Ukiah City Council
February 1, 2023

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
REV. 0 6/21/22

1. Equipment will be furnished with final painting applied by equipment manufacturer.

Manufacturer’s applied paint shall be touched up by Contractor, as required, at field welds and on surfaces scratched or abraded during installation.

2. All piping sections shall be thoroughly cleaned of mill scale, heat treating scale, heavy oxide, slag, flux, weld splatter, oil, grease, organic matter, dirt or any other foreign materials.

3. Surface preparation for all steel shall be in accordance with Steel Structure Painting Council Specification SSPC-SP-6 “Commercial Blast Cleaning” as a minimum requirement.

4. Grit blast cleaning, except for lube oil piping, shall be employed as required. The surface of the component shall be blast cleaned no longer than 8 hours prior to coating the component. Sand blasting is not permitted.

5. Lube oil piping shall be thoroughly cleaned by pickling, then rinsed and coated with a rust preventative. Rust preventative used must be compatible with the fluid of the system.

6. External surfaces of uninsulated carbon steel and alloy steel piping, with the exception of machined surfaces and edges prepared for field welding for a distance of 1-1/2 inches from the weld edge, shall be given one (1) shop coat of corrosion resistant primer capable of withstanding temperatures to the design temperature plus 50 °F without loss of protective integrity.

7. Paint shall be applied in accordance with SSPC-PA1 “Shop, Field and Maintenance Painting of Steel.”

8. Surfaces shall be finished in accordance with the following schedule:

SURFACE TO BE

FINISHED

SURFACE PREP

REQUIRED
PRIMER

SPECIFICATION

TOP COAT

SPECIFICATION
Uninsulated piping not
provided with shop
primer (temperatures
below 300 °F)
SSPC-SP-3 Power
Tool Cleaning #1 #1
Uninsulated piping,
components, and
equipment with shop
primer (temperatures
below 300 °F)
Note 3 NA #1
Uninsulated piping,
components, and
equipment with shop
primer (temperatures
between 300°F and
1200°F)
Note 3 NA #2
Legend:
#1 –Cycloaliphatic Amine Cured Epoxy
Suggested Coating: Carboline Carboguard 890 @ 4.0-6.0 mils DFT, or approved equal. #2 –Inorganic Polymer
Suggested Coating: Carboline Thermaline 4001 @ 3.5-5.0 mils DFT, or approved equal.

Notes:

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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1. Colors to be used for finish coats will be specified by Owner for each system.

2. All paints shall be VOC complaint per state and local regulations.

3. Surface preparation shall be is specified above or as per paint manufacturer recommendations, whichever is more stringent.

4. Number of coats shall be in accordance with manufacturer’s instructions.

9. Surface preparation, paint and application shall be compatible, and shall be in accordance with paint manufacturer’s recommendations.

10. Prime coating is not required on piping which will be insulated, as identified in the Piping Liner List.

11. External machined surfaces and edges prepared for field welding shall be protected against corrosion during shipment, storage and installation with one (1) coat of rust inhibiting coating (Deoxalumnite or approved equal) applied after inspection and cleaning.

12. Stainless steel, copper, or non-metallic piping shall not be painted or coated, but shall be wrapped in kraft paper, polyethylene, or crated.

13. All of the above work shall be done in accordance with Seller's written procedures.

C. Marking

1. All pipes and components shall be legibly marked with identifying pipeline number and piece number as called out on the Piping Drawings in accordance with MSS-SP-25 and PFI ES-11.

2. Each pipe hanger and support shall be legibly marked with its identifying hanger number as shown on the fabrication detail drawings in accordance with MSS SP 58.

3. A corrosion-resistant nameplate shall be attached in a clearly visible and easily accessible location. The pipe support nameplate shall be stamped with the following information:
a. Purchaser's equipment tag number
b. Manufacturer's name
c. Manufacturer's model number
d. Manufacturer's serial number
e. Date of manufacture
f. Size, inches
PART 3 - EXECUTION

3.1 INSTALLATION
A. Mechanical Equipment

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
REV. 0 6/21/22

1. Equipment for installation by Contractor is noted in scope of work.

B. General

1. Mechanical equipment shall be installed in accordance with the attached drawings, equipment manufacturer's installation instructions, and technical direction provided by equipment manufacturers’ field personnel, where provided.

2. Assembly, erection, and installation of components shipped separately including interconnecting integral piping, valves, fittings, specialties, supports, instruments, controls, and control panels shall be by Contractor.

3. Where anchor bolts are required, contractor shall furnish and install expansion bolts for anchoring of the equipment. The number, location and diameter of the expansion bolts shall be as shown on the equipment manufacturer's drawings or 1/8" smaller than bolt hole when no direction is given on the manufacturer’s drawings. The expansion bolts shall be wedge bolt anchors conforming to Federal Specification FF-S-325, Group II, Type 4, Class 1. The installation of the expansion bolts shall be in accordance with the manufacturer's written instructions.

4. Uncrating and removal of protective coverings where provided shall not be done before equipment is ready for installation. Ropes and slings attached to equipment for handling shall be rigged to prevent distortion of or damage to equipment. Contractor shall observe the lift points and weight distribution indicated on the manufacturer’s crates and skids.

5. Contractor shall use precision instruments to align equipment. Following alignment, Contractor shall shim, grout, and bolt down the equipment.

6. Contractor shall maintain all equipment in a clean condition. All openings shall always be suitably covered to prevent entrance of dirt and debris into equipment.

7. When weights are indicated in the attached documents, they are approximate, and no price adjustments will be allowed due to variation in actual weights.

8. Contractor shall furnish and install all supplementary and miscellaneous steel, supports, guards, bolting, and other items required to form a complete installation unless otherwise shown or noted on the attached documents.

9. Equipment shall not be rigged from any building steel without written permission from Owner.

10. Contractor shall protect existing floor slabs, building steel, siding and other components during the installation of the equipment. Contractor shall provide heavy timber cribbing to protect the floor slab. Where an existing building component or floor slab is damaged by Contractor, that work shall be repaired, replaced, or otherwise restored to its original condition as approved by, and at no additional cost to, the Owner.

11. It shall be understood and agreed to by Contractor that the work shall be complete in every detail even though every item involved is not specifically mentioned herein.

C. Alignment of Equipment

1. For all separately shipped rotating equipment components (i.e. motors shipped separately from driven equipment), Contractor shall align and bolt-up the drive couplings. Coupling bolts shall not be permanently installed until the correct direction of rotation has been established. All drilling or doweling required for proper alignment shall be performed by Contractor. Couplings shall be aligned using well-braced dial indicators for face and rim readings.

2. For motor-driven equipment shipped shop-assembled, Contractor shall check the alignment. Where misalignment is found, Contractor shall unbolt the coupling, re-align

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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and make up the coupling. Re-alignment shall be performed within the bolt and clamp clearances furnished with the equipment.

3. Initial alignment shall be made without external piping connected to the equipment.

Following the attachment of external piping to the equipment by Others, Contractor shall recheck alignment. Differences between the rechecked and initial alignment settings shall be reported to Owner. Contractor shall make all adjustments and shall realign the equipment as required.

4. Equipment alignment shall also be rechecked after Owner's system operational tests and plant operational tests (specified in Section 3.3, "FIELD TESTS") at design conditions.

Tests will extend for at least the period required for the equipment to attain steady-state operating temperatures. If determined necessary by Owner, Contractor shall realign the equipment after test completion.

D. Equipment Setting

1. Equipment shall be installed plumb and level and shall be set to the lines and elevations shown on the attached documents. Equipment shall be set and grouted in strict accordance with the equipment manufacturer's procedures and/or recommendations.

2. Base, bearing, and leveling plates shall be supported by shims. Use of nuts threaded on hold-down anchor bolts for shimming is not permitted. Shims shall be smooth and made of rust-resistant material and shall not protrude beyond the face of grout when installed. All shims shall be furnished by Contractor unless specified otherwise on the attached documents.

3. Contractor shall grout all equipment bases unless otherwise indicated on the equipment manufacturer's drawings. Pump skids shall be completely filled with grout; top of grout shall be finished to slope outward for drainage. If used, grout shall be furnished by Contractor and shall be performance non-shrink type in accordance with any manufacturer recommendations.

4. Where drain water may get trapped inside the perimeter of a foundation, weep holes shall be furnished in the grouting. Holes shall not be more than 5 feet apart and there shall be 2 holes minimum per foundation.

5. Rotating equipment shall not be grouted until alignment checks have been completed by Contractor.

E. Welding

1. All welding shall be done in accordance with Contractor's written procedures and AWS D1.1.

2. Contractor shall furnish all required welding rods.

F. Owner's Inspection

1. Owner reserves the right to inspect all Work and equipment prior to and after component tests and system operational tests as specified in Section 3.3 FIELD TESTS.

2. Contractor shall provide services to permit Owner's inspections such as, but not necessarily limited to, unbolting of manhole covers and access doors, scaffolding for inspection, removal of foreign materials, removal of belt guards, and tightening of hold down bolts and flanges.

G. Lubrication

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
REV. 0 6/21/22

1. Contractor shall provide and install lubricants for rotating and moving equipment components as required by equipment manufacturer’s instructions. All such lubrication shall be performed prior to performing equipment operational tests. Contractor shall be responsible for furnishing all labor, materials and equipment for filling and draining oils and lubricants from all equipment.

H. Painting

1. Touch-up and finish painting of prime coated equipment to be performed by Equipment Supplier and/or Contractor.

3.2 FIELD QUALITY CONTROL
A. General

1. Upon completion of the installation of individual system and equipment, unless directed otherwise by Owner, Contractor shall make field tests on all the equipment and plant piping systems installed by Contractor in accordance with the requirements specified herein; the Manufacturers' recommendations, testing standards, procedures specified in the applicable Contract Specifications; and the applicable requirements of jurisdictional codes and laws.

2. Each of the test forms (blank) listed in Section 4.4 " MECHANICAL TEST FORMS" shall be conformed to its specific application by filling in all necessary information indicated in the form; the conformed test forms shall be compiled by system into a test program manual and, after Owner's review, shall be used to record and document the results of tests performed by Contractor.

3. All tests shall be made with proper regard for the protection of the equipment, and Contractor shall be responsible for adequate protection to all personnel during such tests.

Safety equipment and safety barricades and warning signs shall be provided where necessary.

4. Contractor shall establish and utilize a safety tagging procedure for all the equipment and systems under its responsibility. Contractor shall also cooperate in complying with tagging procedures established by other Contractors and Owner. Damage due to failure to comply shall be the responsibility of Contractor and shall be corrected at no additional cost to Owner.

5. Enough personnel shall be stationed at critical observation points to handle venting and draining functions when filling or emptying equipment and systems during hydrostatic testing; where personnel are widely separated or out of visual contact, adequate means of communication, such as walkie-talkie radios, shall be provided.

6. Test gages, meters, instruments, and measuring devices furnished by Contractor shall have ranges, accuracies, and other features and ratings adequate to each application. A calibration program shall be maintained for test instruments and precision measuring devices showing the dates of calibration, deviations, and identifying the traceable calibration standards.

7. When the specifications or applicable codes and standards call for instruments or measuring devices of a specific type, other types of devices shall not be substituted.

8. Owner reserves the right to witness all tests, including verifications and checks. Contractor shall notify Owner of each test at least 15 days in advance of the date for the test. Where required by applicable codes, Contractor is responsible for obtaining the services of an Authorized National Board Inspector as necessary.

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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3.3 FIELD TESTS
A. Piping, Valve and Hanger Tests

1. Nondestructive Examinations
a. Nondestructive examinations shall be performed in accordance with Chapter VI of ASME B31.1.
b. Any piping weld not hydrostatically tested or made after hydrostatic testing shall be radiographed.
c. Contractor shall prepare and maintain a record of each nondestructive examination made.
d. ASME BPVC, Section I: piping N/A to scope of this work.

2. Leak Testing
a. Leak testing (both hydrostatic and pneumatic testing) of piping shall be performed in accordance with the requirements of Chapter VI of ASME B31.1. b. Piping for water and steam systems having a design pressure of 30 psig and greater or subject to vacuum conditions shall be hydrostatically leak tested. c. All permanent pipe hangers and supports shall be installed and spring hangers set for testing before filling piping with water for hydrostatic testing. d. All piping system restraints shall be installed before test pressures are applied. e. Portions of systems subject to different test pressures shall be isolated and tested separately.
f. For systems which are subject to vacuum conditions, Contractor shall first check all valve packing and seals to ensure that they will take the positive internal test pressure.
g. All necessary preparations shall be taken prior to hydrostatic testing to ensure that all welded joints are exposed, any additional supports to take the water weight are in place on the steam lines, and any piping components or equipment not to be subjected to the test pressure are suitably isolated from the system. h. Hydrostatic testing water temperature shall not be less than 70 degrees F for all carbon steel and ferritic alloy steel piping 6 inches and larger nominal size with wall thickness greater than 5/8 inch.
i. Piping to be insulated shall be leak tested before being insulated. Coated and wrapped piping shall be leak tested prior to application of coating and wrapping of field joints and/or fittings.

After leak testing and before burying, coated and wrapped piping shall be subjected to holiday testing in accordance with applicable piping specifications. The complete area of the pipe shall be tested, whether the coating is shop or field applied.

Contractor shall repair and retest all unacceptable areas attributable to installation at no additional cost to Owner.
j. Hydrostatic test pressures shall be applied at a minimum of 1.5 times the system design pressures and shall be held for a minimum of 20 minutes and such additional time as may be necessary to examine all possible leakage points. k. Pneumatic test pressures shall be applied at a minimum of 1.20 but not more than

1.25 times the system design pressures and shall be held for a minimum of 20

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
REV. 0 6/21/22
minutes and such additional time as may be necessary to examine all possible leakage points.

Application of pneumatic pressure in testing shall be in gradual states up to one-half of the ultimate test pressure so that early detection of serious leaks may be made and restricted; thereafter, the pressure shall be raised at increments of one-tenth of test pressure until final pressure is reached.
l. All leaks detected during testing attributable to installation shall be repaired and retested by Contractor at no additional cost to Owner.
m. Each leak test performed shall be recorded and documented in form MT-1 "HYDROSTATIC OR PNEUMATIC LEAK TEST."

3. Hanger Adjustment
a. Contractor shall make all required adjustments to hangers and supports during plant start-up.
b. Critical System: Not Applicable to this scope of work.

4. Flush Cleaning Test
a. The following piping systems shall be cleaned internally by flushing with water furnished by Owner:
1) Service water
b. Flush cleaning shall be performed at design flow rates and shall be continued until the effluent medium runs clear and contains no foreign matter or particles exceeding 1/8 inch in any dimension.
c. Contractor shall prepare procedures for internal flush cleaning of piping prior to start of cleaning.
d. Test results shall be recorded and documented in form MT-7 "FLUSH CLEANING TEST."
B. Equipment Integrity Tests

1. Low Pressure Tank and Equipment Leak Tests
a. Contractor shall perform leak tests for the low pressure tanks and equipment as specified below
b. Test results shall be recorded and documented in form MT-2 "LOW PRESSURE TANK AND EQUIPMENT LEAK TEST."

2. Shaft Coupling Alignment
a. Contractor shall perform shaft coupling alignments for all the equipment installed by Contractor. Alignment results shall be recorded and documented in form MT-3 "SHAFT COUPLING ALIGNMENT TEST."

3. Rotating Equipment

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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a. Prior to electrical testing by the Electrical Contractor, Contractor shall verify the proper installation of rotating equipment for all the equipment installed by him. Test results shall be recorded and documented in form MT-5 "ROTATING EQUIPMENT TEST."

4. Electrical and I&C Equipment Integrity Tests
a. Equipment integrity tests related to the Electrical and I&C will be performed by Electrical and I&C Contractors identified in Section 4.2. Contractor shall provide services, as required, related to all the Electrical and I&C equipment integrity tests.

C. Equipment Component Tests

1. Contractor shall provide coordinating services, as required, related to any equipment component tests such as instrumentation and electrical components.

2. Equipment malfunctions found during the equipment components tests attributable to installation shall be corrected by Contractor at no additional cost to Owner.

D. System Operational Tests and Plant Operational Tests

1. System operational tests and plant operational tests will be by Owner to demonstrate compliance of equipment with Owner's purchase specifications.

2. Contractor shall provide standby labor as and when requested by Owner for the system operational tests and plant operational tests.

3. Equipment malfunctions found during the system operational tests and plant operational tests attributable to installation shall be corrected by Contractor at no additional cost to Owner.

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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PART 4 - ATTACHMENTS

4.1 MECHANICAL DRAWINGS
A. 001-BM2 MECHANICAL PLANS, SECTIONS, AND DETAILS

4.2 STRUCTURAL DRAWINGS
A. 001-BM2 PUMP PLATFORM FRAMING PLAN, SECTION, AND DETAILS

4.3 ELECTRICAL DRAWINGS
A. 001-BM2 ELECTRICAL PLAN

4.4 MECHANICAL TEST FORMS
Note: Drawings included in attachments reflect the existing configuration.

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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4.4 MECHANICAL TEST FORMS
FORM NO. TITLE
MT-1 HYDROSTATIC OR PNEUMATIC LEAK TEST
MT-2 LOW PRESSURE TANK AND EQUIPMENT LEAK TEST
MT-3 SHAFT COUPLING ALIGNMENT TEST
MT-4 ROTING EQUIPMENT TEST

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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MT-1

HYDROSTATIC OR PNEUMATIC LEAK TEST
W.O.NO. TEST PACKAGE NO.

STATION SHEET NO.

SYSTEM NO. CONTRACT NO.

SYSTEM CONTRACTOR

REFERENCE DATA
LINE SPEC. TEST PRESS. PSIG DESIGN PRESS. PSIG
TEST FLUID TEST TEMP. °F CODE
TEST BOUNDARY DESCRIPTION - ATTACH FLOW DIAG. OR DWG. MARKED TO SHOW BOUNDARY INCLUDING TEMP.

CLOSURES, VENTS USED, DRAIN, TEST PUMP CONNECTION, FOR COMPLETE SYSTEMS OR INDIVIDUAL EQUIP. OR PRESSURIZED TANKS, DESCRIBE BELOW:

SPECIAL TEST CONDITIONS (IF APPLICABLE):

LEAK DETECTION METHOD
TEST PROCEDURE NO./NAME (IF APPLICABLE)
********************************************************************************************************

TEST DATA
ACTUAL PRESS. PSIG PRESS. DROP PSI TIME AT PRESS.

ACTUAL FLUID TEMP. °F METAL TEMP.(IF APPLICABLE) MIN. °F MAX. °F

VISUAL INSPECTION NOTES & REMARKS - INCLUDE LOCATION & DESCRIPTION OF LEAKS REQUIRING CORRECTION OR OTHER CONDITIONS OBSERVED.

DATE STARTED DATE COMPLETED

PERFORMED BY WITNESSED BY
******************************************************************************************************** SUBMITTED (Contractor Engineer): RECEIVED (Construction Manager Representative):

(Signature) (Date) (Signature) (Date)

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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MT-2

LOW PRESSURE TANK AND EQUIPMENT LEAK TEST
W.O.NO. TEST PACKAGE NO.

STATION SHEET NO.

SYSTEM NO. CONTRACT NO.

SYSTEM CONTRACTOR

REFERENCE DATA
TANK OR EQUIPMENT TAG NO. NAME
DESIGN CODE MAX. DESIGN PRESS./LOCATION

DESCRIBE
TEST METHOD: PRESSURIZE ATMOS.FLUID HEAD VACUUM BOX OTHER BELOW TEST FLUID TEST TEMP. (IF APPLICABLE)
oF
BOUNDARY & TEST METHOD DESCRIPTION (ATTACH SKETCHES OR DWGS. IF NECESSARY):

SPECIAL TEST CONDITIONS ( IF APPLICABLE):

LEAK DETECTION METHOD
TEST PROCEDURE NO./NAME (IF APPLICABLE)
********************************************************************************************************************* TEST DATA - PRESSURE & ATMOS. HEAD TESTS
ACTUAL PRESS. PSIG OR FLUID HEAD FT. TIME AT PRESS.

TEST RESULT NOTES & REMARKS - INCLUDE LOCATION & DESCRIPTION OF UNCORRECTED LEAKS, DESCRIPTION OF RESULTS, OR OTHER CONDITIONS OBSERVED.

*********************************************************************************************************************

TEST DATA - VACUUM BOX TESTS
ACTUAL VACUUM USED MIN. IN.HG. MAX. IN.HG.

LEAK DETECTION FLUID MIN. TIME TEST HELD
LENGTH OF JOINT TESTED PER APPLICATION (APPROX.) FT. IN.

REMARKS:

DATE STARTED DATE COMPLETED

PERFORMED BY WITNESSED BY
********************************************************************************************************************* SUBMITTED (Contractor Engineer): RECEIVED (Construction Manager Representative):

(Signature) (Date) (Signature) (Date)

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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MT-3

SHAFT COUPLING ALIGNMENT TEST
W.O.NO. TEST PACKAGE NO.

STATION SHEET NO.

SYSTEM NO. CONTRACT NO.

SYSTEM CONTRACTOR

REFERENCE DATA
TAG NO. NAME
DRIVER H.P. RATED RPM COUPLING TYPE

MFGR'S ALIGNMENT REQUIREMENTS

SPECIAL REQUIREMENTS (IF APPLICABLE)
*********************************************************************************************************************

ALIGNMENT DATA

DATA IS FOR INITIAL ALIGNMENT AFTER PIPE CONNECTED FINAL INDICATOR LAST CALIB.

SHOW BRACKET AND INDICATOR MOUNTING SCHEMATICALLY ON DIAGRAM BELOW.

REMARKS:

ALIGNMENT PERFORMED BY DATE
********************************************************************************************************************* SUBMITTED (Contractor Engineer): RECEIVED (Construction Manager Representative):

(Signature) (Date) (Signature) (Date)

MECHANICAL EQUIPMENT INSTALLATION

FISH HATCHERY SUPPLY PUMPS REPLACEMENT MECHANICAL EQUIPMENT INSTALLATION MTL 315-0165 162992 MS-003
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MT-4

ROTATING EQUIPMENT TEST
W.O.NO. TEST PACKAGE NO.

STATION SHEET NO.

SYSTEM NO. CONTRACT NO.

SYSTEM CONTRACTOR
DRIVEN EQUIPMENT (including overall mounting base or skid

IDENTIFICATION DATA
MANUFACTURER MODEL NO. SER NO.

NAMEPLATE RATINGS

ACCESSORIES

INSTALLATION CHECKS
LOCATION/ELEV./LEVEL CORRECT

ANCHOR BOLTS TIGHTENED CORRECTLY

SHAFT/COUPLING ALIGNMENT COMPLETE

SHAFT PACKAGING/SEALED INSTALLED

CORRECT LUBRICATION VERIFIED

MANUAL ROTATION PERFORMED
MGFR. CHECKS & ADJ. COMPLETE

SUCTION STRAINER INSTALLED

GROUTING COMPLETE TYPE
A/B LOCKING: TYPE SAT. ?

ALIGNMENT RECORD SHEET ATTACHED

PACKING/SEALS CORRECTLY ADJUSTED
LUBE & MAINT. RECORDS ATTACHED

ROT'N CONDITION
MFGR. CHECK/ADJ. RECORDS ATTACHED
STRAINER TYPE PERM. [ ] TEMP. [ ]
REMARKS:

TRANSMISSION [ ] N/A (DIRECT DR.) [ ] GEAR [ ] BELT [ ] OTHER:

IDENTIFICATION DATA
MANUFACTURER MODEL NO. SER. NO.

NAMEPLATE RATINGS

ACCESSORIES

INSTALLATION CHECKS

HOLD-DOWN BOLTS TIGHTENED

SHAFT SEALS CONDITION SATISFACTORY

CORRECT LUBRICATION VERIFIED
BELT TENSION ADJ. CORRECTLY

MANUAL ROTATION PERFORMED
MFGR. CHECKS & ADJ. COMPLETE

HOUSING BOLTS & PLUGS TIGHTENED

BELT/COUPLING GUARDS INSTALLED
LUBE & MAINT. RECORDS ATTACHED
IF VAR. RATIO, SET AT
MAN. ROT'N CONDITION
MFGR. CHECK/ADJ. RECORDS ATTACHED
REMARKS:

DRIVER [ ] ELEC. MOTOR (See motor data sheet) [ ] AIR MOTOR [ ] STEAM TURBINE

IDENTIFICATION DATA
MANUFACTURER MODEL NO. SER. NO.

NAMEPLATE RATINGS

ACCESSORIES

MECHANICAL EQUIPMENT INSTALLATION

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MT-4 (Cont'd)

ROTATING EQUIPMENT TEST
W.O.NO. TEST PACKAGE NO.

STATION SHEET NO.

SYSTEM NO. CONTRACT NO.

SYSTEM: CONTRACTOR

INSTALLATION CHECKS

HOLD-DOWN BOLTS TIGHTENED COUPLING GUARD INSTALLED

SHAFT/COUPLING ALIGNMENT COMPLETE ALIGNMENT RECORD SHEET ATTACHED CORRECT LUBRICATION VERIFIED LUBE & MAINT. RECORDS ATTACHED

MANUAL ROTATION PERFORMED ROT'N CONDITION
MFGR. CHECKS & ADJ. COMPLETE MFGR. CHECK/ADJ. RECORDS ATTACHED REMARKS:

PERFORMED BY: DATE: WITNESSED BY:

SUBMITTED (Contractor Engineer): RECEIVED (Construction Manager Representative):

(Signature) (Date) (Signature) (Date)

City of Ukiah
Rough Estimate of Costs for Hatchery Pump Replacement
Item No. Description Quantity
Unit of
Measure Cost per Unit Total Basis
1 Replacement pump and motor, includes
shipping to site 2 Each 100,000 $ 200,000$ Rohrpumpen and Cascade Proposals 2 Siesmic analysis of pump 1 Each $ 10,000 $ 10,000 Rohrpumpen proposal adder item 3 Removal of existing and installation of new
pumps 2 Each 35,000 $ 70,000$ PAMCO proposal
4 Piping modifications for new pump installation 2 Each 45,000 $ 90,000$ Input from Power estimator, assuming
piping at pumps will have to be modified
5 Structural modifications for new pump installation 2 Each 20,000 $ 40,000$ Input from Power estimator, assuming
existing platform elevation will have to be changed
6 Wiring and and other electrical
modifications needed to support new pump 2 Each 0 -$ By City of Ukiah 7 Testing of new pumps 2 Each 0 $ - By City of Ukiah
8 Vendor support for testing of new pumps 5 Days 2500 12,500$ Assume 5 days with travel from
Oklahoma and testing
Subtotal $ 422,500Allowance to mobilize and demobilize $ 10,000Total $ 432,500 Attachment 4

Agenda Item No: 8.e.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2022-2278

AGENDA SUMMARY REPORT
SUBJECT: Consideration of Adoption of Resolution Approving Records Destruction for the Police Department.

DEPARTMENT: City Clerk PREPARED BY: Kristine Lawler, City Clerk PRESENTER: Kristine Lawler, City Clerk
ATTACHMENTS:

1. Resolution
Summary: The Police Department, along with the City Attorney's Office and Police Communications/Records Manager, have reviewed records that have been identified as being ready for destruction. Council is being asked to approve their destruction.

Background: City of Ukiah's Records Retention Guidelines was constructed based on the State of California's recommended retention schedule and various government regulations, as well as recommendations from City departments. The Police Department, along with the City Attorney's Office and Police Communications/Records Manager, have reviewed the Transfer Notice for 13 boxes that are due for destruction per the Guidelines, and have approved them for shredding.

Discussion: The estimated cost for shredding the 13 boxes is $104. The City Clerk budget includes funds for annual records destruction and no budget amendment is necessary at this time.

Staff recommends that Council adopt the resolution (Attachment 1), authorizing the destruction of 13 boxes of outdated documents, listed attached as Exhibit A to the resolution.

Recommended Action: Adopt resolution authorizing the destruction of outdated documents for the Police Department.

BUDGET AMENDMENT REQUIRED: No
CURRENT BUDGET AMOUNT: $1,000
PROPOSED BUDGET AMOUNT: $545
FINANCING SOURCE: 20012500.52100 - City Clerk Contracted Services PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Cedric Crook, Police Chief; Tracey Porter, Communications/Records Manager; Darcy Vaughn, Assistant City Attorney

RESOLUTION NO. 2023-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AUTHORIZING THE

DESTRUCTION OF CERTAIN RECORDS
WHEREAS, the Police department, along with the City Attorney’s Office and the Police Communications/Records Manager have reviewed and approved the list of records that are attached as Exhibit A, and determined that said records are no longer necessary and may at this time be destroyed.

NOW, THEREFORE, BE IT RESOLVED that the Ukiah City Council hereby approves the destruction of certain records, contained in Exhibit A of this Resolution, and authorizes the City Clerk to destroy the records.

PASSED AND ADOPTED this 1st day of February, 2023, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________
Mari Rodin, Mayor
ATTEST:
______________________________
Kristine Lawler, City Clerk
ATTACHMENT 1

EXHIBIT A

Agenda Item No: 8.f.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2023-2309

AGENDA SUMMARY REPORT
SUBJECT: Adoption of Resolution of the City Council Reconsidering the Circumstances of the State of Emergency and Implementing Teleconferencing Requirements for City Council and Board and Commission Meetings During a Proclaimed State of Emergency Due to the COVID-19 Pandemic.

DEPARTMENT: City Attorney PREPARED BY: Darcy Vaughn, Assistant City Attorney PRESENTER: Consent Calendar
ATTACHMENTS:

1. AB 361 Findings Reconsideration for All Legislative Bodies Summary: The City Council will consider adopting a resolution reconsidering the circumstances of the state of emergency and implementing teleconferencing requirements for public meetings of the Council and all City Commissions and Boards during the current state of emergency due to the COVID-19 pandemic.

Background: The City Council is being asked to consider adopting a resolution authorizing continued remote meetings of the Council and its subordinate legislative bodies due to the imminent risk to the health and safety of attendees due to possible transmission of COVID-19 and the recent spread of variants. The current County health orders strongly recommends masking in all indoor facilities due to health and safety concerns. COVID19 is highly transmissible in indoor settings and requires multi-component prevention strategies to reduce its spread. The California Department of Public Health is currently investigating the length of vaccine protection.

The Center for Disease Control and Prevention recommends avoiding indoor spaces that do not offer fresh air from the outdoors as much as possible. Returning to meeting in the Council Chambers or smaller conference rooms means being in an enclosed space for meetings that commonly last for one to five hours and would seem to create additional exposure for participants to a possible transmission of the virus.

The Ralph M. Brown Act (“Brown Act”) requires that all meetings of a legislative body of a local agency be open and public and that any person may attend and participate in such meetings. The Brown Act allows for legislative bodies to hold meetings by teleconference, but imposes specific requirements for doing so, including allowing public access to that location. On March 17, 2020, in order to address the need for public meetings during the COVID-19 pandemic, Governor Newsom issued Executive Order No. N-29-20, temporarily suspending the Brown Act’s teleconferencing requirements, Executive Order No. N-8-2 then continued the suspension of the Brown Act’s teleconferencing requirements from June 11, 2021 through September 30, 2021. These Executive Orders allowed legislative bodies to meet virtually as long as certain notice and accessibility requirements were met.

The State Legislature amended the Brown Act through Assembly Bill No. 361 (“AB 361”) on September 16, 2021. As with the Executive Orders, AB 361 requires that certain notice and accessibility requirements continue to be met for holding virtual public meetings. In addition, AB 361 states that a local agency may use teleconferencing without complying with the regular teleconferencing requirements of the Brown Act, where the legislative body holds a meeting during a proclaimed state of emergency and makes certain findings; and requires that the legislative body make additional findings every 30 days in order to continue such teleconferencing.

As such, Staff recommends that the Council reconsider the circumstances of the state of emergency, and make findings regarding the state of emergency by adopting the Resolution Implementing Teleconferencing

Requirements for City Council and Board and Commission Meetings During a Proclaimed State of Emergency Due to the COVID-19 Pandemic (“Resolution”) attached here as Attachment 1.

Discussion: AB 361, codified in part in Government Code § 54953, allows a local agency legislative body to hold a public meeting utilizing teleconferencing without giving public access to a teleconference location but allowing public comment virtually if the Governor has proclaimed a State of Emergency and any of the following circumstances also apply:

1. State or local officials have imposed or recommended measures to promote social distancing.

2. The meeting is being held for the purposes of determining, by majority vote, whether as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees.

3. The legislative body has determined that as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees.

As amended by AB 361, Government Code § 54953(e)(3) requires cities that are conducting public meetings via teleconferencing during a declared State of Emergency to make findings, within 30 days of the first virtual meeting after AB361 going into effect, and every 30 days thereafter, that the legislative body has reconsidered the circumstances of the state of emergency and either 1) the emergency continues to impact the ability to meet safely in person, and/or 2) State or local officials continue to impose or recommend social distancing.

Council adopted these findings at their January 11, 2023 meeting. The Council must now adopt, via this Resolution (Attachment 1), the findings that confirm the circumstances of the state of emergency and justify holding public meetings of the Council and all subordinate commissions, boards, and committees utilizing teleconferencing and allowing public comment virtually, pursuant to Government Code § 54953(e)(3).

Given recent modifications to the health order, Staff is currently utilizing and fine-tuning a hybrid meeting option that allows for in-person and remote participation in an effort to accommodate all needs and choices.

Staff will be working with the Mayor to coordinate continued implementation.

Recommended Action: Adopt a Resolution of the City Council Reconsidering the Circumstances of the State of Emergency and Implementing Teleconferencing Requirements for City Council and Board and Commission Meetings during a Proclaimed State of Emergency Due to the COVID-19 Pandemic.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: City Clerk
DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): N/A

1 RESOLUTION NO. 2023-XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH IMPLEMENTING

TELECONFERENCING REQUIREMENTS FOR CITY COUNCIL AND BOARD AND

COMMISSION MEETINGS DURING A PROCLAIMED STATE OF EMERGENCY DUE TO THE COVID-19 PANDEMIC
WHEREAS:

1. The City of Ukiah is committed to preserving and nurturing public access and participation in meetings of the City Council and its Boards and Commissions; and

2. All meetings of City’s legislative bodies are open and public, as required by the Ralph M.

Brown Act, so that any member of the public may attend, participate, and watch the City’s legislative bodies conduct their business;

3. The Brown Act allows for legislative bodies to hold meetings by teleconference, but imposes specific requirements for doing so; and

4. On March 17, 2020, in order to address the need for public meetings during the present public health emergency, i.e. the COVID-19 Pandemic, Governor Newsom issued Executive Order No. N-29-20, suspending the Act’s teleconferencing requirements; and

5. On June 11, 2021, Governor Newsom issued Executive Order No. N-8-21, continuing the suspension of the Brown Act’s teleconferencing requirements through September 30, 2021; and

6. The State Legislature amended the Brown Act through Assembly Bill No. 361 (AB 361) on September 16, 2021; and

7. AB 361, codified in part at Government Code section 54953(e), makes provisions for remote teleconferencing participation in meetings by members of a legislative body, without compliance with the requirements of Government Code section 54953(b)(3), subject to the existence of certain conditions; and

8. Such conditions now exist in the City, specifically, the Governor has proclaimed a state of emergency exists for the state of California due to the conditions caused by the COVID-19 pandemic and the impact on the health and safety of its residents; and

9. The Omicron subvariants are highly transmissible in indoor spaces, the California Department of Public Health is currently investigating how long vaccine protection lasts, and the Center for Disease Control and Prevention recommends avoiding indoor spaces that do not offer fresh air from the outdoors;

10. Current County health orders recommend measures to promote social distancing due to health and safety concerns; and
Attachment 1

2 11. In accordance with Assembly Bill 361, the City Council does hereby find that as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees and the Council desires to authorize continued remote teleconferenced meetings of its legislative bodies; and

12. As a consequence of the local emergency, the City Council does hereby find that the legislative bodies of the City shall conduct their meetings without compliance with Government Code § 54953(b)(3), as authorized by § 54953(e), and that such legislative bodies shall comply with the requirements to provide the public with access to the meetings as prescribed in § 54953(e)(2); and

13. The City has taken measures to conduct public meetings via virtual tools that allow members of its legislative bodies and members of the public to join and participate in meetings remotely and provide public testimony in the virtual environment and via teleconference.

NOW, THEREFORE, the City Council for the City of Ukiah hereby finds, determines, declares, orders, and resolves as follows:

1. That the foregoing recitals are true and correct and incorporates them by this reference; and

2. The Governor of the State of California issued a Proclamation of State of Emergency, which remains in effect; and

3. County of Mendocino officials have recommended measures to promote social distancing; and

4. Meeting in person would present imminent risk to the health or safety of attendees; and

5. The City Council of the City of Ukiah has reconsidered the circumstances of the State of Emergency, and finds that:
a. The factors triggering the State of Emergency continue to directly impact the ability of the members of the legislative bodies of the City of Ukiah, their staff, and members of the public to meet safely in person; and
b. State and County officials continue to impose or recommend measures to promote social distancing.

6. The City Manager or his designee and the legislative bodies of the City of Ukiah are authorized to take all steps and perform all actions necessary to execute and implement this Resolution in compliance with Government Code § 54953; and

7. This Resolution shall take effect immediately upon its adoption and shall be effective until the earlier of (i) March 3, 2023, or (ii) such time the City Council adopts a subsequent resolution in accordance with Government Code section 54953(e)(3) to extend the time during which the legislative bodies of the City may continue to teleconference without compliance with paragraph (3) of subdivision (b) of § 54953(b)(3).

PASSED AND ADOPTED this 1st day of February, 2023, by the following roll call vote:

AYES:

3 NOES:

ABSENT:

ABSTAIN:

Mari Rodin, Mayor
ATTEST:

Kristine Lawler, City Clerk

Agenda Item No: 8.g.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2023-2314

AGENDA SUMMARY REPORT
SUBJECT: Consideration of Adoption of Resolution to Remove Approximately 360 Lineal Feet of On-Street Parking on the North Section of Hastings Road.

DEPARTMENT: Public Works PREPARED BY: Seth Strader, Administrative Analyst PRESENTER: Tim Eriksen, Director of Public Works
ATTACHMENTS:

1. Proposed Resolution

2. 2022-11-28 Petition
Summary: The City Council will consider adoption of resolution to remove approximately 360 lineal feet of onstreet parking on the north section of Hastings Road.

Background: The property owner at 1100 Hastings Road submitted a request to the Traffic Engineering Committee (TEC) for a no parking zone on the curb section between the convenience store southern property line and the driveway which provides access to the businesses at Elks Way near 1150 Hasting Road. This Item was presented to the City Council on May 19, 2021, and the no-parking was denied with direction to explore other approaches. To date, Staff has not been able to identify any other alternatives that can be sustained over time given limited staffing resources and the remote location. Furthermore, Staff has again been contacted by adjacent property owners in this area, who would like to limit onstreet parking and are supportive of the no-parking proposal.

Discussion: The request is for a no-parking zone on the Hasting curb section between the Talmage Road and the Elks Way driveway. This zone will prevent overnight and long-term parking. Staff reviewed the request and the location. Staff recommends adoption of the Resolution removing street parking in this area (Attachment 1), with Exhibit A of site map showing an aerial photo of the area and a street view photo. A petition was received from local business owners and included signatures of others who share the same safety concerns. See Attachment 2. It is important to know that the area has developed properties with plenty of onsite parking and thus, the removal of this parking will not create a parking issue for the businesses. While the petition initially requests two-hour parking limits, this option is not feasible given it is outside the City's Parking District (where parking is enforced regularly). The no-parking option was discussed with the primary petitioner, who fully supports this recommendation.

Recommended Action: Adopt resolution removing approximately 360 lineal feet of on-street parking on the north section of Hastings Road.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Tim Eriksen, Director of Public Works and Jason Benson, Senior Engineer DIVERSITY-EQUITY INITIATIVES (DEI):

CLIMATE INITIATIVES (CI):

ATTACHMENT #1
RESOLUTION NO. 2023-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
REMOVING 360 LINEAL FEET OF ON-STREET PARKING AT NORTH SECTION OF HASTINGS ROAD WHEREAS, the City Council may by resolution designate portions of streets upon which the standing, parking, or stopping of vehicles is prohibited or restricted pursuant to Article 11, Chapter 1, Division 8 of the Ukiah City Code; and
WHEREAS, the City Engineer considered the request in April 2021, to establish the no parking zone within the City of Ukiah; and
WHEREAS, the City Engineer recommends this request regarding the no parking zone.

NOW, THEREFORE, IT IS HEREBY RESOLVED, that the City Council of the City of Ukiah does establish a no parking zone on Hastings Road at a location determined by the City Engineer and consistent with Exhibit A.

PASSED AND ADOPTED this 1st day of February, 2023, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
____________________________
Mari Rodin, Mayor
ATTEST:
______________________________
Kristine Lawler, City Clerk

EXHIBIT A

ATTACHMENT 3

Agenda Item No: 8.h.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2023-2319

AGENDA SUMMARY REPORT
SUBJECT: Notification of Emergency Purchase of all Materials and Labor for the Repair of a Sinkhole and Storm Drain on Mendocino Drive from Ghilotti Construction in the Estimated Amount of $75,000, Approve Corresponding Budget Amendment, and Approve Additional Budget Amendment if Actuals Exceed Initial Estimated Amount.

DEPARTMENT: Public Works PREPARED BY: Seth Strader, Administrative Analyst PRESENTER: Tim Eriksen, Director of Public Works
ATTACHMENTS:

1. GCC - Sinkhole Repair - Contract No. 2223-159
Summary: Council will receive a report of the acquisition of emergency repair work on a storm drain and sinkhole from Ghilotti Construction in the amount of $75,000, and approve a corresponding budget amendment, and approval to further amend the budget if actual costs exceed the initial estimate.

Background: Staff received reports of a sinkhole that appeared on private property on Mendocino Drive (See last page of Attachment 1 for a site map). Upon inspection, Staff determined the sinkhole was caused by the failure of the storm drain during the recent storm events. Furthermore, staff determined it prudent to contact construction crews that were already in the area working on other City projects and requested an inspection of the area.

Discussion: Ghilotti Construction did a preliminary inspection of the sinkhole and storm drain but was unable to thoroughly inspect the area due to the nature of the damage and unwillingness to put the surrounding property in danger. Staff prepared a contract upon Ghilotti Construction’s preliminary estimate and crews immediately began work to improve the site before more expected rainfall during the weekend.

Contract 2223-159 was issued to Ghilotti Construction for the amount of $75,000, based on an initial estimate for the time and materials for the repair and installation of a new storm drain. See Attachment 1. Staff is working to document the damage and will be prepared to submit a FEMA claim should local assistance become available.

Recommended Action: Receive notification of the emergency purchase of all repair work on a storm drain and sinkhole from Ghilotti Construction for the estimated amount of $75,000, approve corresponding budget amendment, and approve additional budget amendments if actual exceed initial estimated amount.

BUDGET AMENDMENT REQUIRED: YES
CURRENT BUDGET AMOUNT: 10024224.52100.18393 - $0
PROPOSED BUDGET AMOUNT: 10024224.52100.18393 - $75,000
FINANCING SOURCE: General Fund and/or Insurance Proceeds PREVIOUS CONTRACT/PURCHASE ORDER NO.: 2223-159
COORDINATED WITH: Tim Eriksen, Director of Public Works and Andrew Stricklin, Associate Engineer DIVERSITY-EQUITY INITIATIVES (DEI):

CLIMATE INITIATIVES (CI):

ATTACHMENT 1

Agenda Item No: 8.i.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2023-2320

AGENDA SUMMARY REPORT
SUBJECT: Consideration of Nomination and Possible Adoption of a Resolution Appointing Rob Fitzsimmons to the Public Spaces Commission.

DEPARTMENT: City Clerk PREPARED BY: Kristine Lawler, City Clerk PRESENTER: Kristine Lawler, City Clerk
ATTACHMENTS:

1. City Code Sections

2. Application

3. Nomination

4. Proposed Resolution
Summary: Council will review and consider nominating, and possibly adopting a resolution appointing Rob Fitzsimmons to the At-large City Resident position on the Public Spaces Commission.

Background: The Public Spaces Commission (PSC) was established February 2, 2022 (see Attachment 1 for City Code Sections), and was a reformation of the Parks, Recreation, and Golf Commission (PRGC) and the Paths, Open Spaces, and Creeks Commission (POSCC). Consequently, the PSC was made up of members that came from the PRGC and POSCC; however, two of the PRGC members opted not to serve on the PSC, leaving two vacancies that have been noticed since May 20, 2022. Two additional positions on the PSC had term expirations, leaving a total of four vacancies that have been noticed since August 2022.

Discussion: The City Clerk’s office has received an application from Rob Fitzsimmons (Attachment 2) that meets the residency requirements, with no other applications having been received. Councilmember Orozco, being the next in line to make a nomination to the PSC, has submitted a nomination (Attachment 3) for Rob Fitzsimmons’ appointment. Therefore, Staff is recommending that Council adopt the resolution (Attachment 4) appointing Rob Fitzsimmons to the At-large City Resident position on the Public Spaces Commission, term to expire on February 1, 2026.

Recommended Action: Adopt Resolution appointing Rob Fitzsimmons to the At-large City or County Resident position on the Public Spaces Commission, term to expire on February 1, 2026.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: N/A
DIVERSITY-EQUITY INITIATIVES (DEI): Goal 5 – Instill diversity, equity, and inclusion as essential core elements of policy-making, accountability, and delivery of City services.

CLIMATE INITIATIVES (CI):

 









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ATTACHMENT 2

Rob Fitzsimmons
Ukiah, CA
Education
B.A. Environmental Studies, University of California, Santa Barbara, June 2015 (Combined GPA: 3.68) • Honors: Distinction in the Major, Undergraduate Honors at Graduation, Outstanding Academic Achievement
• Deans Honors: Spring 2014, Fall 2014, Spring 2015
• Transferred from Long Beach City College with a GPA of 3.82 • Dean's List with Honors, Fall 2012; Dean's List with Great Distinction. Spring 2013 • Vice President, Political Science Student Association • Member of the Environmental Planning Coalition
• Design Editor, The Plover
• Senior Thesis: Potential Role of Wetlands in LA Stormwater Management Experience
Planner II, Dept of Planning and Building Services, County of Mendocino Ukiah, California September 2020 – current
• Promoted from Planner I, Oct 2021
• Member, Mendocino County Housing Labor/Management Committee, SEIU 1021 (Jan 2023- current)
• Spearheaded implementation of state laws regarding Accessory Dwelling Units and low-income housing
• Contributed extensive revisions to the County Zoning Code during the comprehensive update • Collected data and prepared General Plan and HCD Annual Progress Reports • Coordinated interdepartmental policy implementation with the Cannabis Department • Provided technical assistance to local tribal governments preparing housing grant applications • Reorganized website to improve information accessibility • Project Review – Coastal Development, Ag Preserves, Use Permits, Building Permits, CEQA Assistant Planner, Community Development Department, County of Lake Lakeport, California May 2019 – March 2020
• Project Review - Minor and Major Use Permits, Lot Line Adjustments, Rezones, and Mergers • Proposed policy changes and drafted language for the General Plan Housing Element Update • Monitored developments in state housing laws and kept the department informed of changes • Worked with the Water Resources Department to update the National Flood Insurance CRS • Maintained the Department’s section of the County website Aquatics Director, Long Beach Sea Base, BSA
Long Beach, California 2013-2018 (seasonal, with some year-round work) • Promoted from Environmental Science Counselor/Lifeguard, Summers 2007-2012, and Assistant Aquatics Director, 2013
• Worked with Camp Director and Program Director to design and run camp operations • Taught classes on local marine ecology and sustainability • Created and lobbied for several new programs which have since consistently sold out • Trained, supervised, and prepared evaluations for staff, and assisted in hiring selections

MEMORANDUM
Date: January 26, 2023
To: Kristine Lawler, City Clerk
From: Juan V. Orozco, Councilmember
Subject: Nomination for Public Spaces Commission
I nominate Rob Fitzsimmons for the Public Spaces Commission as an At-large City Representative, to be considered at the February 1, 2023, Regular City Council meeting.

Signature ______________________________
ATTACHMENT 3

RESOLUTION NO. 2023-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH APPOINTING ROB

FITZSIMMONS TO THE PUBLIC SPACES COMMISSION
WHEREAS, The Public Spaces Commission (PSC) was established February 2, 2022, and was a reformation of the Parks, Recreation, and Golf Commission (PRGC) and the Paths, Open Spaces, and Creeks Commission (POSCC), whose members became the PSC member; and WHEREAS, two of the PRGC members opted to not serve on the PSC, leaving two vacancies; and WHEREAS, the vacancies have been noticed since August 2022; and WHEREAS, the City Clerk’s office has received an application from Rob Fitzsimmons that meets the residency requirements; with no other applications having been received; and WHEREAS, the City Clerk’s office has received a nomination from Councilmember Orozco for the appointment of Rob Fitzsimmons.

NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council does hereby appoint the following person and term:

BOARD/

COMMISSION

NAME POSITION TERM ENDING
Public Spaces Commission Rob Fitzsimmons At-large City
Representative 2/1/2026
PASSED AND ADOPTED this 1st day of February, 2023, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
Mari Rodin, Mayor
ATTEST:
__________________________________
Kristine Lawler, City Clerk
ATTACHMENT 4

Agenda Item No: 12.a.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2023-2288

AGENDA SUMMARY REPORT
SUBJECT: Consider Changes to the Electric Utility Department Power Cost Surcharge Rider by Resolution.

DEPARTMENT: Electric Utility PREPARED BY: Cindy Sauers, Electric Utility Director PRESENTER: Cindy Sauers, Electric Utility Director
ATTACHMENTS:

1. Market_Conditions_Update_02012023

2. Amended Power Cost Surcharge Rider 02012023

3. Resolution Amending Power Cost Surcharge Rider
Summary: Council will consider adopting a Resolution amending the Utility's Power Cost Surcharge Rider. The tool is designed to provide temporary rate adjustments to compensate for greater-than-normal fluctuations in energy costs. The Surcharge is based on the energy portion (kWh) of customers' bills and will be adjusted up or down as energy prices change. The proposed amendment simply increases the frequency of the calculated adjustments from bi-annual to quarterly and includes a factor for delayed billing.

Background: On August 17, 2022, Council approved the Electric Utility's Power Cost Surcharge Rider (PCS). The PCS was implemented to mitigate the increased expense and volatility associated with procuring energy resources. It is applied to every kilowatt hour (kWh) that is sold and is based on actual power costs. The PCS, as originally written, was to be adjusted, up or down, every six months. Billing of the PCS began in October 2022.

Since the Council's approval in August, energy prices have become even more volatile and unpredictable.

Comparisons of December natural gas prices reflect an increase of 432% from 2021. This volatility has to do with gas transmission outages as well as reduced storage in the Pacific Northwest. Low precipitation levels prior to January also played a role in the high cost of energy because reservoir levels were only at 50% of normal years, resulting in reduced hydroelectric generation. See Attachment 1 for a presentation on energy market conditions.

Discussion: Projections for the California energy market continue to be higher than average and are expected to remain volatile. Although recent precipitation is encouraging and natural gas prices have decreased some, uncertainty still remains. The proposed amendment to the PCS (Attachment 2) increases the frequency of recalculation to quarterly and adds an adjustment for delayed billing. These amendments will ensure the Utility is recovering the difference between the budgeted and actual energy costs in a more timely manner. The value of the PCS can be positive or negative and is calculated based on the actual cost to the utility. As power costs decrease, the PCS will decrease and customer bills will be reduced. If approved, implementation of the amended PCS for quarterly adjustments will begin on March 1, 2023.

In accordance with Ukiah City Code Division 4, Chapter 6 Sections 3950 through 3957, the City Council will hold a public hearing on February 1, 2023, to receive the City Manager's Report and consider approval, by resolution, of modifications to the Power Cost Surcharge Rider. The Agenda Summary Report and the City Manager's Report are to be considered the same report and may be amended as necessary.

Staff recommends adopting the Resolution (Attachment 3) amending the Power Cost Surcharge Rider.

Recommended Action: Adopt Resolution modifying the Power Cost Surcharge Rider.

BUDGET AMENDMENT REQUIRED: No.

CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/a
COORDINATED WITH: Sage Sangiacomo, City Manager; Dan Buffalo, Finance Director DIVERSITY-EQUITY INITIATIVES (DEI):

CLIMATE INITIATIVES (CI):

Market Conditions Update
February 1, 2023
Attachment 1

Market Conditions
2 Attachment 1

Market Conditions
3 Attachment 1

4 December 2022 Daily PG&E City Gate Gas
Index
$0.00
$10.00
$20.00
$30.00
$40.00
$50.00
$60.00
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 $/MMBtu Day
October 2022 November 2022 December 2022
Attachment 1

Market Conditions
5 Attachment 1

Market Conditions
6 11/22/22 – 1/10/23
Attachment 1

Market Conditions
7 11/22/22 – 1/10/23
Attachment 1

8 DA Energy LMP values by Month
Attachment 1

9 Attachment 1

10 $0
$20
$40
$60
$80
$100
$120
$140
$160
$180
$200
PG&E Ukiah Jan-23 Ukiah Mar-23
Residential Monthly Bill at 500 kWh
PG&E 2023 vs Ukiah
Ukiah current vs Ukiah PCS Change
$79 Ukiah Bill
Savings, 80%
Savings. It would
take 20% Ukiah bill
increase a year & no
change in PG&E to
eliminate difference
in 4 years.

11 Utility % of PB Funds to LI
Assistance
Alameda 30%
Healdsburg 42%
Lompoc 22%
Palo Alto <1%
Ukiah 70%
Ukiah 2020 2021 2022
Energy Conservation $36,421 $22,860 $54,671
Low Income Assistance $172,325 $179,045 $140,731
Research and Demo $8,596 $4,884 $1,307
Marketing Materials $1,812 $965 $1,986

12 Ukiah City Assistance for Relief through
Energy Support
CARES Program
Program
Less than
100% of
FPIG
101% - 150%
of FPIG
151% - 200% of
FPIG
Payments
Senior Citizen Monthly
Discount
$40 $30 $20 Monthly bill credits
Non-Senior Household
Monthly Discount Program $30 $20 $10 Monthly bill credits Lower-Income Energy
Efficient New Construction
Program
Rebate - Developer must apply
and meet program requirements
$500 - $2,000 Per apartment
Attachment 1

13 Questions / Comments
Attachment 1

Attachment 2
Amended Power Cost Surcharge Rider
Resolution 2023- Adopted February 1, 2023
Supersedes Resolution 2022-54
City of Ukiah Amended Power Cost Surcharge Rider
This amends the City of Ukiah Power Cost Surcharge Rider as per Resolution No. 2023- The Power Cost Surcharge (Surcharge) is a per kilowatt-hour (kWh) charge that is used to ensure an adequate revenue stream to cover all power costs incurred by Ukiah Electric’s system: including generation, management of Utility owned facilities, and transmission costs through Northern California Power Agency (NCPA). The Surcharge will be assessed to all customers as an additional charge per kWh to their standard rate.

Calculation:

A 12-month running sum of actual metered dollars invoiced and metered kWh of load for the previous 12 months of the NCPA Net All Resources Bill (ARB) will be maintained. The Surcharge Factor for a particular month will be calculated as the previous12-month sum of actual metered NCPA net ARB invoiced amounts divided by the previous 12-month sum of the NCPA ARB metered kWh monthly loads adjusted for distribution losses and for bill timing adjustments. The Surcharge is set as the difference between Surcharge Factor of quarterly and the January 2022 Surcharge Factor. The Surcharge can be negative or positive.

The Surcharge is implemented quarterly on March 1
st, June 1st
, September 1st, and
December 1st, with the first Power Cost Surcharge to begin on March 1, 2023.

Attachment 3
RESOLUTION NO. 2023-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING THE POWER

COST SURCHARGE RIDER
WHEREAS: The City of Ukiah (“City”) provides electric utility services to residents and businesses in the City, and Ukiah Electric Utility is the City’s publicly owned electric utility with the City Council providing local governance and oversight; and WHEREAS: The City has operated the municipal electric utility for more than 110 years and the electric rates are based on the cost to provide service; and WHEREAS: The cost-of-service rates established to provide Ukiah customers with power include generation, transmission, and distribution components; and WHEREAS: The Electric Utility has experienced additional cost pressures brought upon by the California energy market’s price volatility due to drought, natural gas prices, and inflation; and
WHEREAS: Council adopted Resolution 2022-54 Adopting a Power Cost Surcharge Rider to ensure that the Utility would fully recoup the cost to deliver power to Ukiah customers; and WHEREAS: The Power Cost Surcharge Rider implemented in October 2022 was based on the actual difference of cost to provide power less the cost projected in January 2022, and is recalculated on a bi-annual basis; and
WHEREAS: The California energy market’s price volatility has increased to an even greater level and recovery of those costs is significantly delayed by using a bi-annual recalculation of the Power Cost Surcharge; and
WHEREAS: In order to offset the volatility, a more frequent recalculation of the Power Cost Surcharge value with an adjustment due to bill timing would allow the Utility to recoup the added costs in a timelier manner; and
WHEREAS: Under California Proposition 26, court rulings have indicated that electric rates must meet the cost-of-service requirements of the utility. The amended Power Cost Surcharge, based on actual costs, will meet the Proposition 26 requirements; and WHEREAS: The City Manager and Staff recommend proceeding with the amended Power Cost Surcharge Rider as outlined in Exhibit A; and
WHEREAS: The Power Cost Surcharge will be applied to all customer’s usage, regardless of when the energy was used, and modified and applied, either up or down, based on actual costs on March 1st, June 1st, September 1st, December 1st every year with the first Amended Power Cost Surcharge to begin on March 1st, 2023; and
WHEREAS: In accordance with the Ukiah City Code Division 4, Chapter 6, Sections 3950 through 3957, the City Council will hold a public hearing on February 1, 2023, to receive the City Manager’s Report and consider adopting a resolution to amend the Power Cost Surcharge Rider. Legal notices were published successfully in accordance with City Code section 3953; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ukiah hereby adopts the Amended Power Cost Surcharge Rider, as set forth in Exhibit A.

Attachment 3

BE IT FURTHER RESOLVED
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Ukiah on the 1 st day of February 2023, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Mari Rodin, Mayor
ATTEST:
_____________________________
Kristine Lawler, City Clerk
Exhibit A
City of Ukiah Amended Power Cost Surcharge Rider
This amends the City of Ukiah Power Cost Surcharge Rider as per Resolution No. 2023- The Power Cost Surcharge (Surcharge) is a per kilowatt-hour (kWh) charge that is used to ensure an adequate revenue stream to cover all power costs incurred by Ukiah Electric’s system: including generation, management of Utility owned facilities, and transmission costs through Northern California Power Agency (NCPA). The Surcharge will be assessed to all customers as an additional charge per kWh to their standard rate.

Calculation:

A 12-month running sum of actual metered dollars invoiced and metered kWh of load for the previous 12 months of the NCPA Net All Resources Bill (ARB) will be maintained. The Surcharge Factor for a particular month will be calculated as the previous12-month sum of actual metered NCPA net ARB invoiced amounts divided by the previous 12-month sum of the NCPA ARB metered kWh monthly loads adjusted for distribution losses and for bill timing adjustments. The Surcharge is set as the difference between Surcharge Factor of quarterly and the January 2022 Surcharge Factor.

The Surcharge can be negative or positive.

The Surcharge is implemented quarterly on March 1st, June 1st, September 1st, and December 1st, with the first Power Cost Surcharge to begin on March 1, 2023.

Agenda Item No: 13.a.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2023-2302

AGENDA SUMMARY REPORT
SUBJECT: Review of Applications Received, and Possible Adoption of Resolution Making Appointments to Fill Vacancies on the City of Ukiah Planning Commission.

DEPARTMENT: City Clerk PREPARED BY: Kristine Lawler, City Clerk PRESENTER: Kristine Lawler, City Clerk and Craig Schlatter, Community Development Director.

ATTACHMENTS:

1. Resolution 2021-52

2. Applications

3. Proposed Resolution
Summary: The City Council will review and consider applications received, and possibly adopt a resolution making appointments to fill vacancies on the City of Ukiah Planning Commission.

Background: The Planning Commission had three term expirations: Laura Christensen, Mark Hilliker, and Alex de Grassi (filling the term of Chris Watt and Ruth Van Antwerp), leaving three vacancies on the Planning Commission.

On January 20, 2021, the City Council voted to amend the procedure for filling vacancies on the Planning Commission to solicit applicants with the technical experience and qualifications needed to make the decisions required in their role as a Planning Commissioner. An Ordinance was then introduced on February 3, 2021, and adopted on February 17, 2021, to amend Division 1, Chapter 4, Article 4 of the City Code Regarding the Procedure for Filling Vacancies on the Planning Commission. This ordinance went into effect on March 19, 2021. On October 20, 2021, the City Council adopted Resolution 2021-52 (Attachment 1), which establishes a policy for the in-meeting process for nominating and appointing members to the Planning Commission.

A vacancy notice for the positions was posted online, in the glass case in front of the Civic Center, and sent to the Library for posting on December 14, 2022, and was then published in the Ukiah Daily Journal on December 17, 2022, with a deadline for submittals listed as January 20, 2023, at noon. Four applications (Attachment 2) were received from Alex de Grassi, Elora Babbini, Mark Hilliker, and Thao Phi. Laura Christensen submitted a resignation letter on December 12, 2022, but was willing to continue until her seat is filled.

Discussion: The primary role of a Planning Commissioner related to "current planning" (i.e. the granting of major discretionary entitlements) is to objectively determine facts and draw conclusions from those facts, basing decision on existing policy (set by City Council) and law; and considering Staff analyses, including agency goals and policies, along with community input, making recommendations and decisions based upon findings of fact.

Council can follow the guidelines set forth in Resolution 2021-52, which includes the following steps:

Applicant Statements:

1. Each applicant will fill out an application/questionnaire that will be published with the agenda (Attachment 2), and which the councilmembers can review ahead of the meeting.

2. At the meeting, the candidates will give a three-minute statement of why they want to serve in the

position.

3. Council can ask questions for specific candidates.

4. Public comment followed by additional Council questions if any.

Discussion:

5. Councilmembers will discuss the pros, cons, and preferences of the various candidates (nominations are not accepted at this stage).

NOTE: The following steps will be done separately for each vacant position.

Ranking:

6. Councilmembers will fill out a ranking form (Exhibit A to Resolution no. 2021-52 – Attachment 1). The forms will be submitted to the clerk, and a short recess will be held while the clerk calculates the results using the Ranking Form Calculator Sheet (Exhibit B to Resolution no. 2021-52 - Attachment 1 – provides details of how the ranking is calculated). Following the recess, the clerk will present the results of the ranking forms. If there is a tie resulting in two or more candidates with top ranks*, the process will be repeated with the topranking candidates until there are only two top-ranking candidates. *The lowest score equals the top rank.

7. With the top two candidates, a final run-off vote will be completed with a blind vote using ballots that will be distributed and returned to the Clerk, where each Councilmember may vote for one candidate. The Clerk will tabulate and announce the results. The successful candidate is the one receiving the most votes.

If there is more than one seat being filled, then the process starts over from Step #6, with the remaining candidates.

Appointment:

8. Once successful candidates have been selected, the Mayor may call for a motion, second, and roll call vote to adopt the resolution making the appointment(s) (Attachment 3).

Recommended Action: 1) Review, possibly interview applicants, and discuss applications received; 2) make nominations; 3) adopt resolution making appointments to fill vacant seats on the Planning Commission.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Craig Schlatter, Community Development Director DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): N/A

RESOLUTION NO. 2021-52

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ESTABLISHING A POLICY FOR

THE IN-MEETING PROCESS FOR NOMINATING AND APPOINTING NEW MEMBERS (WHEN MORE

THAN ONE CANDIDATE) TO THE CITY COUNCIL ( FOR MID-TERM VACANCIES THAT COUNCIL OPTS TO APPOINT), PLANNING COMMISSION, AND DESIGN REVIEW BOARD.

WHEREAS, the City Council and Staff have determined that it would be helpful to have written clarification for the in-meeting process of nominating and appointing new members (when more than one candidate) to the City Council ( for mid-term vacancies that Council opts to appoint), Planning Commission, and Design Review Board.

NOW, THEREFORE BE IT RESOLVED that the Council of the City of Ukiah adopts the following method for the in-meeting process of nominating and appointing new members (when more than one candidate) to the City Council ( for mid-term vacancies that Council opts to appoint), Planning Commission, and Design Review Board:

Applicant Statements:

1. Each applicant will fill out an application/ questionnaire that will be published with the agenda, and which the councilmembers can review ahead of the meeting.

2. At the meeting, the candidates will give a three-minute statement of why they want to serve in the position.

3. Council can ask questions for specific candidates.

4. Public comment followed by additional Council questions if any.

Discussion:

5. Councilmembers will discuss the pros, cons, and preferences of the various candidates (nominations are not accepted).

Ranking:

6. Councilmembers will fill out a ranking form (Exhibit A to the Resolution – Attachment 1). The forms will be submitted to the clerk, and a short recess will be held while the clerk calculates the results using the Ranking Form Calculator Sheet (Exhibit B to the Resolution - Attachment 1 – provides details of how the ranking is calculated). Following the recess, the clerk will present the results of the ranking forms. If there is a tie resulting in three or more candidates with top ranks*, the process will be repeated with the top-ranking candidates until there are only two top-ranking candidates.

The lowest score equals the top rank.

7. With the top two candidates, a final run-off vote will be completed with a blind vote using ballots that will be distributed and returned to the Clerk, where each Councilmember may vote for one candidate. The Clerk will tabulate and announce the results. The successful candidate is the one receiving the most votes.

If there is more than one seat being filled, then the process starts over from Step #6, with the remaining candidates.

ATTACHMENT 1

Appointment:

8. Once a successful candidate (or candidates, if there is more than one) has been selected, the Mayor may call for a motion, second, and roll call vote to adopt the resolution making the appointment(s).

If there is only one candidate, then a simple discussion and adoption of a resolution is all that would be necessary to make the appointment.

PASSED, ADOPTED and APPROVED this 20th day of October, 2021 by the following vote on roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Juan V. Orozco, Mayor
ATTEST:

Kristine Lawler, City Clerk
Councilmembers Duenas, Brown, and Mayor Orozco
None
None
Councilmembers Crane and Rodin

RANKING FORM
Councilmember Name:

Candidate #1
Candidate #2
Candidate #3
Candidate #4
Candidate #5
Candidate #6
Candidate #7
Candidate #8
Candidate #9
Candidate #10
Exhibit A

ATTACHMENT
2

1/10/2023

Attachment 3
RESOLUTION NO. 2023-XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH MAKING APPOINTMENTS TO THE PLANNING COMMISSION.

WHEREAS, pursuant to Ordinance 1211, members of the Planning Commission shall be appointed by a majority of the City Council, each to serve at the will of the City Council up to a term of four (4) years; and WHEREAS, with the term expirations of Laura Christensen, Mark Hilliker, and Alex de Grassi, on December 19, 2022, there are three vacancies on the Planning Commission; and WHEREAS, the vacancies were posted online, in the glass case in front of the Civic Center, and sent to the Library for posting on December 14, 2023, and was then published in the Ukiah Daily Journal on December 17, 2022, with a deadline for submittals listed as noon on January 20, 2023; and WHEREAS, the City Clerk’s office received four applications from Alex de Grassi, Elora Babbini, Mark Hilliker; and Thao Phi; and
WHEREAS, the City Council met on February 1, 2023, reviewed the applications, conducted interviews, made nominations, and voted to appoint ___________________, ___________________, and ___________________ to fill the vacancies.

NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council approve the nominations, and do hereby appoint the following persons and terms:

PASSED AND ADOPTED this 1st day of February, 2023, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
_______________________________
Mari Rodin, Mayor
ATTEST:
__________________________________
Kristine Lawler, City Clerk
BOARD/

COMMISSION

NAME POSITION TERM EXPIRATION
Planning Commission Commissioner February 1, 2027
Planning Commission Commissioner February 1, 2027
Planning Commission Commissioner February 1, 2027

Agenda Item No: 14.a.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2023-2289

AGENDA SUMMARY REPORT
SUBJECT: Annual Report on Public Spaces Commission Status and Outreach Plan.

DEPARTMENT: Community Services PREPARED BY: Neil Davis, Community Services Director PRESENTER: Neil Davis, Community Services Director
ATTACHMENTS:

1. PSC Outreach Plan 2023dRAFT

2. 2023 Schedule DRAFT
Summary: Council will receive and consider a report on the Status and 2023 Outreach Plan for the Public Spaces Commission.

Background: Following City Council direction in January 2021, Staff engaged in a public process to merge the Paths, Open Space and Creeds Commission (POSCC) and the Parks, Recreation, and Golf Commission (PRGC). Following that process, at the February 2, 2022, City Council meeting, an ordinance (Div 1.

Government, Chapter 4. Commissions and Boards, Article 1 Public Spaces Commission) was introduced to create the Public Spaces Commission, allowing for all current, interested members of the PRGC and PORCC to continue to serve through the end of their terms, with the Commission being weaned to seven members as terms expired or members resigned.

Per the ordinance, the Public Spaces Commission (PSC) is to have three primary functions. The first function is to solicit, collate, and analyze public input, and provide advice and recommendations to Council based on this input. The second function is to form short-term “working groups,” both among themselves as well as with members of the public, to pursue areas of collective interest and to assist City Staff with work product and special projects. The third function is to annually update the Public Spaces Commission Community Outreach Plan (Attachment 1). The intent of the annual update to the plan is to allow the PSC, in collaboration with Staff and Council, to continually improve the community input and engagement process.

The first Annual Community Outreach plan was adopted by the City Council and presented to the new commission. The Outreach plan includes a minimum of two Community Forums per year and four commission meetings to allow for the preparation of the Community Forums and to allow for the commissioners to report on small group projects. Council requested an annual status update on the Outreach Plan and efficacy of the Commission.

Discussion: The initial meeting of the new Public Spaces Commission (PSC) was held on March 23rd, a little over one month after the group was formed. A commission chair was elected and the outreach plan and a schedule for the year were approved. A few commissioners chose to step down rather than participate in the new process. The current commission has only four members but two new members are applying. The minimal number of commissioners has made it difficult to establish a quorum at meetings, and additional meeting scheduling challenges have been created by inadvertent administrative errors.

However, there have also been a number of positive steps. The average number of attendees for the meetings has increased, and the Staff-to-commissioner ratio has decreased. Although the first Community Forum attracted only seven participants, the November Community Forum had 30 attendees, an unprecedented amount of public engagement. Staff have become more proficient in scheduling, noticing, and conducting hybrid meetings, thereby facilitating participation. Following the Community Outreach Plan, Staff sent the first

two quarterly e-newsletters and have sent a total of 24 email updates. Further, a new system of email communication has been initiated that will allow for improved tracking of community engagement.

The first meeting of this year once again lacked a quorum, so the Commission was unable to approve the reintroduction of the Community Outreach Plan (Attachment 1) and schedule (Attachment 2). These guiding documents will continue to be used until the Commission can present and update new documents.

Recommended Action: Receive report.

BUDGET AMENDMENT REQUIRED: No
CURRENT BUDGET AMOUNT: 0
PROPOSED BUDGET AMOUNT: 0
FINANCING SOURCE: NA
PREVIOUS CONTRACT/PURCHASE ORDER NO.: NA
COORDINATED WITH:

DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): N/A

1 Attachment 1

Public Spaces Commission Community Outreach Plan 1/2023 DRAFT The Mission of the Public Spaces Commission (PSC) is to foster a culture of informed community participation in the planning and implementation of the wise use of public spaces. The seven-member PSC shall have the power and duty to solicit, collate, and analyze public input on the wise use of public spaces and; provide recommendations and advice to both staff and the City Council based on said input. Additionally, PSC members in collaboration with staff may choose to form “working groups” to explore and formulate advice or recommendations on specific areas regarding the wise use of public spaces.

In support of the PSC mission, City staff will;

1. Convene Biannual Community Input Forums

2. Prepare a Quarterly Public Spaces E-Newsletter

3. Convene four time per year Public Input Forum planning meetings

4. Prepare and distribute a monthly Parks and Recreation Update Video

5. Provide staff support to working groups on mutually agreed upon topics

6. Assist the PSC in an annual update to this plan.

Public Spaces Biannual Community Input Forums
The Public Spaces Biannual Community Input Forums will be held as hybrid in-person and online events. Meetings will be planned to cover two to four prearranged topics with time available for discussion of an unplanned topic at attendee consensus request. The PSC will work with staff to decide upon topics and presenters. City staff will prepare presentations that will include Q&A sessions after the presentations. Forums will be recorded and available on the City You Tube Channel
Prepare a Quarterly Public Spaces E-Newsletter
E-Newsletter will cover the same topics as Community Input Forum to allow for an additional medium for distribution. ENewsletter may contain additional material. E-Newsletter will be distributed to an interested parties list and be available online.

Convene four time per year PSC Public Input Forum Planning and Workgroup meetings These meetings will allow PSC members the opportunity to work with staff to plan the Community Input Forums and to report on PSC working group activities.

Prepare and distribute a monthly Parks and Recreation Update Video The Community Services Supervisor or Designee will record a video presentation with updates on the Parks and Recreation activities. The presentation will be based on the report that has traditionally been provided to the Parks, Rec, and Golf Commission (PRGC) but it will be made available to a much wider audience through You Tube, social, media, and e-newsletter.

Working Groups
PSC members will be encouraged to form Working Groups both among themselves as well as with members of the public to pursue areas of interest and to the benefit of effective City management. All working groups should have a City Council member of staff “sponsor” to ensure a collaborative approach.

2023 Schedule (Proposed) Attachment 2
All Dates Second Tuesday of the Month.

January
February
March
April
May
June
July
August
September
October
November
December
2023 ‐ PSC ProposedPark/Rec Monthly UpdateQuarterly NewsletterPlanning / Work Group MeetingsBiannual Community Forum

Agenda Item No: 14.b.

MEETING DATE/TIME: 2/1/2023
ITEM NO: 2023-2299

AGENDA SUMMARY REPORT
SUBJECT: Receive Updates on City Council Committee and Ad Hoc Assignments, and, if Necessary, Consider Modifications to Assignments and/or the Creation/Elimination of Ad Hoc(s).

DEPARTMENT: City Clerk PREPARED BY: Kristine Lawler, City Clerk PRESENTER: Mayor Rodin and Various Councilmembers
ATTACHMENTS:

1. City Council Special Assignments
Summary: City Council members will provide reports and updates on their committee and ad hoc assignments. If necessary, the Council may consider modifications.

Background: City Council members are assigned to a number of committees and ad hoc activities. These assignments are included as Attachment 1.

Discussion: Previously, the City Council discussed having more time allocated to reporting on committee and ad hoc activities. Often, the Council Reports section of the regular agenda is rushed due to impending business (i.e., public hearings), and not enough time is afforded for reports beyond community activities.

In an effort to foster regular updates on committee and ad hoc assignments, this item is being placed on the agenda to provide the City Council members an expanded opportunity to report on assignments and modify assignments as necessary.

Recommended Action: Receive report(s). The Council will consider modifications to committee and ad hoc assignments along with the creation/elimination ad hoc(s).

BUDGET AMENDMENT REQUIRED: No
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: N/A

2023 CITY COUNCIL SPECIAL ASSIGNEMENTS

LOCAL / UKIAH VALLEY MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Investment Oversight Committee Varies
Civic Center300 Seminary Ave.Ukiah, CA 95482
Civic Center300 Seminary Ave.Ukiah, CA 95482
Reviews City investments, policies, and strategies
Crane
Orozco - AlternateAlan Carter, Treasurer
Dan Buffalo, Director of Finance; 463-6220 [email protected] Disaster Council
Shall meet a minimum
of once a year at a
time and place
designated upon call
of the chair
Place designated upon call of the chair or, if she/he is unavailable or unable to call such meeting, the first vice chair and then the City Manager or her/his designee.

Office of Emergency Management 300 Seminary Ave. Ukiah, CA 95482467-5765 - Tami Bartolomei Develop any necessary emergency and mutual aid plans, agreements, ordinances, resolutions, rules, and regulations.

OrozcoDuenas- Alternate
Traci Boyl, City Manager's Office Management Analyst; 467-5720; [email protected] Greater Ukiah Business & Tourism Alliance
4th Monday of month, 10:00 a.m.
200 S School St.Ukiah, CA 95482
200 S School St.Ukiah, CA 95482
Promotes tourism and works to strengthen and promote the historic downtown and businesses within the greater Ukiah area RodinDuenas - Alternate
Shannon Riley, Deputy City Manager;
467-5793 [email protected]
Mendocino County Inland Water and Power Commission (IWPC) 2nd Thursday of month, 6:00 p.m.

Civic Center300 Seminary Avenueconference room 5
IWPC Staff P.O. Box 1247Ukiah, CA 95482391-7574 - Candace Horsley Develops coordination for water resources and current water rights: Potter Valley project - Eel River Diversion RodinOrozco- Alternate
Sean White, Director of Water Resources; 463-5712 [email protected] North Coast Opportunities (NCO) 4th Wednesday of month, 2 p.m. Alternating locations - Ukiah and Lakeport Governing Board ChairNorth Coast Opportunities413 North State StreetUkiah, CA 95482 Assist low income and disadvantaged people to become self reliant Burgess Jake Burgess, Community Services Supervisor; 463-6201
[email protected]
Sun House Guild ex officio 2nd Tuesday of month, 4:30 p.m. Sun House 431 S. Main St. Ukiah, CA 431 S. Main Street Ukiah, CA 95482 467-2836 Support and expand Grace Hudson Museum Orozco Neil Davis - Alternate David Burton, Museum Director; 467-2836 [email protected] Ukiah Valley Basin Groundwater Sustainability Agency (GSA) 2nd Thursday of month, 1:30 p.m.

Board of Supervisors Chambers;
501 Low Gap RoadUkiah, CA
County Executive Office501 Low Gap Rd., Rm. 1010Ukiah, CA 95482463-4441 GSA serves as the Groundwater Sustainability Agency in the Ukiah Valley basin CraneDuenas - Alternate
Sean White, Director of Water Resources; 463-5712 [email protected]

MENDOCINO COUNTY MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT City Selection Committee Called as required by the Clerk of the Board BOS Conference Room 501 Low Gap Rd. Rm. 1090 Ukiah, CA C/O: BOS 501 Low Gap Rd., Rm 1090 Ukiah, CA 95482 463-4441 Makes appointments to LAFCO and Airport Land Use Commission (Mayor - Primary; Vice Mayor - Alternate) Mayor Rodin Vice Mayor Duenas - Alternate Kristine Lawler, City Clerk; 463-6217 [email protected] Development & Financing Corporation (EDFC) 2nd Thursday of month, 2:00 p.m.

Primarily 631 S. Orchard Street (location varies)
Executive Director631 South Orchard AvenueUkiah, CA 95482467-5953 Multi-agency co-op for economic development and business loan program Riley(appointed 12/19/18)
Shannon Riley, Deputy City Manager;
467-5793 [email protected]
Library Advisory Board
3rd Wednesdays of alternate months; 1:00
p.m.

Various Mendocino County Libraries Ukiah County Library 463-4491 Review library policy and activities Duenas Kristine Lawler, City Clerk; 463-6217; [email protected] Mendocino County 1st District Liaison Monthly; TBD
Civic Center Annexconference room #5411 West Clay St.Ukiah, CA 95482 Civic Center300 Seminary Ave.Ukiah, CA 95482
To coordinate activities and policy development with the City's 1st District Supervisor RodinCrane - Alternate
Sage Sangiacomo, City Manager;
463-6221; [email protected]
Mendocino County 2nd District Liaison 1st Wednesdays of month, 8:00 a.m.

Civic Center Annexconference room #5411 West Clay St.Ukiah, CA 95482 Civic Center300 Seminary Ave.Ukiah, CA 95482
To coordinate activities and policy development with the County's 2nd District Supervisor RodinDuenas - Alternate
Shannon Riley, Deputy City Manager;
467-5793 [email protected]
Mendocino Council of Governments (MCOG)
1st Monday of month, 1:30 p.m.

Board of Supervisors Chambers
501 Low Gap RoadUkiah, CA
Executive Director367 N. State Street, Ste. 206Ukiah, CA 95482463-1859 Plan and allocate State funding, transportation, infrastructure and project County wide DuenasSher - Alternate
Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected] Mendocino County Airport Land Use Commission As needed
BOS Conference Room501 Low Gap Rd., Rm. 1090, Ukiah, CA Mendocino County Executive Office 501 Low Gap Rd. Rm. 1010 Ukiah, CA 95482 To formulate a land use compatibility plan, provide for the orderly growth of the airport and the surrounding area, and safeguard the general welfare of the inhabitants within the vicinity Liaisons: Owen/Schlatter
Greg Owen, Airport Manager; 467-2855;
[email protected] Schlatter, Director of Community Development; 463-6219; [email protected] Mendocino County Local Area Formation Commission (LAFCO) 1st Monday of month, 9:00 a.m. Board of Supervisors Chambers Executive Director
200 S. School Street, Ste. 2Ukiah, CA 95482463-4470
Required by legislation - planning spheres of influence, annexation, service areas, and special districts RodinCrane - Desired Alternate if
appointment becomes available with City Selection Committee Craig Schlatter, Director of Community Development; 463-6219; [email protected] 1/24/2023
ATTACHMENT 1

2023 CITY COUNCIL SPECIAL ASSIGNEMENTS

MENDOCINO COUNTY
Continued MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Mendocino Solid Waste Management Authority (MSWMA)
3rd Thursday of every other month (varies), 10:00 a.m.

Willits Council Chambers
Solid Waste Director3200 Taylor DriveUkiah, CA 95482468-9710 County-wide Solid Waste JPA Crane Duenas- Alternate Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected] Mendocino Transit Authority (MTA) Board of Directors
Last Wednesday of month, 1:30 p.m.

Alternating locations - Ukiah Conference Center or Fort Bragg, or Point Arena Executive Director
241 Plant RoadUkiah, CA 95482462-1422
County-wide bus transportation issues and funding Sher Duenas - Alternate Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected] Mendocino Youth Project JPA Board of Directors
3rd Wednesday of month, 7:45 a.m.
776 S. State Street Conference Room
Mendocino Co. Youth Project776 S. State Street, Ste. 107Ukiah, CA 95482 707-463-4915 Targets all youth with a focus on drug and alcohol prevention, healthy alternatives and empowering youth to make healthy choices Cedric Crook, Police CaptainDuenas - Alternate
Cedric Crook, Police Captain 463-6771; [email protected] Russian River Flood Control District (RRFCD) Liaison
1st Monday of month, 5:30 p.m.
151 Laws Ave.,Suite D Ukiah, CA
151 Laws Ave., Ukiah, CA 95482; [email protected]; 462-5278 Proactively manage the water resources of the upper Russian River for the benefit of the people and environment of Mendocino County White/Orozco Sean White, Director of Water Resources; 463-5712 [email protected] Ukiah Players Theater Board of Directors
3rd Tuesday of month, 6:00 p.m
1041 Low Gap Rd Ukiah, CA 95482 462-1210
1041 Low Gap RdUkiah, CA 95482462-1210
To oversee the activities, organization and purpose of the Ukiah Players Theater Greg Owen, Airport Manager(appointed 12/19/18)
Kristine Lawler, City Clerk; 463-6217
[email protected]
Ukiah Unified School District (UUSD) Committee Quarterly 511 S. Orchard, Ste. D Ukiah, CA 95482 511 S. Orchard Ukiah, CA 95482 Information exchange with UUSD Board Chair, Mayor, Superintendent, and City Manager Mayor, City Manager and Police Chief Sage Sangiacomo, City Manager; 463-6221 ssangiacomo @cityofukiah.com

REGIONAL MTG DATE/TIME LOCATION MAILING ADDRESS/CONTAC

T COMMITTEE FUNCTION ASSIGNED T

O PRINCIPAL STAFF SUPPOR
T
Great Redwood Trail Agency Bi-monthly, 3rd Thursdays, 10:30 a.m. Various Locations - announced 419 Talmage Road, Suite M Ukiah, CA 95482 463-3280 Provides a unified and revitalized rail infrastructure meeting the freight and passenger needs of the region Rodin Duenas - Alternate Neil Davis, Community Services Director 467-5764 [email protected] of California Cities Redwood Empire Legislative Committee Prior to Division Meetings, meets 3x in person and then via conference call Various locations that are announced
Redwood Empire League President; Public Affairs Program Manager (916) 658-8243 Elected city officials and professional city staff attend division meetings throughout the year to share what they are doing and advocate for their interests in Sacramento OrozcoDuenas -Alternate
Sage Sangiacomo, City Manager; 463-6221 [email protected] Russian River Watershed Association (RRWA)
4th Thursday of month, 9:00 a.m. (only 5 times a year)
Windsor Town Hall
Russian River Watershed Association 425 South Main St., Sebastopol, CA 95472 508-3670 Consider issues related to Russian river - plans projects and funding requests RodinSher - Alternate
Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected] Northern California Power Agency (NCPA) Commission
4th Thursday of month, 9:00 a.m. (see NCPA calendar)
Roseville, CA and other locations
651 Commerce Drive Roseville, CA 95678916-781-4202
Pool of State and local power utilities developing and operating power generation, providing scheduling and related energy services and providing regulatory and legislative support.

Crane - CommissionerSauers - Alternate and
Commissioner in absence of Commissioner Crane
Cindi Sauers - Electric Utility Director;463-6286 [email protected] Northern California Power Agency (NCPA) – Lodi Energy Center (LEC) Appointment 2nd Monday ofmonth, 10:00 AM Lodi, CA and other locations 651 Commerce DriveRoseville, CA 95678916-781-4299
Committee oversees the operation, maintenance andexpenditures of the LEC 300 MW generating project.

Sauers
– Project Participate
Appointee
Cindy Sauers, Electric Utility Director,
463‐6286, [email protected]
Transmission Agency of Northern California (TANC)
4th Wednesday of month, 10 a.m.
35 Iron Point Circle Suite 225 Folsom, CA
35 Iron Point Cir #225Folsom, CA 95630916-852-1673; info @tanc.us
Provide electric transmission to its Member utilities through transmission line ownership or contract arrangements.

CraneSauers - Alternate
Cindi Sauers - Electric Utility Director;463-6286 [email protected]

STANDING COMMITTEES MTG DATE/TIME LOCATION MAILING ADDRESS/CONTAC

T COMMITTEE FUNCTION ASSIGNED T

O PRINCIPAL STAFF SUPPOR
T
Diversity and Equity TBD Virtual Meeting Room (link to be created) Civic Center 300 Seminary Ave. Ukiah, CA 95482 Improve diversity and equity in the City’s workforce and municipal services Orozco/Duenas Traci Boyl, City Manager's Office Management Analyst; 467-5720; [email protected] Executive Committee 2nd Wednesdays of month, 3:45 p.m. Ukiah Valley Conference Center, 200 S. School Street Ukiah, CA Civic Center 300 Seminary Ave. Ukiah, CA 95482 sabba @cityofukiah.com
Per the recently adopted agreement between the City of Ukiah and the Ukiah Valley Fire Protection District Orozco/Sher Doug Hutchison, Fire Chief; 463-6263; [email protected] Countywide Oversight Board to the RDA Successor Agencies 4th Thursday of January, 4:00 p.m.; meets annually
Ukiah Valley Conference Center,200 S. School Street Ukiah, CA City of UkiahATTN: City Clerk300 Seminary Ave.Ukiah, CA 95482707-463-6217 oversee and direct the Successor Agencies of the former redevelopment agencies Crane Dan Buffalo, Director of Finance; 463-6220 [email protected] Lawler, City Clerk; 463-6217, [email protected] 1/24/2023

COMMITTEE ASSIGNED TO PRINCIPAL STAFF SUPPORT
Electric Grid Operational Improvements Crane/Orozco Cindy Sauers, Electric Utility Director; 463-629586 [email protected]
Trench Cut Policy Development Crane Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected]
Advance Planning & Policy for Sphere of
Influence (SOI), Municipal Service Review (MSR),
Annexation, Tax Sharing, Detachment, and Out
of Area Service Agreements
Crane/Rodin
Craig Schlatter, Community Development Director
463-6219 [email protected]
UVSD/ City Relations
Ad hoc committee to address specific issues with the
Ukiah Valley Sanitation District, including discussion of overall sewer system service delivery policies, operating policy revisions, potential revisions to the current
Operating Agreement, and cost sharing
Crane/Orozco
Dan Buffalo, Director of Finance;
463‐6220 [email protected]
Sean White, Water Resources Director
463‐5712 [email protected]
Orr Street Bridge Corridor Rodin/Sher Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected]
Complete Streets Rodin/Crane
Tim Eriksen, Public Works Director/City Engineer;
463-6280 [email protected]
Shannon Riley, Deputy City Manager
467-5793 [email protected]
Neil Davis, Community Services Director
467-5764 [email protected]
Special Districts (Water District Consolidation) Orozco/Crane Shannon Riley, Deputy City Manager 467‐5793 [email protected]
Corp Yard Planning Crane/Orozco Jason Benson, Senior Civil Engineer 463‐6284 [email protected]
Police Chief Recruitment Rodin/Sher Shannon Riley, Deputy City Manager 467‐5793 [email protected]
City/District Review of 2019/22 Proposed Fire
Code Crane/Orozco Doug Hutchison, Fire Chief
463‐6263 [email protected]
Mendocino County Courthouse Project and
Reuse Sher/Orozco Shannon Riley, Deputy City Manager
467‐5793 [email protected]
2023 AD HOC COMMITTEES
1/13/2023