Mammoth Lakes City Council
July 19, 2023

Town of Mammoth Lakes
Fiscal Year 2023/24 Engineer’s Report- Benefit Assessment District No. 2014-1 (Mammoth View) 14 Land Use Type
Parcel
Factor Per
Residential High-Density (MF) – Visitor 1.00 Unit
Resort Hotel – Visitor 1.00 Room
Retail/Commercial 5.20 1,000 Square Feet
The average building square footage for the Residential High-Density (MF) – Visitor units is approximately 1,000 square feet. Therefore, there were no additional adjustments needed for the Retail/Commercial land use type obtain a proportional relationship Residential High-Density (MF) – Visitor land use type.

4.4.3 TOTAL SPECIAL BENEFIT POINTS CALCULATION
The formula below shows the total special benefit points calculation for each parcel within the District:

Parcel’s Total
Special Benefit Points =
Property Location
Classification Total
Benefit Point Assignment
X Parcel Factor

4.4.4 DATA CONSIDERATIONS AND PARCEL CHANGES
The use of the latest Assessor’s Secured Roll information has been and shall be used in the future as the basis in determining each parcel’s land use and building square footage, unless better data was or is available to the Town. In addition, if any parcel within the District is determined by the Assessment Roll to be an invalid parcel number, the land use and building square footage of the subsequent valid parcel(s) shall serve as the basis in assigning special benefit points.

4.4.5 TOTAL SPECIAL BENEFIT POINTS
The total special benefit points for the District at this time are 326.41. The total special benefit points are summarized as follows:

Property
Location Classification
Unit
Count (1)
Total
Benefit Point
Assignment
Parcel
Factor (2)
Total
Special
Benefit Points
Summit Properties 40 2.25 1.00 90.00
Basecamp Properties - Residential 66 1.50 1.00 99.00
Basecamp Properties - Retail/
Commercial 3,976 1.50 5.20 31.01
Viewpoint Condominiums 56 1.90 1.00 106.40
District-wide Common Areas N/A 0.00 0.00 0.00
Total Special Benefit Points: 326.41
(1) The Basecamp Properties – Retail/Commercial unit count represents total building square footage. (2) The Retail/Commercial parcel factor is per 1,000 building square feet.

Section 6 of this Engineer’s Report provides a detailed special benefit points breakdown for each parcel in the District.

Town of Mammoth Lakes
Fiscal Year 2023/24 Engineer’s Report- Benefit Assessment District No. 2014-1 (Mammoth View) 15

5. METHOD OF ASSESSMENT

5.1 Method of Assessment Spread
The method of assessment is based upon a formula that assigns the special benefit to each parcel. The formulas below provide a summary of the annual assessment calculation for each parcel in the District. (A)
Parcel’s Total
Special Benefit
Points
=
(B)
Property Location
Classification Total
Benefit Point
Assignment
X
(C)
Parcel Factor
(B)
Property Location
Classification Total
Benefit Point
Assignment
=
Viewpoint Road
Access Benefit
Points
+
Emergency
Access Area
Benefit Points
+
Pedestrian Safety
Benefit Points
(C)
Parcel
Factor
Residential High-Density (MF) – Visitor = 1.00 per Unit Resort Hotel – Visitor = 1.00 per Room
Retail/Commercial = 5.20 per 1,000 Square Feet
Parcel’s
Maximum Allowable
Assessment (1)
=
Maximum
Assessment
Rate
x
(A)
Parcel’s Total Special
Benefit Points
Parcel’s
Actual Assessment =
Actual
Assessment
Rate
x
(A)
Parcel’s Total Special
Benefit Points
(1) Subject to a cost-of-living inflator.

5.2 Cost of Living Inflator
The original assessment formula states each fiscal year, beginning Fiscal Year 2015/16, the maximum allowable assessment amount may be increased by the lesser of 2.00% or the annual calendar year percentage change in the Consumer Price Index published by the U.S. Bureau of Labor Statistics for all Urban Consumers in the Los Angeles-Riverside-Orange County Area (“CPI”). If for any reason the percentage change is negative the maximum allowable assessment would not be decreased by reason of such negative percentage change and would remain at the amount as computed on the previous fiscal year regardless of any CPI adjustment. If operating costs are such that the maximum assessment amount is not needed, the Town would levy only what is needed for that year. In January 2018, the Bureau of Labor Statistics (BLS) updated their geographic areas for computing CPI. Previously, the Los Angeles-RiversideOrange County index was made up of Los Angeles, Orange, Riverside, San Bernardino, and Ventura

Town of Mammoth Lakes
Fiscal Year 2023/24 Engineer’s Report- Benefit Assessment District No. 2014-1 (Mammoth View) 16 counties. The BLS split this index into two areas; one that represents Los Angeles and Orange counties (Los Angeles-Long Beach-Anaheim) and another that represents Riverside and San Bernardino counties (Riverside-San Bernardino-Ontario). The Town chose to use the Annual Los Angeles-Long Beach-Anaheim CPI for the calendar year for future calculations.

The annual calendar year percentage change in the CPI applicable to the Fiscal Year 2023/24 assessment is

7.44%. Therefore, the cost-of-living inflator for Fiscal Year 2023/24 is 2.00%.

5.3 Assessment Budget
In order to assess the parcels within the District for the special benefits received from the ongoing District maintenance activities, the general and special benefits must be separated. As previously quantified, the general benefit received from the District maintenance activities is 2.52%. Accordingly, 97.48% of the benefits from the District maintenance activities are considered to provide special benefits to the properties within the District and thus could be subject to assessment therein.

5.3.1 MAXIMUM ASSESSMENT RATE PER SPECIAL BENEFIT POINT The initial maximum assessment rate per special benefit point for the District was established in the Fiscal Year 2014/15 with the maximum assessment of $99.15 per Special Benefit Point.

After applying the annual cost of living inflator, the maximum assessment rate per special benefit point for Fiscal Year 2023/24 is $115.91.

The following table is a historical representation of the maximum assessment rate:

Fiscal Year
Maximum
Assessment Rate
2015/16 $100.48
2016/17 101.39
2017/18 103.31
2018/19 105.37
2019/20 107.48
2020/21 109.63
2021/22 111.41
2022/23 113.64
2023/24 115.91

5.3.2 ACTUAL ASSESSMENT RATE PER SPECIAL BENEFIT POINT
The actual assessment rate per special benefit point is calculated by dividing the total actual cost estimate to be levied in Fiscal Year 2023/24 by the total special benefit points assigned to the parcels in the District.

The following formula provides the actual assessment rate per special benefit point calculation:

Total Actual Cost Estimate to be levied / Total Special Benefit Points = Actual Assessment Rate per Special Benefit Point
$5,200.00 / 326.41 = $15.93

Town of Mammoth Lakes
Fiscal Year 2023/24 Engineer’s Report- Benefit Assessment District No. 2014-1 (Mammoth View) 17

6. APPENDICES
Assessment Diagram A
Assessment Roll B

Town of Mammoth Lakes
Fiscal Year 2023/24 Engineer’s Report- Benefit Assessment District No. 2014-1 (Mammoth View) 18

6.1 Appendix A – Assessment Diagram
An Assessment Diagram for the District is shown on the following page. The lines and dimensions of each lot or parcel within the District are those lines and dimensions shown on the maps of the County Assessor, at the time this report was prepared, and are incorporated by reference herein and made part of this report.

Town of Mammoth Lakes
Fiscal Year 2023/24 Engineer’s Report- Benefit Assessment District No. 2014-1 (Mammoth View) 19

6.2 Appendix B – Assessment Roll
The assessment roll is a listing of the assessment apportioned to each lot or parcel, as shown on the last equalized roll of the County Assessor. The following tables summarize the assessments for the District:

Property Land
Use Type
Total
Special Benefit
Points
FY 2023/24
Maximum Allowable
Assessment Rate (1)
Total FY 2023/24
Maximum
Assessment
Viewpoint Condominiums 106.40 $115.91 $12,332.82
Summit Properties 90.00 115.91 10,431.90
Basecamp Properties 130.01 115.91 15,069.46
Common Area 0.00 115.91 0.00
Total (2) 326.41 $37,834.18
(1) Per Special Benefit Point
(2) Totals may be slightly off due to rounding.

Property Land
Use Type
Total
Special Benefit
Points
FY 2023/24
Actual
Assessment Rate (1)
Total
FY 2023/24 Actual
Assessment
Viewpoint Condominiums 106.40 $15.93 $1,694.95
Summit Properties 90.00 15.93 1,433.70
Basecamp Properties 130.01 15.93 2,071.06
Common Area 0.00 15.93 0.00
Total (2) 326.41 $5,199.71
(1) Per Special Benefit Point
(2) Totals may be slightly off due to rounding.

A listing of assessor’s parcels assessed within the District for Fiscal Year 2023/24, along with the assessment amounts, is on file in the office of the Town Clerk and presented on the following pages. Based on County Assessor’s secured roll data, current assessor’s parcels, including corrected and/or new assessor’s parcels, will be submitted and/or resubmitted to the County Auditor/Controller. The annual assessment amount to be levied and collected for the resubmitted parcel(s) shall be determined in accordance with the method of apportionment and assessment rate approved in this report. Therefore, if a single assessor’s parcel has a status change in development, other land use change, or subdivides into multiple assessor’s parcels, the assessment amounts applied to each of the new assessor’s parcels shall be recalculated and applied according to the approved method of apportionment and assessment rate rather than a proportionate share of the original assessment amount.

Town of Mammoth Lakes
Benefit Assessment District No. 2014-1
Mammoth View
Fiscal Year 2023/24 Assessment Roll
Assessor's Parcel Number Benefit Points
FY 2023/24 Maximum
Assessment
FY 2023/24 Actual
Assessment(1)
033-082-006-000 10.50 $1,217.05 $167.26
033-082-007-000 65.76 7,621.82 1,047.56
033-082-008-000 56.01 6,491.70 892.22
033-082-010-000 4.50 521.59 71.68
033-082-011-000 36.00 4,172.76 573.50
033-082-012-000 47.25 5,476.74 752.72
033-083-101-000 1.90 220.22 30.26
033-083-102-000 1.90 220.22 30.26
033-083-103-000 1.90 220.22 30.26
033-083-104-000 1.90 220.22 30.26
033-083-105-000 1.90 220.22 30.26
033-083-106-000 1.90 220.22 30.26
033-083-107-000 1.90 220.22 30.26
033-083-108-000 1.90 220.22 30.26
033-083-109-000 1.90 220.22 30.26
033-083-110-000 1.90 220.22 30.26
033-083-111-000 1.90 220.22 30.26
033-083-112-000 1.90 220.22 30.26
033-083-113-000 1.90 220.22 30.26
033-083-114-000 1.90 220.22 30.26
033-083-115-000 1.90 220.22 30.26
033-083-116-000 1.90 220.22 30.26
033-083-117-000 1.90 220.22 30.26
033-083-118-000 1.90 220.22 30.26
033-083-119-000 1.90 220.22 30.26
033-083-120-000 1.90 220.22 30.26
033-083-121-000 1.90 220.22 30.26
033-083-122-000 1.90 220.22 30.26
033-083-123-000 1.90 220.22 30.26
033-083-124-000 1.90 220.22 30.26
033-083-125-000 1.90 220.22 30.26
033-083-126-000 1.90 220.22 30.26
033-083-127-000 1.90 220.22 30.26
033-083-128-000 1.90 220.22 30.26
033-083-129-000 1.90 220.22 30.26
033-083-130-000 1.90 220.22 30.26
033-083-131-000 1.90 220.22 30.26
033-083-132-000 1.90 220.22 30.26
033-083-133-000 1.90 220.22 30.26
033-083-134-000 1.90 220.22 30.26
033-083-135-000 1.90 220.22 30.26
033-083-136-000 1.90 220.22 30.26
033-083-137-000 1.90 220.22 30.26
033-083-138-000 1.90 220.22 30.26
033-083-139-000 1.90 220.22 30.26

Town of Mammoth Lakes
Benefit Assessment District No. 2014-1
Mammoth View
Fiscal Year 2023/24 Assessment Roll
Assessor's Parcel Number Benefit Points
FY 2023/24 Maximum
Assessment
FY 2023/24 Actual
Assessment(1)
033-083-140-000 1.90 220.22 30.26
033-083-141-000 1.90 220.22 30.26
033-083-142-000 1.90 220.22 30.26
033-083-143-000 1.90 220.22 30.26
033-083-144-000 1.90 220.22 30.26
033-083-145-000 1.90 220.22 30.26
033-083-146-000 1.90 220.22 30.26
033-083-147-000 1.90 220.22 30.26
033-083-148-000 1.90 220.22 30.26
033-083-149-000 1.90 220.22 30.26
033-083-150-000 1.90 220.22 30.26
033-083-151-000 1.90 220.22 30.26
033-083-152-000 1.90 220.22 30.26
033-083-153-000 1.90 220.22 30.26
033-083-154-000 1.90 220.22 30.26
033-083-155-000 1.90 220.22 30.26
033-083-156-000 1.90 220.22 30.26
62 Accounts 326.41 $37,833.98 $5,199.50
(1) Slight variances may occur due to rounding.

1 TOWN COUNCIL STAFF REPORT
Title: Approve the Town of Mammoth Lakes FY23-24 5-Year Capital Improvement Plan (CIP).

Meeting Date: July 19, 2023
Prepared by: Haislip Hayes, PE Public Works Director
Dan Holler, Town Manager
Rob Patterson, Finance Director
RECOMMENDATION:

Staff recommends the Town Council approve the 5-year Capital Improvement Plan.

BACKGROUND:

On July 20, 2022, The Town Council approved the current version of the Capital Improvement Plan (CIP). The current version includes both the 5-year CIP and Long-range CIP introduced last year. Staff revised the CIP and presented the documents to the Recreation Commission (November 1, 2022) and the Planning and Economic Development Commissions (December 13, 2022 & July 12, 2023). Staff incorporated comments received from these commissions. Revisions to the CIP were presented to Council as part of the budget process and advanced during the June 21, 2023 budget presentation. After a Staff presentation and discussion by Town Council there was consensus to advance the budget and associated projects. Government Code Section 65401 requires the Town’s planning agency to review and report on proposed CIP projects for conformity with the General Plan. The Planning and Economic Development Commission (PEDC) is the Town’s designated planning agency. On July 12, 2023, Staff presented the draft CIP along with a matrix demonstrating each project’s conformance with the General Plan. The Planning & Economic Development Commission adopted a resolution confirming that the 5-year CIP is consistent with the General Plan. It is anticipated that revisions will need to be made after the forthcoming Housing Workshop and to incorporate TBID related infrastructure.

ANALYSIS/DISCUSSION:

The 5-Year CIP is the Town of Mammoth Lakes plan for short and mid-range capital facilities and infrastructure implementation. The plan is well coordinated with the ongoing maintenance of facilities and infrastructure as well as the development of new infrastructure. The CIP provides a linkage between the Town General Plan, Strategic Priorities, the budget and various master planning documents, and provides a means for planning, scheduling, and implementing capital projects over the next five years. The 5- year Capital Improvement Plan attempts to program the highest priority Capital Projects and Maintenance and Rehabilitation Projects for the next five-year period. Projects included in the Five-Year CIP are generally non-recurring projects that generally cost

2 $25,000 or more and have a long service life. CIP expenditures are considered beyond the scope of normal annual operating or maintenance expenditures and work programs.

CIP Process and Structure
The draft Five-Year CIP is designed to be reviewed at least twice a year and revised based on current circumstances and opportunities. Revisions made with the budget process and during the third quarter adjustment should consider historic requirements and expenditures for capital projects. The funding for the CIP may also be considered with the close out of the Fiscal Year analysis on fund balances. While the Five-Year Plan does not appropriate funds, it does serve as a planning tool to identify needed capital projects, estimate capital requirements, and coordinate financing and timing. The CIP identifies projects for annual funding, focuses resources in program areas, and supports planning recommendations.

Where appropriate, the CIP identifies project impacts on future operating budgets, including additional staffing, maintenance, and other recurring operational expenditures that require ongoing funding that must be considered in the planning and approval of projects. In general, the full cost of the project will be identified in the fiscal year work is proposed to begin; however, most projects will take more than one fiscal year to complete.

In all cases a project is fully funded at the time of construction contract award and the annual budgeting of multi-year projects is represented in the Finance Department’s annual budget. In some cases, incremental steps or phases of large projects will be taken with future work dependent on funding. For this reason, Staff will carry over aspects of multiyear projects in the CIP for reference. This helps to maintain focus on new project development, scheduling, and financing. Future reports will have background information on completed projects and those in process looking back at least three years. The CIP includes some planning projects intended to help the Council understand impacts to staffing, work programs, and upcoming projects. Many of these planning projects require significant staff resources.

The 5-year CIP will include a large variety and number of projects. To allow focused and comparative evaluation and decision-making, facilities will be grouped by the following general categories:
 Affordable Housing (AF). Includes capital projects that advance the Town’s housing goals. Includes development of The Parcel and other Town owned land and creative solutions to attain additional community housing for the local workforce.  Airport (AP). The Town of Mammoth Lakes owns and operates “The MammothYosemite Airport” (MMH). The facility is located within the Town limits six miles south of the Town on Highway 395. The facility includes hangars, a commercial terminal building, runway and apron, and support vehicles and equipment.  General Facilities (GF). The category includes Town owned structures and equipment. This includes the municipal corporation yard on Commerce Drive. The corporate garage maintains Town vehicles as well as vehicles and equipment for ESTA,

3 MLPD, MLFPD, MCOE, & MUSD. Structures specific to Transit are categorized as TT.
 Police Department (PD). The Town of Mammoth Lakes owns the MLPD Police Station. Regular maintenance and improvements are the responsibility of the Town of Mammoth Lakes. The maintenance of the MLPD fleet is managed under general facilities.
 Parks and Recreation (PR). Projects within this category are related to the numerous park facilities owned and managed by the Town. This category has been subdivided by park facility.
 Storm Drain Projects (SD). This category includes all drainage related facilities within the Town, including storm drains, culverts, inlets, and basins.  Streetscape and Signage (SS). Includes street side landscaping, furniture, banners and decorations, and wayfinding signage.
 Streets (ST). This category includes capital improvements within the 118 miles of public right-of-way in the Town. The improvements may include reconstruction of roadways, new traffic signals or streetlights, and new curb and gutter.  Sidewalks (SW). This section contains all of the Town sidewalks.  Trails (TR). The Town is responsible for a large network of multi-use paths and trails.

This system is managed within this category.
 Transit and Mobility (TT). Includes bus shelters, signs, and structures used to maintain and store transit vehicles.

The CIP includes a Long-range project list. The purpose is to identify projects which are important, but implementation and funding extend beyond the five-year window. Some of these Long-range projects may not be fully developed and ready to be placed in the 5-year CIP. The Long-range project list also supports the ongoing and future Development Impact Fee study. The CIP does not include all capital purchases and programs. For example, the Town has a robust vehicle replacement program, which is managed separately from the CIP. We regularly set aside funding to update technology (hardware and software) outside of the CIP. We provide departmental or Town wide contingency funding to address emergency repairs or equipment failures. The CIP also may include joint projects with other agencies, such as the communications project, anticipated to be done jointly with Mono County and/or other jurisdictions.

Project Outlook
The FY23-24 CIP Project outlook represents 28 carry-over projects from FY22-23 and 14 new projects in development, planning, or poised for construction. A brief description of

4 the projects is included in the draft CIP FY23-24 Project Summary. The budget breakdown including funding sources for FY22-23 Carry-over and FY23-24 projects are included in Table 1 and Table 2. Of the over $97M expected to be expended on public facilities about $18M will come from the general fund. Much of the general fund contribution is dedicated to housing related projects. A key change for FY23-24 is the consolidation of housing related programs into one element called Housing Now. This project includes many of the Town’s successful housing programs such as the bridge program. Carry over projects of note include the two childcare projects funded in FY23-24. The first will be located at The Parcel the second will be constructed on Mammoth Lakes Foundation (MLF) property using portable classrooms. The classrooms will be effectively free to the town as surplus from the High School remodel. This project was delayed as MUSD needed the portables for another year. Also carried over are recreation projects such as the pickle ball facility and sport court surfacing for two of the Community Center Tennis Courts. The Dog park will be bid this summer and most likely under construction in fall. The Laurel Mountain and Chaparral Road projects are under construction and included in the carry over projects.

The FY23-24 CIP program is well established, and staff have started working on many of these projects. At this time, all of the proposed FY23-24 projects are funded. Key projects include $900,000+ in road and infrastructure emergency work. This work is ongoing and critical to facilitating repairs to the Town after the significant winter. The approval of emergency work at the Airport will also be done this year. A line item was added for a pending grant for the Town Hall project. This funding would cover the public spaces including the council chambers, emergency operations, warming/cooling center, community kitchen, and bunk room. Additional funding for Town Offices would need to be secured for full buildout of the facility. Finally, the Sherwin Trailhead was added as a partnership project with MLR. TOML will manage the construction of this facility.

Looking at the opportunities in the FY24-25 (Table 3) program it is clear that there are significant gaps in project funding. Most of the projects identified are currently unfunded however, it is anticipated that throughout the year funding for most if not all of these projects will be identified. Staff also anticipates that through successful grant writing new projects will be added to this list. Looking even further into the future the subsequent three years hold even more uncertainty. This uncertainty provides opportunity for the Council to determine what projects will be advanced and funded. Specific projects that may be incorporated into the CIP will be brought forward as opportunities arise. This provides the Council an opportunity to fully fund or reserve funding for projects in the following or future years. Intentionally, this is being coordinated at a time of year when historically the Town has a better idea of what potential financial resources may be available. It also provides an opportunity to adjust the work program before it is complete.

Table 4 represents the complete 5-year CIP. Many of the projects in outlying years are there as place holders waiting for funding to be allocated. These projects have been discussed by Council and/or are identified in existing Town documents. This Table represent the totality of the 5-year program and offers the most opportunity for Council participation. At future Council meetings Staff will be looking for consensus on projects the Council desires to advance and those they wish not to pursue. As part of the presentation

5 and approval process staff will walk through these tables and provide an opportunity for Council to respond to the proposed opportunities and provide direction. The results of this conversation will be included in the final draft at which time CIP final project sheets, tables, and charts will be completed and incorporated into the final document. Staff anticipates that a forthcoming community workshop on housing will generate consensus to advance new projects related to housing. Additionally recent conversations related to TBID infrastructure will most likely find its way to the CIP.

Project Analysis
Several factors are considered in preparing a Capital Improvement Program. The primary one for the Town is the availability and restriction of funding. Some of our current projects are funded with restricted revenues such as grants, State or Federal funds or Town funds such as Measure R and U, gas tax or assessment districts. This often results in what may be a lower priority project being funded over a high priority one. CIP projects are also reviewed to address the following needs:
 To address legal requirements such as ADA, safety requirements, or hazardous conditions.
 To extend the useful life and reduce maintenance costs of existing capital investments such as roads, MUP’s, sidewalks, storm drains, curbs & gutters, and airport improvements.
 To address deferred maintenance in parks, the Airport, and other Town facilities.  To support and enhance mandated and core services such as solid waste, emergency services, communications, drainage, pedestrian improvements, transit improvements, traffic signals and signage.
 To expand and improve community services and amenities such as the CRC, MACC, trails, and parks.
 To meet identified community needs and Council strategic priorities such as affordable housing, parking, and mobility needs.

STAFFING CONSIDERATIONS:

The FY23-24 CIP represents a significant workload that continues to be historically larger than previous years. The Town continues to add more capital and maintenance projects.

Staff anticipates more projects will be added after the housing workshop and from TBID infrastructure discussions. Staff recognizes the importance of these projects to the community and has not declined to take on additional projects however, many projects will be delayed as the capital work program is beyond the capacity of the existing Staff. The CIP is only one aspect of the overall Public Works work program. Staff is currently working to balance the many significant competing priorities.

FINANCIAL CONSIDERATIONS:

All of the FY23-24 projects are funded. Beyond FY24-25 funding becomes less certain.

The Town’s current financial planning and budget process has provided a very workable and effective means of funding unforeseen budgetary needs and capital projects. This process is recommended to continue going forward. The 5-year CIP is designed to assist in prioritizing projects and funding allocations through a regular process. Annual funding

6 recommendations and adjustments are recommended as part of the 3rd quarter budget review. This can also mean shifting project priorities. As part of the audit process and later discussion on available fund balances also represents an opportunity for funding, provided other fiscal policies are met such as reserve levels, cash flow, increased costs for existing projects, or other unforeseen impacts. The proposed program has some room for modifications, but staff would recommend at this time that any non-priority projects be placed on hold and if other projects are requested that the funding be identified through the discussed budget review process.

ATTACHMENTS:

Table 1 - CIP Budget Outlook for 22/23 Carry Over
Table 2 - CIP Budget Outlook for 23/24
Table 3 - CIP Budget Outlook for 24/25
Table 4 - 23/24 5-year CIP

Project # 22/23 - Project Phase TOML - GF Committed STIP M - U M - R SC DIF Mello Roos P&R DIF Transit Reserves Assessment District SB1 Other Grants / Donations Totals Project Total AF1 The Housing Now! Initiative (245) $10,209,183 $10,209,183 $13,251,617 AF3 60 Joaquin Affordable Housing Project CON $2,700,000 $2,700,000 $2,700,000 AF4 IIG Parcel Infrastructure (Town Infrastructure) CON $11,000,000 $11,000,000 $11,000,000 AP8 AWOS Upgrades CON $540,718 $540,718 $540,718
GF6 Fuel Island Replacement CON $600,000 $600,000 $600,000 GF8 Communications System CON $1,500,000 $1,500,000 $1,500,000 GF9 Mammoth Arts and Cultural Center (MACC) CON $2,500,000 $2,500,000 $2,500,000 GF11 Edison Theater Improvements CON $100,000 $100,000 $100,000 GF12 Foundation Child Care Facility CON $1,950,000 $1,950,000 $1,950,000 GF14a Civic Center - Town Hall Planning PS&E $1,900,000 $1,900,000 $1,900,000 GF16a Parcel Child Care Facility Support - Indoor Improvements CON $160,000 $160,000 $160,000 GF16b Parcel Child Care Facility Support - Outdoor & Playground Improvements CON $250,000 $250,000 $250,000 GF17 Removal of Portables from Mammoth High School CON $18,000 $18,000 $50,000 PR1 Community Recreation Center CON $2,190,000 $2,625,620 $9,630,000 $464,401 $275,000 $14,821 $15,199,842 $15,199,842 PR1a Community Recreation Center Mob Hub CON $900,000 $464,380 $315,640 $80,000 $1,760,020 $1,760,020 PR2 Community Recreation Center Interior Improvements CON $700,000 $700,000 $1,050,000 PR3 Parks Maintenance & Improvements CON $425,000 $425,000 $425,000 PR7 Dog Park CON $150,000 $50,000 $200,000 $250,000
PR7a Multi-use Parking and Amenities CON $750,000 $750,000 $750,000 PR12 Park at the Parcel CON $859,289 $268,000 $1,127,289 $1,127,289 SS1 Old Mammoth Road Beautification CON $500,000 $500,000 $500,000 SS2 Main Street Landscaping CON $250,000 $250,000 $250,000 SS3 Trail and Municipal Signage Updates CON $25,000 $25,000 $25,000 ST13 Chapparal Extension CON $1,978,318 $1,978,318 $1,978,318 SW1 Laurel Mountain Sidewalks/Street Rehab (Storm Drain, Streetlights Sidewalks) CON $984,107 $664,000 $903,434 $680,600 $3,232,141 $3,232,141 TR5 Sherwin Area Trails $515,597 $515,597 $515,597
TT7 Village Parking and Pedestrian Improvements - Pending Grant/Other Funding PLAN $200,000 $200,000 $200,000 TT8 SR203 (Main Street) Pedestrian Beacons (HSIP Grant) CON $50,000 $191,400 $241,400 $241,400 TT9 Parking at Parcel (50+ Spaces) CON $150,000 $150,000 $150,000 $14,001,396 $664,000 $5,590,000 $10,330,000 $160,000 $464,401 $275,000 $315,640 $500,000 $2,931,752 $80,000 $15,161,136 $60,682,508 $64,156,942 TABLE 1 - CIP Budget Outlook for 22/23 Carry Over to 23/24

Project # 23/24 - Project Phase TOML - GF Uncommitted TOML - GF Committed M - U SC DIF STIP Assessment District Transit Reserves SB1 LTC - RPA / PPM Other Grants / Donations Totals Project Total AF1 The Housing Now! Initiative (245) $3,042,434 $3,042,434 $13,251,617 AP2 8 bay ARFF/Snow Removal Maint Facility, Utilities, Access Road, & Apron CON $650,000 $650,000 $650,000 AP9 Parking Lot CON $104,000 $104,000 $104,000
GF3 ADA Specific Improvements CON $25,000 $125,000
GF9 Mammoth Arts and Cultural Center (MACC) CON $300,000 $300,000 $2,800,000 GF14b Civic Center - Town Hall Construction CON $12,600,000 $12,600,000 $12,600,000 GF17 Removal of Portables from Mammoth High School CON $32,000 $32,000 $50,000 PR2 Community Recreation Center Interior Improvements CON $350,000 $350,000 $1,050,000 PR11 Outdoor Amphitheater Plan $300,000 $300,000 $300,000 PR13 2023 Disaster fencing, playground and parks repairs CON $200,000 $200,000 $200,000 SS3 Trail and Municipal Signage Updates CON $25,000 $25,000 $125,000 SS4
Winter Animation and Decorations (Purchase Additional Décor and Install/Remove Annually) CON $35,000 $35,000 $140,000
SS5 2023 Disaster signage and streetscapre repairs $200,000 $200,000 $200,000 ST14 2023 Emergency Road Work Project CON $500,000 $500,000 $500,000 TR3 Sherwin Trail Head Improvements CON $953,414 $953,414 $953,414 $332,000 $4,002,434 $650,000 $0 $0 $0 $0 $0 $0 $0 $14,307,414 $19,316,848 $33,049,031 TABLE 2 - CIP Budget Outlook for 23/24

Project # 23/24 - Project Phase TOML - GF Uncommitted TOML - GF Committed STIP Assessment District Grants / Donations Totals Project Total AP4 Rehabilitate Tee-Hangar Taxilanes CON $1,839,000 $1,839,000 $1,839,000 GF3 ADA Specific Improvements CON $25,000 $25,000 $125,000 PR3 Parks Maintenance & Improvements CON $200,000 $200,000 $200,000 SS2 Main Street Landscaping CON $45,000 $45,000 $385,000 SS3 Trail and Municipal Signage Updates CON $25,000 $25,000 $125,000 SS4
Winter Animation and Decorations (Purchase Additional Décor and Install/Remove Annually) CON $35,000 $35,000 $140,000
ST2 Streets and MUP Rehabilitation Projects CON $2,500,000 $2,500,000 $2,500,000 TR2 Main Street South Side MUP Gap Closure (Town Loop) CON $250,000 $250,000 $250,000 TT7 Village Parking and Pedestrian Improvements - Pending Grant/Other Funding Plan $3,250,000 $3,250,000 $3,450,000 CON
$6,035,000 $0 $250,000 $45,000 $1,839,000 $8,169,000 $9,014,000 TABLE 3 - CIP Budget Outlook for 24/25

Page Project # Description
Previous &
Carry over 23/24 24/25 25/26 26/27 27/28 Total
Affordable Housing
AF1 The Housing Now! Initiative (245) $10,209,183 $3,042,434 $13,251,617 AF3 60 Joaquin Affordable Housing Project $2,700,000 $2,700,000 AF4 IIG Parcel Infrastructure (Town Infrastructure) $11,000,000 $11,000,000 Airport
AP2 8 bay ARFF/Snow Removal Maint Facility, Utilities, Access Road, & Apron $650,000 $650,000 AP3 Wildlife Security Fence $1,945,000 $1,945,000
AP4 Rehabilitate Tee-Hangar Taxilanes $1,839,000 $1,839,000 AP5 Runway RSA and OFA Grading $3,840,000 $3,840,000
AP6 Terminal Building, Apron, Deicing $39,390,000 $39,390,000 AP7 Construct 15' Taxiway Shoulders $1,397,000 $1,397,000 AP8 AWOS Upgrades $540,718 $540,718
AP9 Parking Lot $104,000 $104,000
General Facilities
GF3 ADA Specific Improvements $25,000 $25,000 $25,000 $25,000 $25,000 $125,000 GF4 Snow Pit Land Acquisition/New Permit $0
GF5 USFS Small Parcel Land Acquisition (MCP-East, CC, Forest Trail) $0 GF6 Fuel Island Replacement $600,000 $600,000
GF7 Biomass Facility $0
GF8 Communications System $1,500,000 $1,500,000
GF9 Mammoth Arts and Cultural Center (MACC) $2,500,000 $300,000 $2,800,000 GF10 Community Center at Parcel (Future Phase Addition) $0 GF11 Edison Theater Site Improvements $100,000 $100,000 GF12 Foundation Child Care Facility $1,950,000 $1,950,000 GF14a Civic Center - Town Hall Planning $1,900,000 $1,900,000 GF14b Civic Center - Town Hall Construction $12,600,000 $12,600,000 GF16a Parcel Child Care Facility Support - Indoor Improvements $160,000 $160,000 GF16b Parcel Child Care Facility Support - Outdoor & Playground Improvements $250,000 $250,000 GF17 Removal of Portables from Mammoth High School $18,000 $32,000 $50,000 Police Department
PD1 $0
Parks and Recreation
PR1 Community Recreation Center $15,199,842 $15,199,842 PR1a Community Recreation Center Mob Hub $1,760,020 $1,760,020 PR2 Community Recreation Center Interior Improvements $700,000 $350,000 $1,050,000 PR3 Parks Maintenance & Improvements $425,000 $200,000 $150,000 $150,000 $925,000 PR7 Dog Park $200,000 $200,000
PR7a Multi-use Parking and Amenities $750,000 $750,000
PR8 Whitmore Park Improvements (Restrooms, Locker Rooms, Trails) - Grant Pending $3,000,000 $3,000,000 PR9 Pump Track $0
PR10 Municipal Bouldering Park $0
PR11 Outdoor Amphitheater $300,000 $300,000
PR12 Park at the Parcel $1,127,289 $1,127,289
PR13 2023 Disaster fencing, playground and parks repairs $200,000 $200,000 Storm Drain
SD1 Storm Drain Construction Plans (John Muir and Davison) $0 Streetscape and Signage
SS1 Old Mammoth Road Beautification $500,000 $500,000
SS2 Main Street Landscaping $250,000 $45,000 $45,000 $45,000 $385,000 SS3 Trail and Municipal Signage Updates $25,000 $25,000 $25,000 $25,000 $25,000 $125,000 SS4
Winter Animation and Decorations (Purchase Additional Décor and Install/Remove Annually) $35,000 $35,000 $35,000 $35,000 $140,000
SS5 2023 Disaster signage and streetscapre repairs $200,000 $200,000 Streets
ST2 Streets and MUP Rehabilitation Projects $2,500,000 $500,000 $500,000 $3,500,000 ST6 SB1 Projects $185,000 $185,000
ST10 2021 SB1 Project (Curb and Gutter Replacement P3, Street Rehab, etc.) $444,400 $444,400 ST12 Bluffs Assessment District Maintenance Project - Fog Seal $10,000 $10,000 ST13 Chapparal Extension $1,978,318 $1,978,318
ST14 2023 Disaster Road Work Project $500,000 $500,000
Sidewalks
SW1 Laurel Mountain Sidewalks/Street Rehab (Storm Drain, Streetlights Sidewalks) $3,232,141 $3,232,141 Trails
TR2 Main Street South Side MUP Gap Closure (Town Loop) $250,000 $250,000 TR3 Sherwin Trail Head Improvements $953,414 $953,414
TR5 Sherwin Area Trails $515,597 $515,597
Transit and Mobility
TT4 Old Mammoth Road Transit Shelter (Replacement of CJ/Vons) $160,000 $160,000 TT5 Intelligent Transit System Improvements - Real Time Transit Information $0 TT7 Village Parking and Pedestrian Improvements - Pending Grant/Other Funding $200,000 $3,250,000 $3,450,000 TT8 SR203 (Main Street) Pedestrian Beacons (HSIP Grant) $241,400 $241,400 TT9 Parking at Parcel (50+ Spaces) $150,000 $150,000
$60,682,508 $19,316,848 $8,169,000 $7,179,400 $40,355,000 $4,422,000 $140,124,756TOTALS TABLE 4 - 23/24 5 year CIP

1 TOWN COUNCIL STAFF REPORT
Title: Approval of three-year Services Agreement with Mammoth Lakes Trails and Public Access (MLTPA) beginning in Fiscal Year 23-24.

Meeting Date: July 12, 2023
Prepared by: Lawson Reif, Outdoor Recreation Manager
Daniel C. Holler, Town Manager
RECOMMENDATION:

Approve and authorize the Town Manager to sign a three-year services agreement with Mammoth Lakes Trails and Public Access (MLTPA0 beginning in FY23-24 to provide Office of Outdoor Recreation and Mammoth Lakes Trail System support, subject to final legal review.

BACKGROUND:

The Town entered into a services agreement with MLTPA in July 2019 for trail system support and related services which allowed for two one-year extensions. Both extensions were pursued by the Town. The Town issued a Request for Qualifications (RFQ) to select a firm to continue the services. MLTPA was selected through this public process and entered into negotiations with the Town on an agreement. The agreement before Council is for a new three-year contract with MLTPA to continue to provide Mammoth Lakes Trail System and Office of Outdoor Recreation Services. The attached agreement is for 1,100 hours of contractor services for $100,000. The dollar amount is smaller than the most recent $160,000 contract due to the standing up of the Office of Outdoor Recreation and the capacity it creates within the Town organization. The previous partnership between the Town and MLTPA enhanced the overall work related to the Trails program and the proposed agreement will add capacity to the Office of Outdoor Recreation.

Most services provided by MLTPA are reflected in the Trails Program budget supported by Measure R revenues. The services have been scaled back but are like previous years in providing technical and professional support for the Trails program. The agreement provides an outline of the work program as anticipated. The program does change during the year based on actual work undertaken by the Town and assistance required. The specific work program and assignments will be overseen by the Office of Outdoor Recreation. The services provided continue to support the Town’s overall trail system work program and the implementation of the Trail System Master Plan.

The agreement includes specific projects identified as additional work. This includes three larger concept planning projects and one information transfer project. Information on each project is provided in Exhibit A to the proposed agreement. The initial planning concept plan is anticipated to be the Recreational Node Planning project. The goal is to analyze and

2 map the existing “nodes” connecting the Town to forest access points and connection between nodes. The initial work is to identify the nodes and inventory existing conditions.

This will define deficiencies and options for future projects. The analysis will assist in future efforts to disperse visitors to various access points by providing basic services and connections. By spreading out visitors and improving points of access for locals, the impacts on other areas will be less and the overall experience enhanced. Nodes will be analyzed for winter and summer use. The work links to the Town’s transportation planning efforts and the concepts developed in the accepted Walk Bike Ride plan. Transportation funding related to trails will fund the majority of the work.

FINANCIAL CONSIDERATIONS:

The contract has a three-year term with scope of work, compensation, and rates to be established annually. FY23-24 contains 1,100 hours of services for $100,000. Additional restricted funds and departmental operating revenues are available for planned extra work.

1 TOWN COUNCIL STAFF REPORT
Title: Multi-Agency Cost Share Agreement for Emergency Response to 2023 Winter Storms.

Meeting Date: July 19, 2023
Prepared by: Daniel C. Holler, Town Manager
RECOMMENDATION:

Approve Multi-Agency Cost Share Agreement for Emergency Response to 2023 Winter Storms Subject to the Approval of all of the Agencies and Authorize the Town Manager to Sign the Final Agreement.

BACKGROUND:

The regional response to the 2023 winter storm emergency was substantial and required coordination with the Town of Mammoth Lakes, Mono County, Inyo County, and the City of Bishop. Response efforts also included local fire departments and State agencies. The coordinated response included the use of shared resources. This included the State Incident Management Team, logistical support, and costs associated with out of area resources. The proposed cost share agreement is between the Town of Mammoth Lakes, Mono County, Inyo County, and the City of Bishop. Staff from each agency have met and worked through the proposed agreement. It has been provided to each entities’ legal counsel for review.

The agreement outlines what are anticipated shared expenses and the cost share allocation of those expenses.

While we anticipate the majority of the expense to be covered by the State and FEMA, there will be costs to the local agencies. At this time, we do not have a cost estimate regarding shared expenses. At this time there is adequate funding within the Town’s Operating Reserve or Contingency accounts to cover anticipated costs. As part of the fiscal year-end review for FY22-23, staff will recommend setting funding aside to fully cover any costs incurred.

The agreement is proceeding through each agency for approval. Provided there are no substantive changes, staff is recommending approval, subject to final approval of all the agencies and authorization for the Town Manager to sign the final agreement. A copy of the agreement is provided for Council review.

1 COST SHARE AGREEMENT FOR
MULTI-AGENCY EMERGENCY RESPONSE TO 2023 WINTER STORMS
This Cost Share Agreement (“Agreement”) is entered into as of ______, 2023, (“Effective Date”) by and among the County of Mono (“Mono”), the County of Inyo (“Inyo”), the Town of Mammoth Lakes (“Mammoth”), the City of Bishop (“Bishop”), and the Mammoth Lakes Fire Protection District (“MLFPD”) (collectively, the “Parties”), for the purpose of outlining the basis and methodology for allocating costs incurred by the Parties working collectively as the Incident Management Team (IMT) for the 2023 Winter Storms incident emergency planning and response.

RECITALS

1. On February 28, 2023, Mono County declared a state of emergency due to extreme weather conditions and activated the County Emergency Operations Center.

2. On March 7, 2023, Inyo County declared a state of emergency due to extreme weather conditions and activated the County Emergency Operations Center.

3. The State of California declared a state of emergency due to extreme weather conditions and included Mono County in that declaration on March 1, 2023. On March 7, 2023, the Mammoth Lakes Town Council ratified the Town Manager’s declaration of State of Emergency for the town of Mammoth Lakes.

4. Inyo County was added to the state declaration of emergency on March 8, 2023.

5. On March 10, 2023, President Biden approved an Emergency Declaration for California that included Inyo and Mono Counties.

6. On March 9, 2023, Mono and Inyo County established a joint Emergency Operations Center (EOC) to more effectively manage the extreme weather state of emergency impacting both counties utilizing a Type 1 Incident Management Team to support the emergency response.

7. The Town of Mammoth Lakes provided limited staff support for the EOC/IMT operations.

8. The City of Bishop was engaged as a cooperating agency within the joint EOC.

9. The EOC’s and IMT’s primary areas of activity are: (1) protection of life and safety; (2) storm response and planning; (3) protection of critical infrastructure; (4) stakeholder communication; and (5) timely dissemination of information.

10. In furtherance of these activities, the Parties will incur, or have already incurred, various expenses and charges related to the purchase of services, supplies, equipment, staffing, communications resources, lodging, food water and meals, EOC/IMT leased or rented operational space, and other storm response-related items and services.

11. The purpose of this Agreement is to implement a cost share agreement between the parties for shared activities in responding collectively, as a joint EOC/IMT, to the 2023 Winter Storms incident.

NOW, THEREFORE, for good and valuable consideration, the receipt of which is hereby acknowledged, the Parties do hereby agree as follows:

1. Recitals. The above recitals are adopted by the parties as if fully set forth herein.

2. Shared Costs. The following activities, services and goods are subject to the cost share provisions of this Agreement:

2  Operational facilities and support services provided to support the joint EOC for the mutual benefit of all agencies.
 All costs, including expenses, rates and miscellaneous charges, for contractual services provided to support the EOC/IMT assisting with 2023 Winter Storms response, provided that the contract amount and the nature of the service was provided in support of all the parties and not substantially supporting a single agency (substantial means 80% or more of the cost directed to one agency).  All equipment, materials and supplies purchased at the direction of the EOC/IMT for use in 2023 Winter Storm response and planning. Cost allocation will be based on the location where such materials were used or directed to assist specific needs within a party’s jurisdiction. If specific locations are not identified the cost will be shared across jurisdictions using accounting provided by the EOC/IMT.  All costs to lease, rent or otherwise secure lodging, storage space or any other physical facility for use by the EOC/IMT and/or other out-of-area resources who provided services to the mutual benefit of all agencies will be shared based on Section 3 below.
 Employee costs incurred by the parties for full-time, part-time, contract, or emergency hires and all support costs (travel, meals, lodging, equipment, miscellaneous items) are the responsibility of the employing party.
 Any other cost or expense determined by the EOC/IMT to be necessary to provide effective 2023 Winter Storm response and planning, will be shared across jurisdictions using accounting provided by the EOC/IMT or if directed use is for single agency, then that agency will be responsible for the costs.  Costs not allocated to a specific party and believed by a party to be a shared cost will be presented to the agency administrators of the parties (Town/City Managers and County CAOs) for a final decision.  Any disputed cost allocation will be addressed by the agency administrators of the parties.

3. Allocation of Shared Costs.
 Costs for EOC/IMT ordered resources will be shared based on the allocation of time, mileage, or item distribution count where the resources were used based on accounting provided by the EOC/IMT. This may include costs incurred to support the resources such as meals, lodging, travel, and miscellaneous costs.
 To the extent that costs are attributable to a single party based on resource tracking, that party shall be solely responsible for the associated costs.
 To the extent that resources are shared beyond two parties, those parties shall be solely responsible for the associated costs. If the share of costs is not documented by resource tracking, or cannot otherwise be attributed to any party, those costs shall be shared mutually by the parties receiving benefit of the services per the terms outlined below.
 Costs benefiting all four agencies and not subject to direct allocations based on direct use, assignments or other direct measurement will be shared as follows:
o Inyo County 31%
o Mono County 31%
o Town of Mammoth Lakes 31%
o City of Bishop 7%

3  The same cost allocation will be used to pay costs for which one party will be designated to pursue cost reimbursement. Reimbursements will be split based on the costs share allocations.  Sharing of Costs directly benefiting two or three of the parties will be based upon on the allocation percentages agreed upon by the administrators of the parties.  Reimbursement of shared costs will be divided between the parties based on the amounts allocated to them. A single party will be designated by the administrators of the parties to file for reimbursement of shared costs.
 Each party will pursue reimbursement for direct costs incurred by that party which are not a part of the allocated costs. If a party elects not to submit a claim for reimbursement, then that party shall pay 100% of the expense.
 The reimbursable amount of any cost may be remitted for cost sharing under the terms of this agreement.
 Any party may partner with any other agency not a party to this agreement to recover mutually beneficial costs or to cooperatively pursue reimbursements from other sources outside of the parties to this agreement.
 Unreimbursed Costs. Any expenses accrued that are submitted for reimbursement but not fully reimbursed by FEMA/Cal OES or other agency for any reason (e.g., not qualified, insufficient documentation, match requirement, etc.) shall be determined during the Final Accounting Period and shared among the parties in accordance with the respective cost share amounts noted herein.  Costs Incurred by State or Federal Partners. Any expenses accrued by the parties’ State or Federal partners (e.g., CalOES, FEMA, CalFire) for which local reimbursement is required for any reason (e.g., match requirement) shall be listed in the Final Accounting Report during the Final Accounting Period and shared among the Parties in accordance with the allocations provided herein.

4. Regular Meetings. Party Administrators will meet regularly to discuss the status of cost sharing, reimbursements, and related matters, to determine the allocation of any disputed cost, or other matters related to this cost share agreement. Meetings may include other appropriate agency staff.

5. Counterparts. This Agreement may be executed in two (2) or more counterparts (including by electronic transmission), each of which shall constitute an original, and all of which taken together shall constitute one and the same instrument. For purposes of the agreement a photocopy, facsimile, .pdf, and electronically scanned signatures, including but not limited Docusign or similar service, shall as deemed to be as valid and as enforceable as an original.

6. Entire Agreement. This Agreement contains the entire agreement of the parties, and no representations, inducements, promises, or agreements otherwise between the parties not embodied herein or incorporated herein by reference, shall be of any force or effect. Further, no term or provision hereof may be changed, waived, discharged, or terminated, unless executed in writing by the parties hereto.

4 IN WITNESS WHEREOF, Mono, Inyo, Mammoth, Bishop and MLFPD have executed this Agreement on the ____ day of _____________, 2023.

MONO COUNTY
_______________________ ___________________
RHONDA DUGGAN, Board Chair Date
Approved as to Form:
_______________________
Mono County Counsel

INYO COUNTY
_______________________ ___________________
XXXXXXX, Board Chair Date
Approved as to Form:
_______________________
Mono County Counsel

TOWN OF MAMMOTH LAKES
_______________________ ___________________
Daniel C. Holler Date
Approved as to Form:
_______________________
Town Attorney
Andrew Morris

CITY OF BISHOP
_______________________ ___________________
XXXXXX Date
Approved as to Form:
_______________________
City Attorney

5

Mammoth Lakes Town Council
Agenda Action Sheet
Title: Selection of Executive Search Firm to Assist the Council in the future hiring of a new Town Manager.

Council Meeting Date: 7/19/2023
Prepared by: Daniel C. Holler, Town Manager
Recommended Motion: Appoint two Councilmembers to review executive search firms to assist in the selection process of a future new Town Manager.

Summary:

The approved employment agreement for current Town Manager Holler has a planned termination date of February 29, 2024. The process to hire a new town manager will need to start soon to allow adequate time to ensure a smooth transition. Staff has requested information from three executive search firms. Each firm has a substantial amount of experience in conducting executive level recruitments for local governments. All three have experience working in California. The estimated cost for the services is $30,000+/- depending on final process elements and the firm selected. The three firms are:
 Peckham & McKenney
 Bob Murray & Associates
 Ralph Anderson & Associates
The selection timeline for a new town manager can run from 16 to 20 weeks, therefor having a firm approved in August will provide adequate time for the process and for a transition period. The initial step is to have two councilmembers interview the key personnel to be involved in the process from each firm and make a recommendation to the full Council. Once approved and a formal contract finalized, the firm will begin the process.

Mammoth Lakes Town Council
Agenda Action Sheet
Title: Determine that Emergency Work Authorized by Resolutions 23-29 and 23-54 continues to be necessary for public welfare and safety.

Council Meeting Date: 7/19/2023
Prepared by: Daniel C. Holler, Town Manager
Recommended Motion: Council finds and determines that the emergency repair work authorized by Resolutions 23-29 and 23-54 continues to be necessary for public welfare and safety.

Summary:

Town facilities and infrastructure impacted by the extreme winter weather are still in a state of disrepair impacting the welfare and safety of the community. Damage to sidewalks, drainages, fencing, signage, and facilities is substantial. Staff has found additional damage to curbs and gutters, drain inlets, signage, fencing, facilities, ADA detectable surfaces, and sidewalks and repairs are necessary for public welfare and safety. On May 17, 2023, the Council adopted Resolution 23-29 authorizing the emergency repair of these damages and the procurement of the necessary equipment, services, and supplies for the repair, without a competitive bidding process.

On July 12, 2023 the Council adopted Resolution 23-54, authorizing the emergency repair of these damages and the procurement of the necessary equipment, services, and supplies for the repair, without a competitive bidding process due to damages at the Mammoth Yosemite Airport. The need for the work authorized by these two resolutions continues to be necessary to provide for public welfare and safety. A copy of the resolutions is attached for Council information.

RESOLUTION 23- 29

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF MAMMOTH

LAKES, STATE OF CALIFORNIA, FINDING THAT EMERGENCY

CIRCUMSTANCES JUSTIFY AWARDING A CONTRACT FOR TOWN

INFRASTRUCTURE AND FACILITIES DAMAGED BY EXTREME WEATHER

INCLUDING FENCING, PARKS, REGULATORY, STREET AND WAY

FINDING SIGNAGE, SIDEWALK, CURB, GUTTER, DRAINAGE INLETS, ADA

REQUIRED DETECTABLE WARNING SURFACES AND RELATED ITEMS

WITHOUT COMPETITIVE BIDDING
WHEREAS, California law generally requires the Town to award contracts for public projects" in excess of $1, 000 to the lowest bidder after the completion of a competitive bidding process; and
WHEREAS, Public Contract Code Section 20168 provides that in case of emergency the Town Council may pass a resolution by a four -fifths vote declaring that the public interest and necessity demand the immediate expenditure of Town funds to safeguard life, health, or property, and that if such a resolution is adopted the Town may expend any sum required in the emergency without complying with competitive bidding requirements; and
WHEREAS, Public Contract Code Section 22050 authorizes the Town Council, with a four -fifths vote, to " repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes, without giving notice for bids to let contracts" ifthe Town Council finds, based upon substantial evidence, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency; and
WHEREAS, Mammoth Lakes has experienced extreme weather conditions during the winter of 2022- 2023, with historic accumulations of snow, leading the Town Manager to proclaim a state of emergency on March 3, 2023, which proclamation was ratified by the Town Council on March 7, 2023, with a renewed state of emergency declared by the Town Manager on March 27, 2023 and ratified by proclamation ofthe Town Council on March 31, 2023; and
WHEREAS, the extreme weather conditions, response and snow accumulations have caused significant damage to Town facilities and infrastructure including damage to fencing, curbs, gutters, drain inlets, roads, ADA required Detectable Warning Surfaces, street signs, wayfinding signs, warning signs and regulatory signage; and WHEREAS, the Town Council finds that as a result ofthe weather - caused damage to Town facilities and infrastructure and pursuant to Public Contract Code Section 20168 the public interest and necessity demand the immediate expenditure of public money to safeguard life, health, safety, and property in the Town of Mammoth Lakes; and

Resolution No. 23- 29

WHEREAS, the Town Council finds that based on substantial evidence, including without limitation the staff report presented to the Town Council on May 17, 2023, pursuant to Public Contract Code Section 22050, the emergency will not permit a delay resulting from a competitive solicitation for bids, and that responding to the emergency requires repair of public facilities and infrastructure, other directly related and immediate actions, and procurement of the necessary equipment, services, and supplies for those purposes, without a competitive bidding process.

NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Mammoth Lakes as follows:

Section 1. The foregoing recitals are true and correct and incorporated herein by reference.

Section 2. The Town Council hereby directs and authorizes the Town Manager and Public Works Director to contract for repairs to Town facilities and infrastructure damaged by the winter of 2022- 2023, to take any directly related action, and to procure the necessary equipment, services, and supplies for the repairs, without a competitive bidding process.

Section 3. Pursuant to Public Contract Code Section 22050, the Town Council shall review the emergency action authorized by this resolution at its next regular meeting and at each regular meeting thereafter until the emergency repair work is complete, to determine, by a four -fifths vote, that there is a need to continue the action.

Section 4. The Town Clerk shall certify as to the adoption of this resolution.

APPROVED AND ADOPTED this 17' h
day of T
ATTEST:

J lE GRAY, Town Jerk

STATE OF CALIFORNIA )
COUNTY OF MONO ) ss.

TOWN OF MAMMOTH LAKES)
I, JAMIE GRAY, Town Clerk of the Town of Mammoth Lakes, DO HEREBY CERTIFY under penalty of perjury that the foregoing is a true and correct copy of Resolution No. 23- 29 adopted by the Town Council of the Town of Mammoth Lakes, California, at a meeting thereof held on the 17th day of May 2023, by the following vote:

AYES: Councilmembers Bubser, Rea, Rice, Mayor Pro Tern Sauser, and Mayor Wentworth
NOES: None
ABSENT: None
ABSTAIN: None
DISQUALIFICATION: None
JANO GRAY,- Town Cleril

RESOLUTION 23- 54

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF MAMMOTH LAKES, STATE

OF CALIFORNIA, FINDING THAT EMERGENCY CIRCUMSTANCES JUSTIFY AWARDING

A CONTRACT FOR TOWN INFRASTRUCTURE DAMAGED BY EXTREME WEATHER

INCLUDING FENCING AND RELATED ITEMS AT THE MAMMOTH YOSEMITE AIRPORT

WITHOUT COMPETITIVE BIDDING
WHEREAS, California law generally requires the Town to award contracts for " public projects" in excess of $1, 000 to the lowest bidder after the completion of a competitive bidding process; and WHEREAS, Public Contract Code Section 20168 provides that in case of emergency the Town Council may pass a resolution by a four -fifths vote declaring that the public interest and necessity demand the immediate expenditures of Town funds to safeguard life, health, or property, and that if such a resolution is adopted the Town may expend any sum required in the emergency without complying with competitive bidding requirements; and
WHEREAS, Public Contract Code Section 22050 authorizes the Town Council, with a four - fifths vote, to " repair or replace a public facility, take any directly related and immediate action required by that emergency, and procure the necessary equipment, services, and supplies for those purposes, without giving notice for bids to let contracts" if the Town Council finds, based upon substantial evidence, that the emergency will not permit a delay resulting from a competitive solicitation for bids, and that the action is necessary to respond to the emergency; and WHEREAS, Mammoth Lakes has experienced extreme weather conditions during the winter of 2022- 2023, with historic accumulations of snow, leading the Town Manager to proclaim a state of emergency on March 3, 2023, which proclamation was ratified by the Town Council on March 7, 2023, with a renewed state of emergency declared by the Town Manager on March 27, 2023, and ratified by resolution ofthe Town Council on March 31, 2023; and
WHEREAS, the extreme weather conditions, response and snow accumulations have caused significant damage to the Town infrastructure including damage to the fence surrounding the Mammoth Yosemite Airport (Airport); and
WHEREAS, the Town Council finds that as a result ofthe weather -caused damage to Town infrastructure and pursuant to Public Contract Code Section 20168 the public interest and necessity demand the immediate expenditure of public money to safeguard life, health, safety, and property in the Town of Mammoth Lakes; and
WHEREAS, the Town Council finds that based on substantial evidence, including without limitation the staff report presented to the Town Council on July 12, 2023, pursuant to Public Contract Code Section 22050, the emergency will not permit a delay resulting from a competitive solicitation for bids, and that responding to the emergency requires repair of public infrastructure, other directly related and immediate actions, and procurement of the necessary equipment, services and supplies for those purposes, without a competitive bidding process.

NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Mammoth Lakes as follows:

Resolution No. 23- 54

Section 1. The foregoing recitals are true and correct and incorporated herein by reference.

Section 2. The Town Council hereby directs and authorizes the Town Manager to contract for repairs to Town infrastructure damaged by the winter of 2022- 2023 at the Airport, to take any directly related action, and to procure the necessary equipment, services, and supplies for the repair, without a competitive bidding process.

Section 3. Pursuant to Public Contract Code Section 22050, the Town Council shall review the emergency action authorized by this resolution at its next regular meeting and at each regular meeting thereafter until the emergency repair work is complete, to determine, by a four -fifths vote, that there is a need to continue the action.

Section 4. The Town Manager and Finance Director are authorized to amend the FY23- 24 Budget in the amount of two hundred and fifteen thousand dollars ($215, 000) plus up to a 20% contingency amount to fund the emergency work utilizing resources in Fund 990.

Section S. The Town Clerk shall certifv as to the adoption of this resolution.

APPROVD AND ADOPTED this 12'' day of July 2023.

ATTEST:
c
MIE GRAY, Town Cl rk

STATE OF CALIFORNIA )
COUNTY OF MONO ) ss.

TOWN OF MAMMOTH LAKES)
I, JAMIE GRAY, Town Clerk of the Town of Mammoth Lakes, DO HEREBY CERTIFY under penalty of perjury that the foregoing is a true and correct copy of Resolution No. 23- 54 adopted by the Town Council of the Town of Mammoth Lakes, California, at a meeting thereof held on the 12t" day of July 2023, by the following vote:

AYES: Councilmembers Bubser, Rea, Rice, Mayor Pro Tern Sauser, and Mayor Wentworth
NOES: None
ABSENT: None
ABSTAIN: None
DISQUALIFICATION: None

Mammoth Lakes Town Council
Agenda Action Sheet
Title: Resolution Terminating the Town of Mammoth Lakes Declared Local Emergency.

Council Meeting Date: 7/19/2023
Prepared by: Daniel C. Holler, Town Manager
Recommended Motion: Adopt the Resolution Terminating the Existence of a Local Emergency in the Town of Mammoth Lakes.

Summary:

California Government Code Section 8630 authorizes the declaration of local emergencies and requires a town’s governing body to proclaim the termination of the local emergency at the earliest possible date that conditions warrant. The Town Council on March 31, 2023, adopted Resolution 23-17 finding that a State of Emergency existed in the Town of Mammoth Lakes due to severe winter weather conditions. The Town responded to the emergency and required the assistance of other agencies, including the State and Federal governments. The damages from the storm events resulted in the need for emergency contracts to addresses damages to roads, facilities and infrastructure impacting the health, welfare and safety of Town residents and visitors. The ongoing work authorized under the emergency contracts is ongoing and will need to continue to ensure the safety of the community. The Town is now able to fund, manage and respond to local needs and provide ongoing Town services. Weather conditions impacting the Town have subsided to manageable levels and the need for resources beyond the Town’s capacity to provide additional response resources no longer exists. Due to current conditions and the Town’s capacity to effectively operate, staff is recommending the adoption of the resolution terminating the existence of a local emergency in the Town of Mammoth Lakes. The resolution recognizes the need to complete emergency work as authorized under Resolutions 23-29 and 23-

54.

RESOLUTION NO. 23-

RESOLUTION OF THE TOWN COUNCIL

OF THE TOWN OF MAMMOTH LAKES, STATE OF

CALIFORNIA, TERMINATING THE EXISTENCE OF A LOCAL

EMERGENCY IN THE TOWN OF MAMMOTH LAKES AS
PROVIDED FOR IN RESOLUTION NO. 23-17 ADOPTED ON
MARCH 31, 2023
WHEREAS, a local emergency has existed in the Town of Mammoth Lakes in accordance with Resolution 23-17 adopted by the Town Council on March 31, 2023 as a result of conditions of extreme winter weather creating a condition of extreme peril to the safety of persons and property and fiscal impact caused by conditions necessitating the declared Emergency; and WHEREAS, the situation resulting from said conditions of extreme winter weather and threat to the public is now deemed to be within the control of the normal protective and response services, personnel, equipment, and facilities of and within the Town of Mammoth Lakes; and WHEREAS, the demands on the Town of Mammoth Lakes to take extraordinary means and use of outside resources to protect the public, property and eliminate extreme peril to the safety of persons and property no longer exist; and
WHEREAS, the Town of Mammoth Lakes has issued emergency contract work to address the impacts of extreme weather on Town infrastructure and facilities and such contract work is currently funded and will continue to provide public services and reduce safety threat to persons and property, as provided for in Resolution 23-29 and Resolution 23-54 to use emergency contract to repair Town infrastructure and facilities; and WHEREAS, financial management, resources and budgeting by the Town of Mammoth and the economic condition of the local economy has provided stability in the Town’s financial condition, such that conditions of extreme peril to the Town’s fiscal stability and ability to respond to ongoing damages and regular Town operations no longer exist; and
WHEREAS, California Government Code Section 8630 authorizes the declaration of local emergencies and requires a town’s governing body to proclaim the termination of the local emergency at the earliest possible date that conditions warrant.

Resolution No. 23 -

NOW, THEREFORE, BE IT RESOLVED that the local emergency declaration by the Mammoth Lakes Town Council by Resolution 23-17 on March 31, 2023, is hereby terminated, provided that such termination shall not affect the authority of the Town to continue to monitor and respond to additional impacts, continue to implement approved emergency repair contracts or to declare a future emergency.

APPROVED AND ADOPTED THIS 19th day of July 2023.
________________________________
JOHN WENTWORTH, Mayor
ATTEST:
________________________________
JAMIE GRAY, Town Clerk

Agenda Item ________
File No. ____________

AGENDA BILL
Subject: Councilmember Reports
Initiated by: Jamie Gray
______________________________________________________________________ BACKGROUND:

Each member of the Town Council is appointed to serve as a Town representative to a number of committees, commissions, and organizations.

These groups meet infrequently and from time to time the representatives will report to the rest of the Council at a regularly scheduled meeting.

In addition, Councilmembers on occasion participate in meetings, conferences and seminars, and their reports on these educational opportunities are of benefit to the rest of the Council.

ANALYSIS/DISCUSSION:

California Government Code requirements pertaining to the open meeting act stipulate that all items for discussion must be listed on the agenda before the matter can be discussed and/or acted upon. To meet this requirement, and the intent of the Brown Act, Councilmember Reports are listed on each agenda to allow representatives to report to the rest of the Council at these meetings.

The following is a list of the commission/committees on which members of the Council serve:

Land Use:

Local Agency Formation Commission (LAFCO) – Rea, Rice, and Bubser as alternate
Airport Land Use Commission – Rea, Rice, and Bubser as the alternate Mono County Collaborative Planning Team (CPT) – Community and Economic Development Director and Rice as alternate
Intergovernmental Relations:

Town and County Liaison Committee – Sauser, Bubser, and Town Manager and Rea as alternate
Desert Mountain Division of the League of California Cities – Sauser and Town Manager as alternate
Eastern Sierra Council of Governments (ESCOG) – Bubser, Wentworth, and Sauser as alternate
Great Basin Unified Air Pollution Control District – Wentworth and Bubser as alternate

League of California Cities City Voting Delegate – Sauser and the Town Manager as the alternate
California Joint Powers Insurance Authority Board – Rea and Assistant to the Town Manager as alternate
Transportation:

Local Transportation Commission (LTC) – Wentworth, Sauser, and Paul Chang; Town Manager as alternate
Eastern Sierra Transit Authority (ESTA) Board – Bubser and Sauser Local Issues:

Mammoth Lakes Tourism (MLT) Board – Sauser
Mammoth Lakes Recreation (MLR) Board – Rea
Mammoth Lakes Housing (MLH) Board – Rice
Treasury Oversight Committee – Finance Director; Town Manager as alternate LEGAL CONSIDERATIONS:

According to the California Open Meeting Act, commonly referred to as the Brown Act, the agenda must reflect every matter to be discussed by a governing body.

RECOMMENDATION(S):

This agenda bill is submitted for information only.