22/2021 4336-442 US Bank CalCard-Kerosene for heater OUTDOOR SUPPLY CLAYTON $71.33 01/24/2022 4336-813 US Bank CalCard-Sprayer parts OUTDOOR SUPPLY CLAYTON $16.43 City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7341-00 (Buildings/Grounds Maintenance)
Accounts Payable
Accounts Payable $2,600.00
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry $863.88
Journal Entry
Journal Entry $260.00
Journal Entry $1,380.00
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry
Journal Entry
Journal Entry
Journal Entry
Journal Entry
$5,103.88
Account Net Change
Account Ending Balance
210-7342-00
210-7342-00 (Machinery/Equipment Maintenanc)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
11/14/2022 2:19:59 PM Page 4
Date Trans. Reference Debit Amount Balance
Account:
01/24/2022 4336-815 US Bank CalCard-Sprayer parts OUTDOOR SUPPLY CLAYTON $11.53 02/22/2022 4336-925 US Bank CalCard-1 GAL SLIME SEALANT-AUTOZONE #3334 $43.88 03/31/2022 4357-10 Reallocate charges - Heater for fountain vault 03/31/2022 4357-13 Reallocate charges- Repair clock tower $1,380.00 05/01/2022 4389-185 US Bank CalCard-Equipment repair FURBER SAW INC $563.57 05/01/2022 4389-211 US Bank CalCard-Landscape tool repairs FURBER SAW INC $943.90 05/31/2022 4387-229 Site One Landsc-Service to irrigation board $707.52 06/15/2022 4397-202 Martell Water S-Irrigation service call Eagle Peak & High St/MCR $4,645.36 06/30/2022 4436-212 Sonsray Machine-Forklift parts $14,807.19 06/30/2022 4436-161 Site One Landsc-Irrigation controllers, parts $87.51 $24,539.20
06/30/2022 $24,320.80
06/30/2022 $24,320.80
Account:
07/01/2021 $0.00
09/30/2021 4239-29 PW Vehicle maintenance Re-allocation Q1 FY 22 $1,197.28 12/31/2021 4295-37 PW Vehicle maintenance Re-allocation Q2 FY 22 $11,431.64 03/31/2022 4358-41 PW Vehicle maintenance Re-allocation Q3 FY 22 $7,376.19 06/30/2022 4453-33 PW Vehicle maintenance Re-allocation Q4 FY 22 $17,766.28 $37,771.39
06/30/2022 $37,771.39
06/30/2022 $37,771.39
Account:
07/01/2021 $0.00
09/30/2021 4239-22 PW Fuel Re-allocation Q1 FY 22 $4,512.82 12/31/2021 4295-28 PW Fuel Re-allocation Q2 FY 22 $4,713.23 03/31/2022 4358-31 PW Fuel Re-allocation Q3 FY 22 $3,502.49 06/30/2022 4453-25 PW Fuel Re-allocation Q4 FY 22 $4,689.52 $17,418.06
06/30/2022 $17,418.06
06/30/2022 $17,418.06
Account:
07/01/2021 $0.00
12/20/2021 4307-344 Deposit 3572 - Summarized Cash Receipts Receipt $2,057.06 04/20/2022 4413-26 Deposit 3672 - Summarized Cash Receipts Receipt $1,499.27 06/24/2022 4432-44 Deposit 3768 - Summarized Cash Receipts Receipt $187.00 $3,743.33
06/30/2022 $3,743.33
06/30/2022 $3,743.33
Account:
07/01/2021 $0.00
07/01/2021 4192-1512 NBS Govt. Finan-CFD Admin Q1 FY 2022 $1,110.97 09/20/2021 4233-157 NBS Govt. Finan-CFD Admin Q2 FY22 $1,150.72 City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7342-00 (Machinery/Equipment Maintenanc)
Accounts Payable
Accounts Payable
Journal Entry $218.40
Journal Entry
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
$218.40
Account Net Change
Account Ending Balance
210-7343-00
210-7343-00 (Vehicle Maintenance)
Account Beginning Balance
Journal Entry
Journal Entry
Journal Entry
Journal Entry
$0.00
Account Net Change
Account Ending Balance
210-7344-00
210-7344-00 (Vehicle Gas, Oil, and Supplies)
Account Beginning Balance
Journal Entry
Journal Entry
Journal Entry
Journal Entry
$0.00
Account Net Change
Account Ending Balance
210-7381-00
210-7381-00 (Property Tax Admin. Costs)
Account Beginning Balance
Cash Receipts
Cash Receipts
Cash Receipts
$0.00
Account Net Change
Account Ending Balance
210-7419-00
210-7419-00 (Other Professional Services)
Account Beginning Balance
Accounts Payable
Accounts Payable
11/14/2022 2:19:59 PM Page 5
Date Trans. Reference Debit Amount Balance
Account:
12/20/2021 4336-25 NBS Govt. Finan-CFD Admin Q3 FY22 $1,151.74 03/31/2022 4357-1 Reallocate charges - EBRCSA Subscription $1,400.00 04/05/2022 4398-188 NBS Govt. Finan-Delinquency mgmt svcs $85.00 04/05/2022 4398-189 NBS Govt. Finan-CFD Admin Q4 FY22 $1,160.75 04/19/2022 4363-215 Rural Pig Manag-Pig control April 2022 $1,500.00 04/30/2022 4360-29 reallocate Rural Pig Control
05/15/2022 4377-170 Rural Pig Manag-Pig control May 2022 $1,500.00 05/31/2022 4387-159 NBS Govt. Finan-Delinquency mgmt $115.00 06/30/2022 4436-54 Rural Pig Manag-Pig control June 2022 $1,500.00 06/30/2022 4420-9 Reallocate Rural Pig Mgmt
$10,674.18
06/30/2022 $6,174.18
06/30/2022 $6,174.18
Account:
07/01/2021 $0.00
01/05/2022 4336-234 Rural Pig Manag-Pig Control Maintenenace January 2022 $1,500.00 02/01/2022 4327-372 Rural Pig Manag-Pig control maint February 2022 $1,500.00 03/01/2022 4331-283 Rural Pig Manag-Pig control maint March 2022 $1,500.00 04/19/2022 4363-259 Performance Tra-Pig control $4,025.00 04/30/2022 4360-28 Rural Pig Control - April 2022 $1,500.00 06/30/2022 4420-8 Rural Pig Mgmt May & June 2022 $3,000.00 $13,025.00
06/30/2022 $13,025.00
06/30/2022 $13,025.00
Account:
07/01/2021 $0.00
07/30/2021 4205-141 Workers.com-Seasonal workers week end 7/25/21 $2,697.68 08/06/2021 4225-242 Workers.com-Seasonal workers week end 8/1/21 $1,881.91 08/13/2021 4225-244 Workers.com-Seasonal workers week end 8/8/21 $1,408.48 08/20/2021 4233-220 Workers.com-Seasonal workers week end 8/15/21 $1,003.68 08/27/2021 4225-315 Workers.com-Seasonal workers week end 8/22/21 $1,129.16 09/03/2021 4225-928 Workers.com-Seasonal workers week end 8/29/21 $2,105.29 09/10/2021 4233-206 Workers.com-Seasonal workers week end 9/5/21 $2,506.85 09/17/2021 4233-214 Workers.com-Seasonal workers week end 9/12/21 $3,575.64 09/24/2021 4233-752 Workers.com-Seasonal workers week end 9/19/21 $3,826.00 10/01/2021 4233-759 Workers.com-Seasonal workers week end 9/26/21 $4,311.56 10/08/2021 4255-74 Workers.com-Seasonal workers week end 10/3/21 $5,457.56 10/15/2021 4255-120 Workers.com-Seasonal workers week end 10/10/21 $4,338.17 10/22/2021 4255-243 Workers.com-Seasonal workers week end 10/17/21 $5,369.72 10/29/2021 4255-294 Workers.com-Seasonal workers week end 10/24/21 $4,206.42 11/05/2021 4342-170 Workers.com-Seasonal workers week end 10/31/21 $2,613.28 11/12/2021 4342-182 Workers.com-Seasonal workers week end 11/07/21 $4,579.29 11/19/2021 4342-178 Workers.com-Seasonal workers week end 11/14/21 $1,945.97 11/24/2021 4343-50 Workers.com-Seasonal workers week end 11/21/21 $2,770.34 12/03/2021 4344-48 Workers.com-Seasonal workers week end 11/28/21 $1,881.93 12/10/2021 4336-55 Workers.com-Seasonal workers week end 12/5/21 $4,182.04 12/17/2021 4336-57 Workers.com-Seasonal workers week end 12/12/21 $4,168.09 City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7419-00 (Other Professional Services)
Accounts Payable
Journal Entry
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry $1,500.00
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry $3,000.00
$4,500.00
Account Net Change
Account Ending Balance
210-7429-00
210-7429-00 (Animal/Pest Control Services)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry
Journal Entry
$0.00
Account Net Change
Account Ending Balance
210-7435-00
210-7435-00 (Contract Seasonal Labor)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
11/14/2022 2:19:59 PM Page 6
Date Trans. Reference Debit Amount Balance
Account:
12/22/2021 4336-261 Workers.com-Seasonal workers week end 12/19/21 $2,690.08 01/14/2022 4336-414 Workers.com-Seasonal workers week end 1/9/22 $2,927.43 01/21/2022 4336-620 Workers.com-Seasonal workers week end 1/16/22 $2,822.88 01/28/2022 4336-626 Workers.com-Seasonal workers week end 1/23/22 $2,678.94 02/04/2022 4336-765 Workers.com-Seasonal workers week end 1/30/22 $2,092.24 02/11/2022 4336-771 Workers.com-Seasonal workers week end 2/6/22 $2,634.68 02/18/2022 4336-1090 Workers.com-Seasonal workers week-end 2/13/22 $2,381.30 02/25/2022 4336-1086 Workers.com-Seasonal workers week-end 2/20/22 $2,697.72 04/05/2022 4398-262 Workers.com-Seasonal workers week-end 2/27/22 $836.40 04/05/2022 4398-263 Workers.com-Seasonal workers week-end 3/6/22 $1,881.92 04/05/2022 4398-267 Workers.com-Seasonal workers week-end 3/13/22 $1,881.92 04/19/2022 4363-278 Workers.com-Seasonal workers week end 3/20/22 $1,045.51 04/19/2022 4363-289 Workers.com-Seasonal workers week end 3/27/22 $1,505.53 04/19/2022 4363-387 Workers.com-Seasonal workers week end 4/3/22 $1,881.91 05/03/2022 4389-163 Workers.com-Seasonal workers week end 4/10/22 $2,337.02 05/15/2022 4377-192 Workers.com-Seasonal workers week end 4/24/22 $2,337.02 05/15/2022 4377-194 Workers.com-Seasonal workers week end 5/1/22 $2,337.02 05/31/2022 4387-236 Workers.com-Seasonal workers week end 4/17/22 $2,302.81 05/31/2022 4387-238 Workers.com-Seasonal workers week end 5/8/22 $2,337.02 05/31/2022 4387-240 Workers.com-Seasonal workers week end 5/15/22 $3,271.82 05/31/2022 4387-242 Workers.com-Seasonal workers week end 5/22/22 $3,193.93 06/15/2022 4397-170 Workers.com-Seasonal workers week end 5/29/22 $2,726.53 06/15/2022 4397-184 Workers.com-Seasonal workers week end 6/5/22 $2,804.40 06/30/2022 4436-90 Workers.com-Seasonal workers week end 6/19/22 $1,530.15 06/30/2022 4436-156 Workers.com-Seasonal workers week end 6/24/22 $4,668.71 $125,763.95
06/30/2022 $125,763.95
06/30/2022 $125,763.95
Account:
07/01/2021 $0.00
08/10/2021 4225-216 Waraner Brother-Tree work Samuel Ct, Oakhurst Dr. $1,800.00 08/10/2021 4225-218 Waraner Brother-Tree work Lydia Ln trail $1,800.00 08/10/2021 4225-220 Waraner Brother-Tree work Stranahan Cir $3,000.00 08/10/2021 4225-222 Waraner Brother-Tree work Fire abatement Keller Ridge $4,200.00 08/10/2021 4225-224 Waraner Brother-Tree work Stranahan Cir $600.00 09/20/2021 4233-195 Waraner Brother-Tree work Keller Rdg, Peacock Crk $12,000.00 10/18/2021 4255-157 Waraner Brother-Tree work Open space $2,400.00 10/18/2021 4255-159 Waraner Brother-Tree work Open space, creek areas $4,500.00 12/06/2021 4344-35 Waraner Brother-Tree work Regency Dr $8,400.00 12/07/2021 4318-558 Waraner Brother-Tree work Oakhurst Dr $1,800.00 12/07/2021 4318-560 Waraner Brother-Tree work Clayton Rd $3,600.00 02/21/2022 4336-1077 Waraner Brother-Tree work Clayton Rd (Lydia Ln/Atchinson Stage) $8,640.00 03/01/2022 4331-287 Waraner Brother-Tree work Clayton Rd (Main St/OMC) $19,440.00 03/01/2022 4331-289 Waraner Brother-Tree work Clayton Rd (Atchinson Stage/Mitchell Can $11,520.00 03/02/2022 4334-18 Waraner Brother-Tree work Oak St (near bridge) $2,880.00 04/05/2022 4398-248 Waraner Brother-Tree work Clayton Rd (OMC/Regency) $11,520.00 04/05/2022 4398-249 Waraner Brother-Tree work Clayton Rd (Mitchell Canyon/Main St Exit $7,920.00 04/05/2022 4398-254 Waraner Brother-Tree work Creek @ end of Zinfandel Cir $1,080.00 04/05/2022 4398-250 Waraner Brother-Tree work 435 Zinfandel Cir $1,800.00 City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7435-00 (Contract Seasonal Labor)
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
$0.00
Account Net Change
Account Ending Balance
210-7440-00
210-7440-00 (Tree Trimming Services)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
11/14/2022 2:19:59 PM Page 7
Date Trans. Reference Debit Amount Balance
Account:
04/19/2022 4363-242 Waraner Brother-Tree work Clayton Rd-Regency/DVMS $16,920.00 04/19/2022 4363-248 Waraner Brother-Tree work Clayton Rd-Inbound $5,040.00 04/19/2022 4363-253 Waraner Brother-Tree work London Ct $4,680.00 04/19/2022 4363-374 Waraner Brother-Tree work Clayton Rd outbound-CH/El Camino $20,160.00 04/19/2022 4363-384 Waraner Brother-Tree work Diablo View Dr/Clayton Rd $2,880.00 05/15/2022 4377-186 Waraner Brother-Tree work Maintenance yard, Keller House $2,880.00 05/15/2022 4377-188 Waraner Brother-Tree work Easley Estates/Grenache Cir $1,620.00 05/15/2022 4377-196 Waraner Brother-Tree work Clayton Rd outbound (Heritage Trail/Mitc $16,920.00 05/15/2022 4377-200 Waraner Brother-Tree work Clayton Rd outbound Tara Dr/Washington B $3,240.00 05/31/2022 4387-209 Waraner Brother-Tree work Clayton Rd outbound CH/Mitchell Cnyn $11,520.00 06/15/2022 4397-154 Waraner Brother-Tree work Clayton Rd outbound Mitchell Canyon/Atch $5,760.00 06/15/2022 4397-156 Waraner Brother-Tree work Eagle Peak/Oakhurst Dr $17,100.00 06/15/2022 4397-160 Waraner Brother-Tree work Clayton Rd inbound @ Lydia Ln $3,240.00 06/15/2022 4397-162 Waraner Brother-Tree work Clayton Rd Median Strip outbound near He $4,320.00 06/15/2022 4397-164 Waraner Brother-Tree work Eberhardt Ct -dismantle tree house $1,440.00 06/15/2022 4397-166 Waraner Brother-Tree work Eagle Peak/Oakhurst Dr $10,080.00 06/15/2022 4397-227 Waraner Brother-Tree work Oakhurst Dr-inbound Eagle Pk/Clayton Rd $29,160.00 06/15/2022 4397-229 Waraner Brother-Tree work Clayton Rd/MCR median strip $2,880.00 06/30/2022 4436-229 Waraner Brother-Tree work Eagle Peak/Miwok Wy $17,100.00 06/30/2022 4436-231 Waraner Brother-Tree work Center St $5,760.00 06/30/2022 4436-152 Waraner Brother-Tree work Eagle Peak/W. of Keller Ridge $9,360.00 06/30/2022 4436-154 Waraner Brother-Tree work Eagle Peak/ E. of Eagle Peak $17,280.00 06/30/2022 4486-86 Waraner Bros, Tree work Downtown parking lot $8,100.00 $326,340.00
06/30/2022 $326,340.00
06/30/2022 $326,340.00
Account:
07/01/2021 $0.00
09/14/2021 4233-193 Waraner Brother-Tree work Keller Rdg, Miwok, Peacock Crk $11,400.00 02/01/2022 4327-355 Environtech Ent-Weed abatement January 2022 $9,500.00 02/01/2022 4327-357 Environtech Ent-Weed abatement November-December 2021 $11,400.00 03/01/2022 4331-1 Environtech Ent-Weed abatement February 2022 $11,600.00 03/31/2022 4357-6 Reallocate charges to LMD Project 2019-1 04/19/2022 4363-138 Environtech Ent-Weed abatement Nov-Feb $11,900.00 04/19/2022 4363-140 Environtech Ent-Weed abatement March 2022 $20,600.00 06/15/2022 4397-158 Waraner Brother-Fire Abatement work City of Clayton $66,681.81 $143,081.81
06/30/2022 $131,681.81
06/30/2022 $131,681.81
Account:
07/01/2021 $0.00
01/01/2022 4349-27 Record budgeted CERF charges $30,000.00 $30,000.00
06/30/2022 $30,000.00
06/30/2022 $30,000.00
City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7440-00 (Tree Trimming Services)
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry
$0.00
Account Net Change
Account Ending Balance
210-7445-00
210-7445-00 (Weed Abatement Services)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry $11,400.00
Accounts Payable
Accounts Payable
Accounts Payable
$11,400.00
Account Net Change
Account Ending Balance
210-7486-00
210-7486-00 (CERF Charges/Depreciation)
Account Beginning Balance
Journal Entry
$0.00
Account Net Change
Account Ending Balance
210-7520-00
11/14/2022 2:19:59 PM Page 8
Date Trans. Reference Debit Amount Balance
Account:
07/01/2021 $0.00
10/18/2021 4255-153 Waraner Brother-Tree work in Open space $8,400.00 10/18/2021 4255-155 Waraner Brother-Tree work Open space $5,400.00 01/08/2022 4336-275 Environtech Ent-Install Native Species $12,500.00 03/31/2022 4357-5 Reallocate charges Waraner Bros Invoice 15742 $11,400.00 03/31/2022 4357-11 Reallocate charges - Service to irrigation controller $260.00 06/30/2022 4436-162 Site One Landsc-Irrigation controllers, parts $112,215.70 $150,175.70
06/30/2022 $150,175.70
06/30/2022 $150,175.70
07/01/2021 $0.00
06/30/2022 $1,154,190.73
06/30/2022 $1,154,190.73
City of Clayton
General Ledger Detail Report
Journal Credit Amount
210-7520-00 (Project Program Costs)
Account Beginning Balance
Accounts Payable
Accounts Payable
Accounts Payable
Journal Entry
Journal Entry
Accounts Payable
$0.00
Account Net Change
Account Ending Balance
Grand Total Beginning Balance
Grand Total Net Change
Grand Total Ending Balance
11/14/2022 2:19:59 PM Page 9
Excludes salaries/benefits ($396,634) and transfers ($44,892). When added to the $1,154,191 above, totals $1,595,717 total for all expenditures.
1 TRAILS & LANDSCAPING COMMITTEE
MAINTENANCE ACTIVITY REPORT
4/2/2021 to 3/2/2022
• Shrub trimming was completed on Oakhurst Drive, Clayton Road, Old Marsh Creek Road, Marsh Creek Road, Keller Ridge Drive Eagle Peak drive.
• Irrigation mainlines were repaired on Oakhurst Drive, Clayton Road. • Wood chips were placed in the median on Clayton Road to help keep weeds under control and also to help the soil retain moisture.
• The Clayton water feature vault flooded due to a main line break and equipment was damaged, the necessary repairs were made and the fountain is in working order again. A small retaining wall will be constructed to keep future water from going into the vault. • Trees were trimmed on Oakhurst Drive, Clayton Road, old Marsh Creek Road and Marsh Creek Road.
• Trails were inspected on a monthly basis for obstructing brush. • Fencing was repaired on the Cardinet trail in three different places. • Graffiti has been removed in several different places along the trail and in the creek tunnels. The cities creeks were cleaned and debris was removed so the creeks can flow during heavy rains.
• The maintenance Division kept four seasonal employees for the duration of the winter due to COVID-19, normally we lay off seasonal employees during the winter time and bring back in the spring when the work load increases.
1 TRAILS & LANDSCAPING COMMITTEE
MAINTENANCE ACTIVITY REPORT
3/3/2022 to 4/29/2022
• An irrigation mainline was repaired on Marsh Creek Road. Additional research and troubleshooting are needed for two other Marsh Creek Road locations – one a leak, the other lack of water.
• A small retaining wall construction has been completed around the Clayton Water feature to keep future water from going into the fountain vault. • Trees were Pruned to horticulture standards including raising, thinning, safety pruning, and dead wooding on Oakhurst Drive, Clayton Road, old Marsh Creek Road and Marsh Creek Road.
• Trails were inspected this month for obstructing brush. • Weeds were cut along the sides of all trails.
• Weed abatement services for fire breaks have started and are expected to be completed by the end of the month. Additional weed cutting along major trails will also occur. • Graffiti continues to be problem citywide including areas in the Landscape District, requiring additional Maintenance Department time to remove. Previously the City had not experienced much graffiti. Unfortunately it appears that all cities, including Clayton, are experience na increase in graffiti over prior times. • Two additional seasonal employees are beign hired, bringing the total to four seasonal for the spring to summer months.
Memo
To: Trail and Landscape Committee
From: Maintenance Supervisor, Jim Warburton
Date: March 7, 2022
Re: Landscape Maintenance District Project Updates
• Clayton Rd. Median replanting improvement (4 Median sections $150,000) ---On Hold due to continuing extreme drought conditions ($150,000) • LMD 2021-22 Irrigation Control upgrades/replacement (apx. 6 remaining $90,000) ---In process
• Native Planting project in open space to reduce invasive - First year pilot project of 10 acres (Envirotech outside contractor $12,500)
---In process
• Lift and trim tree canopy's between Keller Ridge/Blue Oak open space for fire prevention (every 10 years on average $100,000)
--- Completed
• The Peacock Creek Trail repairs/ renovation ($100,000) --- delayed due to limited staff availability
• Repaving of asphalt trail from Cardinet Trail up adjacent to Golf Course (11th Fairway) to Oakhurst Blvd. ($185,000 estimate only)
--- This is being coordinated by City Engineer with street repaving project delayed to summer/fall 2022
• Repair degraded asphalt trail entry at end of O’Hara temporary repair was made --- Permanent repair will be coordinated by City Engineer with street repaving project delayed to summer/fall 2022.
Memo
To: Trail and Landscape Committee
From: Maintenance Supervisor, Jim Warburton
Date: May 9, 2022
Re: Landscape Maintenance District Project Updates
• Clayton Rd. Median replanting improvement (4 Median sections $150,000) ---On Hold due to continuing extreme drought conditions ($150,000) • LMD 2021-22 Irrigation Control upgrades/replacement (apx. 6 remaining $90,000) ---In process, target completed by the end of the fiscal year. • Native Planting project in open space to reduce invasive - First year pilot project of 10 acres (Envirotech outside contractor $12,500)
---Completed
• Lift and trim tree canopy's between Keller Ridge/Blue Oak open space for fire prevention (every 10 years on average $100,000)
--- Completed
• The Peacock Creek Trail repairs/ renovation ($100,000) --- delayed due to limited staff availability, likely need to contract out. • Repaving of asphalt trail from Cardinet Trail up adjacent to Golf Course (11th Fairway) to Oakhurst Blvd. ($185,000 estimate only)
--- This is being coordinated by City Engineer with street repaving project delayed to summer/fall 2022
• Repair degraded asphalt trail entry at end of O’Hara temporary repair was made --- Permanent repair will be coordinated by City Engineer with street repaving project delayed to summer/fall 2022.
GHAD Agenda Item: 3(a)
______________________________________________________________________________________ GHAD Minutes January 17, 2023 Page 1
MINUTES
SPECIAL MEETING
OAKHURST GEOLOGICAL HAZARD ABATEMENT DISTRICT (GHAD)
January 17, 2023
1. CALL TO ORDER AND ROLL CALL – the meeting was called to order at 9:51 p.m. by Chair Trupiano. Board Members present: Chair Trupiano, Vice Chair Cloven, Board Members Diaz, Tillman, and Wan. Board Members absent: None. Staff present: City Manager Reina Schwartz, General Manager Larry Thesis, Legal Counsel Mala Subramanian, and Secretary Janet Calderon.
2. PUBLIC COMMENTS – None.
3. CONSENT CALENDAR
It was moved by Board Member Diaz, seconded by Vice Chair Cloven, to approve the Consent Calendar as submitted. (Passed). (a) Approved the Board of Directors’ minutes for its regular meeting on December 6, 2022.
(b) Adopted GHAD Resolution No. 1-2023 Approving a Professional Services Agreement with Theis Engineering & Associates through June 30, 2024 with up to Four One-Year Renewals, for Assessment District Management Services for the Oakhurst Geological Hazard Abatement District, Continuing the Appointment of Larry Theis, PE as the General Manager for the Oakhurst Geological Hazard Abatement District, and Authorizing the City Manager to Execute the Agreement. (City Manager)
4. PUBLIC HEARINGS – None.
5. ACTION ITEMS- None.
6. BOARD ITEMS
Boardmember Wan requested the City’s website should include the City Engineers scheduled work, including completion dates, and specify areas of responsibility in the Oakhurst Geological Hazard Abatement District.
GHAD Agenda Item: 3(a)
______________________________________________________________________________________ GHAD Minutes January 17, 2023 Page 2
7. ADJOURNMENT - on call by Chairperson Diaz the Board meeting adjourned at 9:55 p.m.
# # # #
Respectfully submitted,
________________________
Janet Calderon, Secretary
Approved by the Board of Directors
Oakhurst Geological Hazard Abatement District
________________________________
Kim Trupiano, Chairperson
______________________________________________________________________________________ GHAD Minutes March 21, 2023 Page 1
MINUTES
SPECIAL MEETING
OAKHURST GEOLOGICAL HAZARD ABATEMENT DISTRICT (GHAD)
March 21, 2023
1. CALL TO ORDER AND ROLL CALL – the meeting was called to order at 9:21 p.m. by Chair Trupiano. Board Members present: Chair Trupiano, Vice Chair Cloven, Board Members Diaz, Tillman, and Wan. Board Members absent: None. Staff present: Interim City Manager Ron Bernal, General Manager Larry Thesis, Legal Counsel Mala Subramanian, and Secretary Janet Calderon.
2. PUBLIC COMMENTS – None.
3. CONSENT CALENDAR
Chair Trupiano advised this item was previously approved at the Oakhurst Geological Hazard Abatement District Meeting of January 17, 2023. Secretary Calderon confirmed this is correct. (a) Approved the Board of Directors’ minutes for its regular meeting on December 6, 2022. (Secretary)
4. PUBLIC HEARINGS – None.
5. ACTION ITEMS
(a) GHAD Manager Report and Facility Assessment – Discussion of Operation and Maintenance Priorities. (City Engineer)
General Manager Larry Theis presented the report and introduced Richard Johnson, Principal Engineering Geologist BSK, to present the PowerPoint.
Following questions and comments by the Board, Chair Trupiano opened the public comment.
Glenn Miller expressed his dissatisfaction with maintenance of the vditches located in the area of Peacock Creek area for the last 15 years.
Chair Trupiano closed public comment.
6. BOARD ITEMS – None.
______________________________________________________________________________________ GHAD Minutes March 21, 2023 Page 2
7. ADJOURNMENT - on call by Chairperson Trupiano the Board meeting adjourned at 11:25 p.m.
# # # #
Respectfully submitted,
________________________
Janet Calderon, Secretary
Approved by the Board of Directors
Oakhurst Geological Hazard Abatement District
________________________________
Kim Trupiano, Chairperson
GHAD Agenda Item: 5(a)
AGENDA REPORT
TO: HONORABLE CHAIRPERSON AND BOARD MEMBERS
FROM: Larry Theis, P.E., General Manager
DATE: May 16, 2023
SUBJECT: Discussion of Expenditures to be Budgeted for Fiscal Year 2024
RECOMMENDATION
Staff recommends the Oakhurst Geologic Hazard Abatement District (GHAD) Board review the existing budget constraints within the report and select expenditures, including amounts, to be budgeted for FY 2023-2024.
BACKGROUND
GHAD staff previously provided its annual report on March 21, 2023 which included general information about its formation, brief history, responsibilities, and its current operation. This staff report can be downloaded from the website under the City Council’s agenda packet.
Below is a map of the properties (in orange) within the District and subject to property tax assessments to fund for its services. There are 1,484 units that are levied on an annual basis.
Annually between May to July, the GHAD Manager (City Engineer) prepares a financial report with accompanying resolutions in order to set the assessment rates for each parcel within the District to be collected on the property tax bill. These rates are only allowed for an adjustment based on changes in the Consumer Price Index for All Urban Consumers (CPIU) for the San Francisco-Oakland-Hayward region (5% last year). Any increase beyond the CPI, in accordance with Proposition 218, would require an affirmative weighted majority (50%) ballot vote of the homeowners within the District.
DISCUSSION
As stated in the previous staff report, the Oakhurst GHAD is currently in a poor financial situation. The GHAD has had limited revenue for decades since any increase beyond the CPI would require a 50%+ weighted majority approval of the property owners. The current annual assessments range approximately between $19.50 to $83.50 per unit. The projected FY24 assessment revenue is $49,500. Actual expenditures within the GHAD have exceeded the annual revenue stream for many years, with the essentially the overlapping Landscape Maintenance District paying for the cost of in-house crews, outside maintenance labor, and weed abatement services done within the GHAD open spaces.
The following is a breakdown of the FY24 GHAD Budget; which requires direction from the Board on what expenditures to authorize, for how much, and if there will be a transfer of revenue from another fund to supplement the GHAD fund.
Annual Assessment Revenue $49,500
Baseline Expenses for Administering District for Tax Roll purposes only GHAD Manager Administration (3 meetings) $5,020
District Engineer Report Preparation/Roll Placement $3,675 Clerk Administration (3 meetings) $8,415
Legal Services (3 meetings) $1,000
Liability Insurance Annual Premium (MPA) $7,500
County Assessor Property Tax Administration $1,200
Mailing Legal Notices $ 875
SUBTOTAL $27,685
Remaining for engineering, monitoring, maintenance, repairs $21,815 One-time remaining Presley Fund available for transfer $49,990 Available remaining funds to allocate for services in FY24 $71,805 Expenditures to be allocated: (Direction from Board is required) Routine Maintenance – ditch and inlet clearing, basin cleaning ~$40,000 (Currently performed by in-house crew labor and seasonal labor using Landscape Maintenance District funding)
Vegetation/Weed Abatement for fire protection ~$30,000
(Currently performed by landscape contractor using Landscape Maintenance District funds)
Visual Site Inspections and Annual Report $30,000 to $40,000 (Performed by licensed geologist, twice a year (Sept, March) Inclinometer/Piezometer monitoring $35,000 to $45,000
(Not currently being performed, schedule semi-annually) Geotechnical Engineering Consultation (use only if needed) $25,000 to $35,000 (based on needed follow up from inspection and monitoring) As-Needed Repairs of damaged facilities/remove sediment $20,000 to $40,000 (use only if needed)
Scheduled Capital/facility replacement (Capital Reserve) One-time effort to locate subdrain clean outs $10,000 to $15,000 One-time effort to locate inclinometers/piezometers $6,000 to $10,000 Install/Replace Inclinometers (sheared off) (TWO) $40,000 to $50,000 each V-Ditch replacement $50,000 every 3-4 years
Storm Drain pipe/inlet replacements $250,000 every 20 years Operating Reserve (50% of annual operating costs) $125,000 established initially Landslide Reserve (Goal of $2,000,000 in 10 years) $200,000 per year Further details are included in a matrix provided by BSK Associates the GHAD’s geotechnical subconsultant, performing the inspections and potential monitoring.
The overall required funds to sufficiently operate the GHAD at a recommended operating level would be collecting on average of $460,000 to $510,000 in assessment revenue per year (this assumes 40%-45% of assessments are collected for a reserve). This is approximately ten times the current assessment revenue collected annually.
FISCAL IMPACT
The Board will provide direction on the level of service being implemented within the Oakhurst GHAD and if the District needs to pursue an increase in assessments of the homeowners in a future mailed ballot vote. It would require a 50%+ weighted majority affirmative vote to raise assessments meet the necessary revenues to adequately fund the district responsibilities.
NEXT STEPS
Based on feedback from the Board, Staff will finalize the FY24 GHAD budget in the Engineer’s Report and bring it back for Board approval and set a public hearing date to approve the FY24 assessments.
Attachments:
1. Matrix of estimated costs of services and capital projects, prepared by BSK Associates BSK Project No. G00000499 List of Future Tasks/Action Items Oakhurst GHAD
Clayton, California
5/4/2023
Principal ($273/hr*) Project Professional I ($189/hr*) Group 3 Engineering Technicial - Regular ($142/hr*) Group 3 Engineering Technicial - Overtime ($213/hr*) Administrative Assistant ($95/hr*) Subcontractors Expenses 1 North Area, Kelok Way, and South Area - Inspection of V-ditches, drop inlets, subsurface drain discharge, debris catchments, and pavements. Deliverables:
Memorandum summarizing observations after each seasonal inspection is completed (total of 2 memoranda/year).
Operational
Semi Annual:
Spring and Fall
(i.e., twice a year)
$30,000 - $40,000 2 $15,000 - $20,000 76 hr (2 persons) 78 hr (2 persons) N/A N/A N/A N/A $800 (mileage) 2 Kelok Way and Pebble Beach Drive Landslides - Locate subdrainage clean-outs and subdrain outfalls for ongoing assessment of efficacy. Deliverables: Brief memorandum and site plan showing identified locations.
Operational One time $10,000 - $15,000 N/A N/A 26 hr (2 persons) 30 hr (2 persons) N/A N/A N/A N/A $400 (Mileage) 3 Kelok Way and Pebble Beach Drive Landslides - Locate and identify inclinometers and piezometers for ongoing monitoring. Deliverables: Brief memorandum and site plan showing identified locations.
Operational One time $6,000 -$10,000 N/A N/A 16 hr (2 persons) 22 hr (2 persons) N/A N/A N/A N/A $100 (mileage) 4 Kelok Way and Pebble Beach Drive Landslides - Recommence monitoring of inclinometers and piezometers. Includes baseline monitoring event. Deliverables: Includes memorandum and site plan presenting readings after each seasonal monitoring event (total of 2 memoranda/year).
Operational
Semi Annual:
Spring and Fall
(i.e., twice a year)
$35,000 - $45,000 2 $18,000 - $23,000 58 hr (3 persons) 38 hr (2 persons) 72 hr (1 person) 21 hr (1 person) 1 hr (1 person) N/A $7,600 (mileage, inclinometer equipment fees, water meter fees, DIR certified payroll fees) 5 Pebble Beach Drive Landslide - Installation of a new inclinometer/piezometer midslope below Pebble Beach Drive. Deliverables: Includes baseline monitoring event and memorandum with a site plan.
Capital
Improvement
Plan
One time $40,000 - $50,000 N/A N/A 40 hr (3 persons) 22 hr (2 persons) 24 hr (1 person) 8 hr (1 person) 1 hr (1 person) $21,000 (private utility and drilling subcontractors)
$2,300 (mileage, drilling permit fee, inclinometer equipment fee, water meter fee, DIR certified payroll fees) 6 Kelok Way - North of Cul-de-Sac - Installation of a new inclinometer/piezometer downslope of the cul-de-sac. Deliverables: Includes baseline monitoring event and memorandum with a site plan.
Capital
Improvement
Plan
One time $40,000 - $50,000 N/A N/A 40 hr (3 persons) 22 hr (2 persons) 24 hr (1 person) 8 hr (1 person) 1 hr (1 person) $21,000 (private utility and drilling subcontractors)
$2,300 (mileage, drilling permit fee, inclinometer equipment fee, water meter fee, DIR certified payroll fees) * Projected rates for 2023-2024 on-call contracting period.
Cost Range Per
Engagement Priority Item Cost Type Frequency Cost Range Number of Engagements Overall Estimate
BSK Project No. G00000499 List of Future Tasks/Action Items Oakhurst GHAD
Clayton, California
5/4/2023
Principal
($273/hr*)
Project
Professional I
($189/hr*)
Principal
($273/hr*)
Project
Professional I
($189/hr*)
Group 3
Engineering
Technicial -
Regular
($142/hr*)
Group 3
Engineering
Technicial -
Overtime
($213/hr*)
Principal
($273/hr*)
Project
Professional I
($189/hr*)
Group 3
Engineering
Technicial -
Regular
($142/hr*)
Group 3
Engineering
Technicial -
Overtime
($213/hr*)
Principal
($273/hr*)
Project
Professional I
($189/hr*)
Principal
($273/hr*)
Project
Professional I
($189/hr*)
Administrative
Assistant
($95/hr*)
1 North Area, Kelok Way, and South Area - Inspection of V-ditches, drop inlets, subsurface drain discharge, debris catchments, and pavements. Deliverables:
Memorandum summarizing observations after each seasonal inspection is completed (total of 2 memoranda/year). 16 hr (3 visits, 2 persons)
32 hr (4 visits, 1
person) N/A N/A N/A N/A N/A N/A N/A N/A
28 hr (2
memoranda, 2
persons)
34 hr (2
memoranda, 2
persons)
32 hr (2 persons) 12 hr (1 person) N/A
BSK will only inspect residential areas and open
space immediately adjacent to the North Area (i.e., Windmill Canyon Drive), to Kelok Way, and to the South Area (Pebble Beach Drive) as identified in our letter dated 3/9/2023. BSK will not inspect GHAD open space in flatter areas of the GHAD, the golf course, trail areas, grazing areas, etc. BSK can inspect failures in these areas on an as-needed basis upon notification by the City when failures have or are about to impact existing City improvements. 2 Kelok Way and Pebble Beach Drive Landslides - Locate subdrainage clean-outs and subdrain outfalls for ongoing assessment of efficacy. Deliverables:
Brief memorandum and site plan showing identified locations. 10 hr (1 visit, 1
person)
16 hr (2 visits, 1
person) N/A N/A N/A N/A N/A N/A N/A N/A
10 hr (1
memorandum, 2
persons)
12 hr (1
memorandum, 2
persons)
6 hr (2 persons) 2 hr (1 person) N/A
Does not include video survey of subdrain lines.
At the Kelok Way landslide, we will be searching for 4 clean-outs and there is 1 outfall that has not been found/identified. At the Pebble Beach Drive landslide, we will be searching for 6 cleanouts and 4 outfalls. 3 Kelok Way and Pebble Beach Drive Landslides - Locate and identify inclinometers and piezometers for ongoing monitoring. Deliverables: Brief memorandum and site plan showing identified locations.
N/A 8 hr (1 visit, 1 person) N/A N/A N/A N/A N/A N/A N/A N/A 10 hr (1 memorandum, 2 persons) 12 hr (1 memorandum, 2 persons) 6 hr (2 persons) 2 hr (1 person) N/A BSK does not have an accurate count of all of the
inclinometers and piezometers that have been installed at hte Kelok Way landslide. We will be looking for the 7 inclinometers/piezometers that we identified in our 3/9/2023 letter. But there may be more. We will be looking for the 2 inclinometers/piezometers at the Kelok Way culde-sac that we identified in our 3/9/2023 letter (one of which has sheared off and is unuseable for monitoring purposes). We will be looking for the 2 inclinometers/piezometers at the Pebble Beach Drive landslide that we identified in our 3/9/2023 letter. 4 Kelok Way and Pebble Beach Drive Landslides - Recommence monitoring of inclinometers and piezometers. Includes baseline monitoring event. Deliverables: Includes memorandum and site plan presenting readings after each seasonal monitoring event (total of 2 memoranda/year).
N/A N/A 4 hr (no visit, 1 person) 8 hr (no visit, 1 person) 72 hr (9 visits - 6 monitoring visits & 3 baseline reading visits, 1 person; assumes 11 existing or recommended inclinometers/piezometers and up to 4 additional inclinometers/piezometers that are currently unknown) 21 hr (9 visits - 6 monitoring visits & 3 baseline reading visits, 1 person; assumes 11 existing or recommended inclinometers/piezometers and up to 4 additional inclinometers/piezometers that are currently unknown)
N/A N/A N/A N/A
26 hr (2
memoranda, 3
persons)
18 hr (1
memorandum, 2
persons)
28 hr (3 persons) 12 hr (1 person) 1 h (1 person)
This includes at least 7 inclinometers/piezometers at the Kelok Way landslide, 1 at the Kelok Way cul-de-sac (there are 2 at the cul-de-sac, but one has sheared off and is unuseable for monitoring purposes), and 1 at the Pebble Beach Drive landslide (there are 2 at this site, but one has sheared off and is unuseable for monitoring purposes). The monitoring could also eventually include the additional inclinometers/piezometers being recommended below Pebble Beach Drive and downslope of the Kelok Way cul-de-sac (see Priorities 5 and 6 below). We assume that traffic control during reading of inclinometers/piezometers located within areas of Kelok Way exposed to vehicular traffic can be limited to the placment of a couple traffic signs and a few traffic cones around our work zone. We assume an encroachment permit or formal traffic control will not be required. 5 Pebble Beach Drive Landslide - Installation of a new inclinometer/piezometer midslope below Pebble Beach Drive. Deliverables: Includes baseline monitoring event and memorandum with a site plan. N/A N/A 4 hr (no visit, 1 person) 6 hr (no visit, 1 person) 8 hr (1 visit - 1 baseline reading visit, 1 person; assumes 1 recommended inclinometer/piez N/A 8 hr (1 visit, 1 person) 4 hr (1 visit, 1 person)
16 hr (2 visits, 1
person, 1
inclinometer to
be installed to a
depth of
approximately
8 hr (2 visits, 1
person, 1
inclinometer to
be installed to a
depth of
approximately
14 hr (1
memordum, 3
persons)
8 hr (1
memorandum, 2
persons)
12 hr (2 persons) 6 hr (1 person) 1 h (1 person)
Does not include encroachment permit, traffic
control, logging, collection of subsurface samples, or laboratory testing. 6 Kelok Way - North of Cul-de-Sac - Installation of a new inclinometer/piezometer downslope of the culde-sac. Deliverables: Includes baseline monitoring event and memorandum with a site plan. N/A N/A 4 hr (no visit, 1 person) 6 hr (no visit, 1 person) 8 hr (1 visit - 1 baseline reading visit, 1 person; assumes 1 recommended inclinometer/piez N/A 8 hr (1 visit, 1 person) 4 hr (1 visit, 1 person)
16 hr (2 visits, 1
person, 1
inclinometer to
be installed to a
depth of
approximately
8 hr (2 visits, 1
person, 1
inclinometer to
be installed to a
depth of
approximately
14 hr (1
memordum, 3
persons)
8 hr (1
memorandum, 2
persons)
12 hr (2 persons) 6 hr (1 person) 1 h (1 person)
Does not include encroachment permit, traffic
control, logging, collection of subsurface samples, or laboratory testing. * Projected rates for 2023-2024 on-call contracting period.
Priority Item Remarks
Site Reconnaissance Inclinometer/Piezometer Reading Inclinometer/Piezometer Installation Consultation/Administration of BSK's Services Data Review and Memo Preparation