Mammoth Lakes City Council
May 21, 2025

Town Council Agenda

Wednesday, May 21, 2025, 4:00 p.m.
437 Old Mammoth Road, Suite Z, Mammoth Lakes
Members of the Town Council:

Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Bill Sauser, Councilmember Brent Truax, Councilmember John Wentworth NOTE: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (760) 965-3602. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 13.102-35.104 ADA Title II)
NOTE: Materials related to an item on this agenda submitted after distribution of the agenda packet are available for public inspection in the Town Offices located at 437 Old Mammoth Road, Suite 230 during normal business hours. Such documents are also available on the Town of Mammoth Lakes website at www.townofmammothlakes.ca.gov subject to staff’s ability to post the documents before the meeting.

NOTE: You may attend the Town Council meetings in person or watch them on the Town of Mammoth Lakes' website at www.townofmammothlakes.ca.gov , on the local government cable channel 18, or via Zoom. Public comments can be submitted to the Town Clerk at [email protected]. before and during the meeting, or may be made in person or via Zoom.

NOTE: All comments will be limited to a speaking time of five minutes.

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1. CALL TO ORDER AND ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. PUBLIC COMMENTS
The Public Comment portion of the agenda provides the public with an opportunity to address the Town Council on matters not otherwise listed on the agenda. Under California law the Town Council is prohibited from generally discussing or taking action on items not included in the agenda; however, the Town Council may briefly respond to comments or questions from members of the public. Therefore, the Town Council will listen to all public comment, but will not generally discuss the matter or take action on it. Requests for service from the Town may also be made at the Town offices during regular business hours.

Members of the public desiring to speak on a matter appearing on the agenda should ask the Mayor for the opportunity to be heard when the item comes up for Council consideration.

4. ADDITIONS TO THE AGENDA
Opportunity to add urgency items pursuant to Government Code Section 54954.2(b)2, if necessary.

5. REPORTS FROM COMMISSIONS AND/OR DEPARTMENTS (AS NEEDED)

6. CONSENT AGENDA

6.1 Approve the minutes of the regular meeting of May 7, 2025.

6.2 Award contract for 2025 Slurry & Fog Seal project CAP 25-002 to VSS International, Inc.

6.3 Award contract for Road and MUP Rehab 2025 project CAP 25-001 to Qualcon Contractors Inc.

6.4 Award Contract for Miscellaneous Concrete and Facility Work project CAP 25-003 to Rock-N-Dirt, Inc.

6.5 Adopt the resolution authorizing the application for previous PLHA awardees and adopting the PLHA Plan for the Permanent Local Housing Allocation Program.

6.6 Adopt the resolution approving an updated Travel Policy for the Town of Mammoth Lakes.

6.7 Adopt a resolution making sole source findings for McCoy Arts and Cultural Center (MACC) flooring.

6.8 Accept Check Register 5/1/25 in the amount of $1,369,086.64. Accept Check Register 5/9/25 in the amount of $40,456.84.

7. POLICY MATTERS

7.1 Award Contract for the Parcel Phase 3 Infrastructure Design.

7.2 Fiscal Year 25-26 Budget – Capital & Housing Projects, Restricted Funds.

8. COUNCILMEMBER REPORTS
Informational reports from Councilmember representatives on committees, commissions, and organizations; general reports on Councilmember activities.

9. CLOSED SESSION

9.1 Pursuant to Government Code Section 54957.6.(a), Conference with Labor Negotiators, the Council will meet with its representatives, Town Manager Rob Patterson and Community and Economic Development Director Nolan Bobroff with respect to the following
Organizations: Mammoth Lakes Police Officers Association and the Mammoth Lakes Supervisory Association.

10. ANNOUNCEMENT OF ACTION TAKEN AFTER CLOSED SESSION

11. ADJOURNMENT
The Town Council will adjourn to a regular meeting to be held on Wednesday, June 4, 2025 at 4:00 p.m.

1 Jamie Gray
From: [email protected]
Sent: Wednesday, May 21, 2025 1:08 PM
To: Chris Bubser; Amanda Rice; Bill Sauser; John Wentworth; Brent Truax Cc: Haislip Hayes; Rob Patterson; Andrew Morris; Jamie Gray Subject: PUBLIC COMMENT People Purpose Presence NATIONAL PUBLIC WORKS WEEK [EXTERNAL EMAIL]
PLEASE Consider reading this BRIEF Public Comment at today’s Town Council Meeting:

Mayor, Town Council, and StaƯ:

Thank you all for recognizing Public Service Recognition Week, May 4 – 10, at your last Town Council Meeting. As anyone who I worked with at the Town will attest, I recognize the value of Everyone’s contribution. Everyone, and Everyone’s Jobs are critical to the success of the Community.

Having said that, I would like to emphasize the great work of Public Works, not just here but around this Nation.

Since 1960, APWA (American Public Works Association) has sponsored NPWW (National Public Works Week) the third week of May. In 1962, President John F. Kennedy issued a proclamation describing public works as vitally important to our national health and welfare and praising the dedicated eƯorts of public works professionals.

Further, “it is in the public interest for the citizens and civic leaders of this country to gain knowledge of and to maintain a progressive interest in the public works needs and programs of their respective communities,” the proclamation reads.

2 And thanks for Meet A Truck on May 7.

Thanks,
Grady Dutton
Mammoth Lakes

Town Council of Mammoth Lakes
Minutes of Regular Meeting
May 7, 2025, 4:00 p.m.
437 Old Mammoth Road, Suite Z, Mammoth Lakes
Members Present: Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, Councilmember John Wentworth Members Absent: Councilmember Bill Sauser
_____________________________________________________________________

1. CALL TO ORDER AND ROLL CALL
The Mayor called the meeting to order at 4:00 p.m. in the Council Chamber, 437 Old Mammoth Road, Suite Z, Mammoth Lakes.

2. PLEDGE OF ALLEGIANCE
Kim Getchell led the flag salute.

3. PUBLIC COMMENTS
David Eichman, Interim Director of the Mammoth Lakes Chamber of Commerce, gave an update regarding current Chamber activities.

4. ADDITIONS TO THE AGENDA
There were no additions to the agenda.

5. COUNCIL PRESENTATIONS

5.1 Introduce new Program and Facilities Administrator Emma Lane.

Town Council Minutes
May 7, 2025

Recreation Manager Kat Kelly introduced Ms. Lane to the Council and the community.

5.2 Recognize promotion of Danny Earls to Accounting Manager.

Town Manager Rob Patterson recognized the promotion of Mr. Earls.

5.3 Recognize promotion of Ben Manning to Revenue Accountant.

Town Manager Rob Patterson recognized the promotion of Mr. Manning.

5.4 Approve proclamation declaring May 4-10, 2025 as Public Service Recognition Week.

Mayor Bubser read the proposed proclamation.

Moved by Councilmember John Wentworth
Seconded by Mayor Pro Tem Amanda Rice
Approve the proclamation declaring May 4-10, 2025 as Public Service Recognition Week.

For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth Absent (1): Councilmember Bill Sauser
Carried (4 to 0)

6. REPORTS FROM COMMISSIONS AND/OR DEPARTMENTS (AS NEEDED) Police Chief Dan Casabian and Police Officer Matthew West gave an update regarding MLPD K9 Jax.

Public Works Director Haislip Hayes gave an update regarding the Golden State Connect Authority broadband project. There was discussion among members of Council and staff.

Assistant to the Town Manager Pam Kobylarz reported on the Meet a Truck event held yesterday at the Community Recreation Center (CRC). There was discussion among members of Council and staff.

Recreation Manager Kat Kelly gave an update regarding current parks and recreation activities. There was discussion among members of Council and staff.

Town Council Minutes
May 7, 2025

Office of Outdoor Recreation Manager Lawson Reif gave an update regarding current office of outdoor recreation activities. There was discussion among members of Council and staff.

Town Manager Rob Patterson gave an update regarding the Dog Park.

6.1 May 2025 Public Works Engineering CIP Update.

7. PUBLIC PRESENTATIONS

7.1 Mono Region Broadband Strategic Plan Update presented by Scott Armstrong, Regional Broadband Coordinator.

Regional Broadband Coordinator Scott Armstrong gave a presentation regarding the Mono Region Broadband Strategic Plan Update. There was discussion among members of Council and Mr. Armstrong.

7.2 2024 Community Sentiment Survey Presentation presented by Mammoth Lakes Tourism Vice President of Community Engagement Betsy Truax.

Vice President of Community Engagement Betsy Truax presented the 2024 Community Sentiment Survey. There was discussion among members of Council and staff.

8. CONSENT AGENDA
Moved by Councilmember John Wentworth
Seconded by Mayor Pro Tem Amanda Rice
Approve the Consent Agenda.

For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth
Absent (1): Councilmember Bill Sauser
Carried (4 to 0)

8.1 Approve the minutes of the regular meeting of April 16, 2025.

8.2 Award the annual contract for publication of legal notices to The Sheet.

8.3 Award contract for Volcom Brothers Skate Park Annual Maintenance to Primary Concrete, LLC.

Town Council Minutes
May 7, 2025

8.4 Approve the agreement with Rink Systems, Inc for the conversion of the ice rink and installation of a custom curling sheet.

8.5 Accept the 2023 and 2024 Annual Planning Reports (APRs).

8.6 Approve the Amendment to the Professional Services Agreement with Aviation Insights, LLC for one additional year of Airport Management Support Services at Mammoth Yosemite Airport.

8.7 Accept Check Register 4/10/25 in the amount of $328,213.87. Accept Check Register 4/11/25 in the amount of $3,040,082.18. Accept Check Register 4/17/25 in the amount of $867,006.51.

9. POLICY MATTERS

9.1 Accept the Town’s 2023-24 Independent Auditors Report.

Finance Director Megan Chapman outlined the information in the staff report. There was discussion among members of Council and staff.

Moved by Councilmember Brent Truax
Seconded by Mayor Pro Tem Amanda Rice
Accept the Town’s 2023-24 Independent Auditors Report as presented.

For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth Absent (1): Councilmember Bill Sauser
Carried (4 to 0)

9.2 Fiscal Year 2025-26 Preliminary Budget (Department Requested).

Town Manager Rob Patterson outlined the information in the staff report.

There was discussion among members of Council and staff.

CONSENSUS:

Direct excess Measure A Tourism allocations to remain in the Tourism reserve.

The Mayor called a recess at 6:47 p.m. and the Council reconvened at 6:59 p.m.

9.3 McCoy Arts and Cultural Center (MACC) update and approve amendments to the Purchase and Sale Agreement with Mammoth

Town Council Minutes
May 7, 2025

Lakes Foundation to acquire property located at 100 College Parkway.

Councilmember Truax recused himself due to a conflict of interest and left the meeting at 6:59 p.m.

Public Works Director Haislip Hayes and Engineering Manager Amy Callanan outlined the information in the staff report. There was discussion among members of Council and staff.

PUBLIC COMMENT:

Luan Mendel, Mammoth Lakes Foundation (MLF) Board President and Chair, and Kendra Knight, MLF Executive Director, spoke in support of the agreement.

Moved by Mayor Pro Tem Amanda Rice
Seconded by Councilmember John Wentworth
Authorize the Town Manager to make current and future amendments and execute a purchase and sale agreement with the Mammoth Lakes Foundation (MLF) for the acquisition of real property located at 100 College Parkway.

For (3): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, and Councilmember John Wentworth
Conflict (1): Councilmember Brent Truax
Absent (1): Councilmember Bill Sauser
Carried (3 to 0)
Councilmember Truax returned to the meeting at 7:20 p.m.

9.4 Agreement with the Mammoth Lakes Performing Arts Foundation to administer an endowment to support operations and management of the McCoy Arts and Cultural Center (MACC).

Town Manager Rob Patterson outlined the information in the staff report.

There was discussion among members of Council and staff.

This item will be brought back for approval at the next Town Council meeting.

Town Council Minutes
May 7, 2025

9.5 Award consulting contract to Kimley-Horn and Associates to develop a Safety Action Plan.

Public Works Director Haislip Hayes outlined the information in the staff report. There was discussion among members of Council and staff.

Moved by Councilmember Brent Truax
Seconded by Mayor Pro Tem Amanda Rice
Authorize the Town Manager to execute an agreement with Kimley Horn and Associates Inc. to develop a Safety Action Plan, and execute amendments to the contract, within the available funding, as necessary to advance project design.

For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth Absent (1): Councilmember Bill Sauser
Carried (4 to 0)

9.6 Resolution to approve the FY2025-26 project list to be submitted to the California Transportation Commission (CTC) for funding from the Road Maintenance and Rehabilitation Account (RMRA) funds under Streets and Highways Code Section 2034.

Public Works Director Haislip Hayes outlined the information in the staff report. There was discussion among members of Council and staff.

Moved by Mayor Pro Tem Amanda Rice
Seconded by Councilmember John Wentworth
Adopt a resolution approving the 2025-26 project list to be submitted to the California Transportation Commission (CTC) for funding from the Road Maintenance and Rehabilitation Account (RMRA) funds under Streets and Highways Code Section 2034.

For (4): Mayor Chris Bubser, Mayor Pro Tem Amanda Rice, Councilmember Brent Truax, and Councilmember John Wentworth Absent (1): Councilmember Bill Sauser
Carried (4 to 0)

Town Council Minutes
May 7, 2025

10. COUNCILMEMBER REPORTS
Councilmember Truax attended the Valentine Reserve dinner, the Lodging meeting, the Meet a Truck event, and the sundae social at the Town Offices.

Mayor Pro Tem Rice attended the groundbreaking ceremony at Mammoth Hospital, the Meet a Truck event, the Town County Liaison meeting, and the Eastern Sierra Community Housing (ESCH) Board meeting.

Councilmember Wentworth attended the Eastern Sierra Council of Governments (ESCOG) meeting, the Great Basin Unified Air Pollution Control District (GBUAPCD) Board meeting, and the Eastern Sierra Sustainable Recreation Partnership (ESSRP) meeting.

Mayor Bubser attended the groundbreaking ceremony at Mammoth Hospital, the ESCOG meeting, and the Wildfire Resilience Action and Financial Team (WRAFT) meeting.

11. CLOSED SESSION

11.1 Pursuant to Government Code Section 54957.6.(a), Conference with Labor Negotiators, the Council will meet with its representatives, Town Manager Rob Patterson, Community and Economic
Development Director Nolan Bobroff, and Human Resources Manager Amanda Pelham with respect to the following Employee Organizations: Mammoth Lakes Police Officers Association and the Mammoth Lakes Sergeants Association.

At 8:03 p.m. the Mayor announced that the Council would be entering into closed session for the purposes as stated in the agenda.

12. ANNOUNCEMENT OF ACTION TAKEN AFTER CLOSED SESSION
The Council reconvened from closed session at 8:55 p.m. and announced that there was no reportable action taken.

13. ADJOURNMENT
The Council adjourned the meeting at 8:55 p.m.

Jamie Gray, Town Clerk

1 TOWN COUNCIL STAFF REPORT
Title: Award contract for 2025 Slurry & Fog Seal project CAP 25-002 to VSS International, Inc.

Meeting Date: May 21, 2025
Prepared by: Amy Callanan, PE, Engineering Manager
Trace Calvin, Engineering Assistant
RECOMMENDATION:

Staff recommend Town Council:
 Approve the Plans and Specifications.
 Award a contract for the Base Bid to the lowest responsive bidder, VSS International, Inc., in the amount of $559,120.00.
 Authorize the Public Works Director to execute the construction contract and accept the project upon completion.
 Authorize the Public Works Director to review and approve minor revisions to complete the project, up to an additional 10% of the award amount.

BACKGROUND:

Every year Town Staff completes road condition assessments of streets and multi-use paths (MUPs) throughout Town. The assessments are entered into an asset management software program known as Street Saver. Street Saver then produces results showing which roads have a high or low PCI (Pavement Condition Index). Staff use the software to run various reports and scenarios based on both PCI and available funds to prioritize which streets are the highest priority and need to receive maintenance. The results are confirmed in the field by both Engineering and the Street Maintenance Department. During the Fall of 2024, staff went through this process to develop the possible scope of work for this project, which has ultimately resulted in various segments of roads being selected for maintenance based on the amount of funding available. The project scope of work recommended for contract award includes striping and painting, fog seal, and slurry seal on select roads.

Roads and MUPs to be Fog Sealed:
 Kelley Road
 Majestic Pines Drive – from Meridian Boulevard to Bear Court  Monterey Pine Road – including Monterey Circle, Monterey Place, and Monterey Court
 Silver Tip Lane
 Mountain Boulevard
 Mono Street

2  Dorrance Drive
 Laurel Mountain Road
 Commerce Circle
 College Connector MUP – from Sierra Park Road to Town Loop  Red Fir Road
Roads and MUPs to be Slurry Sealed:
 North Frontage Road
 Sierra Boulevard
 Pinecrest Avenue – including Slalom Lane
 Snowcrest Avenue
 Knob Hill Lane
 Rusty Lane
 Alpine Circle – including Mala Ulice
 Berner Street
 Holiday Way – including Holiday Circle
 Vacation Place
 Grindelwald Road – including Cortina Court, Davos Court, Chamonix Place, Courchevel Court, and Kitzbuhel Place
 St. Anton Circle – including Klosters Court, Val D’Isere Place, Zermatt Court, and Megeve Way
 Mammoth Knolls Drive – including Sestriere Place
 St. Moritz Road – including Garmisch Place, Zurs Court, and Lecht Court All roads receiving a fog or slurry seal will be striped and all appropriate pavement markings placed. Roads that do not receive any seals will be striped only.

ANALYSIS:

Staff solicited bids for the construction of the project beginning April 14, 2025. Bids were publicly opened on May 9, 2025, at 4:00 PM. Six (6) bids were received with pricing as follows:
 CR Contracting LLC: Base Bid: $1,203,471.10
 Doolittle Construction: Base Bid: $569,396.34
 Intermountain Slurry Seal, Inc: Base Bid: $567,874.95  Pavement Coatings Co: Base Bid: $710,264.58
 Sierra Nevada Construction, Inc: Base Bid: $707,714.40  VSS International, Inc: Base Bid: $559,120.00
A bid review was completed, and no irregularities were identified.

3 FINANCIAL CONSIDERATIONS:

On March 19, 2025 the Town Council adopted a resolution amending the FY 24-25 budget.

The resolution included a total of $4.25 million in funding dedicated to street, MUP and infrastructure improvements, which staff have included in three separate construction projects (Road & MUP Rehab, Slurry & Fog Seal, and Misc Concrete & Facility Work).

On May 7, 2025 the Town Council adopted a resolution dedicating SB1 funds to the same projects. The Town currently has an SB1 balance of $333,357. Finally, the Town Council recently approved $350,000 in Measure R funds, and they had previously approved $500,000 in general funds to install a climbing boulder, shade structures and other improvements at Mammoth Creek Park (MCP). The concrete work that supports the work at Mammoth Creek Park was bid as part of this Concrete and Facility Work project, with a bid subtotal of $156,073, which will be billed towards those project budgets. The Road and MUP project award includes an Alternate in the amount of $48,600.00 that will be funded by Mammoth Community Water District (MCWD) to lift their utilities to grade after the road work is completed.

The total funding allocated towards these three projects is $4,788,030 ($4,250,000 + $333,357 SB1 + $156,073 MCP + 48,600 MCWD). The total proposed awards for the three projects including contingencies is $4,589,819.30 leaving almost $200,000 available for future projects.

The proposed projects are within the funds set aside and will be allocated as follows:

Road and MUP Rehab 2025 project CAP 25-001 $3,027,014.00 2025 Slurry & Fog Seal project CAP 25-002 $ 559,120.00
Miscellaneous Concrete and Facility Work project CAP 25-003 $ 586,429.00 10% Contingencies $ 417,256.30
Total $4,589,819.30
ENVIRONMENTAL CONSIDERATIONS:

The Slurry and Fog Seal 2025 project is exempt per California Environmental Quality Act (CEQA), Section 15301 (c), since the proposed project involves “operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of “Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety, and other alterations such as the addition of bicycle facilities, including but not limited to bicycle parking, bicycle-share facilities and bicycle lanes, transit improvements such as bus lanes, pedestrian crossings, street trees, and other similar alterations that do not create additional automobile lanes).” National Environmental Policy Act (NEPA) was not required for this project.

ATTACHMENTS:
2025 Slurry and Fog Seal Project Map

203
Lake M
ary
Rd
203
Forest Trl
Bridge Ln
Lakeview Blvd
Meridian Blvd
Lodestar Dr
Lake
Mary
Rd
Rainbow Ln
Mono St
Manzanita Rd
Davison Rd
Fir St
Lupin St
Old
Mam
moth R
d
Snow Creek
Golf Course
Sierra Star Golf
Course
Snowcreek
Mammoth
Lakes
toff
Sawmill Rd
03S123
203
Trails End Park
Cerro Coso
Community
College-Mammoth
Lakes
Mono County, California State Parks, Esri, TomTom, Garmin, SafeGraph, GeoTechnologies, Inc, METI/ NASA, USGS, Bureau of Land Management, EPA, NPS, US Census Bureau, USDA, USFWS, Maxar 2025 ROAD & MUP SEAL PROJECT: BASE BID
Legend
Treatment
Fog Seal
Type 2 Slurry

1 TOWN COUNCIL STAFF REPORT
Title: Award contract for Road and MUP Rehab 2025 project CAP 25-001 to Qualcon Contractors Inc.

Meeting Date: May 21, 2025
Prepared by: Matthew Freedman, PE, Associate Engineer
Amy Callanan, PE, Engineering Manager
RECOMMENDATION:

Staff Recommends Town Council:
 Approve the Plans and Specifications.
 Award a contract for the Base Bid plus Alternate 1 to the lowest responsive bidder, Qualcon Contractors Inc., in the amount of $3,027,014.
 Authorize the Public Works Director to execute the construction contract and accept the project upon completion.
 Authorize the Public Works Director to review and approve minor revisions to complete the project, up to an additional 10% of the award amount.

BACKGROUND:

Every year Town Staff completes road condition assessments of streets and multi-use paths (MUPs) throughout Town. The assessments are entered into an asset management software program known as Street Saver. Street Saver then produces results showing which roads have a high or low PCI (Pavement Condition Index). Staff use the software to run various reports and scenarios based on both PCI and available funds to prioritize which streets are the highest priority and need to receive maintenance. This data is validated in the field in consultation with the Public Works Road Maintenance team. In the coming years, Staff expects to see a significant amount of road trenching and directional boring in support of the Golden State Connect fiber project. Staff are not recommending large reconstruction projects currently as the impacts to the road network on this project are not fully understood. With this future project in mind Staff developed a plan to address several deficiencies that have minimal risk of being disturbed by the upcoming project. The plan is to correct/fix rough intersections, MUPs and targeted shorter stretches of roads. During the Fall of 2024, staff went through this process to develop the possible scope of work for this project, which has ultimately resulted in various segments of roads and MUPs being selected for maintenance based on the amount of funding available. The project scope of work recommended for contract award includes reconstruction of the following streets and MUPs (also shown in the attached map):
 Panorama Drive & Ridge Way
 Majestic Pines Drive & Valley Vista Drive

2  Lakeview Boulevard – from Lakeview Road to 360 feet West  Forest Trail from Convict Drive to Rainbow Lane
 Forest Trail & Grindelwald Road
 Forest Trail & Holiday Way
 Town Yard Work
 Multi-use Paths
o Mammoth Creek Park East MUP
o Eagle to Waterford MUP
o Meridian Boulevard (Northside) MUP
o Sawmill Cutoff MUP
o Shady Rest MUP
 Alternate 1 – Raise MCWD Utility Covers
ANALYSIS:

Staff solicited bids for the construction of the project beginning April 18, 2024. Bids were publicly opened on May 9, 2024, at 3:30 PM. Two (2) bids were received with base bid pricing as follows:
 Qualcon Contractors, Inc.: $2,978,414.00
 Spiess Construction Co, Inc.: $2,985,822.40
A bid review was completed, and no irregularities were identified. Staff are recommending the award of Alternate 1 in the amount of $48,600 which will be funded by the Mammoth Community Water District (MCWD). The total Qualcon base bid award plus Alternate 1 is $3,027,014.

FINANCIAL CONSIDERATIONS:

On March 19, 2025 the Town Council adopted a resolution amending the FY 24-25 budget.

The resolution included a total of $4.25 million in funding dedicated street, MUP and infrastructure improvements, which staff has included in three separate construction projects (Road & MUP Rehab, Slurry & Fog Seal, and Misc Concrete & Facility Work).

On May 7, 2025 the Town Council adopted a resolution dedicating SB1 funds to the same projects. The Town currently has an SB1 balance of $333,357. Finally, the Town Council recently approved $350,000 in Measure R funds, and they had previously approved $500,000 in general funds to install a climbing boulder, shade structures and other improvements at Mammoth Creek Park (MCP). The concrete work that supports the work at Mammoth Creek Park was bid as part of this Concrete and Facility Work project, with a bid subtotal of $156,073, which will be billed towards those project budgets. The Road and MUP project award includes an Alternate in the amount of $48,600.00 that will be funded by MCWD to lift their utilities to grade after the road work is completed.

The total funding allocated towards these three projects is $4,788,030 ($4,250,000 + $333,357 SB1 + $156,073 MCP + 48,600 MCWD). The total proposed awards for the three

3 projects including contingencies is $4,589,819.30 leaving almost $200,000 available for future projects.

The proposed projects are within the funds set aside and will be allocated as follows:

Road and MUP Rehab 2025 project CAP 25-001 $3,027,014.00 2025 Slurry & Fog Seal project CAP 25-002 $ 559,120.00
Miscellaneous Concrete and Facility Work project CAP 25-003 $ 586,429.00 10% Contingencies $ 417,256.30
Total $4,589,819.30
ENVIRONMENTAL CONSIDERATIONS:

The Road & MUP Rehab 2025 project is exempt per California Environmental Quality Act (CEQA), Section 15301 (c), since the proposed project involves “operation, repair, maintenance, permitting, leasing , licensing, or minor alteration of “Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety, and other alterations such as the addition of bicycle facilities, including but not limited to bicycle parking, bicycle-share facilities and bicycle lanes, transit improvements such as bus lanes, pedestrian crossings, street trees, and other similar alterations that do not create additional automobile lanes).” National Environmental Policy Act (NEPA) was not required for this project.

ATTACHMENTS:
2025 Road and MUP Project Map

Minaret Rd
Minaret Rd
Forest Trl
Mammoth
C
Ridg
anyon Blvd
ecrest Dr
ge Ln
Pine
Hurst Rd
Lakeview Blvd
Lodestar Dr
Lake
Mary
Rd
Lake Mary Rd
Meridian Blvd
Forest Trl
Valley Vist a Dr
Rainbow Ln
Beaver Trl
Davison Rd
Minaret R
d
Mammoth Cr eek
Old Mammoth Rd
Hill St
Forest Trl
Pinecrest Ave
Mammoth Creek
Sierra Park Rd
Meridian Blvd
Mammoth Creek Rd
Chateau Rd
Sierra Nevada Rd
Mono St
Manzanita Rd
Joaquin Rd
Joaquin Rd
Sierra Manor Rd
Lupin St
Snowcreek Rd
O
bsidian Place
Ta vern Rd
Ta vern Road
Minar et Rd
Old
Mam
m
oth R
d
Main St
Sierra Star Golf
Course
Mammoth
Lakes
Sherwin Creek Rd
Ski Trl
Summit St
Snow Creek
Golf Course
Snowcreek
Sawmill Cu
Sawmill Roa
d
Shady Rest Park Road
Mammoth Creek Rd
Commerce Dr
Helipad Road
Highway 20
Trails End Park
Cerro Coso
Community
College-Mammoth
Lakes
Sherwin Creek Rd
Esri Community Maps Contributors, Mono County, California State Parks, Esri, TomTom, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Bureau of Land Management, EPA, NPS, US Census Bureau, USDA, USFWS, Maxar
Legend
Targeted Intersection Reconstruct
Targeted Intersection Reconstruct
MUP Reconstruction
Alternate
Base
Road Reconstruction
Alternate
Base
2025 ROAD & MUP RECONSTRUCTION PROJECT

1 TOWN COUNCIL STAFF REPORT
Title: Award Contract for Miscellaneous Concrete and Facility Work project CAP 25-003 to Rock-N-Dirt, Inc.

Meeting Date: May 21, 2025
Prepared by: Amy Callanan, PE, Engineering Manager
Colin Brownlee, Assistant Engineer
RECOMMENDATION:

Staff recommend Town Council:
 Approve the Plans and Specifications.
 Award the base bid contract to low responsive bidder, Rock-N-Dirt Inc in the amount of $586,429.00.
 Authorize the Public Works Director to execute the construction contract and accept the project upon completion.
 Authorize the Public Works Director to review and approve minor revisions to complete the project, up to an additional 10% of the award amount.

BACKGROUND:

Town staff have identified miscellaneous scopes of concrete work that need to be addressed throughout Town. The scopes of work were originally identified independently and combined for bidding efficiency and include the following:
 Concrete work to complete the capital improvements at Mammoth Creek Park West.
 Broken concrete infrastructure includes Town utility boxes, a retaining wall, curb and gutter, and drainage infrastructure.
 Maintenance that includes sidewalk repair.

The Mammoth Creek Park West work was identified last year and includes work to facilitate the installation of the climbing boulder (funded by Mammoth Lakes Recreation) and two shade structures. It also includes excavation and curb work to complete improvements to the landscaping that was installed last season. The miscellaneous broken facilities scope is a list of work identified by Town Engineering and Road staff; the list has been compiled over the last few years as small projects beyond the duties or capacity of the Road Department but without a place in previous contracts. This was the impetus for putting together a contract for a growing list of non-urgent work that needed to be addressed.

2 Every year due to the extreme temperature changes of our environment and extreme freeze thaw cycles, concrete sidewalks expand and contract causing failures, most noticeably buckled panels. Contracts were put in place to address this issue in 2020 and 2021. A preliminary list of sidewalk panels that have major cracking or failures has been identified, but this scope is also intended to be a preemptive measure to address buckled panels that we typically see in the late spring and early summer.

ANALYSIS:

Staff solicited bids for the construction of the project beginning April 18th, 2025. Bids were opened May 8th 2025, at 3:30 PM. Two (2) bids were received as follows:
 Rock-N-Dirt, Inc Base Bid: $586,429.00
 Spiess Construction Co, Inc. Base Bid: $945,540.00
A bid review was completed, and no irregularities were identified.

FINANCIAL CONSIDERATIONS:

On March 19, 2025 the Town Council adopted a resolution amending the FY 24-25 budget.

The resolution included a total of $4.25 million in funding dedicated street, MUP and infrastructure improvements, which staff has included in three separate construction projects (Road & MUP Rehab, Slurry & Fog Seal, and Misc Concrete & Facility Work).

On May 7, 2025 the Town Council adopted a resolution dedicating SB1 funds to the same projects. The Town currently has an SB1 balance of $333,357. Finally, the Town Council recently approved $350,000 in Measure R funds, and they had previously approved $500,000 in general funds to install a climbing boulder, shade structures and other improvements at Mammoth Creek Park (MCP). The concrete work that supports the work at Mammoth Creek Park was bid as part of this Concrete and Facility Work project, with a bid subtotal of $156,073, which will be billed towards those project budgets. The Road and MUP project award includes an Alternate in the amount of $48,600.00 that will be funded by Mammoth Community Water District (MCWD) to lift their utilities to grade after the road work is completed.

The total funding allocated towards these three projects is $4,788,030 ($4,250,000 + $333,357 SB1 + $156,073 MCP + 48,600 MCWD). The total proposed awards for the three projects including contingencies is $4,589,819.30 leaving almost $200,000 available for future projects.

The proposed projects are within the funds set aside and will be allocated as follows:

Road and MUP Rehab 2025 project CAP 25-001 $3,027,014.00 2025 Slurry & Fog Seal project CAP 25-002 $ 559,120.00
Miscellaneous Concrete and Facility Work project CAP 25-003 $ 586,429.00 10% Contingencies $ 417,256.30
Total $4,589,819.30

3 ENVIRONMENTAL CONSIDERATIONS:

The project is exempt per California Environmental Quality Act (CEQA), Section 15301 (c), since the proposed project involves “operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of “Existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety, and other alterations such as the addition of bicycle facilities, including but not limited to bicycle parking, bicycle-share facilities and bicycle lanes, transit improvements such as bus lanes, pedestrian crossings, street trees, and other similar alterations that do not create additional automobile lanes).” The improvements at Mammoth Creek Park are included in the CEQA work completed for the CRC in 2017 SCH#2016062009
ATTACHMENTS:
2025 Concrete and Facility Work Project Map

Miscellaneous Concrete and Facility Repairs - Scope of Work 1 210 Commerce Drive
Mammoth Creek Park Retaining Wall Shady Rest Skate Park Truncated Domes Select areas of curb
to be removed and
replaced
Various sidewalk and utility lids
to be identified for removal and
replacement around Town

Mammoth Lakes Town Council
Agenda Action Sheet
Title: Adopt the resolution authorizing the application for previous PLHA awardees and adopting the PLHA Plan for the Permanent Local Housing Allocation Program.

Council Meeting Date: 5/21/2025
Prepared by: Nolan Bobroff, Community and Economic Development Director Recommended Motion: Adopt the resolution authorizing the application for previous PLHA awardees and adopting the PLHA Plan for the Permanent Local Housing Allocation Program.

Summary: In 2017, the State of California passed a 15-bill housing package to address the State’s housing shortage and high housing costs. This included the Building Home and Jobs Act (SB2, 2017), which established a $75 recording fee on real estate documents. Seventy percent of these recording fees were then set aside for a Permanent Local Housing Allocation (PLHA) program.

The PLHA program is overseen by the State’s Department of Housing and Community Development (HCD) who published a Notice of Funding Availability (NOFA) in August 2022 announcing the availability of approximately $335 million in funding. Those funds were then allocated to all cities and counties throughout the State for eligible housing and homelessness activities. In order to receive the allocated funds, a jurisdiction was required to have a five-year plan in place that outlines how the grant funds will be spent. The Town’s five-year plan was to use the funds for a downpayment assistance (DPA) program that provides assistance to households earning up to 120% AMI. The Town submitted an application in November 2022 for the initial three-year allocation of funds covering the period of 2019-2021 and were awarded $359,816 in April 2023. The August 2022 NOFA estimated the Town’s 5-year allocation for the full five-year period to be $490,382.

In October 2024, HCD published a NOFA for previous PLHA awardees to solicit applications for the remaining two-year allocation of funds (2022-2023). The PLHA program is funded by the actual recording fees collected which means the actual amounts allocated to a jurisdiction would ultimately change. The five-year amount allocated to Mammoth Lakes increased slightly since the 2022 NOFA and the current amount allocated to the Town is $496,879. As such, a new resolution is required to reflect the increased amount. The Town intends to continue to utilize the funds for a DPA program since it is one of the few programs that provides assistance to households earning up to the 120% AMI level.

RESOLUTION NO. 2025-__

TOWN OF MAMMOTH LAKES

AUTHORIZING RESOLUTION OF THE TOWN OF MAMMOTH LAKES

AUTHORIZING THE APPLICATION AND ADOPTING THE PLHA PLAN

FOR THE PERMANENT LOCAL HOUSING ALLOCATION PROGRAM
All of the Town Council Members of the Town of Mammoth Lakes hereby consents to, adopts, and ratifies the following resolution:

A. WHEREAS, the Department is authorized to provide up to $335 million under the SB 2 Permanent Local Housing Allocation Program Formula Component from the Building Homes and Jobs Trust Fund for assistance to Cities and Counties (as described in Health and Safety Code section 50470 et seq. (Chapter 364, Statutes of 2017 (SB 2)).

B. WHEREAS, the State of California (the “State”), Department of Housing and Community Development (“Department”) issued a Notice of Funding Availability (“NOFA”) dated 8/17/2022 under the Permanent Local Housing Allocation (PLHA) Program and issued a subsequent NOFA on 12/29/2023, that was then amended on 10/15/2024, for the fourth and fifth calendar year allocations of moneys deposited in the Building Homes and Jobs Trust Fund for the prior 2022 and 2023 calendar years.

C. WHEREAS, the Town of Mammoth Lakes is an eligible Local government who has applied for program funds to administer one or more eligible activities, or a Local or Regional Housing Trust Fund to whom an eligible Local government delegated its PLHA formula allocation.

D. WHEREAS, the Department may approve funding allocations for PLHA Program, subject to the terms and conditions of the Guidelines, NOFA, Program requirements, the Standard Agreement, and other contracts between the Department and PLHA grant recipients; NOW THEREFORE BE IT RESOLVED THAT:

1. If Applicant receives a grant of PLHA funds from the Department pursuant to the above referenced PLHA NOFA, it represents and certifies that it will use all such funds in a manner consistent and in compliance with all applicable state and federal statutes, rules, regulations, and laws, including without limitation all rules and laws regarding the PLHA Program, as well as any and all contracts Applicant may have with the Department.

2. Applicant is hereby authorized and directed to receive a PLHA grant, in an amount not to exceed the five-year estimate of the PLHA formula allocations, as stated in Appendix C of the current NOFA $496,879 in accordance with all applicable rules and laws.

3. Applicant hereby agrees to use the PLHA funds for eligible activities as approved by the Department and in accordance with all Program requirements, Guidelines, other rules and laws, as well as in a manner consistent and in compliance with the Standard Agreement and other contracts between the Applicant and the Department.

Resolution No. 25-__

4. Pursuant to Section 302(c)(4) of the Guidelines, Applicant’s PLHA Plan for the 2019-2023 Allocations is attached to this resolution, and Applicant hereby adopts this PLHA Plan and certifies compliance with all public notice, public comment, and public hearing requirements in accordance with the Guidelines.

5. If applicable, Applicant certifies that it was delegated by [n/a] to submit an application on its behalf and administer the PLHA grant award for the formula allocation of PLHA funds, pursuant to Guidelines Section 300(c) and 300(d), and the legally binding agreement between the recipient of the PLHA funds and the Applicant is submitted with the PLHA application.

6. If applicable, Applicant certifies that it has or will subgrant some or all of its PLHA funds to another entity or entities. Pursuant to Guidelines Section 302(c)(3), “entity” means a housing developer or program operator, but does not mean an administering Local government to whom a Local government may delegate its PLHA allocation.

7. If applicable, Applicant certifies that its selection process of these subgrantees was or will be accessible to the public and avoided or shall avoid any conflicts of interest.

8. If applicable, Pursuant to Applicant’s certification in this resolution, the PLHA funds will be expended only for eligible Activities and consistent with all program requirements.

9. If applicable, Applicant certifies that, if funds are used for the acquisition, construction or rehabilitation of for-sale housing projects or units within for-sale housing projects, the grantee shall record a deed restriction against the property that will ensure compliance with one of the requirements stated in Guidelines Section 302(c)(6)(A),(B) and (C).

10. Applicant shall be subject to the terms and conditions as specified in the Standard Agreement, the PLHA Program Guidelines and any other applicable SB 2 Guidelines published by the Department.

11. Town Manager is authorized to execute the PLHA Program Application, the PLHA Standard Agreement and any subsequent amendments or modifications thereto, as well as any other documents which are related to the Program or the PLHA grant awarded to Applicant, as the Department may deem appropriate.

Resolution No. 25-__

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Mammoth Lakes this 21st day of May 2025 by the following vote:

AYES: ______ ABSTENTIONS: ______ NOES: ______ ABSENT: ______ Signature of Approving Officer: ___________________________________ CHRIS BUBSER, Mayor
Town Council

CERTIFICATE OF THE ATTESTING OFFICER
The undersigned, Officer of the Town of Mammoth Lakes, does hereby attest and certify that the foregoing Resolution is a true, full and correct copy of a resolution duly adopted at a meeting of the Town Council of the Town of Mammoth Lakes which was duly convened and held on the date stated thereon, and that said document has not been amended, modified, repealed or rescinded since its date of adoption and is in full force and effect as of the date hereof.

ATTEST: ____________________________________
JAMIE GRAY, Town Clerk
Town of Mammoth Lakes, State of
California

Allocation Years New & Streamlined
Submission Deadline
5-Year Plan Amendment
Submission Deadline
Year 1 (2019) n/a n/a
Year 2 (2020) n/a n/a
Year 3 (2021) 02/28/2025 06/30/2025
Year 4 (2022) 02/28/2026 06/30/2026
Year 5 (2023) 02/28/2027 06/30/2027
Business, Consumer Services and Housing Agency
Permanent Local Housing Allocation (PLHA) Formula
Allocation
Notice of Funding Availability (NOFA) October 15, 2024
2024 Application for Previous Awardees
State of California
Gavin Newsom, Governor
Website: Permanent Local Housing Allocation Program (PLHA) Tomiquia Moss, Secretary
Department of Housing and Community Development
Gustavo Velasquez, Director
Program Design and Implementation, PLHA Program
651 Bannon Street, Sacramento, CA 95811
Email: [email protected]

Mammoth Lakes Town Council
Agenda Action Sheet
Title: Adopt the resolution approving an updated Travel Policy for the Town of Mammoth Lakes.

Council Meeting Date: 5/21/2025
Prepared by: Jamie Gray, Town Clerk
Recommended Motion: Adopt the resolution approving an updated Travel Policy for the Town of Mammoth Lakes.

Summary: The Town’s Administrative Team has started the process of reviewing and updating the Town’s current policies to make sure that they comply with current practices and updated legal requirements. Most of the Town’s policies are required to be reviewed every five years, however it has been more than five years since many of the policies have been reviewed and updated. Town staff will be bringing several updated policies for Town Council approval over the next year.

Updating policies by resolution helps with recordkeeping and tracking of existing policies.

The Town’s current Travel Policy was adopted in 2018. The policy establishes procedures for authorization of and reimbursement for travel by Town employees on Town business, which is often necessary to attend conferences or meetings, obtain certifications, or for other businessrelated activities. Over time, the Town has modified various aspects of the way travel is handled due to changes in practices and technology and to improve efficiency.

The proposed policy contains updated language to reflect these current practices, provide clarity for employes, and update per diem rates that reflect industry standards and rising costs. A simplified version of the Authorization and Claim for Travel Expense Form reflects a more streamlined process for documenting travel costs and reimbursements and is consistent with the way these expenses have been handled for the past several years. The proposed policy has been reviewed by the Town’s Administrative Team (Town Manager Rob Patterson, Assistant to the Town Manager Pam Kobylarz, Town Clerk Jamie Gray, and Human Resources Manager Amanda Pelham), Town Attorney Andrew Morris, and Parks and Recreation Director Stuart Brown.

RESOLUTION NO. 25 –

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

OF CALIFORNIA, ADOPTING THE TOWN OF MAMMOTH LAKES TRAVEL POLICY AND REPEALING RESOLUTION NO. 18-49
WHEREAS, the Town of Mammoth Lakes takes its stewardship over the use of its limited public resources seriously and public resources should only be used when there is substantial benefit to the Town of Mammoth Lakes; and
WHEREAS, the Town of Mammoth Lakes has previously adopted Resolution No. 18-49, and a significant amount of time has passed since the policy statement has been reviewed; and WHEREAS, the Town of Mammoth Lakes recognizes that certain travel, workshops, conventions, seminars, conferences, meetings, and other business-related activities will result in expenses being incurred on behalf of the Town by its employees; and
WHEREAS, the Town recognizes that employees should not personally incur any business-related expenses when travelling on Town business, nor should employees gain any undue benefit from such travel; and
WHEREAS, a policy is required to establish procedures for authorization and reimbursement for travel by Town employees on Town business; and
WHEREAS, this policy satisfies the requirements of Government Code Section 53232 et seq.

NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF MAMMOTH LAKES AS FOLLOWS:

Section 1. The travel policy attached hereto as Exhibit “A” is hereby adopted.

Section 2. Resolution No. 18-49 is hereby repealed.

APPROVED AND ADOPTED THIS 21
st DAY OF MAY 2025.

CHRIS BUBSER, Mayor
ATTEST:

JAMIE GRAY, Town Clerk

Exhibit A
Travel Policy

TRAVEL POLICY
I. Purpose and Scope
The Town of Mammoth Lakes (“Town”) recognizes that certain travel, workshops, conventions, seminars, conferences, meetings, and other business-related activities are beneficial to the Town and its operations and will result in expenses being incurred on behalf of the Town by its employees. The Town recognizes that employees should not personally incur any business-related expenses when travelling on Town business. Due to the Town’s remote location, the cost of employee travel can be high and employees often have unique considerations and circumstances to take into account when travelling for work purposes. This policy establishes procedures for authorization and reimbursement for travel by Town employees on Town business.

This policy applies to all employees and elected and appointed officials. Failure to comply with the provisions of this policy, including falsification of travel expenses, will result in disciplinary action up to and including termination of employment where applicable and other penalties defined in California Government Code §53232.4 as it applies to elected officials.

II. Definitions
Employee: Includes regular employees, limited-term employees, and elected and appointed officials.

Per Diem: The amount of funds allowed to an employee traveling on Town business that is provided as a reasonable payment for meals or other allowed out-of-pocket business-related expenses.

Reasonable and Customary Expenses: Are those defined by this policy or, in the absence of such definition, those established by Internal Revenue Service (IRS) guidelines.

Town Business: Includes, but is not limited to, attendance at training sessions, seminars, conventions, professional associations, workshops, meetings and other travel purposes.

III. Policy
A. General Provisions

1. The Town shall pay for reasonable and customary expenses associated with employee travel. Travel shall be at the most reasonable and economical cost to the Town, considering total cost of transportation, time spent in transit, employee safety and convenience, and the availability of Town-owned vehicles. Travel privileges may be restricted or denied based on budgetary constraints.

2. No employee shall experience personal financial loss for reasonable and necessary costs as a result of representing the Town, as long as the expenses are within the guidelines set forth in this policy.

3. Efforts shall be made to book all travel in advance to take advantage of lower rates. Government, discount, and group rates shall be used when available.

4. Any personal travel expenses incurred in conjunction with approved travel on Town business must be separate and distinguishable from reimbursable Town travel expenses.

5. Expenses incurred under this policy shall be appropriate to the circumstances and consistent with the best interests of the Town and its desire to minimize travel costs.

B. Procedures

1. Authorization and Claim for Travel Expense Form
All employee travel must be approved by the employee’s Department Head. Travel by the Town Manager or Town Council is self-authorized. An Authorization and Claim for Travel Expense form (Attachment A) is required for all travel and must be completed and submitted to Accounts Payable at least one (1) month, or as soon as reasonably possible, prior to travel commencement to ensure timely processing for any travel advance. Requests received within two (2) weeks of travel commencement will be processed in a timely manner; however, the employee is not guaranteed to receive per diem prior to departure. Applicable original receipts, registration forms, brochures, conference agendas, etc. must be attached. The form may be submitted to Accounts Payable after the completion of travel if no travel advance is requested. Emergency travel may be approved at the discretion of the Town Manager or designee.

2. Travel Advances
Travel advances are typically used for per diem and other business-related out-of-pocket expenses to be paid by the employee while traveling. The Town will not provide a cash advance to an employee for anticipated travel expenses other than per diem.
i. When a travel advance is requested, it will be provided to the employee at least one (1) week prior to commencement of travel, providing the request is made in sufficient time. ii. All money advanced to an employee to pay for travel expenses constitutes a lien in favor of the Town upon the accrued wages of the employee to whom the advance is made, should the travel not be taken and funds not repaid as provided for in this policy.
iii. Other than per diem, receipts accounting for travel expenses in excess of the amount advanced must be returned to Accounts Payable within two (2) weeks of the employee’s return to work. Only approved expenses incurred will be reimbursed. Failure to submit the request for reimbursement within two (2) weeks may result in the denial of reimbursement for those expenses. iv. Advances not expended must be reconciled and submitted along with any monies due to the Town to Accounts Payable within two (2) weeks of the employee’s return to work. Employees shall reimburse the Town any allowance provided for a meal that was subsequently paid for by a third party. However, employees are not expected to reimburse the Town the remainder of what was not spent on a particular meal.
v. Any advance payment made to an employee for travel that is canceled shall be repaid to the Town within two (2) weeks of cancellation.

C. Eligible Expenses
Eligible expenses are those actual costs incurred by an employee as a result of performing Town business. All expenses are subject to verification that they comply with this policy and will be reimbursed only if in compliance with this policy.

Expenses for which employees receive reimbursement from another agency are not reimbursable.

1. Registration

Fees to attend conferences, seminars, conventions, trainings, or other similar events may be paid in advance or onsite by Town credit card.

2. Transportation
The most economical mode and class of transportation should be used with consideration for scheduling, needs, time spent in transit, employee safety, and cargo space requirements. i. Air:

Only regular or coach/economy fares will be paid for by the Town. In the case where first class or business class service is used, reimbursement will be made at the regular or economy fare or equivalent rate.
ii. Automobile:

Town-Owned Vehicles: Town-owned vehicles should be used for employee travel whenever possible.

When using a Town-owned vehicle for travel, a credit card will be provided to the employee for refueling.

The employee is required to record the car number and the mileage at the time of refueling on the gas receipts.

Privately-Owned Vehicles: An employee may choose to use a privately-owned vehicle in accordance with the Town’s Vehicle Use Policy which requires approval from the Town Manager or designee and from the Human Resources Manager. Employees using Town-owned or privately-owned vehicles for Town business must comply with the Town’s Vehicle Use Policy. Proof of vehicle insurance for use of privately-owned vehicles is to be provided to and kept on file by Human Resources. In such circumstances, the employee shall be provided with a credit card for the purposes of refueling. Gas usage may be audited based on the miles traveled.
iii. Car Rental:

The expense of a rental vehicle will be reimbursed when rented for business necessity. The most economical car available should be rented when used for Town business. iv. Taxis/Shuttles/Trains:

Fares for taxis, shuttles, ride-share services, or trains may be reimbursed, including up to a fifteen percent (15%) gratuity per fare, when the cost of such fare is more economical, or when such transportation is necessary for time-efficiency.

3. Lodging
Lodging expenses will be reimbursed or paid for by the Town when travel on Town business reasonably requires an overnight stay. If a family member or guest accompanies the employee, the employee shall pay for any amount over that of a single accommodation. Upon checkout, the employee shall pay additional costs such as movies charged to the room or other room services, separately. Such expenses not paid separately by the employee will be deducted from any reimbursement owing.

If such lodging is in connection with a conference or similar event, lodging expenses must not exceed the group rate published by the conference organizer if such rates are available at the time of booking. When lodging is in connection with a conference or similar event, employees should stay at that location, when possible. If the conference or event hotel is not available, the employee should choose a nearby hotel with comparable rates to the conference or event hotel. Employees should request government rates when available.

4. Meals
A per diem is provided for meal expenses according to the provisions below for each day the employee is traveling on Town business. No per diem will be provided for any meals that are provided by some other entity, person, or group while the employee is away, unless special dietary needs or restrictions need to be accommodated. Snacks and continental breakfasts such as juice, coffee, and pastries are not considered to be meals. No meal expense may be claimed or reimbursed more than once in a 24-hour period. The Town does not provide per diem for or reimbursement for alcoholic beverages. The rates may be amended from time to time, are maximums, not allowances, and include gratuities up to 15 percent (15%).

Per Diem Rates
Breakfast: $22
Lunch: $23
Dinner: $36
Incidentals: $10
If the meal expense exceeds the per diem maximum, a memorandum or email justifying the additional expenses must be approved by the Department Director or authorized designee. Itemized receipts are required for all meal reimbursement claims that exceed the per diem amount.

5. Other
Reasonable miscellaneous expenses may be reimbursed based on approval by the Department Head after the travel has been completed. Such expenses may include baggage handling fees, tips for taxis (not to exceed 15 percent), parking fees, tolls, and internet service only if used for work purposes.

D. Credit Card Use
Employees shall use Town credit cards to pay for necessary travel expenses in accordance with the Town’s Credit and Charge Card Policy. Use of personal credit cards to pay for Town travel expenses is to be kept to a minimum. If a personal credit card must be used, the receipt must be included with the Authorization and Claim for Travel Expense form for reimbursement. Credit card statements are not an acceptable substitute for the original receipt.

IV. Responsibility for Review
The Town Manager, or designee, is responsible for reviewing this policy as needed or at least every five (5) years.

Finance Department
P.O. Box 1609, Mammoth Lakes, CA, 93546
(760) 965-3660
www.townofmammothlakes.ca.gov
Attachment A: Authorization and Claim for Travel Expense Form Employee Name: Department:

Conference/Training/Event:

Destination:

Date of Departure: Date of Return:

Transportation: Town Car Personal Car (verification of car insurance is on file with Human Resources)
Other Car insurance verified by Human Resources
I understand that by choosing to use my privately-owned vehicle, I will not be reimbursed for mileage but that I will be provided a gas card for the purposes of refueling my vehicle while traveling on town business.

I have read and agree to the Town’s Vehicle Use Policy.

I have read and agree to the Town’s Travel Policy.

I have read and agree to the Town’s Credit Card Policy.

Travel Expenses
Date Totals Paid By
Per Diem
Transportation
Registration/Fees
Lodging
Other
Totals
Travel Advances
Payable To: Account Number: Amount:
$
Total Advanced Expenses: $
All expenses reported on this form must comply with the Town of Mammoth Lakes policies relating to expenses and the use of public resources. The information submitted on this form is a public record. Penalties for misusing public resources and violating Town policies include loss of reimbursement privileges, restitution, civil and criminal penalties, and additional income tax liability. ______________________________________________________________________________________________________ Employee Signature Date
_____________________________________________________________________________________________________ Department Head Signature Town Manager Signature (required if using personal car)

1 TOWN COUNCIL STAFF REPORT
Title: Adopt a resolution making sole source findings for McCoy Arts and Cultural Center flooring
Meeting Date: May 21, 2025
Prepared by: Amy Callanan, PE Engineering Manager
RECOMMENDATION:

Adopt the resolution making the findings sole sourcing certain carpet and resilient vinyl tile flooring materials for the McCoy Arts and Cultural Center (MACC).

BACKGROUND:

Town Council has recently taken several actions to move the development of the McCoy Arts and Cultural Center (MACC) project along, including awarding a design contract to HMC (March 19), authorizing a joint development and use agreement with Kern Community College District (April 16), authorizing the purchase and sale agreement with the Mammoth Lakes Foundation (May 7), and approving an agreement with the Mammoth Lakes Performing Arts Foundation (May 7) for operations support. The project has now been let out to bid, with an expected bid closing date of June 20, and construction contract award date of July 2.

Typically, Public Contract Code section 3400 requires public works contracts to allow contractors to request substitutions for specified products if the requested products are considered of equal quality. However, when it is necessary for certain products to exactly match other products already in use on a particular public project, findings may be made requiring that specific product to be used with no substitutions accepted.

ANALYSIS:

The MACC is designed as an addition to the existing Edison Hall which has recently been renovated. The MACC hallway flooring materials, including certain carpet and resilient tile, are intended to flow smoothly from one phase into another without interruption.

Therefore, they must exactly match the hallway flooring materials used in the Edison Hall in order to prevent inconsistencies between the buildings such as irregularity in surface texture, surface elevations, and performance or maintenance characteristics.

Staff recommends Town Council make the findings that:

1. Resilient tile material “LVT-1”, to be used in the MACC lobby hallway, and carpet flooring material “CPT-2”, to be used in the MACC supporting space hallway, shall be sole sourced as indicated in the project plans and specifications, with no substitutions permitted, in order to prevent potential safety hazards and undesirable

2 performance and maintenance characteristics which could result from the substitution of different products.

2. The resolution of findings shall be included in the project contract documents as a component of the Special Conditions, to be issued by bid addendum.

FINANCIAL CONSIDERATIONS:

Specifying a particular product by brand or trade name without allowing substitutions may result in a contractor incorporating a less competitive price in their bid for providing those products. However, the overall scale of the potential cost impact compared to the size of the project is expected to be negligible.

RESOLUTION NO._______

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

OF CALIFORNIA, MAKING FINDINGS SOLE SOURCING CERTAIN FLOORING

MATERIALS FOR THE MCCOY ARTS AND CULTURAL CENTER PROJECT WHEREAS, Town Council has recently taken several actions in support of the development of the McCoy Arts and Cultural Center (MACC) project, including:

1. awarding a design contract to HMC on March 19, 2025;

2. authorizing a joint development and use agreement with Kern Community College District on April 16, 2025;

3. authorizing the purchase and sale agreement with the Mammoth Lakes Foundation on May 7, 2025; and

4. approving an agreement with the Mammoth Lakes Performing Arts Foundation for operations and maintenance support on May 7, 2025; and
WHEREAS, the project has now been let out to bid, with an expected bid closing date of June 20, 2025, and expected construction contract award date of July 2, 2025; and WHEREAS, Public Contract Code (PCC) section 3400 requires public works contracts to allow contractors to request substitutions for specified products if the requested products are considered of equal quality; and
WHEREAS, when it is necessary for certain products used in a project to exactly match other products already in use on a particular public project, PCC section 3400 also allows findings to be made by the awarding authority requiring that specific product(s) be used with no substitutions accepted; and WHEREAS, the MACC is designed as an addition to the existing recently renovated Edison Hall with continuous hallways connecting the building phases, and the hallway flooring materials are intended to flow smoothly from one phase to another without interruption, and allowing substitution of the specified hallway flooring products may result in discontinuous surface textures or elevations, which could pose a safety hazard and undesirable performance and maintenance characteristics.

NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the Town Council of the Town of Mammoth Lakes, State of California, as follows:

1. The foregoing recitals are true and correct.

2. Resilient tile material “LVT-1”, to be used in the MACC lobby hallway, and carpet flooring material “CPT-2”, to be used in the MACC supporting space hallway, shall be sole sourced as indicated in the project plans and specifications, with no substitutions permitted, in order to prevent potential safety hazards and undesirable performance and maintenance characteristics which could result from the substitution of different products.

3. This resolution of findings shall be included in the project contract documents as a component of the Special Conditions, to be issued by bid addendum.

Resolution No. 25-

APPROVED AND ADOPTED THIS 21st DAY OF MAY 2025.
___________________________
CHRIS BUBSER, Mayor
ATTEST:
________________________
JAMIE GRAY, Town Clerk

1 TOWN COUNCIL STAFF REPORT
Title: Award Contract for Phase 3 Infrastructure Design Meeting Date: May 21, 2025
Prepared by: Rob Patterson, Town Manager
Nolan Bobroff, Community and Economic Development Director Haislip Hayes PE, Public Works Director
Amy Callannan PE, Engineering Manager
RECOMMENDATION:

Staff recommend the Town Council:
 Authorize the Town Manager execute an agreement with Triad Homes and Associates Inc. to complete plans and specifications for Parcel Phase 3 infrastructure.
 Authorize the Town Manager to execute amendments to the contract, within the funding allocation, as necessary to advance project design.

BACKGROUND:

The Town has been advancing the development of The Parcel since purchasing the site in 2018. The Town entered into an agreement with The Pacific Companies to develop and construct the various phases in 2019. In early 2021, a Master Plan for the site was approved providing the development intent for the project.The first 81-unit phase of the development “The Sawyer” was completed in 2024 and is now fully occupied. The second “Kingfisher” phase is well into construction. Staff understand that all the modules for the first half of Phase 2 are complete and will be installed in late summer or fall of 2025. The first two phases of the Parcel are rental products developed to meet specific low-income levels (30- 80% AMI) based on State funding source requirements. As previously discussed with Council and consistent with the Master Plan, the third phase of the Parcel is envisioned to consist of an ownership product to be sold to middle-income residents (120-200% AMI) with deed restrictions to ensure affordability over time.

As was contemplated during the “Plan the Parcel” Conceptual Land Use Planning process and shown in the Master Plan as “Development Area 6”, the third phase of the Parcel will be located south of Tavern Road along the eastern and southerly property lines of the site.

Staff envision a mix of 2- and 3-bedroom attached townhome-style units all with private garages and driveways. The development would be created as a Planned Unit Development (PUD) in which the buyers will own the land under their unit as well as a small back yard, similar to the Town’s 60 Joaquin project.

The phase would be accessed via an extension of Inyo Street south of Tavern Road connecting to Chaparral Road. The new section of road would be owned and maintained

2 by the Town as public right of way (ROW), similar to the new roads built along with Phase

1. Like other phases, pedestrian infrastructure and connectivity would be provided in the form of multi-use paths (MUPs) and/or sidewalks. In January 2025, staff received direction from Town Council on road alignments, density, unit orientation and count. Staff have used this direction to develop schematic plans and to better understand the costs of this development.

ANALYSIS:

Staff indicated in January that the Town would likely need to pay for the infrastructure for Phase 3. The infrastructure necessary for the development includes roads, curb & gutter, multi-use paths, water and sewer lines, electrical conduits, street lighting, and storm drain.

Paying for the infrastructure as a standalone Town project serves two very important purposes. One, it preserves IIG grant funds for future phases where local funds may be more challenging to contribute. Secondly, and more importantly, it significantly reduces the final costs of the units. If infrastructure costs were to be financed by a developer, it would increase the overall cost of the project by $2.5-3M. This equates to a per unit increase of up to $75,000. With the cost of construction already so great the Town needs to take advantage of every opportunity to reduce unit costs which will reduce the final sales price. With this consideration and irrespective of what entity completes the structures it is imperative that the Town move forward with design and construction of the Phase 3 infrastructure. Staff and the Developer were previously working with Triad Holmes on the design and Staff is recommending continuing to work with this consultant. Staff have received a proposal from Triad to complete the design work for just under $70,000. If approved, staff will work with Triad to complete the plans quickly with the goal of bidding and awarding a construction contract later this summer.

In conclusion, no matter what course of action is taken to secure the housing units, the infrastructure work needs to be completed for Phase 3 to move forward. The representatives of the Pacific Companies agree with this obligation and support the Town moving forward expeditiously.

FINANCIAL CONSIDERATIONS:

On March 19, 2025 the Town Council adopted a resolution amending the fiscal year 2024- 25 budget. The budget adjustment included $250,000 for Fund 245 – Housing Now! Programs and specifically called out was the Phase 3 design. The consultant contract would be funded by this apportionment.

TOWN COUNCIL STAFF REPORT
Title: Fiscal Year 25-26 Budget – Capital & Housing Projects, Restricted Funds Meeting Date: May 21, 2025
Prepared by: Rob Patterson, Town Manager
Megan Chapman, Finance Director
RECOMMENDATION:

Staff are requesting the Town Council review and comment on restricted revenue funds, housing and capital project funds that will assist staff in preparing the next phase of our FY25-26 budget process. Staff will use direction and additional research to bring a Tentative (Manager Recommended) budget presentation to the Town Council on June 4.

BACKGROUND:

This report provides information related to the FY24-25 tentative budget (Manager Recommended). This phase of the budget is built on recommendations from Department Heads as well as feedback received from Town Council in the preliminary budget presentation on May 1st.

There have been minor adjustments to revenue and updates to expenditures based on additional analysis that has been completed. Staff have included a list of changes for review during the tentative budget presentation. The tentative budget for the General Fund currently reflects a positive fund balance of $70,779 with revenues ($32,852,365) exceeding expenditures ($32,781,586) to produce a positive change in fund balance. Staff continue to work on a few key elements of the budget that may have an effect on this balance. Garage Service and Vehicle Replacement still have analysis and modifications which will be completed by the final budget presentation on June 19th.

Measure R and U – Restricted Funding
Revenues generated from two voter initiatives commonly referred to as Measure R and Measure U are restricted in use by the language of the initiatives. The Town Council has designated Mammoth Lakes Recreation (MLR) to be the body to take public input on the proposed use of these funds and to make recommendations to the Town Council for consideration. The MLR Board met on May 13, 2025, for the initial review of the proposed budget allocations of Measure R and U funds for FY25-26. The final budget will include any recommendations provided by MLR during their budget hearing scheduled for June.

Measure R - Trails (Fund 215) receives a transfer of $300,000 from Measure R (Fund 216) where sales tax proceeds are received. This allocation remains consistent with the prior year’s allocation.

The Trails fund is separated from the Measure R fund in order to provide clarity on expenditures for this important recreation amenity, as well as accumulate a fund balance to help with future trail construction projects. With the creation of the General Fund department 467 – Office of Outdoor Recreation in FY22-23, many of the trails administrative expenses have been moved to this new department. The only remaining labor expense in this fund is used specifically for trail

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 2 construction. This includes an allocation of a full-time public works maintenance worker who is allocated for the summer and a crew of part-time employees. The FY 25-26 budget has balanced revenue and expenditure with no planned change in fund balance.

Measure R (Fund 216) is budgeted to receive $2,000,000 in Sales Transactions and Use Tax revenues for FY25-26. The fund has operating expenditures of $718,500 for FY25-26. The Community Recreation Center (CRC) has been in operation since FY23-24, and the operational plan includes $112,000 in annual support from Measure R. This support helps reduce the fees required by the public and therefore the affordability of the new center. The budget includes support for the Office of Outdoor Recreation in the form of $100,000 for the Trails Manager, $50,000 for the Trails Program Manager, formerly the Recreation Coordinator, and $25,000 for the Office of Outdoor Recreation Manager. These positions are critical for the management of trails and other outdoor recreation amenities and are the primary Town staff supporting Mammoth Lakes Recreation. The budget includes $98,000 for the contract with Mammoth Lakes Recreation to fund operations for FY25-26.

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 3 In October 2017, the Town acquired $5.5 million in debt secured by Measure R for construction of a multi-use facility. The annual payment for this 10-year bond is based on a payment schedule and includes $613,227 for FY25-26. This payment is included in the FY25-26 budget as a transfer out to Fund 990 Debt Service, where all debt payments are made. Below is the debt service schedule for this debt.

Fiscal Year 2
5-26 Budget – Capital, Housing & Restricted Funds Page 4

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 5 Measure U (Fund 217) is projected to receive revenue of $1,110,000 in collection of User Utility Tax for FY25-26. This is an increase of $187,000 from the previous year based on analysis of actual revenue collected. This budgeted revenue remains conservative as the average revenue collected is slightly higher than these estimates and does not include any estimate for interest. Interest is determined by available interest rates from standard investment tools as well as the balance on hand. Both of these components are highly variable and therefore not included as a revenue estimate. Any interest received will contribute to covering expenditure and ultimately will end up contributing to fund balance increases.

The bulk of the expenditure remained unchanged for FY25-26 with the exception of the return of $15,000 in support of the Edison Theater operations. This theater was under construction for a remodel in FY24-25 and was not open for operations. The Town is prepared to acquire the land in a deal with the Mammoth Lakes Foundation that will include the Edison Theater once construction is completed. The theater is expected to operate in FY25-26 in a limited capacity while construction of the larger McCoy Arts and Culture Center (MACC) begins. Total operating expenditure for FY25-26 is $354,500.

The purchase of the Mammoth Lakes Foundation (MLF) property is a critical aspect of building the MACC. The Town financed this purchase as part of the larger Civic Center project, issuing Certificate of Participation - Lease Structured debt in July 2024. The total land cost is $4.5 million, which will be paid to MLF to secure the land. In this agreement, the Foundation would retain $1.5 million of the sale proceeds and donate $3.0 million to the construction of the MACC. Based on authorization from MLR in 2024, Measure U funds will be used to contribute $180,000 annually to the debt service for the first 13 years.

This debt service payment is indicated in the annual budget for Measure U and will be transferred to Fund 990 where all debt payments are made.

The difference between planned revenue and expenditure should produce an additional fund balance of $575,500 for the year. As in previous years, a set aside of $300,000 is indicated to show the level of support expected from Measure U for operational expenses of the MACC once it is fully operational. While this is set aside, it will not be expended and therefore will result in this positive change in fund balance.

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 6 Fund 240 – Long Valley
This is a small fund and receives minimal revenue from private use of the “pit” for disposal of clean fill material. The pit is located near the Airport and receives clean fill material used to rehabilitate the site, as it was previously a site from which material was removed.

The Town has also been working with the Forest Service on an update to the operating procedures. The Town has had difficulty getting proper permits and approval of operating protocols from the Forest Service. We will work through those challenges to begin operations again in FY25-26. Revenue expected for FY25-26 is $26,000 and expenditure is $3,000.

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 7 Reconstruct General Aviation and Terminal Area Parking Lot $1,945,000 The Housing Now! Initiative (245) TBD
IIG Parcel Infrastructure (Town Infrastructure) TBD
Mammoth Arts and Cultural Center (MACC) $16,800,000
Civic Center - Town Hall Construction $29,500,000
Mammoth Creek West Park Improvements $850,000
Shady Rest Restroom $200,000
Park Signage $100,000
Minaret / Meridian round-a-bout $400,000
Main Street South Side MUP Gap Closure (Town Loop) $250,000 Multipurpose Building Phase 1 - Design $350,000
Reconstruct Town-Hangar Taxilanes Design $229,000
2025 Streetscape and Infrastructure Repair Project $560,000 2025 Road and MUP Rehabilitation Project $3,000,000
2025 Slurry and Striping Project $560,000
203 / Mountain Blvd Pedestrian Beacon (HSIP) $350,000
TBID Kiosk TBD
The Housing Now! Initiative (245)
Since 2021, the Town has committed significant funding and resources under the Housing Now! brand towards providing a range of community housing with a focus on assisting households whose incomes range from the extremely low AMI level (< 30% AMI) up to the upper-middle AMI level (< 200% AMI) [Orange and Blue areas on the Housing Bridge image below]. The goal of the Housing Now! initiative is to provide housing that is available and affordable to those working in the community and focuses on both rental projects and for-sale ownership projects. Thus far, the approach has been broad across the income spectrum due to there being a significant need for additional workforce housing at all income levels as documented in the 2017 Housing Needs Assessment. To date, approximately 200 new affordable workforce units have been built (101 units), converted from existing market-rate units (12 units), or are under construction and will be completed within the next 12 months (89 units). The income levels for those units range from the extremely low AMI level (< 30% AMI) up to the upper-middle AMI level (< 200% AMI).

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 8 As staff begin to look beyond those projects that are currently underway, there is a need to develop a housing strategic plan to assist staff with prioritizing projects for funding and allow staff to better address and understand the housing needs of the community. The initial step in this effort is underway with the update of the housing needs assessment which is scheduled to be completed by the end of 2025. The updated needs assessment will provide critical data to help inform where the Town should focus the limited housing financial resources (Measure L, General Fund allocations, and existing Housing Now! funds balance) and what types of projects and programs that the Town should focus on developing. Within the Town-controlled sites, there is development capacity for at least 500 additional workforce housing units; however, it is somewhat unknown what AMI groups need the most assistance or what types of development products (e.g., rental vs ownership, number of bedrooms, etc.) are needed most.

In the upcoming year, the following housing projects will continue to be worked on:
 The conversion of market-rate units to workforce housing units under the Bridge program  Development of the initial 76 units in Phase 2 of the Parcel (Kingfisher 2.1)  Completion of the Access Apartments project (ESCH and Town partnership project)  Planning efforts for Phase 3 of the Parcel (ownership phase) with the potential to begin site work in spring 2026
 Planning efforts for the remaining phases of the Parcel Parcel Infrastructure Grant (AF4)
The Town and the Parcel Development Partner (Pacific West Communities) were awarded a $20.6 million Infill Infrastructure Grant (IIG) from the California Department of Housing and Community Development. The use of these funds will extend over several years as the Parcel is built out. The funding will be used for public and private infrastructure to support this affordable housing project. Build out is planned to include a minimum of 450 housing units. For Phase 1 of the Parcel these funds covered the parking podiums of both buildings, underground infrastructure, the extension of Tavern Road, integration of infrastructure on Laurel Mountain Road, and Inyo street. The capital budget carries the grant funding over time and actual use of the funds will depend on construction schedules.

Total Budget FY25-26 TBD with future phases of the Parcel Multipurpose Building to Include ARFF and Snow Removal Equipment – Redesign (AP2a) The Airport currently houses its Aircraft Rescue Firefighting (ARFF) vehicle and snow removal equipment (SRE) in a leased hangar and outside, for the equipment that does not fit within the

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 9 hangar. Airport employees have offices within an old trailer located at the Airport. The proposed building will be a multipurpose building that will include 7 bays for storage of the ARFF and SRE and include spaces such as a lobby, training room, breakroom, restrooms, offices, and additional storage. The project will also include an access road, parking lot, vehicular gate, ARFF access road, and relocation of Taxiway Connector A3. The project was originally designed in 2023; however, bids were not received on the structure portion of the project and the FAA revised its eligibility for this facility based on operational changes at Mammoth Yosemite Airport. Therefore, the project is being redesigned. Staff are working with the engineering/architectural consultant to reduce the size of and simplify the project to both attract bidders and ensure that the new FAA eligibility is met.

In April 2024, an Airport Improvement Program (AIP) Grant application was submitted to the FAA. The redesign is underway and will be ready to rebid the project in early 2025.

Total Budget FY25-26 Design: $350,000
Town Hangar Taxilane Reconstruction – Design (AP4a)
There are three taxilanes located between the Town Hangars at Mammoth Yosemite Airport. The taxilane asphalt has deteriorated greatly and has an extremely low Pavement Condition Index. The proposed design will include full-depth reconstruction of the taxilanes and minor grading improvements to fix existing drainage issues. In 2023 the Town issued a Request for Qualifications (RFQ) for engineering of multiple projects at the Airport including this project. The design will be completed in FY 24/25 in preparation for 2025 construction. The design will be funded with Town funding, until an Airport Improvement Grant (AIG) was submitted in 2025 to reimburse the design costs.

Total Budget FY25-26 Design: $229,000
Reconstruct General Aviation and Terminal Area Parking Lot – Construction (AP9) The existing General Aviation and Terminal Area Parking Lot at Mammoth Yosemite Airport has deteriorated over time and has an extremely low Pavement Condition Index; therefore, the parking lot needs to be reconstructed. The project scope includes full depth reconstruction, minor adjustments to grading, new markings, new solar floodlighting, and various ADA improvements.

Bids were opened in March of 2024, and a successful bid was received within the budget. An Airport Infrastructure Grant (AIG) application was submitted to the Federal Aviation Administration (FAA) in April 2024 and is currently pending approval. Construction is planned for late summer of 2025.

Total Budget FY25-26 Construction: $1,945,000

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 10 McCoy Arts and Cultural Center (MACC) (GF9)
The establishment of the McCoy Arts and Cultural Center (MACC) in the Town of Mammoth Lakes has been under consideration for several decades. The concept plan includes a performing arts auditorium, use of Edison Hall (theatre), storage/workshop space, and other ancillary uses. The concept plans have gone through several iterations. Aligning the scope of the project with realistic funding availability has been challenging. The location for the MACC is on Foundation property to be purchased by the Town. Over the past year Town staff have been engaged with the Mammoth Lakes Foundation (MLF) to evaluate options to achieve a viable project and take advantage of new opportunities. This process has been under discussion in different forms for several years. A concept design for a new performing arts auditorium integrated with the existing Edison Hall was prepared. The concept achieved a more realistic project that is being refined to ensure the facility will meet the existing and expansion needs of most current users and serve new opportunities. The execution of this refined vision was separated into two phases. The first phase includes an interior remodel of the existing footprint of Edison Theatre to be completed in 2025 and managed by the Foundation. The second phase includes the construction of the new performing arts auditorium.

The Town expects to break ground on the project in late 2025.

The Town and MLF have come to terms on the sale of the facility and surrounding lands. MLF would dedicate a portion of these proceeds to complete the MACC project. Funding sources for the new Performing Arts Auditorium project include Measure U Capital funding reserves of $4.5 M. $3M MLF contribution, Kern Community College District (local bond measure) funding of $7,500,000, and private donations.

Total Budget FY25-26 $16,800,000

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 11 Town Hall (GF14a and GF14b)
In February of 2024 the Town Council authorized bonding for the new Town Hall. Staff have been working with HMC Architects since 2022 on designs for the new facility. The project includes a new Town Hall with community spaces and offices for administrative staff. The schematic design included an emergency operations center (EOC). The Town Hall project design was approved by the planning department in April 2024, and a construction contract was awarded in July of 2024.

Construction began shortly after, and work will continue through summer 2026. Funding for the design came from the American Rescue Plan Act (ARPA). Construction of the project is funded by municipal bonds.

Total Budget FY25-26 Construction: $29,500,000
Mammoth Creek Park West Improvements (PR14)
To complement all the improvements made with the Community Recreation Center (CRC) the Town Council allocated funding to improve the park space east of the playground. Improvements for 2025 include shade structures and bouldering park with fall protection. The park area will be constructed over the summer of 2025. MLR provided funding to construct the climbing boulder. In April 2025 $350,000 in Measure R funding was set aside for this project.

Total Budget FY25-26 $850,000

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 12 Shady Rest Restroom (PR15)
In fall of 2023 the Parks and Recreation Commission recommended replacing the existing bathroom at Shady Rest Park. The existing facility is inadequate for our needs and is past its useful life. The existing structure may be repurposed for storage. A new building will be designed to be year-round, ADA compliant and meet the changing needs of the facility. Funding for the design has been set aside. No funds for construction have been allocated. Thus far a topo survey has been completed as well as preliminary designs. Work will continue during the summer/fall of 2025. Staff will develop a cost estimate for consideration for funding.

Total Budget FY25-26 $200,000

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 13 Park Signage (PR16)
Funding was set aside to construct three new park monument signs. These signs will be consistent with the municipal signage and wayfinding program. The signs will be located at Mammoth Creek Park West, the Dog Park, and Shady Rest Park. Work will begin in summer 2025.

Total Budget FY25-26 $100,000

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 14 Minaret / Meridian Round-a-Bout (ST15)
During the development and design of the Minaret Multi-Use Path (MUP) project Staff and its consultant re-evaluated the possibility of a round-a-bout at the intersection of Meridian and Minaret. A round-a-bout has been contemplated in this location for at least two decades. The Mobility Element identified this location for a round-a-bout. The initial alignment looked viable, so staff commissioned the completion of a project study report (PSR). The PSR was used to program funds to complete the project design. The project to be designed consists of roadway reconstruction and reconfiguration for approximately 400’-600’ along each of the four intersection legs at which point the improvements will tie into the existing roadways with existing lane configurations and striping. Asphalt concrete will be removed, the roadway re-graded, and new asphalt pavement installed for the roundabout alignment. Additionally, medians and curb and gutter will be added, and existing utilities will be adjusted to match new finish grade. MUPs and cart paths along with appropriate crossings will be integrated into the design. The design phase of the project is funded by $180,000 in State Transportation Improvement Program (STIP) funds and $220,000 from the General Fund. Construction funding is anticipated to come from future STIP shares.

Total Budget FY25-26 $400,000
Main Street South Side MUP (TR2)
The Main Street MUP will close a gap between the Lakes Basin Path and the Town Loop MUP located at Callahan Way. The project is located on the south side of SR203 within the Caltrans right-of-way (ROW). The project includes 1700LF of separated ADA compliant asphalt multi-use path, drainage improvements, slope protection, transit improvements, lighting, signage and wayfinding, and other supportive infrastructure. Thus far only the design phase has been funded.

Construction funding is anticipated to come from future STIP shares. Staff and Council have only authorized the consultant to advance a series of alternatives for consideration.

Total Budget FY25-26: $250,000

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 15 2025 Streetscape and Infrastructure Repair Project (SS5) This project includes various concrete work around Town. The scope includes replacement of curb and gutter along Meridian Blvd. Replacement of the retaining wall on Sierra Park south of Meridian Blvd. Replacement of truncated domes and utility boxes on Main Street. Installation of a catch basin and flatwork and the Eastern Sierra Transit Authority (ESTA) yard and 210 Commerce.

Concrete foundations at Mammoth Creek Park for the new climbing boulder and shade structures.

New concrete surface at the Shady Rest Park Skate Park. Work will be completed over the summer of 2025.

Total Budget FY25-26: $600,000
2025 Road and MUP Rehabilitation Project (ST1)
This project includes a variety of asphalt and concrete rehabilitation on roads and multi-use paths throughout Mammoth Lakes, including but not limited to pulverizing existing AC pavement, recompacting base, and place new hot mix asphalt. Work on concrete swales for removal and replacement will occur at intersections. The intent is to correct steep approach and departure angles at intersections that result in damage to roads and equipment at intersections of Forest Trail with Grindelwald Rd, Holiday Way, Rainbow Lane and Convict Dr, intersections of Ridge Way with Minaret Rd and Panorama Dr, intersection of Majestic Pines Dr and Valley Vista Dr, intersection of Old Mammoth Rd and Meridian Blvd, MUPs connecting Waterford Rd with Meridian Blvd, MUP along Meridian Blvd between Majestic Pines Dr and Joaquin Rd, Mammoth Creek MUP between Mammoth Creek Rd and MCWD service road, MUP along Sawmill Cutoff Rd and within Shady Rest Park, all within Mammoth Lakes, CA
Total Budget FY25-26: $3,000,000

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 16 2025 Slurry and Striping Project (ST2)
This project includes slurry seal, fog seal, painted traffic striping and pavement marking at a variety of roads throughout the Town of Mammoth Lakes. Slurry seal will be applied to Grindelwald Rd, Mammoth Knolls Dr, St. Anton Cir, St. Moritz Rd, Vacation Pl, Holiday Way, Berner St, Alpine Cir, Mala Ulice, Rusty Ln, Knob Hill Ln, Pinecrest Ave, Sierra Blvd, Snowcrest Ave, Old Mammoth Rd, and Sawmill Cutoff, and fog seal on Laurel Mountain Rd, Inyo Street, Tavern Rd, Chaparral Rd, Mountain Blvd, Kelley Rd, Silver Tip Ln, Majestic Pines Dr, Monterey Pine Rd, Scenic Loop, and Lakes Basin Path, all within Mammoth Lakes, CA.

Total Budget FY25-26: $560,000
203 / Mountain Blvd Pedestrian Beacon (HSIP ) (ST3)
The Town of Mammoth Lakes applied for and was awarded an HSIP (Highway Safety Improvement Program) grant to install crosswalk improvements at Mountain Boulevard. The installation will be similar to other pedestrian-activated crosswalks along Main Street. The new

Fiscal Year 25-26 Budget – Capital, Housing & Restricted Funds Page 17 crosswalk will include the reconstruction of the north ADA ramp, the construction of a new ADA ramp on the south landing, striping, and installation of new posts, mast arms, and RRFB system to match other recently upgraded SR 203 crosswalks. The design will be coordinated with the South Main Street MUP which is currently in development.

Total Budget FY25-26: $350,000
TBID Kiosk (TBID1)
In partnership with Mammoth Lakes Tourism (MLT) the Town would install informational kiosks and strategic locations around the Town. The kiosks were designed and engineered as part of the Municipal Signage and Wayfinding Project. Messaging would be developed to complement the target user groups and needs of the location. Messaging may be different in tourist vs resident areas.

The three-sided signs provide opportunities for maps, special events, marketing and other messaging the Town and MLT are trying to communicate to residents and visitors. The scope and scale of the project are in development.

Total Budget FY25-26: $TBD

CONCLUSION
This introduction to restricted funds, housing and capital projects is intended to break up the budget review process and give these important elements attention and focus. Staff continue to work on the larger budget, continuous analysis and adjustments will modify the preliminary budget presentation to a Tentative, Manager recommended which will be about 95% complete for the final budget. Staff will present this updated budget at the June 4 th Town Council meeting.

Budget Presentation – Restricted Funds
and Capital Projects
Fiscal Year 25-26
Rob Patterson
Town Manager
May 21, 2025

Fund 215 – Measure R Trails – Budget FY25-26

Fund 216 – Measure R – Budget – FY25-26

Measure R - Debt Service – Community Recreation Center

Fund 217 – Measure U – Budget – FY25-26

Housing and Capital Projects - Fund 245 & 300

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) – Rice, Truax, and Bubser as alternate
Airport Land Use Commission – Rice, Truax, and Bubser as the alternate Mono County Collaborative Planning Team (CPT) – Senior Planner Kim Cooke and Bubser and Truax as alternates
Intergovernmental Relations:

Town and County Liaison Committee – Bubser, Rice, and Town Manager and Sauser 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 – Bubser and the Town Manager as the alternate
California Joint Powers Insurance Authority Board – Truax and Assistant to the Town Manager as alternate
Transportation:

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

Mammoth Lakes Tourism (MLT) Board – Wentworth
Mammoth Lakes Recreation (MLR) Board – Truax
Eastern Sierra Community Housing Board – Rice
Treasury Oversight Committee – Finance Director; Town Manager as alternate Parks and Recreation Master Plan Advisory Committee – Rice; Bubser as the 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.