Ukiah City Council
July 17, 2024

City Council
Regular Meeting
AGENDA
(to be held both at the physical and virtual locations below) Civic Center Council Chamber ♦ 300 Seminary Avenue ♦ Ukiah, CA 95482 To participate or view the virtual meeting, go to the following link: https://us06web.zoom.us/j/81804486483 Or you can call in using your telephone only:
• Call: 1-669-444-9171
• Enter the Access Code: 818 0448 6483
• To Raise Hand enter *9
• To Speak after being recognized: enter *6 to unmute yourself Alternatively, you may view the meeting (without participating) by clicking on the name of the meeting at www.cityofukiah.com/meetings.

July 17, 2024 - 6:00 PM

1. ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. AB 2449 NOTIFICATIONS AND CONSIDERATIONS

4. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS

4.a. Proclamation of the Ukiah City Council Recognizing July 26, 2024, as Disability Independence Day.

Recommended Action: Issue a Proclamation of the Ukiah City Council recognizing July 26, 2024, as Disability Independence Day.

Attachments:

1. Proclamation

4.b. Presentation of the PFM Group on an Update to the City Council on the City’s Investment Portfolio.

Recommended Action: Receive a presentation from PFM Asset Management LLC (PFM) on the City’s investment portfolio.

Attachments:

1. PFMAM Presentation to Ukiah_City_Council_July 2024_final

4.c. Presentation from Greater Ukiah Business and Tourism Alliance Regarding Activities and Events.

Recommended Action: Receive presentation from Katrina Kessen, Executive Director of the Greater Ukiah Business and Tourism Alliance.

Attachments: None

5. PETITIONS AND COMMUNICATIONS

6. APPROVAL OF MINUTES

6.a. Approval of the Minutes for the June 19, 2024, Regular Meeting.

Recommended Action:

Attachments:

1. 2024-06-19 Draft Minutes - Regular Meeting

7. RIGHT TO APPEAL DECISION
Persons who are dissatisfied with a decision of the City Council may have the right to a review of that decision by a court. The City has adopted Section 1094.6 of the California Code of Civil Procedure, which generally limits to ninety days (90) the time within which the decision of the City Boards and Agencies may be judicially challenged.

8. CONSENT CALENDAR
The following items listed are considered routine and will be enacted by a single motion and roll call vote by the City Council.

Items may be removed from the Consent Calendar upon request of a Councilmember or a citizen in which event the item will be considered at the completion of all other items on the agenda. The motion by the City Council on the Consent Calendar will approve and make findings in accordance with Administrative Staff and/or Planning Commission recommendations.

8.a. Report of Disbursements for the Month of May 2024.

Recommended Action: Approve the report of disbursements for the month of May 2024.

Attachments:

1. May 2024 Summary of Disbursements

2. Account Codes for Reference

3. Object Codes for Reference

4. May 2024 Disbursement Detail

8.b. Receive a Report Regarding the Purchase of Implementation Services from Milsoft in the Amount of $54,000, and Approve Corresponding Budget Amendments.

Recommended Action: Receive the report of a contract entered with Milsoft in the amount of $54,000 for implementation services to transition Millview and Redwood Valley water billing to the Customer Information System (CIS) software, ensuring compliance with the Ukiah Valley Water Authority Joint Power Agreement's January 1, 2025, go-live date, and approve the corresponding budget amendments.

Attachments:

1. PO 48594 with quote

8.c. Approve Purchase of CAT 926M Loader for $308,466.28, with a Reimbursement from $225,000 in USDA 2022 Disaster Water Grant Funds, and Authorize the City Manager to Execute the Grant Agreement, Any Amendments Thereto, and Approve Corresponding Budget Amendment.

Recommended Action: Approve purchase of CAT 926M loader for $308,466.28, with a reimbursement from $225,000 in USDA 2022 Disaster Water Grant Funds, and authorize the City Manager to execute the grant agreement, any amendments thereto, and approve corresponding budget amendment.

Attachments:

1. Grant Agreement_Ukiah City of_RD3570-3

2. Quote_Perterson_Loader

8.d. Consideration of Adoption of Resolution Reappointing Elora Babbini to the Public Spaces Commission (PSC).

Recommended Action: Adopt Resolution reappointing Elora Babbini to the Public Spaces Commission (PSC), term to expire July 17, 2027.

Attachments:

1. Policy Resolution No. 2014-48

2. Application

3. Nomination

4. Proposed Resolution

8.e. Approval of Contract Amendment 2 in the Amount of $15,600 with Ren Alexander Design for Additional Services Pertaining to the New Electric Service Center Located at 1350 Hastings Road.

Recommended Action: Authorize the City Manager to sign contract amendment 2 with Ren Alexander Design, in the amount of $15,600, for additional services during the construction document phase and the bidding and negotiation phase as it pertains to the new Electric Service Center, and approve the corresponding budget amendment.

Attachments:

1. Ren Alexander Design - Contract

2. Ren Alexander Design - Amendment 1

3. Ren Alexander Design - Proposal for Amendment 2

8.f. Council to Receive and File Adopted 2024-25 Fiscal Year City of Ukiah Budget Document.

Recommended Action: Receive and file adopted 2023-24 Fiscal Year City of Ukiah budget document.

Attachments: None

8.g. Approval of Purchase of One 2024 Ford F-550 Crew Cab, Two Ford F-350 Crew Cabs, and One 2024 Ford F-550 Regular Cab for the Amount of $454,611.92, Using Funds from the USDA Community Wildfire Defense Grant and Corresponding Budget Amendment.

Recommended Action: Approve Purchase of One 2024 Ford F-550 Crew Cab, Two Ford F-350 Crew Cabs, and One 2024 Ford F-550 Regular Cab for the Amount of $454,611.92, Using Funds from the USDA Community Wildfire Defense Grant and Corresponding Budget Amendment.

Attachments:

1. Bid Tabulation RFB E41515-1

2. Rush Truck Centers Bid RFB E41515-1

8.h. Consider and Approve Recommended Revisions to City's Investment Policy.

Recommended Action: Approve the recommended revision to City's investment policy.

Attachments:

1. Ukiah_Investment Policy Approved 8-16-23_REVIEW 2024

2. Ukiah_InvestmentPolicy_Memo July 2024

8.i. Approval of Execution by the City Manager of a Joint Prosecution and Common Interest Agreement Regarding the PG&E Surrender and Transfer of the Potter Valley Project.

Recommended Action: Approve of Execution by the City Manager of a Joint Prosecution and Common Interest Agreement Regarding the PG&E Surrender and Transfer of the Potter Valley Project.

Attachments:

1. IWPC Joint Prosecution Common Interest Agreement

8.j. Authorization for City Manager to Renew an Agreement with Pano AI in the Amount of $140,000 for the Continued Operation of Four Wildfire Camera Sites and Corresponding Budget Amendments.

Recommended Action: Authorize City Manager to renew an agreement with Pano AI in the amount of $140,000 for continued operation of four (4) wildfire detection camera sites and the corresponding budget amendments.

Attachments:

1. Pano AI Agreement

9. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
The City Council welcomes input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on this agenda that is within the subject matter jurisdiction of the City Council, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3) minutes per person and not more than ten (10) minutes per subject. The Brown Act regulations do not allow action to be taken on audience comments in which the subject is not listed on the agenda.

10. COUNCIL REPORTS

11. CITY MANAGER/CITY CLERK REPORTS

12. PUBLIC HEARINGS (6:15 PM)

12.a. Conduct a Public Hearing and Consider Adoption of Resolution for User Fees at the Ukiah Regional Airport (This Item will be Held at the August 7, 2024, City Council Meeting) Recommended Action: Adopt the Resolution and corresponding Exhibit A user fee schedule for the Ukiah Regional Airport.

Attachments:

1. 2024 Proposed Airport User Fees

2. Proposed Resolution with Exhibit A

13. UNFINISHED BUSINESS

13.a. Possible Adoption of Ordinance to Change the Time that City Council Meetings Convene.

Recommended Action: Adopt Ordinance changing the start time for City Council meetings to 5:15 p.m.

Attachments:

1. Proposed Ordinance - redline and clean

13.b. Adoption of an Amended Ordinance Regarding the City of Ukiah’s Western Hills Annexation and Sphere of Influence Amendment Application to the Mendocino County Local Agency Formation Commission (LAFCo) Confirming the Previously Approved Prezoning Districts as Low-Density Residential - Hillside (R1-H) and Public Facilities (PF).

Recommended Action: Adopt amended ordinance for the City of Ukiah's Western Hills Annexation and Sphere of Influence (SOI) Amendment Application confirming the previously approved Prezoning districts as Public Facility (“PF”) and Low Density Residential-Hillside (“R1- H”).

Attachments:

1. LAFCo Incomplete Letter A-2022-02 (April 19, 2024)

2. ORD AMENDING ORD NO. 1217

13.c. Approval of Proposal from GHD, Inc. for Design and Engineering Services for the Development of an Additional Municipal Well, and Approve Corresponding Budget Amendment.

Recommended Action: Approve the proposal from GHD, Inc. for Design and Engineering Services for the development of an additional municipal well, and approve corresponding budget amendment.

Attachments:

1. 2024-07-05 Ukiah Well Project GHD Cost Proposal

13.d. Receive Report of Change Order for Orr Street Bridge and Approve Associated Budget Amendment; Provide Direction to Staff Regarding Future Use of Bridge Recommended Action: 1) Receive report regarding change order and approve associated budget amendment. 2) Direct City Staff to open the bridge to single-lane traffic in both directions and install one speed hump on each terminus of the bridge approach.

Attachments:

1. CCO1

2. Orr Street Bridge Feasibility Study

13.e. Consideration of Award of Bid for Contract for the Riverside Park Regeneration Project Specification 24-05.

Recommended Action: Award bid for the Riverside Park Regeneration Project Specification 24-05.

Attachments:

1. Spec 24-05 Riverside Park Regeneration (2)

14. NEW BUSINESS

14.a. Adoption of Resolution to Enter into a Third Phase Agreement for Renewable Power Purchase Agreement with Grace Orchard Energy Center, LLC, and Authorize the City Manager to Execute the Agreement.

Recommended Action: Adopt Resolution authorizing the City of Ukiah to enter into a Third Phase Agreement for Renewable Power Purchase Agreement (PPA) with Grace Orchard Energy Center, LLC (Third Phase Agreement), including any nonsubstantive modifications to the PPA and Third Phase Agreement approved by the Member Counsel, and authorize the City Manager to execute the agreement.

Attachments:

1. CPUC Clean Energy Graphic - 1

2. Grace Orchard Energy Center Renewable Power Purchase Agreement - Final (Clean - Redacted)

3. Grace_Solar_Third_Phase_Agreement - Final (Clean)

4. Resolution Grace Orchard Energy Center Third Phase Agreement

14.b. Proposed Sewer Rate Adjustments for Fiscal Year 2024-2025 and Start of the Prop 218 Protest Period.

Recommended Action: Approve the proposed sewer rate adjustments effective October 1, 2024, as outlined in the 2024 Sewer Financial Plan (Sewer Rate Study), and initiate the Prop 218 45-day protest period.

Should the City Council decide not to approve the proposed sewer rate adjustments, it is recommended that the Council provide direction to Staff on alternative measures.

Attachments:

1. City of Ukiah 2024 Sewer Financial Plan final 7.9.24

2. 2024 Sewer Prop 218 Notice draft 7.8.24

3. Ukiah 2024 Sewer Rate Study July 17 presentation 7.8.24

14.c. Consider Direction to Staff to Submit to the Voters in the November 2024 Election a Local 3% Increase in the Transient Occupancy Tax (Lodging Tax); Create Ad Hoc Committee to Develop Corresponding Materials.

Recommended Action: Direct Staff to submit to the voters in the November 2024 election a local 3% Increase to the Transient Occupancy Tax (Lodging Tax) and create an ad hoc committee to develop the corresponding materials.

Attachments:

1. TOT Revenue_042024

2. 2021-22_Cities_TOT-compressed_TBID fees not included

14.d. 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); Including the Possible Creation of an Ad Hoc to Review and Update the City Council Handbook.

Recommended Action: Receive report(s). The Council will consider modifications to committee and ad hoc assignments along with the creation/elimination ad hoc(s). Appoint two Councilmembers to serve on an ad hoc to review the City Council Handbook.

Attachments:

1. 2024 City Council Special Assignments and Ad Hocs

15. CLOSED SESSION - CLOSED SESSION MAY BE HELD AT ANY TIME DURING THE MEETING

15.a. Conference with Legal Counsel – Initiation of Litigation (Government Code Section 54956.9(d)(4))
Initiation of litigation (3 cases)

15.b. Conference with Legal Counsel – Existing Litigation (Government Code Section 54956.9)
Name of case: Ukiah v. Questex, Mendocino County Superior Court Case No. 15-66036

15.c. Conference with Legal Counsel – Existing Litigation (Government Code Section 54956.9(d)(1))
Name of case: Vichy Springs Resort v. City of Ukiah, Et Al; Case No. SCUK-CVPT-2018-70200

15.d. Conference with Legal Counsel – Existing Litigation (Government Code Section 54956.9(d)(1))
Name of case: Russian River Keepers et al. v. City of Ukiah, Case No. SCUK-CVPT-20-74612

15.e. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 180-110-12; 180-120-15; 180-120-16
Negotiator: Shannon Riley, Deputy City Manager
Negotiating Parties: GMB Realty Partners, Inc.

Under Negotiation: Price & Terms of Payment

15.f. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 002-232-05 and 002-282-02
Negotiator: Sage Sangiacomo, City Manager
Negotiating Parties: Bartolomei Trustees
Under Negotiation: Price & Terms of Payment

15.g. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 003-230-03-00
Negotiator: Sage Sangiacomo, City Manager
Negotiating Parties: Mark and Jann Lanz
Under Negotiation: Price & Terms of Payment

15.h. Conference with Labor Negotiator (54957.6)
Agency Representative: Sage Sangiacomo, City Manager
Employee Organizations: All Bargaining Units

15.i. Public Employee Performance Evaluation
(Government Code Section 54956
Title: City Manager

16. ADJOURNMENT
Please be advised that the City needs to be notified 72 hours in advance of a meeting if any specific accommodations or interpreter services are needed in order for you to attend. The City complies with ADA requirements and will attempt to reasonably accommodate individuals with disabilities upon request. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available for public inspection at the front counter at the Ukiah Civic Center, 300 Seminary Avenue, Ukiah, CA 95482, during normal business hours, Monday through Friday, 8:00 am to 5:00 pm. Any handouts or presentation materials from the public must be submitted to the clerk 48 hours in advance of the meeting; for handouts, please include 10 copies.

I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted on the bulletin board at the main entrance of the City of Ukiah City Hall, located at 300 Seminary Avenue, Ukiah, California, not less than 72 hours prior to the meeting set forth on this agenda.

Kristine Lawler, CMC/CPMC
Dated: 7/12/24

Agenda Item No: 4.a.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-353

AGENDA SUMMARY REPORT
SUBJECT: Proclamation of the Ukiah City Council Recognizing July 26, 2024, as Disability Independence Day.

DEPARTMENT: City Manager /
Admin PREPARED BY: Maria Ceja, Administrative Analyst
PRESENTER: Josefina Dueñas, City Council, Mayor
ATTACHMENTS:

1. Proclamation
Summary: Council to issue a proclamation recognizing July 26, 2024, as Disability Independence Day.

Background: The Americans with Disabilities Act (ADA) was signed into law on July 26, 1990, establishing a clear and comprehensive national mandate for the elimination of discrimination to ensure the civil rights of people with disabilities. Disability is a social construct. The ‘problem’ is not the medical condition that resides within the individual, but the ‘problem’ is that society does not create a welcoming, supporting environment/policies/systems for all. Policies must be developed, attitudes shaped, and equitable experiences offered to all individuals, including those with developmental disabilities.

Discussion: At the July 17, 2024, Regular Meeting, the City Council will issue a Proclamation (Attachment 1) recognizing July 26, 2024, as Disability Independence Day. The proclamation will be received by Julie EbyMckenzie from State Council on Developmental Disabilities and Denise Gorny from the City of Ukiah Diversity Equity Committee.

Recommended Action: Issue a Proclamation of the Ukiah City Council recognizing July 26, 2024, as Disability Independence Day.

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: Diversity and Equity Committee
DIVERSITY-EQUITY INITIATIVES (DEI): Goal 1 – Create and sustain a diverse, equitable, and inclusive workplace and workforce that reflects, values, and celebrates the diverse community we serve.

CLIMATE INITIATIVES (CI):N/A
GENERAL PLAN ELEMENTS (GP):N/A

July 26, 2024, as Disability Independence Day in the City of Ukiah Whereas, the Americans with Disabilities Act (ADA) was signed into law on July 26, 1990, establishing a clear and comprehensive national mandate for the elimination of discrimination to ensure the civil rights of people with disabilities; and Whereas, disability is a social construct. The ‘problem’ is not the medical condition that resides within the individual, but the ‘problem’ is that society does not create a welcoming, supporting environment/policies/systems for all; and
Whereas, equitable experiences and full inclusion is a matter of social justice.

Consequently, creating equitable, inclusive environments is a shared responsibility of everyone; and
Whereas, policies must be developed, attitudes shaped, and equitable experiences offered to all individuals; including those with developmental disabilities; and Whereas, the ADA has expanded opportunities for Americans with disabilities; and Whereas, citizens should do all in their power to:
 Recognize the value and intersectionality of the disability experience in our lives and its valued role in our rich diversity.
 Recognize the barriers presented to those with disabilities.  Create ways to include everyone, especially those with developmental disabilities, to be fully included in all aspects of life.  Understand the losses (financial, spiritual, human rights, contributions to the community, and otherwise) when our communities segregate and create barriers for those with disabilities.
 Demand policymakers no longer invest in segregation and create inclusive, equitable policies and systems for all; and
Whereas, we encourage the community to learn more aboutADA, eliminate discrimination, and celebrate July 26, 2024, as Disability Independence Day.

Therefore be it resolved, that the City Council of the City of Ukiah, hereby proclaims July 26, 2024, as
Disability Independence Day in the City of Ukiah
Signed and sealed, this 17th day of July
in the year Two Thousand and Twenty-Four.
____________________________
Josefina Dueñas, Mayor
Attachment 1

Agenda Item No: 4.b.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-357

AGENDA SUMMARY REPORT
SUBJECT: Presentation of the PFM Group on an Update to the City Council on the City’s Investment Portfolio.

DEPARTMENT: Finance PREPARED BY: Jessie Brunell, Senior Accountant PRESENTER: Allison Kaune, PFM Asset Management
ATTACHMENTS:

1. PFMAM Presentation to Ukiah_City_Council_July 2024_final Summary: Council will receive a presentation from PFM Asset Management LLC (PFM) on the City’s investment portfolio.

Background: The City of Ukiah contracts with PFM Asset Management LLC (PFM), an independent investment advisor, to manage the investment of the City’s funds.

Each year, PFM meets with the Investment Oversight Committee - which includes the City Manager, Director of Finance, a City Councilmember, a public member, and the City Treasurer – to review and discuss the City’s portfolio. The annual report for fiscal year 2023-2024 is attached (Attachment 1).

Discussion: PFM, the City's investment portfolio manager, will provide an update to the City Council on the performance of its investment portfolio.

Recommended Action: Receive a presentation from PFM Asset Management LLC (PFM) on the City’s investment portfolio.

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): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

PFM Asset Management LLC
NOT FDIC INSURED : NO BANK GUARANTEE : MAY LOSE VALUE
| pfmam.com
City of Ukiah
Investment Program Update
Presentation to the City Council
July 17, 2024
415-515-6389
For Institutional Investor or Investment Professional
Use Only – This material is not for inspection by,
distribution to, or quotation to the general public
Allison Kaune, Senior Analyst
Attachment 1

▸ The U.S. economy is characterized by:
▹ Economic growth that has began moderating from extremely strong levels
▹ Resilient labor market, with unemployment rate remaining near historically low levels
▹ Inflation above the Federal Reserve’s 2% target, but showing progress ▸ Federal Reserve contemplating rate cuts:
▹ Fed funds target rate has been at 5.25%-5.50% since July 2023 ▹ At start of 2024, Fed projected three rate cuts in 2024 and markets projected six
▹ Rate cut expectations have since moderated to just one or two cuts in 2024
▸ U.S. Treasury yields remain elevated
▹ Interest rates moved up sharply during 2022, and have remained high ▹ Rising rates have created excellent opportunities for new purchases, increasing the portfolio’s earnings and return potential Market Themes
1 Attachment 1

Inflation is Range Bound; Economic Growth
Continues
2 Source: Bureau of Labor Statistics and Bloomberg as of May 2024. (left). Bureau of Economic Analysis, U.S. Department of Commerce; as of June 30, 2024 (right).
-2.0%
-0.6%

2.7% 2.6%

2.2% 2.1%

4.9%

3.4%

1.4%
-2%
-1%
0%
1%
2%
3%
4%
5%
6%
22Q1 22Q2 22Q3 22Q4 23Q1 23Q2 23Q3 23Q4 24Q1
GDP
QoQ% Change Annualized
May-24

3.3%
1%
2%
3%
4%
5%
6%
7%
8%
9%
10%
May-21 Nov-21 May-22 Nov-22 May-23 Nov-23 May-24
Consumer Price Index
Year-Over-Year Changes
Attachment 1

0%
1%
2%
3%
4%
5%
6%
3m 1y 2y 3y 5y 10y
Yield
Maturity
Treasury Yield Curve
Interest Rates Remain Elevated
3 Source: Bloomberg, as of June 30, 2024.

December 31, 2021
June 30, 2023
June 30, 2024
0%
1%
2%
3%
4%
5%
6%
Jun 14Jun 15Jun 16Jun 17Jun 18Jun 19Jun 20Jun 21Jun 22Jun 23Jun 24 2-Year Treasury Yield
June 30, 2014 – June 30, 2024
20-Year Average

1.82%
Attachment 1

City of Ukiah’s Investment Objectives
4 Safety
• High Quality
investments
• Diversification by
sector, issuer, and
maturity
Liquidity
• Cash flow
coordination with
the City
• Appropriate
allocation among
overnight and
invested balances
Return on
Investment
• Duration
management
• Active trading and
continual
evaluation of
relative value
among allowable
sectors
Attachment 1

Not Rated
(LAIF)
3%
Not Rated by
S&P
3%
A
14%
AA
65%
AAA
13% BBB+
2%
4%
31%
53%
6% 5%
0%
10%
20%
30%
40%
50%
60%
0-1 year 1-2 years 2-3 years 3-4 years 4-5 years
City of Ukiah Portfolio Snapshot
as of June 30, 2024
5 Portfolio market value and charts include funds managed by PFMAM and balances in LAIF. Excludes accrued interest.

Yield at cost, yield at market, and average credit exclude LAIF.

Securities held in the City's portfolio are in compliance with California Government Code and the City's investment policy.

Portfolio Statistics
Market Value $24,251,597
Yield at cost 4.28%
Yield at market 4.81%
Average maturity (years) 2.23
Average Credit AA
Sector Allocation
Maturity Distribution
Credit Quality (S&P Ratings)
Local Agency
Investment
Fund
2%
U.S. Treasury
51%
Federal Agency CMBS
9%
Municipal
Obligations
<1%
Asset-Backed
Security
17%
Negotiable
Certificate of
Deposit
4%
Corporate Note
17%
Attachment 1

4.28%
0%
1%
2%
3%
4%
5%
Portfolio Yield at Cost
Portfolio Performance
6 Performance on trade-date basis, net of PFM fees. Excludes funds invested in LAIF. Inception date is December 31, 1997.

Market Benchmark is the ICE Bank of America Merrill Lynch 1-3 Year Treasury Index. Provided by Bloomberg Financial Markets.

Annualized Total Return
Duration Past
Year
Past 5
Years
Past 10
Years
Since
Inception
City of Ukiah 1.81 4.86% 1.43% 1.50% 3.06%
Performance Benchmark
(1-3 Year U.S. Treasury Index) 1.75 4.53% 1.06% 1.13% 2.67% Difference - +0.33% +0.37% +0.37% +0.39%
Total Return
For Period Ending June 30, 2024
+3.66% since
January 2022
Attachment 1

Outlook

KEY TAKEAWAYS
► Interest rates expected to stay “higher for
longer” as Fed stays focused on lowering
inflation
► The consumer has shown signs of
moderation
► Expectations for future economic growth
remain solid

RISKS TO OUTLOOK
► Recession probability remains low with the
biggest risk being persistent inflation that
curbs consumer spending
► Elevated geopolitical risks, including
Ukraine, Israel, China, and U.S. elections

PORTFOLIO STRATEGY
► Increasing the portfolio’s diversification has
aided portfolio performance and earning
potential
► Maintain broad diversification by sector,
industry, and issuer
► Continue to maintain the portfolio’s duration
to be close to the benchmark duration
► Carefully manage risk and maintain high
credit quality
7 Attachment 1

Disclaimer
Investment advisory services are provided by PFM Asset Management LLC (“PFMAM”), an investment adviser registered with the U.S. Securities and Exchange Commission and a subsidiary of U.S. Bancorp Asset Management, Inc. (“USBAM”). USBAM is a subsidiary of U.S. Bank National Association (“U.S.

Bank”). U.S. Bank is a separate entity and subsidiary of U.S. Bancorp. U.S. Bank is not responsible for and does not guarantee the products, services or performance of PFMAM. The information contained is not an offer to purchase or sell any securities. Additional applicable regulatory information is available upon request.

For more information regarding PFMAM’s services or entities, please visit www.pfmam.com.

Disclaimer
Investment advisory services are provided by PFM Asset Management LLC (“PFMAM”), an investment adviser registered with the U.S. Securities and Exchange Commission and a subsidiary of U.S. Bancorp Asset Management, Inc. (“USBAM”). USBAM is a subsidiary of U.S. Bank National Association (“U.S.

Bank”). U.S. Bank is a separate entity and subsidiary of U.S. Bancorp. U.S. Bank is not responsible for and does not guarantee the products, services or performance of PFMAM. The information contained is not an offer to purchase or sell any securities. Additional applicable regulatory information is available upon request.

For more information regarding PFMAM’s services or entities, please visit www.pfmam.com. 8 Attachment 1

Agenda Item No: 4.c.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-378

AGENDA SUMMARY REPORT
SUBJECT: Presentation from Greater Ukiah Business and Tourism Alliance Regarding Activities and Events.

DEPARTMENT: Economic
Development PREPARED BY: Shannon Riley, Deputy City Manager PRESENTER: Katrina Kessen, the Executive Director of the Greater Ukiah Business and Tourism Alliance.

ATTACHMENTS:

1. 4c Presentation given at meeting
Summary: The Council will receive a presentation from Katrina Kessen, the Executive Director of the Greater Ukiah Business and Tourism Alliance.

Background: The Greater Ukiah Business and Tourism Alliance(GUBTA) represents the merger between the Chamber of Commerce, Ukiah Main Street Program, and Visit Ukiah. GUBTA plays an important role as a liaison to the business community, while also promoting the region to visitors and engaging in activities that support the preservation of the historic downtown. They manage the visitor center, which was designated an official California Welcome Center within the last year.

The City of Ukiah directly collaborates with GUBTA in the following ways:
• Community Champion Member of the Chamber of Commerce
• City of Ukiah collects Business Improvement District fees (through the business license process), which are passed through to GUBTA for the administration of the Ukiah Main Street Program • City of Ukiah collects Transient Occupancy Tax from local lodging establishments, which is passed through to GUBTA for the administration of the Visit Ukiah program in accordance with a performance agreement between the organizations
• City of Ukiah is represented on the Executive Board by an appointed City Councilmember and a Staff Liaison
Additionally, the City of Ukiah and GUBTA partner for numerous community events, including Ukiah On Ice, Sundays in the Park, and Ukiah Country Pumpkinfest.

Discussion: Executive Director Katrina Kessen will provide a brief presentation regarding the activities and events of the Greater Ukiah Business and Tourism Alliance.

Recommended Action: Receive presentation from Katrina Kessen, Executive Director of the Greater Ukiah Business and Tourism Alliance.

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: Katrina Kessen, Executive Director, Greater Ukiah Business and Tourism Alliance

Annual
Report

Tourism
Matters to
our Local
Economy

Recent Report Statistics from Visit
California
• In 2023, travel spending grew to $150.4 billion, a 5.6% increase from the prior year. Since the peak of 2019, travel spending has grown by

3.8%.
• The travel industry supported approximately 1.2 million jobs in 2023, a 5.9% increase from the prior year. As of 2023, California’s travel industry has restored 98% of the jobs compared to 2019. • Travel-generated state and local tax revenue increased to $12.7 billion in 2023, an increase of 3.7% from the prior year. Compared to 2019, travel-generated tax revenue has grown by 3.0%.
• Visitors who stayed in a hotel or motel spent $63.3 billion in 2023, an increase of 5.4% from 2022. Visitors who stayed in a short-term vacation rental (STVR) spent $12.7 billion in 2023, an increase of

1.5% compared to 2022.

Transient
Occupancy
Revenue (TOT)
Adding Funds into
our Community

CA Welcome Center Ukiah
Celebrates 1 Year
Anniversary

Strength Through
Partnership

Levi’s
Destination
Sweatshirt 2023

Marketing and
Advertising
Social Media – Facebook and Instagram
Print and Digital Placements
 Visit California Travel Guide and Road Trips
 SF Chronicle / SF Gate Travel Section
 Partnerships with North Coast Tourism Council
and Visit Mendocino County
Video – Leverage Partnerships and Collaborations

Trade Shows
Conferences
and
Events

Events and Festivals

Economic
Development

Gateway
Signage
Completed

What is Next?
Partnership with US Army
Corps of Engineers at
Lake Mendocino

Large Enough to
Serve You.

Small Enough to
Care.

Ukiah is a place
where you can
“Just Be U”.

AGENDA ITEM 6a

CITY OF UKIAH

CITY COUNCIL MINUTES
Regular Meeting

CIVIC CENTER COUNCIL CHAMBERS
300 Seminary Avenue, Ukiah, CA 95482
Virtual Meeting Link: https://us06web.zoom.us/j/89540474669 Ukiah, CA 95482
June 19, 2024
6:00 p.m.

1. ROLL CALL
Ukiah City Council met at a Regular Meeting on June 19, 2024, having been legally noticed on June 13, 2024. The meeting was held in person and virtually at the following link:
https://us06web.zoom.us/j/89540474669. Mayor Dueñas called the meeting to order at 6:00 p.m.

Roll was taken with the following Councilmembers Present: Mari Rodin, Juan V. Orozco, Douglas, F. Crane, and Josefina Dueňas. Councilmember Absent by Prearrangement: Susan Sher. Staff

Present: Sage Sangiacomo, City Manager; David Rapport, City Attorney; Kristine Lawler, City Clerk; and Araceli Sandoval, Administrative Assistant.

MAYOR DUEÑAS PRESIDING.

2. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Vice Mayor Duenas.

3. AB 2449 NOTIFICATIONS AND CONSIDERATIONS

4. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS

5. PETITIONS AND COMMUNICATIONS
Clerk Assistant, Araceli Sandoval, stated that no communications had been received.

6. APPROVAL OF MINUTES
a. Approval of the Minutes for the June 3, 2024, Special Meeting. b. Approval of the Minutes for the June 4, 2024, Special Meeting. c. Approval of the Minutes for the June 5, 2024, Regular Meeting.

Motion/Second: Orozco/Crane to approve Special and Regular meeting minutes of June 3, 4, and 5, 2024, as submitted. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher. ABSTAIN: None.

7. RIGHT TO APPEAL DECISION

8. CONSENT CALENDAR
a. Approve Contract Amendment Ten (10) (1314-231-10) with Carollo Engineers for the Design Efforts of the Recycled Water Project - Phase 4 to Authorize Task Order 8 and 9 for Engineering Services During Construction and Construction Management – Water Resources.

City Council Minutes for June 19, 2024, Continued:

b. Report of Agreement with Hildebrand Consulting LLC in the Amount of $43,800 for Specialized Utility Financial Analysis for the Water and Sewer Utilities, and Approval of a Corresponding Budget Amendment – Water Resources.
c. Adoption of Resolution (2024-26) Identifying the Proposed Project List for SB1: Road Repair and Accountability Act for Fiscal Year 2024/2025 – Public Works. d. Approval of Notice of Completion of the Electric Utililty Fire Mitigation Undergrounding Project, Specification No. 23-08, and Approve Final Payment of the 5% Retention to ARB, Inc. – Electric Utility.
e. Report of the Purchase (PO No. 48574) of One 2024 Ford F-250 from Harvey Harper Company, DBA Harper Motors in the Amount of $60,697.10 for the Ukiah Valley Fire Authority - Fire.
f. Report the Purchase (PO No. 48580) of Two 2025 Ford Police Interceptor Utility Vehicles from Harper Motors in the Amount of $128,421.88 - Police. g. Receive Annual Report Regarding the City of Ukiah's Electric Utility Wildfire Mitigation Plan in Response to Senate Bill 901 – Electric Utility. h. Award a Unit Price Contract (2324-224) in the Amount of $130,290.00 for Gobbi Circuit 202 Switching and Reliability Enhancement Project, Specification 24-04, to Wipf Construction, LLC. and Authorize a Corresponding Budget Amendment – Electric Utility. i. Report of Agreement (2324-190) with First Due LLC in the Amount of $45,990 for Fire and Emergency Medical Services Software - Fire.

Motion/Second: Crane/Rodin to approve Consent Calendar Items 8a-8i, as submitted. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None.

ABSENT: Sher. ABSTAIN: None.

9. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
Public Comment: Pinky Kushner – Palace Hotel.

10. COUNCIL REPORTS
Presenters: Councilmember Orozco and Mayor Duenas.

11. CITY MANAGER/CITY CLERK REPORTS
Presenters: Sage Sangiacomo, City Manager; and
• Construction Update – Tim Eriksen, Public Works Director / City Engineer. • Palace Update – Shannon Riley, Deputy City Manager.
• Reminder - July 3, 2024, Meeting Cancelled – Kristine Lawler, City Clerk.

12. PUBLIC HEARINGS (6:15 PM)
a. Receive an Update Regarding the City of Ukiah’s Western Hills Annexation and Sphere of Influence Amendment Application, LAFCo File No. A-2022-02; Consider Adoption of an Amended City Council Resolution for A_2022-02; and Introduce an Amended Ordinance by Title Only Confirming the Previously Approved Prezoning Districts as Low-Density Residential - Hillside (R1-H) and Public Facilities (PF).

City Council Minutes for June 19, 2024, Continued:

Presenters: Maya Simerson, Project and Grant Administrator and Craig Schlatter, Community Development Director.

PUBLIC HEARING OPENED AT 6:39 P.M.

Public Comment: Kita Grinberg.

PUBLIC HEARING CLOSED AT 6:41 P.M.

Motion/Second: Crane/Rodin to direct Staff to submit an updated application to LAFCo. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None.

ABSENT: Sher. ABSTAIN: None.

Motion/Second: Rodin/Orozco to adopt an amended Resolution (2024-27) for the City of Ukiah's Western Hills Annexation and Sphere of Influence (SOI) Amendment Application as specified in the Initial Study/Mitigated Negative Declaration (SCH No. 2021040428) previously adopted on December 6, 2023. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher. ABSTAIN: None.

Motion/Second: Orozco/Rodin to introduce an ordinance by title only. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher.

ABSTAIN: None.

Administrative Assistant, Araceli Sandoval, read the following ordinance title into the record:

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING ORDINANCE NO. 1217 TO PREZONE CERTAIN PARCELS IN ASSOCIATION WITH THE WESTERN HILLS ANNEXATION AND SPHERE OF INFLUENCE AMENDMENT APPLICATION (LAFCO FILE NO. A2022-02) Motion/Second: Crane/Orozco to introduce an amended ordinance confirming the previously approved Prezoning districts as Public Facility (“PF”) and Low Density Residential-Hillside (“R1-H”).

Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES:

None. ABSENT: Sher. ABSTAIN: None.
b. Conduct a Public Hearing to Receive Public Comment; Discuss Final Grantee Performance Under State Community Development Block Grant 20-CDBG-12041; Adopt Resolution Confirming Project Closeout and Reimbursement of Grant Expenses from the California Department of Housing and Community Development; and Approve any Corresponding Budget Amendments Required as part of the Grant Closeout Process.

Presenters: Jim Robbins, Housing and Grants Manager and Craig Schlatter, Community Development Director.

PUBLIC HEARING OPENED AT 6:58 P.M.

No public comment was received.

PUBLIC HEARING CLOSED AT 6:58 P.M.

Motion/Second: Rodin/Crane to adopt the amended Resolution (2024-28) acknowledging accomplishments, confirming activity completion, and confirming receipt of grant reimbursement funds from the State; and 4) approve any corresponding budget amendments required as part of the grant closeout process. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher. ABSTAIN: None.

City Council Minutes for June 19, 2024, Continued:

c. Annual Review and Adoption of Resolution Updating the Fee Schedule for Community Services; Including Recreation Programs, Sports Fields, Parks, Municipal Pools, Ukiah Valley Conference Center, and the Grace Hudson Museum.

Presenter: Jake Burgess, Community Services Supervisor.

PUBLIC HEARING OPENED AT 7:24 P.M.

No public comment was received.

PUBLIC HEARING CLOSED AT 7:24 P.M.

Motion/Second: Rodin/Orozco to adopt the Resolution (2024-29) amending the user fee schedule for Community Services; including recreation programs, sports fields, parks, Municipal Pools, Ukiah Valley Conference Center, and the Grace Hudson Museum. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher. ABSTAIN: None.

13. UNFINISHED BUSINESS
a. Approval and Adoption of 2024-25 Fiscal Year City Budget through Resolution, Five-Year Capital Improvement Plan, the Gann Limit Resolution, and Budget Agreement with the Ukiah Valley Sanitation District.

Presenter: Dan Buffalo, Director of Finance.

RECESS: 7:32 – 7:45 P.M., to address technical difficulties.

Motion/Second: Rodin/Orozco to approve and adopt budget resolution (2024-30) for the fiscal year 2024-25. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas.

NOES: None. ABSENT: Sher. ABSTAIN: None.

Motion/Second: Rodin/Orozco to approve and adopt the updated Five-Year Capital Improvement Program Schedule for the fiscal year 2024-25. Motion carried by the following roll call votes: AYES:

Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher. ABSTAIN: None.

Motion/Second: Orozco/Rodin to approve and adopt Gann Limit resolution (2024-31) for fiscal year 2024-25. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas.

NOES: None. ABSENT: Sher. ABSTAIN: None.

Motion/Second: Rodin/Orozco to approve (in substantial form) and authorize City Manager to sign fiscal year 2024-25 budget agreement (2324-225) with the Ukiah Valley Sanitation District. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None.

ABSENT: Sher. ABSTAIN: None.

14. NEW BUSINESS
a. Consideration of a Resolution of the City Council of the City of Ukiah Approving the Mendocino County Master Tax Sharing Agreement Among Mendocino County and the Cities of Ukiah, Willits, Fort Bragg, and Point Arena, and Making Certain Findings of Exemption Under the California Environmental Quality Act.

Presenters: Sage Sangiacomo, City Manager and Dan Buffalo, Finance Director.

Motion/Second: Crane/Rodin to approve a Resolution (2024-32) of the City Council of the City of Ukiah approving the Mendocino County Master Tax Sharing Agreement (2324-226) among Mendocino County and the cities of Ukiah, Willits, Fort Bragg, and Point Arena; and making certain findings of exemption under the California Environmental Quality Act. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher. ABSTAIN:

None.

City Council Minutes for June 19, 2024, Continued:

b. Discussion with Direction to Staff Regarding a Proposed Approach to the Preparation of the City's Economic Development Strategy.

Presenters: Craig Schlatter, Director of Community Development and Shannon Riley, Deputy City Manager.

Direction was given to Staff.
c. Approval of Agreement with Carollo Engineers for Engineering Reconnaissance and Assistance with SAFER Grant Application.

Presenter: Sean White, Water Resources Director.

Motion/Second: Crane/Rodin to approve agreement (2324-227) with Carollo Engineers for engineering reconnaissance and assistance with SAFER grant application. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher.

ABSTAIN: None.
d. Possible Introduction of Ordinance by Title Only to Change the Time that City Council Meetings Convene.

Presenter: Kristine Lawler, City Clerk.

Motion/Second: Crane/Orozco to introduce an Ordinance by title. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher. ABSTAIN:

None.

Administrative Assistant, Araceli Sandoval, read the following ordinance title into the record:

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING SECTION 51 IN DIVISION 1, CHAPTER 2 OF THE UKIAH CITY CODE, PERTAINING TO THE START TIME OF REGULAR MEETINGS OF THE CITY COUNCIL.

Motion/Second: Rodin/Orozco to introduce an Ordinance that would change start time for City Council meetings to 5:15 p.m. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT: Sher. ABSTAIN: None.

Note: This ordinance will not take effect until it is adopted and has waited the prerequisite 30 days after final passage.
e. 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) including the possible creation of an Ad-hoc to review the Downtown Zoning Code.

Presenters: Craig Schlatter, Community Development Director and Mayor Duenas.

Motion/Second: Rodin/Orozco to establish an ad hoc committee to deal with revisions to the downtown zoning code to include Vice Mayor Crane and Councilmember Rodin. Motion carried by the following roll call votes: AYES: Rodin, Orozco, Crane, and Dueňas. NOES: None. ABSENT:

Sher. ABSTAIN: None.

15. CLOSED SESSION
a. Conference with Legal Counsel – Anticipated Litigation (Government Code Section 54956.9(d)(4))
Initiation of litigation (3 cases)

City Council Minutes for June 19, 2024, Continued:

b. Conference with Legal Counsel – Existing Litigation
(Government Code Section 54956.9)
Name of case: Ukiah v. Questex, Mendocino County Superior Court Case No. 15- 66036
c. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 180-110-07
Negotiator: Shannon Riley, Deputy City Manager
Negotiating Parties: GMB Realty Partners, Inc.

Under Negotiation: Price & Terms of Payment
d. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 002-232-05 and 002-282-02
Negotiator: Sage Sangiacomo, City Manager
Negotiating Parties: Bartolomei Trustees
Under Negotiation: Price & Terms of Payment
e. Conference with Real Property Negotiators
(Cal. Gov't Code Section 54956.8)
Property: APN Nos: 003-230-03-00
Negotiator: Sage Sangiacomo, City Manager
Negotiating Parties: Mark and Jann Lanz
Under Negotiation: Price & Terms of Payment
f. Conference with Labor Negotiator (54957.6)
Agency Representative: Sage Sangiacomo, City Manager
Employee Organizations: All Bargaining Units
No Closed Session was held.

16. ADJOURNMENT
There being no further business, the meeting adjourned at 9:48 p.m. ________________________________
Kristine Lawler, CMC/CPMC

Agenda Item No: 8.a.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2022-1479

AGENDA SUMMARY REPORT
SUBJECT: Report of Disbursements for the Month of May 2024.

DEPARTMENT: Finance PREPARED BY: MaryJo Reynolds
PRESENTER: Consent Calendar
ATTACHMENTS:

1. May 2024 Summary of Disbursements

2. Account Codes for Reference

3. Object Codes for Reference

4. May 2024 Disbursement Detail
Summary: The Council will review and consider approval of the report of disbursements for the month of May 2024.

Background: Payments made during the month of May 2024 are summarized in the Report of Disbursements. Further detail is supplied on the Schedule of Bills, representing the four (4) individual payment cycles within the month.

Accounts Payable Check Numbers (City & UVFA): 3057630-3057707; 3057708-3057773; 3057774-3057875; 3057876-3057979; 3057980-3058054
Accounts Payable Wire Transfers: 116
Payroll Check Numbers: 515485-515555; 515556-515625; 515626-515706 Payroll Manual Check Numbers: 515626
Direct Deposit Numbers: 127750-128079; 128080-128415; 128416-128749 Manual Direct Deposit Numbers: N/A
Void Check Numbers: 3055314, 3055252, 3057643, 3057644
Void Direct Deposit Numbers: N/A
Discussion: This report is submitted in accordance with Ukiah City Code Division 1, Chapter 7, Article 1.

Attachment #1: May 2024 Summary of Disbursements
Attachment #2: Account Codes for Reference
Attachment #3: Object Codes for Reference
Attachment #4: May 2024 Disbursement Detail

Recommended Action: Approve the report of disbursements for the month of May 2024.

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): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

Attachment 1
FUNDS:
100 General Fund $223,002.11 700 Sanitary Disposal Site Fund $17,436.49 101 GF-(Sub-Fund) Visit Ukiah 701 Landfill Corrective Fund 105 GF-(Sub-Fund) Fire Authority $135,205.30 702 Disposal Closure Reserve Fund 110 Special General Fund 704 Post Closure Fund - Solid Waste 120 Streets Capital Improvement $302,594.00 710 Ambulance Services Fund $11,093.86 130 Gov'tl Debt SVC/Reserve Fund 720 Golf Fund $3,101.11 131 Debt Service Reserve 2022 LRB $1,495.00 730 Confernence Center Fund $7,067.16 200 City Adminstrative Services $177,626.06 750 Visit Ukiah 201 Worker's Comp Fund 777 Airport Fund $67,435.03
202 Liability Fund 778 Airport Capital Improvement Fund 203 Garage Fund $14,816.24 779 Special Aviation Fund
204 Purchasing Fund $13,763.60 800 Electric Fund $768,546.06 205 Billing & Collections Fund $17,277.65 801 Electric Capital Reserve Fund $1,229,227.46 206 Public Safety Dispatch Fund $3,028.75 803 Lake Mendocino Bond Reserve $1,320.00 207 Payroll Posting Fund $7,380.10 805 Street Lighting Fund $9,073.95 208 Building Maintenance/Corp Yard Fund $23,031.03 806 Public Benefits Fund $13,638.87 209 IT Fund $19,643.76 807 Cap and Trade $459.00
220 Equipment Reserve Fund 820 Water Fund $383,820.40
249 City Housing Bond Proceeds 821 Water Capital Reserve Fund $34,041.66 250 Special Revenue Fund 822 Water Capital Improvement Fund 251 Special Projects Reserve Fund 830 Recycled Water Fund $5,617.50 252 Streets/ROW Improvement Fund $126,437.23 840 City/District Sewer Fund $1,451,106.10 253 CITY PROP 172 841 Sewer Contruction Fund
300 Park Development Fund 843 Sewer Capital Fund
301 Anton Stadium Fund 900 Special Deposit Trust $17,381.69 302 Observatory Park Fund 901 General Service (Accts Recv) $14,447.33 303 Playground & Park Amenities Fund 902 U.S.W. Billing & Collection $58,031.12 304 Swimming Pool Fund 903 Public Safety - AB 109 $0.00 305 Riverside Park Fund 905 Federal Emergency Shelter Grant 306 Skate Park Fund 905 Mendocino Emergency Service Authority 308 Opioid Settlement Fund 911 Russian River Watershed Association 310 Museum Grants $0.00 915 UVFD $184.72
311 Alex Rorbaugh Recreation Center Fund $5,252.34 916 UVFD PROP 172 312 Downtown Business Improvement Fund $44.37 917 UVFD Measure B $1,263.32 313 LMIHF Housing Asset Fund 918 UVFD Mitigation
314 Winter Special Events 920 MSWMA Operations $27.00
315 Advanced Planning Fund 940 Sanitation District Special Fund 316 SPECIAL RECREATION EVENTS 942 Rate Stabilization - UVSD Fund 500 2106 Gas Tax Fund $29,880.00 943 Sanitation District Capital Improvement Fund 501 2107 Gas Tax Fund 952 REDIP Sewer Enterprise Fund
503 2105 Gas Tax Fund 960 Community Redevelopment Agency 505 Signalization Fund 961 RDA Housing Pass-Through
506 Bridge Fund 962 Redevelopment Housing Fund
507 1998 STIP Augmentation Fund 963 Housing Debt
508 SB325 Reimbursement Fund 964 RDA Capital Pass-Through 509 S.T.P. Fund 965 Redevelopment Capital Improvement Fund 510 Trans-Traffic Congest Relief Fund 966 Redevelopment Debt Service 511 Rail Trail Fund 967 Housing Bond Proceeds
600 Community Development Block Grant 968 Non-Housing Bond Proceeds 601 EDBG 94-333 Revolving Loan 969 RDA Obligation Retirement Fund $41,954.33 602 Community Development Fund 844/944 Sewer Capital Projects Fund $47,951.54 603 08-HOME-4688
604 CDBG Grant 09-STBG-6417
605 11-HOME-7654 Fund $0.00
606 CDBG Grant 10-EDEF-7261
607 Prop 84 Grant Fund
609 13-CDBG-8940
610 City RDA Projects Fund Retainage Withheld $155,531.94 613 Home Program Activities 611 CDBG 16-CDBG-11147 $4,350.00 620 CASP Train
630 Asset Seizure Fund $7,825.84
631 Asset Seizure Fund (Drug/Alcohol)
633 H & S Education 11489(B)(2)(A1)
634 Federal Asset Seizure Grants
635 SUP Law Enforcement Service Fund
636 CBTHP Officer
637 Local Law Enforcement Block Grant
638 Asset Forfeiture 11470.2 H & S $3,832.93
639 Special Revenue - Police
640 Parking District Fund $536.92
670 Federal American Rescue Fund
691 Museum Fund
695 Transfer Station Fund
696 Solid Waste Mitigation Fund
PAYROLL CHECK NUMBERS: 515485-515555 TOTAL DEMAND PAYMENTS- A/P CHECKS $5,456,780.87 DIRECT DEPOSIT NUMBERS: 127750-128079 TOTAL DEMAND PAYMENTS- EFT's $0.00 PAYROLL PERIOD: 4/14/24-4/27/24 TOTAL PAYROLL CHECKS & DIRECT DEPOSITS $1,414,431.70 PAYROLL CHECK NUMBERS: 515556-515625 TOTAL PAYROLL EFT's (TAXES, PERS, VENDORS) $786,787.14 DIRECT DEPOSIT NUMBERS: 128080-128415 * vendor name( if applicable) PAYROLL PERIOD: 4/28/24-5/11/24
PAYROLL CHECK NUMBERS: 515626-515706
DIRECT DEPOST NUMBERS: 128416-128749
PAYROLL PERIOD: 5/12/24-5/25/24
VOID CHECK NUMBERS: TOTAL PAYMENTS $7,657,999.71
3055314, 3055252, 3057643, 3057644
515626
WIRE TRANSFER NUMBERS:
116

CERTIFICATION OF CITY CLERK
This register of Payroll and Demand Payments was duly approved by the City Council on ____________________.

City Clerk

APPROVAL OF CITY MANAGER CERTIFICATION OF DIRECTOR OF FINANCE I have examined this Register and approve same. I have audited this Register and approve for accuracy and available funds.
____________________________________________ ________________________________________________ City Manager Director of Finance
MANUAL CHECK NUMBERS:

CITY OF UKIAH

REPORT OF DISBURSEMENTS

REGISTER OF PAYROLL AND DEMAND PAYMENTS

FOR THE MONTH OF MAY

Account Code Summary Attachment 2
10000000 GENERAL FUND 20012300 COMMUNITY OUTREACH/PUBLIC INFO 10017200 SUCCESSOR AGENCY 20012500 CITY CLERK
10020000 POLICE - GEN FUND 20012600 ECONOMIC DEVELOPMENT 10020210 POLICE PATROL 20012800 EMERGENCY MANAGEMENT
10020214 POLICE VOLUNTEERS 20013210 ACCOUNTS PAYABLE
10020216 COPS GRANT 20013220 PAYROLL
10020217 POLICE ANIMAL CONTROL 20013400 ACCOUNTING
10020218 POLICE CSO 20013401 BUDGET MANAGEMENT
10020220 CODE ENFORCEMENT 20014000 CITY ATTORNEY
10020224 MAJOR CRIMES TASK FORCE 20015100 CITY TREASURER 10021210 CITY FIRE 20016100 HUMAN RESOURCES
10022100 PARKS 20023510 HOUSING GRANTS
10022300 AQUATICS 20023520 NON-HOUSING GRANTS
10022700 MUSEUM - GEN FUND 20100000 WORKER'S COMP FUND
10022810 RECREATION ADMINISTRATION 20116220 WORKERS COMPENSATION 10022821 ADULT BASKETBALL 20200000 LIABILITY FUND
10022822 ADULT SOFTBALL 20216200 RISK MANAGEMENT
10022824 CO-ED VOLLEYBALL 20300000 GARAGE FUND
10022831 YOUTH BASKETBALL 20324100 GARAGE
10022832 YOUTH SOFTBALL 20324110 FLEET MAINTENANCE
10022840 DAY CAMP 20400000 PURCHASING FUND
10022850 CLASSES & CLINICS 20413500 PURCHASING
10022860 SPECIAL ACTIVITIES 20413510 CAPITAL ASSET MANAGEMENT 10022900 COMM SVCS SPECIAL SERVICES 20413520 GRANTS AND SPECIAL PROJECTS 10023100 PLANNING SERVICES 20414000 LEGAL SERVICES/EXPENSES 10023110 CURRENT PLANNING 20500000 BILLING AND COLLECTION FUND 10023300 BUILDING INSPECTION 20513300 UTILITY BILLING
10023320 BUILDING INSPECTION 20513380 METERING-ELECTRIC 10023411 CDBG GENERAL ADMIN 20513382 METERING-WATER
10024200 ENGINEERING/STREETS 20600000 PUBLIC SAFETY DISPATCH FUND 10024210 ENGINEERING 20620231 POLICE UKIAH DISPATCH
10024214 TRAFFIC SIGNAL OPERATIONS 20620232 POLICE FT BRAGG DISPATCH 10024224 STORM WATER 20700000 PAYROLL POSTING FUND
10024310 CORP YARD MAINTENANCE 20800000 BUILDING & MAINTENANCE 10024620 STREETS 20822500 BUILDING & MAINTENANCE
10100000 GF- (SUB-FUND) VISIT UKIAH 20824300 BLDG MAINT CORP YARD 10112700 GF-(SUB-FUND) VISIT UKIAH 20900000 IT FUND
10500000 MEASURE S GENERAL FUND 20913900 INFORMATION TECHNOLOGY 10521210 FIRE AUTHORITY 22000000 FIXED ASSET FUND
12000000 STREET REHABILITATION 25100000 SPECIAL PROJECTS RESERVE FUND 12024200 PUBLIC WORKS ENGINEERING 25200000 STREETS/ROW IMPROVEMENT FUND 13000000 GOV'TL DEBT SVC/RESERVE FUND 25224220 STREETS/ROW IMPROVEMENT FUND 13100000 DEBT SERVICE RESERVE 2022 LRB 25300000 PROP 172 FUND 20000000 CITY ADMINISTRATIVE SERVICES 25321210 CITY FIRE 20010000 CITY COUNCIL 30000000 PARK DEVELOPMENT FEES FUND 20012100 CITY MANAGER 30022200 PARK DEVELOPMENT
20012200 ADMINISTRATIVE SUPPORT 30100000 ANTON STADIUM FUND

Account Code Summary Attachment 2
30200000 OBSERVATORY PARK FUND 63500000 SUP.LAW ENFORCE.SVC.FD(SLESF) 30300000 PLAYGROUND & PARK AMENITIES FU 63520210 SLESF
30322230 PLAYGROUND AND PARK AMENITIES 63600000 CBTHP OFFICER 30400000 SWIMMING POOL FUND 63620210 CBTHP OFFICER
30522250 RIVERSIDE PARK 63800000 ASSET FORFEITURE 11470.2 H&S F 30600000 SKATE PARK FUND 63820210 ASSET FORFEITURE 11470 EXPENDI 30700000 SOFTBALL COMPLEX FUND 63900000 SPECIAL REVENUE POLICE 31100000 ARRC GENERAL OPERATING FUND 64000000 PKG. DIST. #1 OPER & MAINT FUN 31122000 ARRC 64012600 ECONOMIC DEVELOPMENT
31200000 DOWNTOWN BUSINESS IMPROVEMENT 64020213 POLICE PARKING ENFORCEMENT 31212600 ECONOMIC DEVELOPMENT 67000000 FEDERAL AMERICAN RESCUE FUNDS 31300000 LMIHF HOUSING ASSET FUND 69500000 TRANSFER STATION 31323400 HOUSING 69624000 SOLID WASTE MITIGATION FUND
31323431 LMI GENERAL ADMIN 70000000 SANITARY DISPOSAL SITE FUND 31500000 ADVANCED PLANNING FUND 70024500 LANDFILL 700
31523100 COMMUNITY PLANNING 70124500 LANDFILL CORRECTIVE 31600000 SPECIAL RECREATION EVENTS 70200000 DISPOSAL CLOSURE RESERVE FUND 31622861 SPECIAL RECREATION EVENTS 70224500 LANDFILL CLOSURE 50000000 GAS TAX FUND 70400000 POST CLOSURE FUND-SOLID WASTE 50024214 TRAFFIC SIGNAL OPERATIONS 71000000 AMBULANCE SERVICES FUND 50500000 SIGNALIZATION FUND 71021100 AMBULANCE SERVICES 50800000 SB325 REIMBURSEMENT FUND 72000000 GOLF FUND
50824210 SB325 ENGINEERING 72022400 GOLF
50900000 S.T.P. 73000000 CONFERENCE CENTER FUND
50924210 STP ENGINEERING 73022600 CONFERENCE CENTER
51100000 RAIL TRAIL FUND 77700000 AIRPORT FUND
51124210 Rail Trail 77714000 CITY ATTORNEY
60000000 COMM. DEVELOPMT. BLOCK GRANT F 77725200 AIRPORT OPERATIONS 60023411 CDBG GENERAL ADMIN 77800000 AIRPORT CAPITAL IMPROVEMENT FU 60023412 CDBG ACTIVITY DELIVERY 77825200 AIRPORT CAPITAL 61100000 CDBG 16-CDBG-11147 77900000 SPECIAL AVIATION FUND 61112600 CDBG ECONOMIC DEVELOPMENT 77925200 AIRPORT SPECIAL 61123410 16-CDBG-11147 80000000 ELECTRIC FUND
61123411 CDBG GENERAL ADMIN 80014000 CITY ATTORNEY
61200000 FUND 612 UNASSIGNED 80026110 ELECTRIC OVERHEAD 61223400 HOME CDD HOUSING 80026120 ELECTRIC UNDERGROUND 61223422 HOME ACTIVITY DELIVERY 80026200 TELEMETRY & CALIBRATION 61323400 HOME HOUSING ACTIVITIES 80026210 SUBSTATION
61323421 HOME GENERAL ADMIN 80026220 HYDROELECTRIC PLANT 62000000 CASP CERTIF & TRAINING 80026400 ELECTRIC ADMINISTRATION 62023320 CASP CERTIF & TRAINING 80026440 POWER PURCHASES 63000000 ASSET SEIZURE FUND 80100000 ELECTRIC CAPITAL RESERVE FUND 63020210 ASSET SEIZURE EXPENDITURE 80126100 ELECTRIC CIP 63300000 H&S EDUCATION 11489(B)(2)(A1) 80126220 HYDROELECTRIC PLANT 63320210 H&S ASSET SEIZURE EXPENDITURE 80500000 STREET LIGHTING FUND 63400000 FEDERAL ASSET SEIZURE GRANTS F 80526150 STREET LIGHTING 63420250 FED ASSET SEIZURE EXPENDITURE 80600000 PUBLIC BENEFITS CHARGES FUND

Account Code Summary Attachment 2
80626450 PUBLIC BENEFITS
80700000 ELECTRIC CAP AND TRADE FUND
80800000 ELECTRIC LOW CARBON FUEL STDS
80826100 ELECTRIC LOW CARBON FUEL STDS
82000000 WATER FUND
82027110 WATER
82027111 PROD OPERATIONS & MAINTENANCE
82027114 DISTRIB OPERATIONS & MAINT
82100000 WATER CAPITAL RESERVE FUND
82200000 WATER CONNECTION FEE FUND
82227113 WATER DISTRIBUTION CAPITAL
83000000 RECYCLED WATER
83027330 RECYCLED WATER
84000000 CITY/DIST. SEWER OPERATING FUN
84027220 WASTE WATER
84027221 CITY WASTE O & M
84027225 WASTE TREATMENT O & M
84100000 SEWER BOND DEBT SERVICE FUND
84127226 WASTEWATER TREATMENT CAPITAL
84200000 RATE STABILIZATION-CITY FUND
84300000 CONNECTION FEE SEWER FUND (CAP
84400000 CITY SEWER CAPITAL PROJECTS FU
84427221 CITY WASTEWATER O&M 844
84427222 CITY WASTE CAPITAL
90000000 SPECIAL DEPOSIT TRUST FUND
91500000 UKIAH VALLEY FIRE DEPARTMENT
91521400 UVFD FIRE ADMINISTRATION
91600000 UVFD PROP 172
91621400 UVFD PROP 172
91700000 UVFD MEASURE B UNASSIGNED
91721400 UVFD FIRE
91800000 UVFD MITIGATION FEES
91821400 UVFD MITIGATION
96900000 REDEVELOPMENT OBLIGATION RETIR
96917200 SUCCESSOR AGENCY
96995669 969 - RDA OBLIGATION RETIREMEN

51211 PERS UNFUNDED LIABILITY 54101 POSTAGE
51220 INSURANCE 54102 SMALL TOOLS
51230 WORKERS COMP 54103 LAB SUPPLIES
51240 MEDICARE 54106 SPECIALTY SUPPLIES
51260 FICA 54107 EMS SUPPLIES
51270 UNIFORM ALLOWANCE 54120 PW - SPECIAL SUPPLIES
51290 CELL PHONE STIPEND 54121 PW - ASPHALT CONCRETE
52100 CONTRACTUAL SERVICES 54122 PW - AGGREGATE BASE
52110 AMBULANCE BILLING 54124 PW - CONCRETE/SUPPLIES
52111 DEFIBRILLATOR MAINTENANCE 54125 PW - TRAFFIC PAINT 52112 M. S. OVERSIGHT 54126 PW-PREMARKS
52113 PLANNING STUDIES 54127 PW - SIGN POSTS/SHEETING
52114 COMPLIANCE STUDIES 54128 PW - COLD PATCH MATERIAL 52130 EDUCATIONAL & MARKETING MATL'S 54129 PW - TACK OIL 52131 ASSISTANCE TO SENIORS 54130 PW - SAFETY
52133 MONTHLY DISCOUNT PROGRAM 54131 PW - BARRICADES & CONES 52134 GENERAL ADMIN 54161 BACKGROUND & PHYSICALS
52135 ENERGY CONSERVATION PROGRAM 54162 ADVERTISING
52137 PUBLIC BENEFITS PROGRAM MGMT 54163 INTERVIEW SUPPLIES 52139 RESEARCH DEVELOPMENT & DEMO 54165 NEW EMPLOYEE FINGERPRINT 52150 LEGAL SERVICES/EXPENSES 54166 DOT TESTING PROGRAM 52151 EMPLOYEE BENEFIT ADMIN FEES 54167 EMPLOYEE DEVELOPMENT 52155 ACTIVITY DELIVERY 54169 LIVESCAN
52180 SECURITY SERVICES 54201 PRISONER EXPENSE
52181 VOLUNTEER EXPENSES 54202 MAJOR CRIME INVESTIGATIONS 52301 PROPERTY TAX ADMIN FEE 54203 RECRUITMENT
52304 LAFCO FEES AND PROP TAX EXP 54320 SOFTWARE
52500 TRUSTEE FEES 54330 COMPUTER AND TECHNOLOGY
52510 ADVERTISING & PROMOTION 54500 EQUIP RENTS AND LEASES 52515 ADVERTISING & PUBLICATION 54700 FINES & PENALTIES 52521 LIABILITY INSURANCE PREMIUM 55100 TELEPHONE
52522 LIABILITY & PROPERTY DEDUCT 55200 PG&E
52524 PROPERTY INSURANCE PREMIUM 55210 UTILITIES
52525 WORKER'S COMP. EXPENSE 56100 VEHICLE & EQUIPMENT MAINT. & R 52526 REMIF ASSESSMENT PAYMENTS 56112 EQUIPMENT PARTS FOR RESALE 52527 A.D.P. PREMIUM & DEDUCTIBLE 56120 EQUIPMENT MAINTENANCE & REPAIR 52528 LIABILITY INSURANCE 56125 LAB EQUIP-REPAIR & MAINT. 52529 EARTHQUAKE & FLOOD (DIC) 56130 EXTERNAL SERVICES
52532 SAFETY & TRAINING SUPPORT 56210 FUEL & FLUIDS
52533 UVFA RETIREE HEALTH INS 56300 BUILDING MAINT. & REPAIR 52600 RENT 56410 EQUIPMENT RENTAL - PRIVATE
52601 DATA STORAGE & CONNECTIVITY 56504 FACILITY MAINTENANCE & REPAIR 52602 RENTAL OF CITY PROPERTY 56600 AIRFIELD MAINTENANCE & REPAIR 52841 SUCCESSOR AGENCY ADMIN 57100 LEARNING AND DEVELOPMENT 53000 LAWSUIT SETTLEMENT 57101 CONF & TRAINING-AQUATICS 54100 SUPPLIES 57300 MEMBERSHIPS & SUBSCRIPTIONS
Object Code Summary Attachment 3

58101 NCPA PLANT GENERATION
58102 NCPA POWER PURCHASES
58103 NCPA TRANSMISSION
58104 NCPA MANAGEMENT SERVICES
58105 NCPA THIRD PARTY SALES
58202 CHEMICALS
58401 AVIATION FUEL
58410 GARAGE LUBRICANTS & PARTS
58510 REIMBURSABLE JOBS
59100 PROPERTY TAXES PAID
59101 FEES
59102 FRANCHISE FEES
59105 CONTRIBUTIONS TO OTHER AGENCY
59106 SENIOR TRASH SUBSIDY
59108 BANK FEES
59400 OTHER EXPENSES
59500 LOANS ISSUED
59502 SCHOLARSHIPS
61200 PURCHASING ALLOCATION
61300 BILLING & COLLECTION ALLOCATIO
61410 RENT ALLOCATION
61420 BUILDING MAINTENANCE ALLOCATIO
61422 IT ALLOCATION
61430 CORP YARD ALLOCATION
61500 INSURANCE ALLOCATION
61600 GARAGE ALLOCATION
61700 DISPATCH
62100 ADMIN & OVERHEAD ALLOCATION
63000 INTERFUND SERVICES USED
70101 LOAN PAYMENTS MADE
70102 BOND INTEREST EXPENSE
70103 LOAN INTEREST
70201 LOAN PRINCIPAL PAYMENTS
70202 BOND PRINCIPAL PAYMENTS
74500 CAPITAL LEASE PRINCIPAL
74501 CAPITAL LEASE INTEREST
80100 MACHINERY & EQUIPMENT
80210 LAND ACQUISITION
80220 BUILDING IMPROVEMENTS
80230 INFRASTRUCTURE
90100 LOAN PROCEEDS
90101 LOAN PAYMENT RECEIVED

Attachment 4

TO: MaryJo Reynolds, Accounts Payable
CC: Sarah Brown
FROM: Lauren Ruffin
RE: Payroll & Vendor Checks for Agenda Item
DATE: 05/03/24
FOR PAY DATE OF: 05/03/24
04/14/24 TO 04/27/24
PAYROLL CHECK #'s: 515485 TO 515555
PAYROLL STUB #'s: 127750 TO 128079
TOTAL EMPLOYEE CHECKS:

TOTAL ACH TRANSACTIONS:

SUBTOTAL: PAYROLL CKS & DIRECT DEPOSITS
TOTAL VENDOR CHECKS:

TOTAL VENDOR EFT PAYMENTS

TOTAL EFT PAYMENTS - COU
SUBTOTAL: EFT PAYMENTS
GRAND TOTAL:

REISSUE OF VOID CK
OR MANUAL CHECK: PAYABLE TO:

MISC check
VOID CHECK NO: PAYABLE TO:
$44,817.42
$ 670,211.18
$ 715,028.60
$ 462.50
$ 12,145.74
$ 383,296.95
$ 395,905.19
$ 1,110,933.79
PAYROLL PERIOD:

Agenda Item No: 8.b.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-318

AGENDA SUMMARY REPORT
SUBJECT: Receive a Report Regarding the Purchase of Implementation Services from Milsoft in the Amount of $54,000, and Approve Corresponding Budget Amendments.

DEPARTMENT: Finance PREPARED BY: Mary Horger, Financial Services Manager PRESENTER: Daniel Buffalo, Finance Director
ATTACHMENTS:

1. PO 48594 with quote
Summary: The Council will receive a report of a contract entered with Milsoft in the amount of $54,000 for implementation services to transition Millview and Redwood Valley water billing to the Customer Information System (CIS) software, ensuring compliance with the Ukiah Valley Water Authority Joint Power Agreement's January 1, 2025, go-live date, and consider approving the corresponding budget amendments.

Background: Milsoft is the software used currently for the City's utility billing. As part of the work to be done to ensure readiness for the January 1, 2025, billing go-live date for Millview and Redwood Valley water agencies, the City must transfer the two water agencies' existing customers from their billing software to ours. In order to do this, the services of Milsoft had to be engaged.

Discussion: Provided as Attachment 1 is a copy of the Purchase Order and associated quote. Services include converting data over from each water agency's billing system, conversion of accounts, meters and locations, and one year of monthly summary history. This also includes up to three data pulls to be converted and balanced into the City's system. Each agency will be set-up in the billing system as a separate entity.

Although the 2023-24 fiscal year is over, a budget amendment is needed in the amount of $54,000 to maintain appropriate record keeping and to ensure costs are appropriately allocated in the correct year. A separate budget amendment in the amount of $7,000 is also requested for the 2024-25 fiscal year in the event that an extra data pull is necessary.

Recommended Action: Receive the report of a contract entered with Milsoft in the amount of $54,000 for implementation services to transition Millview and Redwood Valley water billing to the Customer Information System (CIS) software, ensuring compliance with the Ukiah Valley Water Authority Joint Power Agreement's January 1, 2025, go-live date, and approve the corresponding budget amendments.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: FY 23/24 - 20513300.52100: $0; FY 24/25 - 20513300.52100: $0 PROPOSED BUDGET AMOUNT: FY 23/24 - 20513300.52100: $54,000; FY 24/25 - 20513300.52100: $7,000
FINANCING SOURCE: Cost Allocation
PREVIOUS CONTRACT/PURCHASE ORDER NO.: Purchase Order 48594 COORDINATED WITH: Daniel Buffalo, Finance Director; Ginny Feth-Michel, Assistant Finance Director; Lori Martin, Utility Billing Customer Services Manager
DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): N/A

GENERAL PLAN ELEMENTS (GP): N/A

ATTACHMENT 1

Agenda Item No: 8.c.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-323

AGENDA SUMMARY REPORT
SUBJECT: Approve Purchase of CAT 926M Loader for $308,466.28, with a Reimbursement from $225,000 in USDA 2022 Disaster Water Grant Funds, and Authorize the City Manager to Execute the Grant Agreement, Any Amendments Thereto, and Approve Corresponding Budget Amendment.

DEPARTMENT: Public Works PREPARED BY: Myles Fisette
PRESENTER: Tim Eriksen, Public Works Director
ATTACHMENTS:

1. Grant Agreement_Ukiah City of_RD3570-3

2. Quote_Perterson_Loader
Summary: Council will consider approving a purchase of a CAT 926M loader for $308,466.28, with a reimbursement from $225,000 in USDA 2022 Disaster Water Grant Funds, and authorize the City Manager to execute the grant agreement, any amendments thereto, and approve corresponding budget amendments.

Background: At a regularly scheduled City Council meeting on February 7, 2024, a public hearing was conducted to solicit public comment on the City's intent to apply for funding for a wheel loader from the United States Department of Agriculture (USDA) Calendar Year 2022 Disaster Water Grant to satisfy grant requirements. The City qualified for the grant due to localized flooding that impacted City facilities during the Presidentially declared storm event in late December 2022 and January 2023. Following the meeting, Staff submitted a grant application for the loader for a total estimated amount of $300,000, with the grant funding 75% ($225,000) and the City funding 25% ($75,000) of the total. The grant was awarded for the full amount of $225,000 in June. The City is now eligible for reimbursement from the program for the purchase of the 926 Wheel Loader. Staff has researched USDA's grant requirements and has determined that cooperative purchasing through Sourcewell satisfies Federal requirements of the grant. The City is now eligible for reimbursement from the program for the purchase of the 926 Wheel Loader.

Acceptance of the grant will obligate the City to obtain a bond for $33,750 and file annual reports for a fiveyear performance period.

Discussion: In June 2024, the City received a grant award from USDA for $225,000 for the 926 Wheel Loader (Attachment 1). The City is now eligible for reimbursement for the purchase. City Staff researched and vetted the bidding process of Sourcewell, a cooperative purchasing contract, to verify that it meets all requirements of both the City and the Federal USDA grant. Peterson CAT was the low bidder for said equipment through the Sourcewell contract. A quote (Attachment 2) was received from Peterson CAT for a 926 Wheel Loader with an optional bucket attachment for $308,466.28. The quote included a 24% discount per the Sourcewell contract pricing, saving approximately $87,720.24 on the retail cost of the equipment. If Council approves the purchase, the grant will reimburse the City for $225,000, and the City will be left with a match of $83,466.28 that will be paid from the Sewer Fund and Water Fund ($41,733.14 each). It is therefore Staff's recommendation to approve the purchase of the CAT Loader for the amount of $308,466.28, with the City contributing $83,466.28 from the Sewer and Water Funds and USDA reimbursing the City for the remaining amount of $225,000, and approve corresponding budget amendments.

Budget Adjustment

The grant funds will be deposited into the General Fund and accounted for as revenue there, while the City will cover the remaining matching balance of $83,466.28 equally split between the Water Fund and the Sewer Fund, each contributing $41,733.14.

The proposed budget adjustments are as follows:

1. General Fund:
- Increase revenue by $225,000 to account for the USDA grant funds. - Increase expenditures by $225,000 to cover its share of the loader cost.

2. Water Fund:
- Increase expenditures by $41,733.14 to cover its share of the loader cost.

3. Sewer Fund:
- Increase expenditures by $41,733.14 to cover its share of the loader cost.

These adjustments ensure proper allocation of the grant and matching funds across the relevant departments.

The City Manager is authorized to execute the grant agreement, any amendments, and the corresponding budget amendments, ensuring compliance with all grant requirements and City policies.

Recommended Action: Approve purchase of CAT 926M loader for $308,466.28, with a reimbursement from $225,000 in USDA 2022 Disaster Water Grant Funds, and authorize the City Manager to execute the grant agreement, any amendments thereto, and approve corresponding budget amendment.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 82027114.80100.E1413: $0; 84027221.80100.E1413: $0; 10024620.80100.E1413: $0; 10024620.43209.E1413: $0
PROPOSED BUDGET AMOUNT: 82027114.80100.E1413: $41,733.14; 84027221.80100.E1413: $41,733.14; 10024620.80100.E1413: $225,000.00; 10024620.43209.E1413: $225,000.00 FINANCING SOURCE: USDA Grant and Water & Sewer Funds
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Tim Eriksen, Public Works Director; Andrea Trincado, Grants Manager; Dave Kirch, Fleet & Facilities Maintenance Manager; Mary Horger, Financial Services Manager DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

1 Form RD 3570-3
(Rev. 06-22)

UNITED STATES DEPARTMENT OF AGRICULTURE FORM APPROVED
OMB No. 0575-0173
Exp. Date: 2/28/2025

RURAL DEVELOPMENT

COMMUNITY FACILITIES GRANT AGREEMENT
Grantee and Agency
This Grant Agreement (Agreement) dated _________________________, is a contract for receipt of grant funds under the Community Facility Grant program (7 C.F.R. part 3570, subpart B). These requirements do not supersede the applicable requirements for receipt of Federal funds stated in 2 C.F.R. Part 200, “UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS”, which are incorporated by reference into this Agreement. Further, 7 C.F.R. part 3570, subpart B, and all relevant regulatory requirements apply to applicants and are also incorporated by reference into this Agreement.

This Agreement for the Project and Amount described below (the “Project Description”) and for the Community Facilities grant, CFDA Number 10.766, is between the Grantee, a public body, nonprofit corporation or Indian tribe (you), and the United States of America acting through the Rural Housing Service (RHS or Agency).

I. GENERAL AWARD INFORMATION

1. Grantee Name & Address 2. Unique Entity ID.

3. Case No.

4. Federal Award Identification Number (FAIN) 5. Award Date

6. Performance Start Date 7. Performance End Date

8. Amount of Federal Funds Obligated for this
Action,
and Total Amount of Federal Funds Obligated

9. Amount of Matching/Other Funds (if applicable)

10. Total Project Cost (Budget Approved
Amount)

11. Award as Percentage of Total Project Cost

12. Grantee Contact (Name, Title, Contact Info) 13. Agency Contact (Name, Title, Contact Info)

14. Description of Real Property covered by the
grant

15. Description of Equipment covered by the grant
A federal agency may not conduct or sponsor, and a person is not required to respond to, nor shall a person be subject to a penalty for failure to comply with a collection of information subject to the requirements of the Paperwork Reduction Act unless that collection of information displays a currently valid OMB Control Number. The OMB Control Number for this information collection is 0575-0173 and 0575-0200. Public reporting for this collection of information is estimated to be approximately 1 hour per response, including the time for reviewing instructions, searching existing data sources, gathering, and maintaining the data needed, completing, and reviewing the collection of information. All responses to this collection of information are voluntary. However, in order to obtain or retain a benefit, the information in this form is required by 7 CFR 3570-B, Community Facilities Grant Program, and Section 1002 of the American Rescue Plan Act. Rural Development has no plans to publish information collected under the provisions of this program. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to:

Information Collection Clearance Officer, Rural Development Innovation Center, Regulations Management Division at [email protected]. %
ATTACHMENT 1

Form RD 3570-3
2 The Agency has agreed to give the Grantee the Grant Funds, subject to the terms and conditions established by the Agency. Provided, however, that any Grant Funds actually advanced and not needed for grant purposes shall be returned immediately to the Agency. The Agency may terminate the grant in whole, or in part, at any time before the date of completion, whenever it is determined that the Grantee has failed to comply with the conditions of this Agreement or the applicable regulation.

II. RESPONSIBILITIES
A. Grantee. The Grantee shall cause said project to be completed within the total sums available to it, including Grant Funds, in accordance with any architectural or engineering reports, and any necessary modifications, prepared by Grantee and approved by the Agency as required by 7 C.F.R. part 3570. The Grantee will remain in compliance with all applicable laws, regulations, Executive Orders, and other generally applicable requirements for the duration of the Agreement including 7 C.F.R. part 3570, subpart B and 2 C.F.R. parts 200, 400, 415, 416, 417, 418, 421, and 422. The most commonly-referenced provisions are identified below.

1. Financial and Program Management. You must follow the financial and performance management requirements in 2 C.F.R. § 200.300-.309. a. Financial Management. You must maintain a financial management system in compliance with 2 C.F.R. § 200.302.
b. Internal Controls. You must maintain internal controls in compliance with 2 C.F.R. § 200.303.
c. Payments. You must comply with the payment requirements described in 2 C.F.R. § 200.305. Payment must be requested by using the SF-270, “Request for Advance or Reimbursement” or SF-271, “Request for Reimbursement for Construction Programs” (as applicable). Receipts, hourly wage rate, personnel payroll records, or other documentation must be provided upon request from RHS if the request is for an advance; otherwise, the documentation must be provided at the time of the request. Requests for payment must be sent to the Agency contact listed in Section I.14. d. Revisions of the Work Plan and Budget. You must complete all elements of the Work Plan in Attachment A in accordance with that Attachment and must use project funds only for the purposes and activities specified in Attachment A - Approved Work Plan and Budget. You must further complete the outcomes shown for each Work Plan items within the time and scope constraints shown in Attachment A. You must report any changes and request prior approvals in accordance with 2 C.F.R. § 200.308.
e. Period of Performance. You may only incur costs chargeable to the award in accordance with 2 C.F.R. § 200.309.
f. Bonding. You must maintain your fidelity bond coverage in the amount of $ for the Period of Performance of the award. (See 2 C.F.R.§ 200.304) ATTACHMENT 1

Form RD 3570-3
3 g. Program Income. You must comply with the requirements of 2 C.F.R. § 200.307. Additionally, if program income is earned during the period of performance, you may use it in accordance with 2 C.F.R. § 200.307(e)(2), provided that you inform us in writing of your intent prior to the award date.

However, if you earn program income in excess of what can be used under 2 C.F.R. § 200.307(e)(2) or if you earn unanticipated program income, you must comply with 2 C.F.R. § 200.307(e)(1). Costs incidental to the generation of program income may be deducted from gross income to determine program income, provided these costs have not been charged to the award.

2. Procurement and Property Standards. You must follow the procurement standards requirements in 2 C.F.R. § 200.310-.326.

3. Performance and Financial Monitoring and Reporting. You must follow the requirements in 2 C.F.R. Part 170, including Appendix A, and 2 C.F.R. § 200.327- .329, and submit reports as outlined below. Unless otherwise directed in the addendum to this Agreement, the reports are due as indicated below. a. Form SF-425, “Financial Status Report.” Reports are due 30 calendar days after the reporting period ends. A final report is due within 120 days after the Performance End Date specified in Section I.8. of this Agreement or at the completion of your project, whichever date is sooner. Your reporting periods are below (mark one):

Annually: January 1 - December 31
Annually: July 1 - June 30
Semi-Annually: January 1 – June 30 and July 1 – December 31 Semi-Annually: April 1 – September 30 and October 1 – March 31 Quarterly: January 1 – March 31, April 1 – June 30, July 1 – September 30, October 1 – December 31
b. Performance Reports. SF-PPR, “Performance Progress Report” is due 30 calendar days after the reporting period ends. A final report is due within 120 days after the Performance End Date specified in Section I.8. of this Agreement or at the completion of your project, whichever date is sooner.

Your reporting periods are below (mark one):

Annually: January 1 - December 31
Annually: July 1 - June 30
Semi-Annually: January 1 – June 30 and July 1 – December 31 Semi-Annually: April 1 – September 30 and October 1 – March 31 Quarterly: January 1 – March 31, April 1 – June 30, July 1 – September 30, October 1 – December 31
The performance narrative on the Performance Project Report shall include, but is not limited to, the following:

ATTACHMENT 1

Form RD 3570-3
4 ii. A comparison of actual accomplishments to the objectives established for that period;
iii. Reasons why established objectives were not met, if applicable; iv. Problems, delays, or adverse conditions which will affect attainment of overall project objectives, prevent meeting time schedules or objectives, or preclude the attainment of project work elements during established time periods. This disclosure shall be accompanied by a statement of the action taken or planned to resolve the situation;
v. Objectives and timetables established for the next reporting period;
The final report (due 120 calendar days after the period of performance end date) will also address the following:
i. What have been the most challenging or unexpected aspects of this program?
ii. What advice, best practices, and actions would you recommend to other organizations planning a similar program that would increase the success of their program? Please include strengths and limitations of the program. If you had the opportunity, what would you have done differently?

4. Operations. The Grantee will manage, operate and maintain the facility, including this project if less than the whole of said facility, continuously in an efficient and economical manner in accordance with 7 C.F.R. § 3570.61(e).

5. Funding. The Grantee will not use grant funds to replace any financial support previously provided or assured from any other source. The Grantee agrees that the Grantee’s level of expenditure for the Project shall be maintained and not reduced as a result of Grant Funds in accordance with 7 C.F.R. § 3570.66.

6. Default. Upon any default under its representations or agreements contained in this instrument, 2 C.F.R. Part 200, or 7 C.F.R. Part 3570, Grantee, at the option and demand of the Agency, will immediately repay to the Agency the Grant Funds with any legally permitted interest from the date of the default. Default by the Grantee will constitute termination of the grant thereby causing cancellation of Federal assistance under the grant. The provisions of this Agreement may be enforced by the Agency, at its option and without regard to prior waivers of previous defaults by Grantee, by judicial proceedings to require specific performance of the terms of this Agreement or by such other proceedings in law or equity, in either Federal or State courts, as may be deemed necessary by the Agency to assure compliance with the provisions of this Agreement and the laws and regulations under which this grant is made.
i. Describe the activities that the funds reflected in the financial status report were used for;
ATTACHMENT 1

Form RD 3570-3
5 7. Real Property. Use the real property including land, improvements, structures, and appurtenances thereto, for authorized purposes of the grant as long as needed and in accordance with 2 C.F.R. § 200.311; 2 C.F.R. § 200.312; 7 C.F.R. §15.4(a)(2) and 7 C.F.R. § 3570.92. In accordance with Title VI of the Civil Rights Act of 1964, deeds for real property must comply with the requirements for the Reverter and Habendum clauses.
a. Title to real property shall vest in the Grantee subject to the condition that the Grantee shall use the real property for the authorized purpose of the original grant as long as needed.
b. The Grantee shall obtain the Agency's approval to use the real property in other projects when the Grantee determines that the property is no longer needed for the original grant purposes. Use in other projects shall be limited to those under other Federal grant programs or programs that have purposes consistent with those authorized for support by the Agency.
c. When the real property is no longer needed, as provided in paragraphs (a) and (b) above, the Grantee shall request disposition instructions from the Agency.

The Agency will observe the following rules in the disposition instructions:
i. The Grantee may be permitted to retain title after it compensates the Federal government in an amount computed by applying the Federal percentage of participation in the cost of the original Project to the fair market value of the property;
ii. The Grantee may be directed to sell the property under guidelines provided by the Agency and pay the Federal government an amount computed by applying the Federal percentage of participation in the cost of the original Project to the proceeds from sale (after deducting actual and reasonable selling and fix-up expenses, if any, from the sales proceeds). When the Grantee is authorized or required to sell the property, proper sales procedures shall be established that provide for competition to the extent practical and result in the highest possible return;
iii. The Grantee may be directed to transfer title to the property to the Federal government provided that in such cases the Grantee shall be entitled to compensation computed by applying the Grantee's percentage of participation in the cost of the program or Project to the current fair market value of the property;
Equipment. Abide by the following conditions pertaining to equipment which is furnished by the Agency or acquired wholly or in part with Grant Funds.

Equipment is defined at 2 C.F.R. § 200.33 and is tangible, non-expendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.

8. ATTACHMENT 1

Form RD 3570-3
6 a. Use of equipment. The Grantee shall use the equipment in the Project for which it was acquired as long as needed. When no longer needed for the original project, the Grantee shall use the equipment in connection with its other federally sponsored activities, if any, in the following order of priority:
i. Activities sponsored by the Agency.
ii. Activities sponsored by other Federal agencies.
b. Use of equipment. During the time that equipment is held for use on the project for which it was acquired, the Grantee shall make it available for use on other projects if such other use will not interfere with the work on the project for which the property was originally acquired. First preference for such other use shall be given to the Agency sponsored projects. Second preference will be given to other federally sponsored projects.
c. Disposition of equipment. When the Grantee no longer needs the property as provided in paragraph 1 (a) and (b) above, the equipment may be sold or used for other activities in accordance with 2 C.F.R. § 200.313 and 7 C.F.R. §15.4(a)(3) :
i. Equipment with a current fair market value of less than $5,000. The Grantee may use the property for other activities without reimbursement to the Federal government or sell the property and retain the proceeds.
ii. Equipment with a current fair market value of $5,000 or more. The Grantee may retain the property for other uses provided that compensation is made to the Agency. The amount of compensation shall be computed by applying the percentage of Federal participation in the cost of the original Project to the current fair market value of the property. If the Grantee has no need for the equipment and the equipment has further use value, the Grantee shall request disposition instructions from the Agency.
iii. The Agency shall determine whether the equipment can be used to meet RHS or its successor agency's requirements. If no such requirements exist, the availability of the property shall be reported, in accordance with the guidelines of the Federal Property Management Regulations (FPMR), to the General Services
Administration by the Agency to determine whether a requirement for the equipment exists in other Federal agencies. They shall issue instructions to the Grantee no later than 120 days after the Grantee's request and the following procedures shall govern:

ATTACHMENT 1

Form RD 3570-3
7 • If so instructed or if disposition instructions are not issued within 120 calendar days after the Grantee's request, the Grantee shall sell the equipment and reimburse the Agency an amount computed by applying to the sales proceeds the
percentage of Federal participation in the cost of the original project or program. However, the Grantee shall be permitted to deduct and retain from the Federal share 10 percent of the proceeds or $500, whichever is less, for the Grantee's selling and handling expenses.
• If the Grantee is instructed to ship the property elsewhere, the Grantee shall be reimbursed by the benefiting Federal agency with an amount which is computed by applying the percentage of the Grantee participation in the cost of the original grant Project or program to the current fair market value of the equipment plus any reasonable shipping or interim storage costs incurred.
• If the Grantee is instructed to otherwise dispose of the equipment, the Grantee shall be reimbursed by the Agency for such costs incurred in its disposition.
d. The Grantee's property management standards for equipment shall be in accordance with 2 CFR § 200.313 and shall include:
i. Property records which accurately provide for: a description of the equipment; manufacturer's serial number or other identification number; acquisition date and cost; source of the equipment; percentage (at the end of budget year) of Federal participation in the cost of the Project for which the equipment was acquired; location, use, and condition of the equipment and the date the information was reported; and ultimate disposition data including sales price, or the method used to determine current fair market value if the Grantee reimburses the Agency for its share.
iii. A control system shall be in effect to ensure adequate safeguards to prevent loss, damage, or theft of the equipment. Any loss, damage, or theft of equipment shall be investigated and fully documented.
iv. Adequate maintenance procedures shall be implemented to keep the equipment in good condition.
v. Proper sales procedures shall be established for unneeded equipment which would provide for competition to the extent practicable and result in the highest possible return;
ii. A physical inventory of equipment shall be taken, and the results reconciled with the equipment records at least once every two years to verify the existence, current utilization, and continued need for the equipment.

ATTACHMENT 1

Form RD 3570-3
8 9. Earned Interest. Grantee agree to account for and to return to Agency interest earned on grant funds pending their disbursement for program purposes when the Grantee is a unit of local government. States and agencies or an instrumentality of a State shall not be held accountable for interest earned on Grant Funds pending their disbursement.

10. Record Retention and Access. You must retain records related to this work performed under this Agreement and allow access to them in accordance with 2 C.F.R. § 200.333-.337.

11. Closeout. You must comply with the closeout requirements in 2 C.F.R. § 200.344.

12. Post-Closeout Adjustments and Continuing Responsibilities. You must continue to comply with the requirements in 2 C.F.R. § 200.345 even after the Period of Performance for this Agreement has ended.

13. Cost Principles. You must comply with the provisions in 2 C.F.R. Part 200, Subpart E.

14. Audits. You must comply with the provisions in 2 C.F.R. Part 200, Subpart F.

15. Civil Rights Compliance. Unless otherwise provided in the addendum, you must comply with Executive Order 12898, Executive Order 13166- Limited English Proficient, the Americans with Disabilities Act of 1990, Title VI of the Civil Rights Act of 1964, and Section 504 of the Rehabilitation Act of 1973 as applicable. You must make the public facility or services available to all persons in the Grantee’s service area without discrimination as to race, color, religion, sex, national origin, age, marital status or physical or mental disability at reasonable rates, including assessments, taxes, or fees. You may make modifications as long as they are reasonable and nondiscriminatory. Your compliance shall include collection and maintenance of data on race, sex, and national origin of your membership, ownership, and employees. This data must be available to us for Civil Rights Compliance Reviews. You must submit to a post-award compliance review conducted after the final disbursement of grant funds has occurred.

16. Execute Agreements. The Grantee will execute any agreements required by the Agency which the Grantee is legally authorized to execute. If any such agreement has been executed by the Grantee as a result of a loan being made to the Grantee by the Agency contemporaneously with the making of this grant, that agreement applies equally to the grant and another identical agreement need not be executed in connection with this grant.

ATTACHMENT 1

Form RD 3570-3
9 17. Universal Identifier and Central Contractor Registration. The Grantee must have a Unique Entity ID number in order to apply for, receive, and report on a Federal award. Additionally, the Grantee must comply with the additional requirements set forth in Attachment C regarding the Unique Entity ID Requirements and the Central Contractor Registry (CCR) Requirements found at 2 CFR Part 25, including Appendix A. For the purposes of this Agreement, “you” in Attachment B shall mean “Grantee” as defined hereunder;

18. Federal Funding Accountability and Transparency Act. The Grantee is responsible for complying with all requirements of the Federal award. For all Federal awards, this includes the provisions of the Federal Funding Accountability and Transparency Act (FFATA), which includes requirements on executive compensation, and also requirements implementing the Act for the Grantee at 2 CFR Part 25 Financial Assistance Use of Universal Identifier and Central Contractor Registration and 2 CFR Part 170 Reporting Subaward and Executive Compensation Information. See also statutory requirements for whistleblower protections at 10 U.S.C. 2409, 41 U.S.C. 4712, 10 U.S.C. 2324, 41 U.S.C. 4304 and 4310. See also 2 C.F.R. § 200.11-200.113.

19. Not encumber, transfer or dispose of the property or any part thereof, furnished by the Agency or acquired wholly or in part with Agency funds without the written consent of the Agency except as provided in paragraph 8 (c).

20. Not duplicate other Project purposes for which monies have been received, are committed, or are applied to from other sources (public or private).

B. Rural Housing Service (RHS). RHS has agreed to give the Grantee the grant funds, subject to the terms and conditions established by RHS. Provided, however, that any grant funds actually advance and not needed for grant purposes shall be returned immediately to RHS. RHS may terminate the grant in whole, or in part, at any time before the date of completion, whenever it is determined that the Grantee has failed to comply with the conditions of this Agreement or the applicable regulation. RHS shall remain in compliance with all applicable laws, regulations, Executive Orders, and other generally applicable requirements for the duration of the Agreement. The most commonly-referenced provisions are identified below.

1. Payments. We will advance or reimburse funds up to the Award Amount identified in Section I.9 upon the Grantee’s proper request according to Section II.A.1.c.

2. Monitoring and Enforcement. We will monitor the project to ensure that you are in compliance with the terms of the award. If we find that you are not in ATTACHMENT 1

Form RD 3570-3
10 compliance, we will enforce the terms of this Agreement using the provisions of 2 C.F.R. § 200.338-.342.
a. Will assist Grantee, within available appropriations, with such technical assistance as Agency deems appropriate in planning the Project and coordinating the plan with local official comprehensive plans for essential community facilities and with any State or area plans for the area in which the project is located.
b. At its sole discretion and at any time may give any consent, deferment, subordination, release, satisfaction, or termination of any or all of Grantee's grant obligations, with or without valuable consideration, upon such terms and conditions as Agency may determine to be (1) advisable to further the purpose of the grant or to protect Agency's financial interest therein and (2) consistent with both the statutory purposes of the grant and the limitations of the statutory authority under which it is made.

3. Termination of This Agreement. This Agreement may be terminated for cause in the event of default on the part of the Grantee or for convenience of the Agency and Grantee prior to the date of completion of the grant purpose. Termination for convenience will occur when both the Grantee and Agency agree that the continuation of the Project will not produce beneficial results commensurate with the further expenditure of funds. In all cases termination and notification will be in accordance with 2 C.F.R. § 200.339 and 200.340.

C. Both Parties. The Grantee and RHS agree to the following:

1. Invalid Clauses. The invalidity of any one or more phrases, clauses, sentences, paragraphs, or provisions of this Agreement shall not affect the remaining portions of the Agreement.

2. Conflict between this Agreement and Other Applicable Regulations or Laws. If there is a conflict between this Agreement and the applicable Program Regulation, the applicable Program Regulation shall prevail. If there is a conflict between this Agreement and another law or regulation, RHS shall seek a legal opinion to determine which provision applies.

3. Dates. When the date fixed for the performance of an act under this Agreement is on a weekend or Federal holiday, then the performance by the close of business on the next Federal work day shall have the same force and effect as if made performed or exercised on the specified date.

ATTACHMENT 1

Form RD 3570-3
11 The signatories below certify that they have authority to enter into this Agreement.

Approved by an Authorized Representative of the Grantee:

Name (Please Print)
Title (Please Print)
Signature Date
Approved by the United States of America, Rural Housing Service by:

Name (Please Print)
Title (Please Print)
Signature Date
ATTACHMENT 1

Form RD 3570-3
12 Attachment A
Approved Work Plan and Budget
(The work plan must have time, scope, and outcome entries for each task.) ATTACHMENT 1

Form RD 3570-3
13 ATTACHMENT B
I. Reporting Executive Compensation.

A. Reporting Total Compensation of Recipient Executives.

1. Applicability and what to report. You must report total compensation for each of your five most highly compensated executives for the preceding completed fiscal year, if:
a. the total Federal funding authorized to date under this award is $25,000 or more; b. in the preceding fiscal year, you received
i. 80 percent or more of your annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and ii. $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); c. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.html)

2. Where and when to report. You must report executive total compensation described in paragraph b.1. of this award term:
a. As part of your registration profile at http://www.ccr.gov. b. By the end of the month following the month in which this award is made, and annually thereafter.

B. Reporting of Total Compensation of Subrecipient Executives.

1. Applicability and what to report. Unless you are exempt as provided in paragraph d. of this award term, for each first-tier subrecipient under this award, you shall report the names and total compensation of each of the subrecipient's five most highly compensated executives for the subrecipient's preceding completed fiscal year, if a. in the subrecipient's preceding fiscal year, the subrecipient received— i. 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 C.F.R. § 170.320 (and subawards); and ii. $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to the Transparency Act (and subawards); and
b. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.)
ATTACHMENT 1

Form RD 3570-3
14 2. Where and when to report. You must report subrecipient executive total compensation described in paragraph c.1. of this award term:
a. To the recipient.
b. By the end of the month following the month during which you make the subaward.

For example, if a subaward is obligated on any date during the month of October of a given year ( i.e., between October 1 and 31), you must report any required compensation information of the subrecipient by November 30 of that year.

C. Exemptions. If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the requirements to report:

1. Subawards, and

2. The total compensation of the five most highly compensated executives of any subrecipient.

D. Definitions. For purposes of this award term:

1. Entity means all of the following, as defined in 2 CFR part 25:
a. A Governmental organization, which is a State, local government, or Indian tribe; b. A foreign public entity;
c. A domestic or foreign nonprofit organization;
d. A domestic or foreign for-profit organization;
e. A Federal agency, but only as a subrecipient under an award or subaward to a f. non-Federal entity.

2. Executive means officers, managing partners, or any other employees in management positions.

3. Subaward:
a. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. b. The term does not include your procurement of property and services needed to carry out the project or program.
c. A subaward may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract.

4. Subrecipient means an entity that:
a. Receives a subaward from you (the recipient) under this award; and b. Is accountable to you for the use of the Federal funds provided by the subaward.

5. Total compensation means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year and includes the following (for more information see 17 C.F.R. § 229.402(c)(2)):
a. Salary and bonus.
b. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments.
c. Earnings for services under non-equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. d. Change in pension value. This is the change in present value of defined benefit and actuarial pension plans.
e. Above-market earnings on deferred compensation which is not tax-qualified. f. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds $10,000.

ATTACHMENT 1

Form RD 3570-3
15 ATTACHMENT C
I. System for Award Management and Universal Identifier Requirements A. Requirement for Registration with the General Services Administration's System for Award Management. Unless you are exempted from this requirement under 2 CFR 25.110, you as the recipient must maintain the currency of your information in the CCR until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another award term.

B. Requirement for Unique Entity ID Numbers.

The Grantee must have a Unique Entity ID number in order to apply for, receive, and report on a Federal award. The DUNS Number is no longer valid for federal award identification.

On April 4, 2022, the Unique Entity ID from SAM.gov is now the authoritative identifier for those doing business with the federal government.

C. Definitions. For purposes of this award term:

1. System for Award Management (SAM) means the Federal repository into which an entity must provide information required for the conduct of business as a recipient. Additional information about registration procedures may be found at the SAM Internet site (currently at http://www.sam.gov).

3. Entity, as it is used in this award term, means all of the following, as defined at 2 CFR part 25, subpart C:
a. A Governmental organization, which is a State, local government, or Indian Tribe; b. A foreign public entity;
c. A domestic or foreign nonprofit organization;
d. A domestic or foreign for-profit organization; and
e. A Federal agency, but only as a subrecipient under an award or subaward to a nonFederal entity.

4. Subaward:
a. This term means a legal instrument to provide support for the performance of any portion of the substantive project or program for which you received this award and that you as the recipient award to an eligible subrecipient. b. The term does not include your procurement of property and services needed to carry out the project or program.
c. A subaward may be provided through any legal agreement, including an agreement that you consider a contract.

2. The Unique Entity ID from SAM.gov is now the authoritative identifier for those doing business with the federal government. The Unique Entity ID is generated in SAM.gov. If you are registered in SAM.gov (active or not), you already have a Unique Entity ID. It is viewable at SAM.gov. If you are new to SAM.gov and will be registering for the first time, you will get your Unique Entity ID (SAM) during registration.

ATTACHMENT 1

May 29, 2024

CITY OF UKIAH A/P
300 SEMINARY AVE
UKIAH
California
95482
Attention: DAVID KIRCH
RE: Quote 227312-02
Dear Sir,
We would like to thank you for your interest in our company and our products, and are pleased to quote the following for your consideration.

One (1) New Caterpillar Model: 926M Wheel Loaders

MACHINE SPECIFICATIONS
926M WHEEL LOADER 541-2670
LANE 2 - AVAILABLE FROM CLAYTON FACTORY
LANE 3 - AVAILABLE FROM CLAYTON FACTORY
Serial Number Prefix W5L.

STEERING, STANDARD 430-2996
DIFFERENTIAL, OPEN REAR 333-6529
WEATHER, STANDARD 454-0609
ENGINE 527-0422
HYDRAULICS, 3V, CPLR READY, SL 541-3073
LINES, AUX 3RD, STD LIFT 530-1623
JUMPER LINES, AUX 3RD, FUSION 445-4725
LIGHTS, STD, LED 559-0843
LIGHTS, ROADING, LED, RH 541-3067
CAB, DELUXE 549-0451
SEAT, DELUXE 563-5967
RADIO READY, BLUETOOTH,MIC,AUX 378-0951
PRODUCT LINK, CELLULAR PL641 565-0908
TIRES,20.5R25 MX XHA2 * L3 366-6880
FENDERS, STANDARD 366-8148
CTWT, STANDARD, 763LBS, 2 PCS 348-2579
TOOLBOX AUX 491-7922
HYDRAULIC OIL, STANDARD 619-8443
SERIALIZED TECHNICAL MEDIA KIT 421-8926
RIDE CONTROL 430-2859
WINDSHIELD ACCESS STEPS 469-0647

ATTACHMENT 2

DECAL,HI VIS STEP,HANDRAIL,DLX 615-9210
DETECTION, OBJECT (RADAR) 573-8473
WARNING, BEACON, LED STROBE 333-1425
GUARD, CRANKCASE 349-8163
QUICK COUPLER,FUSION,HIGH VIS 536-5313
CARRIAGE, CON, FORK, 72'', FUS 538-3867
BUCKET-MP, 2.7 YD3, FUS 362-0902
ENVIRONMENT, MEDIUM DEBRIS 536-5340
BUCKET-SD L, 2.5YD3, FUS, BOCE 571-8457
SELL PRICE $365,501.00
SOURCEWELL DISCOUNT 24% OF LIST ($87,720.24)
84 MO/3000 HR POWERTRAIN + HYDRAULICS + TEC WARRANTYH $2,170.00 NET BALANCE DUE $285,947.88
PDI, MAKE MACHINE READY, PROVIDE SERVICE MANUALS $5,997.12 MENDOCINO CO. TAX (7.875%) $22,518.40
AFTER TAX BALANCE $308,466.28

WARRANTY
Standard Warranty: 12 Month, Unlimited Hours Standard Warranty F.O.B/TERMS: Willits
Accepted by___________________________________ on ____________________ ______________________________
Signature
This Quote is valid for 30 days, after which time we reserve the right to re-quote. If there are any questions, please do not hesitate to contact me.

Sincerely,
Jack Drew
Machine Sales Representative
Peterson CAT
+1 707-489-3664
[email protected]

ATTACHMENT 2

Agenda Item No: 8.d.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-345

AGENDA SUMMARY REPORT
SUBJECT: Consideration of Adoption of Resolution Reappointing Elora Babbini to the Public Spaces Commission (PSC).

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

1. Policy Resolution No. 2014-48

2. Application

3. Nomination

4. Proposed Resolution
Summary: Council will review and possibly adopt a resolution reappointing Elora Babbini to the Public Spaces Commission (PSC).

Background: Resolution 2014-48 sets forth the procedure for filling vacancies on City Commissions and Boards is attached (Attachment 1).

Elora Babbini was originally appointed on June 2, 2021, to the Parks, Recreation, and Golf Commission (PRGC), which merged to become the Public Spaces Commission (PSC). On June 2, 2024, her term expired. There is also another vacancy on the PSC with the same position requirements that has been noticed since May 20, 2022, with no application having been received. The Clerk’s office received an application (Attachment 2) from Elora Babbini for reappointment to the ‘At Large City Resident’ position, and she meets the criteria for the appointment. Vice Mayor Crane, being the next in line to make a nomination to the PSC, has nominated Ms. Babbini for appointment (Attachment 3).

Discussion: Staff recommends that City Council adopt the attached resolution (Attachment 4), reappointing Elora Babbini to the At Large City Resident position on the Public Spaces Commission; with the term to expire on July 17, 2027.

Recommended Action: Adopt Resolution reappointing Elora Babbini to the Public Spaces Commission (PSC), term to expire July 17, 2027.

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 1 – Create and sustain a diverse, equitable, and inclusive workplace and workforce that reflects, values, and celebrates the diverse community we serve. Goal 4 – Identify and actively engage underrepresented communities in which to retain, expand, develop, and implement programs.

CLIMATE INITIATIVES (CI): 4b – Maintain wild lands.

GENERAL PLAN ELEMENTS (GP):GP-A1 - Land Use Element

Attachment 1

MEMORANDUM
Date:

To:

From:

Subject:

July 3, 2024
Kristine Lawler, City Clerk
Douglas F. Crane
Nomination for Elora Babbini
I nominate Elora Babbini for the Public Spaces Commission as an At-large City Resident Representative, to be considered at the July 17, 2024, Regular City Council meeting.

Signature ______________________________
ATTACHMENT 3

ATTACHMENT 4
RESOLUTION NO. 2024-XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH REAPPOINTING ELORA

BABBINI TO THE PUBLIC SPACES COMMISSION
WHEREAS, Elora Babbini was originally appointed on June 2, 2021, to the Parks, Recreation, and Golf Commission (PRGC), which merged to become the Public Spaces Commission (PSC), with her term having expired on June 2, 2024; and
WHEREAS, another vacancy on the PSC with the same position requirements has been noticed since May 20, 2022, with no application having been received; and WHEREAS, the City Clerk’s office received an application from Elora Babbini for reappointment to the ‘At Large City Resident’ position, to which she meets the residency requirements; and WHEREAS, Vice Mayor Crane, being the next in line to make a nomination to the PSC, has nominated Ms. Babbini for appointment.

NOW, THEREFORE, BE IT RESOLVED, that the Ukiah City Council approve the nomination, submitted per procedures outlined in Resolution 2014-48, and does hereby appoint the following person and term:

BOARD/

COMMISSION

NAME POSITION NOMINATED BY

COUNCILMEMBER
TERM

EXPIRATION
Public Spaces
Commission
Elora Babbini At-large City Resident Vice Mayor Crane July 17, 2027 PASSED AND ADOPTED this 17th day of July 2024, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

Josefina Duenas, Mayor
ATTEST:

Kristine Lawler, City Clerk

Agenda Item No: 8.e.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-347

AGENDA SUMMARY REPORT
SUBJECT: Approval of Contract Amendment 2 in the Amount of $15,600 with Ren Alexander Design for Additional Services Pertaining to the New Electric Service Center Located at 1350 Hastings Road.

DEPARTMENT: Electric Utility PREPARED BY: Mary Horger, Financial Services Manager PRESENTER: Cindy Sauers, Electric Utility Director
ATTACHMENTS:

1. Ren Alexander Design - Contract

2. Ren Alexander Design - Amendment 1

3. Ren Alexander Design - Proposal for Amendment 2
Summary: The City Council will consider approving a contract Amendment 2 pertaining to the new Electric Service Center, in the amount of $15,600, with Ren Alexander Design for additional services during the construction document phase and the bidding and negotiation phase, and approve corresponding budget amendment.

Background: In 2015, the Council approved the purchase of a 15,800 sq. ft. building at 1350 Hastings Road to serve as the Electric Service Center, centralizing operations for engineering, construction, and technical services. In 2021, Council approved Phase 1 of the project, which included site improvements. Phase 2 involves renovating the building's interior to create office spaces, conference rooms, and warehousing. Phase 3 will add solar generation to the rooftop and raised structures. Phase 2 is anticipated to be complete by the winter of 2024.

Discussion: Ren Alexander Design was contracted to provide architectural services for the interior of the Electric Service Center. Please refer to Attachment 1 for a copy of the contract. On September 15, 2023, Amendment 1 (Attachment 2) was issued for $7,500 to cover construction administration services. Now, due to unforeseen conditions such as existing building conditions and fire and water damage, additional time is required for responses to RFIs (Request for Information), supplemental information, sketches, and coordination during construction. Amendment 2, amounting to $15,600, is requested to cover these additional services. Please refer to Attachment 3 for a copy of the proposal.

Approval of Amendment 2 will ensure the project continues smoothly with the necessary support from Ren Alexander Design.

Recommended Action: Authorize the City Manager to sign contract amendment 2 with Ren Alexander Design, in the amount of $15,600, for additional services during the construction document phase and the bidding and negotiation phase as it pertains to the new Electric Service Center, and approve the corresponding budget amendment.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 80126100.80220.17023: $0
PROPOSED BUDGET AMOUNT: 80126100.80220.17023: $15,600
FINANCING SOURCE: 2022 Electric Lease Revenue Bonds
PREVIOUS CONTRACT/PURCHASE ORDER NO.: Contract 2122-208

COORDINATED WITH: Cindy Sauers, Electric Utility Director DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

ATTACHMENT 1

ATTACHMENT 2

REN / ALEXANDER Ukiah Electric Service Center T.I: Change Order Request

CHANGE ORDER REQUEST
Hello Cindy,
We are writing to formally request a Change Order to address Construction Administration services required for the ongoing tenant improvement project at 1350 Hastings Ave.

As we progress through construction we project to bill to the total original contract sum within the next four to six weeks.

This is in part due to a number of factors, including previously billed Additional Services during the Construction Documents phase and the Bidding & Negotiation phase. As requested, additional hours spent during these phases were billed as worked toward the base contract. The combination of existing building conditions and the fire and water damage are necessitating more time spent providing responses to RFI’s, supplemental information/ sketches and coordination during Construction.

To maintain the quality and integrity of the project while adhering to the proposed schedule, we respectfully request a Change Order to cover additional Construction Administration costs. This Change Order will ensure that the Ren / Alexander can continue to provide the required level of oversight and support for the team to successfully complete the project.

Thank you very much for your time and consideration. Please find below the details of the proposed Change Order for your review and approval on the following page.

Sincerely,

Project: Ukiah Electric Service Center T.I Date: 6/11/2024 To:

Cindy Sauers
City of Ukiah Electric Utility Director
1350 Hastings Avenue
Ukiah, CA 95482
From:

Steven Ratley & Kali Gordon
Ren / Alexander Design
301 Scott Street
Ukiah, CA 95482
Steven Ratley
Principal / Architect
Ren / Alexander Design
[Architect - CA Lic. C-39696]
ATTACHMENT 3

REN / ALEXANDER Ukiah Electric Service Center T.I: Change Order Request Impact on Schedule: No
Cost Impact:

Original Contract Amount: $82,500.00
Cost of Change in Services for Construction Administration: $15,600.00 Change Order Breakdown
Jul 2024 [CA] (2) - OAC’s onsite or remote / Site Observation Reviewing and responding to RFI’s, Submittals, Change Orders and providing Architectural Sketches (SK’s) ( Assumed 2hrs per review/ response @ 10 Items)
Monthly Contractor Pay Application Review
26 $150 $3,900.00
Aug 2024 [CA] (2) - OAC’s onsite or remote / Site Observation Reviewing and responding to RFI’s, Submittals, Change Orders and providing Architectural Sketches (SK’s) ( Assumed 2hrs per review/ response @ 10 Items)
Monthly Contractor Pay Application Review
26 $150 $3,900.00
Sep 2024 [CA] (2) - OAC’s onsite or remote / Site Observation Reviewing and responding to RFI’s, Submittals, Change Orders and providing Architectural Sketches (SK’s) ( Assumed 2hrs per review/ response @ 10 Items)
Monthly Contractor Pay Application Review
26 $150 $3,900.00
Oct 2024 [CA] (2)+ OAC’s onsite, Punch List walk, Substantial completion Reviewing and responding to RFI’s, Submittals, Change Orders and providing Architectural Sketches (SK’s) ( Assumed 2hrs per review/ response @ 10 Items)
Final Contractor Pay Application Review
26 $150 $3,900.00
Total Change Order Request *NTE $15,600.00
*Projected Construction Substantial Completion on Oct 16 2024. Estimates based off of hourly services provided for previous months (April, May + June) of Construction Administration services.

Agenda Item No: 8.f.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-351

AGENDA SUMMARY REPORT
SUBJECT: Council to Receive and File Adopted 2024-25 Fiscal Year City of Ukiah Budget Document.

DEPARTMENT: Finance PREPARED BY: Jessie Brunell, Senior Accountant PRESENTER: Consent Calendar
ATTACHMENTS:

None
Summary: Council to receive and file the adopted 2024-25 Fiscal Year City of Ukiah budget document.

Background: A budget for local government is meant to be a dynamic, malleable, and useful tool for decisionmakers and the community. It conveys a number of different messages to the community served, including how available resources will be allocated. The budget is encapsulated in a single document to deliver that message. The City’s Management Team recognizes and appreciates the City Council’s support for a well-developed and clear budget document. The presented budget document represents a continued improvement in content, form, and presentation and is a continuation of the framework developed last year to meet the highest professional standards of budgeting.

The Council received departmental presentations at special meetings on June 3 and June 4, 2024. Council approved and adopted the City's budget for the 2024-25 fiscal year and Gann Limit through resolution at the June 19, 2024 meeting.

The budget document presents information and data at the fund level, a departmental/division summary level, and a department/division detail expenditure/revenue line level. The detail is delivered through OpenGov. From there, any reader of the budget can navigate and review any specific element of the budget.

Discussion: The entire budget document is presented through the OpenGov platform, a web-based platform that allows for significant functionality when viewing and analyzing budgetary information. The best way to access stories is by clicking this link and finding each subsequent link in the table of contents: 2024-25 Fiscal Year Budget:
https://stories.opengov.com/ukiahca/published/CZOWkUdPA The landing page from the link is the cover of the budget document, including a table of contents at the bottom.

Each budget story can be accessed by clicking on its respective link in the table of contents.

The OpenGov platform is best viewed through the Google Chrome web browser. It is a free application and can be found at the following link, complete with download and installation instructions:
https://www.google.com/chrome/

Recommended Action: Receive and file adopted 2023-24 Fiscal Year City of Ukiah budget document.

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): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

Agenda Item No: 8.g.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-356

AGENDA SUMMARY REPORT
SUBJECT: Approval of Purchase of One 2024 Ford F-550 Crew Cab, Two Ford F-350 Crew Cabs, and One 2024 Ford F-550 Regular Cab for the Amount of $454,611.92, Using Funds from the USDA Community Wildfire Defense Grant and Corresponding Budget Amendment.

DEPARTMENT: Finance PREPARED BY: Myles Fisette
PRESENTER: Doug Hutchison, Fire Chief
ATTACHMENTS:

1. Bid Tabulation RFB E41515-1

2. Rush Truck Centers Bid RFB E41515-1
Summary: Council will consider approving the purchase of one 2024 Ford F-550 Crew Cab, two Ford F-350 Crew Cabs, and one 2024 Ford F-550 Regular Cab for the amount of $454,611.92 using funds from the USDA Community Wildfire Defense Grant and corresponding budget amendment.

Background: As previously reported, the City of Ukiah/Ukiah Valley Fire Authority (UVFA) were awarded a USDA Community Wildfire Defense Grant for the purpose of equipping and employing a Fuels/Fire Crew for Five (5) years. The City and UVFA sought out this grant for the Fuels/Fire Crew to be innovative in our approach to increasing public safety.

Discussion: The City sent out a Request for Bid on June 24, 2024, and received five (5) bids for this project (Attachment 1). Rush Medium-Duty Truck Centers of California was the lowest responsible bidder with a total bid amount of $454,611.92. A copy of Rush Medium-Duty Truck Centers of California's bid is provided (Attachment 2). Staff is requesting the Council's approval to award the bid to Rush Medium-Duty Truck Centers of California, and approval of a corresponding budget amendment.

Note: While requested in the RFP if available, Electric and Hybrid options for these duty size vehicles with specialized box configurations (set up for fuel reduction management and wildland fire service) are not readily available at this time or industry proven for fire service.

Recommended Action: Approve Purchase of One 2024 Ford F-550 Crew Cab, Two Ford F-350 Crew Cabs, and One 2024 Ford F-550 Regular Cab for the Amount of $454,611.92, Using Funds from the USDA Community Wildfire Defense Grant and Corresponding Budget Amendment.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 10621600.80100.18428: $0
PROPOSED BUDGET AMOUNT: 10621600.80100.18428: $454,611.92 FINANCING SOURCE: USDA Grant
PREVIOUS CONTRACT/PURCHASE ORDER NO.:

COORDINATED WITH: Doug Hutchison, Fire Chief; Jim Robbins, Housing and Grants Manager; Dave Kirch, Fleet & Facilities Maintenance Manager; Mary Horger, Financial Services Manager DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): Maintain wild lands. 10a – Protect from dangerous emission by preventing fires.

GENERAL PLAN ELEMENTS (GP): GP-A6 - Safety Element

ITEM DESCRIPTION QTY UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL 2024 FORD F-550 CREW-CAB PICKUP 4X4 1 $ 106,626.60 $ 106,626.60 $ 116,626.60 $ 116,626.60 $ 106,716.00 $ 106,716.00 $ 111,253.10 $ 111,253.10 $ 104,916.25 $ 104,916.25 2024 FORD F-350 CREW-CAB PICKUP 4X4 2 $ 97,706.80 $ 195,413.60 $ 107,706.80 $ 215,413.60 $ 103,663.00 $ 207,326.00 $ 101,129.67 $ 202,259.34 $ 97,138.25 $ 194,276.50 2024 FORD F-550 REGULAR-CAB PICKUP 4X4 1 $ 121,592.70 $ 121,592.70 $ 131,592.70 $ 131,592.70 $ 127,432.00 $ 127,432.00 $ 124,262.58 $ 124,262.58 $ 118,361.25 $ 118,361.25 SUBTOTAL $ 423,632.90 $ 463,632.90 $ 441,474.00 $ 437,775.02 $ 417,554.00 TAX $ 37,597.42 $ 41,147.42 $ 39,180.82 $ 38,852.53 $ 37,057.92 FREIGHT $ 4,000.00 $ 4,000.00 $ 2,000.00 $ - $ -
GRAND TOTAL $ 465,230.32 $ 508,780.32 $ 482,654.82 $ 476,627.55 $ 454,611.92 Lead Time 4-7 MONTHS N/A 120-160 DAYS 6-8 MONTHS 90 DAYS

RUSH MEDIUM-DUTY TRUCK CENTEROF CA

CERES, CA
RFB E41515-1 UKIAH VALLEY FIRE DEPARTMENT PICKUP TRUCKS BIDS DUE 1:30 PM JULY 3, 2024

NORCO HILLS, CA NORTH LAS VEGAS, NV CLOVIS, CA EUREKA, CA

GALPIN FORD SILVER STATE SEALCOATING & STRIPING FUTURE FORD OF CLOVIS HARPER MOTORS ATTACHMENT 1

ATTACHMENT 2

Agenda Item No: 8.h.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-358

AGENDA SUMMARY REPORT
SUBJECT: Consider and Approve Recommended Revisions to City's Investment Policy.

DEPARTMENT: Finance PREPARED BY: Jessie Brunell, Senior Accountant PRESENTER: Allison Kaune, PFM Asset Management
ATTACHMENTS:

1. Ukiah_Investment Policy Approved 8-16-23_REVIEW 2024

2. Ukiah_InvestmentPolicy_Memo July 2024
Summary: The City Council is being asked to consider, and approve, a revision to the City's investment policy, stemming from a change to the California Government Code.

Background: The City of Ukiah contracts with PFM Asset Management LLC (PFM), an independent investment advisor, to manage the investment of the City’s funds. PFM completes an annual review of the City’s Statement of Investment Policy to ensure the Policy is in compliance with the sections of the California Government Code (“Code”) that govern the investment of public funds.

PFM is recommending a minor change to the City's investment policy, included here in Attachment 1. This change is explained in the memo from PFM (Attachment 2).

Discussion: Staff is recommending that Council approve the minor change to the City's investment policy.

Recommended Action: Approve the recommended revision to City's investment policy.

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): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

Attachment 1
1 CITY OF UKIAH

STATEMENT OF INVESTMENT POLICY
August 16, 2023July 17, 2024
I. PURPOSE
The purpose of this document is to establish and organize investment policies, which will govern the investment activities of the City of Ukiah.

II. SCOPE
This investment policy covers all the City’s surplus funds and investments (except retirement funds and bond proceeds) and investment activities under the direction of the City.

Investment of bond proceeds will be governed by the provisions of relevant bond documents.

The investment policies of the City of Ukiah are based on state law and prudent money management practices. All funds will be invested in accordance with this Investment Policy and applicable California Government Codes, including § 53601 et seq.

III. OBJECTIVES
The primary objectives of the City, in order of priority, shall be:
1) Safety: Safety of principal is the foremost objective of the investment program.

Investments of the City shall be undertaken in a manner that seeks to ensure preservation of capital in the portfolio.
2) Liquidity: The investment portfolio of the City will remain sufficiently liquid to enable the City to meet its cash flow requirements.
3) Yield: The investment strategy of the City shall be to earn a reasonable investment return, considering current market conditions, and within the parameters set forth by priorities (1) and (2) above.

An adequate percentage of the portfolio shall be maintained in liquid, short-term securities that can be converted into cash if necessary to meet forecasted disbursement requirements.

The portfolio shall also be appropriately diversified to avoid unreasonable and avoidable risks regarding specific security types or individual financial institutions.

IV. POLICIES

1. Public Funds: It is the policy of the City of Ukiah to invest public funds in a manner which will provide the maximum safety and liquidity, while earning an investment return consistent with the objectives and parameters set forth by this policy.

Attachment 1
2 2. Prudent Investor Standard: Ukiah operates its investments program under the Prudent Investor Standard, which states that the governing body of the local agency or the persons authorized to make investment decisions on behalf of the local agency are trustees, and, therefore, subject to the Prudent Investor Standard. When investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, including, but not limited to, the general economic conditions and the anticipated needs of the agency, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency.

3. Management Responsibilities: Management responsibility for the investment program is delegated, for a one-year period, subject to annual review and delegation, to the City Treasurer. The City Treasurer may further delegate day-to-day management of the investment program to a professional external investment advisor.

4. Internal Controls: A system of internal controls shall be established and documented in writing by the Finance Director. The controls shall be designed to prevent losses of public funds arising from fraud, employee error, misrepresentation of third parties, unanticipated changes in financial markets, or imprudent actions by employees and officers of the City of Ukiah. Controls deemed most important include:
minimization of opportunities for collusion, separation of duties, separation of transaction authority from accounting and recordkeeping, avoidance of bearer-form securities, specific limitations regarding securities losses and remedial actions, written confirmation of all transactions, minimizing the number of authorized investment officials, documentation of transactions and strategies, and proper review and approval of brokerage accounts and investment transactions.

5. Safekeeping, Custody, and Delivery: The City’s investments shall be held in safekeeping, in the name of the City of Ukiah, by a third party custodian bank.

Investment transactions shall be executed and settled using the “delivery vs. payment” method.

6. Reporting: The Finance Director shall review and have available monthly reports in the Finance Department, and available for public review, which shall include type of investment, issuer, purchase and maturity dates, rating, purchase price, par, current market value as of the date of the report and the source of this valuation, and yield to maturity. These reports shall include a list of all transactions during the past month.

The Investment Advisor will also deliver periodic market updates and portfolio reviews to the Finance Director. The Finance Director will deliver investment reports to the Investment Oversight Committee and City Council.

Attachment 1
3 The Oversight Committee will meet at least once annually in order to conduct a comprehensive review of the investment activities of the City so as to ensure that regulations are being adhered to and that strategies are being followed.

7. Conflict of Interest: In accordance with California Government Code sections 1090, et seq. and 87100, et seq., officers and employees of the City will refrain from any activity that could conflict with the proper execution of the investment program or which could impair their ability to make impartial investment decisions. All investment personnel shall comply with the reporting requirements of the Political Reform Act, to include the annual filing of Statements of Economic Interest.

8. Return on Investment: The City's investment portfolio shall be designed to attain a market-average rate of return through economic cycles. The Investment Oversight Committee will measure the portfolio against an appropriate benchmark.

9. Annual Review of Policy: The Investment Advisor shall review the Investment Policy annually and provide the City Manager and Finance Director with recommendations if any are needed. The Finance Director will present the Policy, and any recommended changes, to the Investment Oversight Committee and City Council. City Council will review the Policy and recommended changes at a public meeting.

V. AUTHORIZED INVESTMENTS
Generally, investments shall be made in the context of the Prudent Investor Standard. The City is further governed by applicable California Government Codes, including sections 53600 and 53601 et seq. Within the context of these regulations, the following investments are authorized, and further limited herein:
(a) Ukiah Bonds: Bonds issued by the City of Ukiah, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by the City or by a department, board, agency, or authority of the City. (b) U.S. Treasury Obligations: United States Treasury notes, bonds, bills, or certificates of indebtedness, or those for which the full faith and credit of the United States are pledged for payment of principal and interest. (c) California State Obligations: Registered state warrants or treasury notes or bonds of this state, including bonds payable solely out of the revenues from a revenueproducing property owned, controlled, or operated by the state or by a department, board, agency, or authority of the state.
(d) Non-California State Obligations: Registered treasury notes or bonds of any of the

Attachment 1
4 other 49 United States in addition to California, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by a state or by a department, board, agency, or authority of any of the other 49 United States in addition to California.
(e) Local Agency Obligations: Bonds, notes, warrants, or other certificates of indebtedness of any local agency within this state, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by the state or by a department, board, agency, or authority of the state. (f) Federal Agency or Government Sponsored Enterprise Obligations: Federal agency or United States government-sponsored enterprise obligations, participations, or other instruments, including those issued by or fully guaranteed as to principal and interest by Federal Agencies or United States Government Sponsored Enterprises.
(g) Bankers’ Acceptances: Bills of exchange or time drafts that are drawn on and accepted by a commercial bank. Purchases of bankers’ acceptances may not exceed 180 days maturity or 40% of the portfolio, and no more than 5% of the portfolio may be invested in the banker’s acceptance of any one commercial bank.

(h) Commercial Paper: Commercial paper of “prime” quality of the highest ranking or of the highest letter and number rating as provided for by a nationally recognized statistical-rating organization. The entity that issues the commercial paper shall meet all of the following conditions in either paragraph (1) or paragraph (2):
(1) The entity meets the following criteria: (a) is organized and operating in the United States as a general corporation; (b) has total assets in excess of five hundred million dollars ($500,000,000); and (c) has debt other than commercial paper, if any, that is rated in a rating category of “A” or its equivalent or higher by an NRSRO. (2) The entity meets the following criteria: (a) is organized within the United States as a special purpose corporation, trust, or limited liability company; (b) has programwide credit enhancements, including, but not limited to, over collateralization, letters of credit or surety bond; and (c) has commercial paper that is rated “A-1” or higher, or the equivalent, by an NRSRO.

Eligible commercial paper shall have a maximum maturity of 270 days. Purchases of commercial paper may not exceed 25% of the City’s portfolio. No more than 5% of the portfolio may be invested in commercial paper of any one institution.

(i) Negotiable Certificates of Deposit: Negotiable certificates of deposit or deposit notes issued by a nationally or state-chartered bank, a state or federal savings and loan association, or a federally-licensed or state-licensed branch of a foreign bank provided that the senior debt obligations of the issuing institution are rated in a rating

Attachment 1
5 category of "A"(long-term) or its equivalent or better or A-1 (short-term) or its equivalent or better by an NRSRO. Purchases of negotiable certificates of deposit may not exceed 30% of the portfolio, and no more than 5% of the City’s portfolio may be invested in any one financial institution.
(j) Repurchase Agreements: The City may invest in repurchase agreements with banks and dealers with which the City has entered into a master repurchase agreement. The maturity of repurchase agreements shall not exceed 365 days. The market value of securities used as collateral for repurchase agreements shall be valued at 102% or greater of the funds borrowed against those securities at all times and shall be monitored daily by the investment staff. In order to conform with provisions of the Federal Bankruptcy Code, which provide for the liquidation of securities held as collateral for repurchase agreements, the only securities acceptable as collateral shall be direct obligations of the United States or any agency of the United States as described in §V of this policy.

In addition, the City may enter into repurchase agreements only with “primary dealers” as designated by the Federal Reserve Bank of New York. All securities underlying Repurchase Agreements must be delivered to the City’s custodian bank (delivery vs. payment) or be handled under a properly executed “tri-party” repurchase agreement. The market value must be recalculated each time there is a substitution of collateral. The City or its trustee shall have a perfected first security interest under the Uniform Commercial Code in all securities subject to Repurchase Agreement.
(k) Reverse Repurchase Agreements: The City may invest in reverse repurchase agreements only with “primary dealers” with which the City has entered into a master repurchase agreement contract. The City may invest in reverse repurchase agreements with the following conditions:

Reverse repurchase agreements may be used only after prior approval of the City Council. The City may only use reverse repurchase agreements to (1) cover a temporary cash shortage, or (2) augment earnings. Reverse repos may not be used to leverage the portfolio. In addition:

If a reverse repurchase agreement is authorized, it may be utilized only if the security to be sold on a reverse repurchase agreement has been owned and fully paid for by the City for a minimum of 30 days prior to the sale; the total of all reverse repurchase agreements on investments owned by the City does not exceed 20% of the portfolio; and the agreement does not exceed a term of 92 days, unless the agreement includes a written codicil guaranteeing a minimum earning or spread for the entire period between the sale of the security using a reverse repurchase agreement and the final maturity date of the same security. The proceeds of the reverse repurchase agreement may not be invested in securities whose maturity exceeds the term of the

Attachment 1
6 reverse repurchase agreement.
(l) Medium-term Notes: The City may invest in all corporate and depository institution debt securities with a maximum remaining maturity of five year or less, issued by corporations organized and operating within the United States, or by depository institutions licensed in the United States or any state and operating within the United States. Notes eligible for investment shall be rated in a rating category of “A” or its equivalent or better by an NRSRO. Purchase of corporate notes may not exceed 30% of the portfolio, and no more than 5% of the corporate notes in the portfolio may be invested in the same corporation.
(m) Money Market Funds: Shares of beneficial interest issued by diversified management companies that invest in the securities and obligations as authorized by California Government Code section 53601 subdivisions (a) to (k), inclusive, and subdivisions (m) to (q), inclusive and that are money market funds registered with the Securities and Exchange Commission under the Investment Company Act of 1940. To be eligible for investment these companies shall either: (i) attain the highest ranking or highest letter and numerical rating provided by not less than two nationally recognized statistical rating organizations, or (ii) have an investment advisor registered or exempt from registration with the Securities and Exchange Commission with not less than five years experience managing money market mutual funds with assets under management in excess of five hundred million dollars ($500,000,000). The purchase price of shares of beneficial interest purchased shall not include any commission that these companies may charge and shall not exceed 20% of the City’s portfolio.
(n) Local Agency Investment Fund: The City may invest in the Local Agency Investment Fund (LAIF) established by the State Treasurer for the benefit of local agencies under §16429.1 of the Government Code. The maximum balance that can be held in the fund is the maximum amount permitted by LAIF’s Local Investment Advisory Board.
(o) Time Deposits: The City may invest in non-negotiable time deposits that are FDIC insured or fully collateralized in financial institutions located in California, including U.S. branches of foreign banks licensed to do business in California. To be eligible to receive local agency deposits, a financial institution must receive a minimum overall “satisfactory rating” for meeting the credit needs of California Communities in its most recent evaluation. All time deposits must be collateralized in accordance with the California Government Code § 53650, et seq. Since time deposits are not liquid, no more than 25% of the cost value of the portfolio may be invested in this category.
(p) Mortgage-Backed and Asset-Backed Securities: Any mortgage pass-through security, collateralized mortgage obligation, mortgage-backed or other pay-through

Attachment 1
7 bond, equipment lease-backed certificate, consumer receivable pass-through certificate, or consumer receivable-backed bond. For sSecurities eligible for investment under this subdivision not issued or guaranteed by an agency or issuer identified in subdivision (b) or (f) of this Policy section, the following limitations apply:
(1) the security shall be rated in a rating category of “AA” or equivalent or higher by an NRSRO and have a maximum remaining maturity of five years or less. (2) Purchase of securities authorized by this subdivision may not exceed 20% of the agency's surplus money that may be invested pursuant to this section. (q) Local Government Investment Pools (LGIPs). Shares of beneficial interest issued by a joint powers authority organized pursuant to Section 6509.7 that invests in the securities and obligations authorized in California Government Code section 53601 subdivisions (a) to (r), inclusive. Each share shall represent an equal proportional interest in the underlying pool of securities owned by the joint powers authority. To be eligible under this section, the joint powers authority issuing the shares shall have retained an investment adviser that meets all of the following criteria: (1) The adviser is registered or exempt from registration with the Securities and exchange Commission. (2) The adviser has not less than five years of experience investing in the securities and obligations authorized in subdivisions (a) to (q), inclusive. (3) The adviser has assets under management in excess of five hundred million dollars ($500,000,000).
(r) Supranational Debt. United States dollar denominated senior unsecured unsubordinated obligations issued or unconditionally guaranteed by the International Bank for Reconstruction and Development, International Finance Corporation, or Inter-American Development Bank, with a maximum remaining maturity of five years or less, and eligible for purchase and sale within the United States. Investments under this subdivision shall be rated in a rating category of "AA" or its equivalent or better by an NRSRO and shall not exceed 30% of the portfolio.

Credit criteria listed in this section refers to the credit quality of the issuing organization at the time the security is purchased. The maturity limits are applied at the time of purchase. A security purchased in accordance with this Policy shall not have a forward settlement date exceeding 45 days from the time of investment.

VI. INELIGIBLE INVESTMENTS
The City may only invest in those obligations authorized by this policy. The City shall not invest any funds in inverse floaters, range notes, or interest-only strips that are derived from a pool of mortgages, or in any security that could result in zero interest accrual if held to maturity. However, the City may hold prohibited investments until their maturity dates.

Notwithstanding the prohibition in the above paragraph, the City may invest in securities issued by, or backed by, the United States government that could result in zero- or negativePage 202 of 1534 Attachment 1
8 interest accrual if held to maturity, in the event of, and for the duration of, a period of negative market interest rates. The City may hold these instruments until their maturity dates. This paragraph shall remain in effect only until January 1, 2026, and as of that date is repealed.

For purposes of the investment of idle City funds, the City shall not purchase securities or other investment instruments by firms explicitly and directly involved with the extraction and/or refinement of fossil fuel products (defined as follows: Fossil fuels are non-renewable energy sources, including coal, oil, and natural gas, formed from ancient organic matter that is extracted from the Earth’s crust and burned as fuel). Any investments currently held in the portfolio shall be sold when determined to be financially prudent to do so, negating any recognized or realized losses related to those specific investments.

VII. PORTFOLIO LIMITS AND DIVERSIFICATION

1. Maximum Investment Maturity: Unless otherwise noted within this investment policy, the City may not invest in a security with a maturity that exceeds five years from the date of purchase. For purposes of compliance with this Policy, an investment’s term or remaining maturity shall be measured from the settlement date to final maturity. Investments which exceed five years in maturity require authority granted by City Council before purchase. Written authority of the City Council must be granted specifically or as part of an investment program no less than three months prior to the date of purchase.

2. Maximum Weighted Average Maturity: The maximum weighted average maturity of the City’s investment portfolio shall not exceed 3 years to control overall exposure to interest rate risk.

3. Diversification: With the exception of obligations of the United States Government and its Agencies and authorized investment pools, no more than 10% of the portfolio may be invested in the securities of any single issuer, regardless of sector. For certain investment types, a 5% issuer limit is imposed and is stated in the investment description in the Authorized Investment section.

Adopted on the 21st day of June, 202317th day of July, 2024 by the Ukiah City Council.

Signed: Attest:

_______________________________ _______________________________ Mari RodinJosefina Duenas, Mayor Kristine Lawler, City Clerk

1 of 1
July 3, 2024
Memorandum
To: Dan Buffalo, Finance Director
Members of the Investment Oversight Committee
City of Ukiah
From: Monique Spyke, Managing Director
Allison Kaune, Senior Analyst
PFM Asset Management LLC
RE: 2024 Investment Policy Review
PFM Asset Management LLC has completed its review of the City of Ukiah’s August 2023 Investment Policy (the “Policy”). This year we are recommending a Policy change in response to a change to California Government Code (the “Code”) that went into effect on January 1, 2024. Below, we have summarized the Code change resulting in a Policy recommendation. We have also attached a marked-up version of the City’s Policy to illustrate our recommendation.

Senate Bill 882, also known as the Local Government Omnibus Act of 2023, passed in September 2023 and went into effect on January 1, 2024. This bill made a number of changes to Code, including one change to Code section 53601, the section of Code that governs the investment of public funds.

Language was added to Code Section 53601(o), the subdivision that allows investment in assetsbacked and mortgage-backed securities, to state that securities allowed under 53601(o) that are issued by the U.S. Treasury, federal agencies, or United States government-sponsored enterprises are exempt from the credit and diversification requirements included in 53601(o).

To address the new Code language, we are suggesting edits to Policy section V. Authorized Investments, subdivision p. This edit does not change what we are allowed to purchase on the City’s behalf nor the management of the City’s portfolio.

Thank you.

Attachment 2

Agenda Item No: 8.i.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-365

AGENDA SUMMARY REPORT
SUBJECT: Approval of Execution by the City Manager of a Joint Prosecution and Common Interest Agreement Regarding the PG&E Surrender and Transfer of the Potter Valley Project.

DEPARTMENT: City Clerk PREPARED BY: Phil Williams, Legal Counsel PRESENTER: Phil Williams, Legal Counsel
ATTACHMENTS:

1. IWPC Joint Prosecution Common Interest Agreement
Summary: Council will consider approving the execution by the City Manager of a Joint Prosecution and Common Interest Agreement regarding the PG&E surrender and transfer of the Potter Valley Project.

Background: The City of Ukiah is a member of a Joint Exercise of Powers Agency, the Mendocino County Inland Water and Power Commission ("IWPC"). Currently, IWPC and its member agencies, including the City of Ukiah, are engaged in discussions with various stakeholders and state and federal agencies on PG&E's surrender of the Potter Valley Project. Specifically, along with its partner Sonoma County Water Agency, IWPC is engaged in ensuring that some amount of water continues to be diverted from the Eel River to the Russian River watershed to support the many communities that have developed over the past 100 years in reliance on that imported water. As part of that engagement, IWPC and its member agencies are participating in discussions and conducting analysis to inform its next steps.

Discussion: A Common Interest Agreement (Attachment 1) is a vehicle whereby signatories who have a declared common interest are able to share confidential or privileged information without waiving an alreadyexisting confidence or privilege. The Common interest Agreement does not create a confidence or privilege -- it merely maintains them when disclosed to other parties to the Common Interest Agreement.

This Common Interest Agreement will allow the City of Ukiah and its employees, agents, attorneys, and consultants to effectively engage with the employees, agents, attorneys, and consultants of IWPC and its members without risking waiver. The Agreement states that the Parties share a common interest in working together to successfully secure the continued diversion of Eel River water to the Russian River through the Potter Valley Project, or components thereof. The Parties' common interest in the project includes discussions about transfer of Potter Valley Project facilities, or components thereof, including associated water rights, diversion and conveyance facilities, and impoundment facilities. The ability to freely share data, reports, studies, communications, and memoranda, and to coordinate their efforts related to the Potter Valley Project, its associated assets, components, and facilities, and PG&E's surrender of the Potter Valley Project, without waiving any privilege or confidentiality of said information, will be enhanced by the respective Parties' experts' and legal counsel's abilities to communicate about these matters.

Nothing in the Agreement requires a Party to share information -- it only enables that sharing by avoiding waiver. The Agreement covers information and discussions that preceded the Parties' execution of the Agreement, recognizing they shared a common interest prior to execution of the Agreement. Each Party commits to protect information provided to it by another Party, though recognizes it is bound to abide by the law such as the Brown Act or any court order. In such an event, the Parties commit to communicating their decision to disclose Common Interest Material to the other Parties. Any Common Interest Material may only

be used by the Parties in furtherance of the Common Interest. Parties are allowed to withdraw from the Agreement, but remain obliged to return any Common Interest Material and to continue to protect Common Interest Material in accordance with the Agreement.

Attached to the Agreement is an Acknowledgment, whereby the individual employee, agent, consultant, or attorney for the Party acknowledges they have read the Agreement and agrees to abide by its terms. The IWPC will keep records of who has signed the Agreement as well as copies of signed Acknowledgments.

The City Manager for the City of Ukiah has typically executed Common Interest Agreements for the City once authorized by the Council. It is expected that those employees, agents, consultants, and attorneys closest to the issue and who have been engaged with IWPC will execute the Acknowledgment.

Recommended Action: Approve of Execution by the City Manager of a Joint Prosecution and Common Interest Agreement Regarding the PG&E Surrender and Transfer of the Potter Valley Project.

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: IWPC
DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL

JOINT PROSECUTION AND

COMMON INTEREST AGREEMENT
Regarding

PG&E SURRENDER AND TRANSFER OF POTTER VALLEY PROJECT

1. This Common Interest Agreement (“Agreement”) is entered into and by the County of Mendocino (the “County”), the City of Ukiah (“Ukiah”), Mendocino County Russian River Flood Control and Water Conservation Improvement District (“RRFC”), Potter Valley Irrigation District (“Potter Valley”), Redwood Valley County Water District (“Redwood”), and Mendocino County Inland Water & Power Commission (“IWPC”) (collectively, the “Parties”). The County, Ukiah, RRFC, Potter Valley, and Redwood are members of IWPC”), a Joint Exercise of Powers Authority formed pursuant to the Joint Exercise of Powers Act (Gov. Code sections 6500 et seq.). Each of the Parties have been and continue to be engaged in discussions regarding PG&E’s surrender and transfer of those power and water diversion facilities referred to here as the “Potter Valley Project”.

2. The Potter Valley Project includes Scott Dam and the storage reservoir it impounds, Lake Pillsbury, on the Eel River; Cape Horn Dam and the storage reservoir it impounds, Van Arsdale Reservoir; fish passage facilities at Cape Horn Dam; various water diversion and conveyance facilities; and the Potter Valley Powerhouse. PG&E has recently indicated its interest in surrendering the Potter Valley Project, and the Parties have a common interest in securing the continued diversion of water from the Eel to the Russian River (the “Common Interest”).

3. Each of the Parties share the Common Interest in working together to successfully secure the continued diversion of Eel River water to the Russian River through the Potter Valley Project, or components thereof (the “Project”). Their shared Common Interest in the Project includes discussions about transfer of Potter Valley Project facilities, or components thereof, including associated water rights, diversion and conveyance facilities, and impoundment facilities. Each of the Parties recognizes that the ability to freely share data, reports, studies, communications, and memoranda, and to coordinate their efforts related to the Potter Valley Project, its associated assets, components, and facilities, and PG&E’s surrender of the Potter Valley Project, without waiving any privilege or confidentiality of said information, will be greatly enhanced by the respective Parties’ experts’ and legal counsel’s abilities to communicate about these matters. At the same time, the Parties recognize that certain proceedings may very likely take place in front of federal or state agencies, other administrative entities, and courts of law. This recognition makes it imperative that the associated communication between the Parties and their respective experts and legal counsel associated with these matters remain privileged and confidential. Thus, the Parties each have an interest in sharing materials as further defined below, including but not limited to: data, ATTACHMENT 1

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL
modelling, assumptions, legal analyses, contingencies, and negotiation strategy associated with the Project, all of which are considered by the Parties to be Information covered by this Agreement.

4. Each of the Parties have consulted their respective attorneys both for separate purposes and for purposes within the Common Interest. The Parties believe that disclosure of certain privileged information among the Parties will advance the Common Interest (including legal interests), will further the interest of the disclosing Party, and is reasonably necessary to accomplish the purpose for which the disclosing Party’s attorney was consulted. In this regard, the Parties wish to continue to pursue both their separate interests and the Common Interest, and to avoid any suggestions or claims of waiver of the protections of the attorneyclient privilege, the work-product doctrine, and all other privileges or confidences, as are applicable.

5. In order to effectively pursue matters related to the Project, the Parties agree that, from time to time, the Common Interest is best served by exchanging oral, electronic, and/or written communications or documents which, in the absence of such sharing, would be protected from disclosure to any third party by the attorney-client privilege, the work product doctrine, the exceptions to disclosure provided to public agencies by the California Public Records Act, and/ or other applicable privilege or basis for maintaining material within the Common Interest as confidential. All such shared information is considered by the Parties, and will be treated in accordance with the provisions of this Agreement, as “Common Interest Material.”

6. The purpose of this Agreement is to ensure that the exchange or disclosure of Common Interest Material in furtherance of the Common Interest in the Project does not diminish in any way the confidentiality of the Common Interest Material or be deemed to constitute a waiver of any privilege or other protection accorded to the Common Interest Material, and the Parties hereby declare their intent that no sharing of information as set forth above shall waive the attorney-client privilege, the attorney work product doctrine, any exception applicable under the CPRA, and/ or other applicable privilege, confidence, or basis for maintaining the Common Interest Material as confidential.

7. Nothing in this Agreement shall be deemed to require that any Party share any particular information or material with any other Party.

8. All written materials exchanged in accordance with this Agreement shall be clearly marked “PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT.” The Parties shall use their best efforts to so mark all such written materials, and shall instruct all attorneys, paralegals, clerical, consultants, experts, and other personnel as to this requirement; provided, however, that failure to mark such exchanged materials shall not be treated as waiving any applicable privilege as to any materials not so marked.

This requirement for marking of materials is prospective in nature and does not apply to

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL
materials previously exchanged pursuant to oral common interest agreements which did not include a requirement for such marking.

9. The Parties agree that this Agreement also pertains to information shared prior to this Agreement and in pursuance of the Common Interest in the Project. To the extent the Parties have previously agreed to a common interest and to share information in pursuance of that common interest, all information shared under such prior agreement(s) shall continue to be protected by all applicable privileges. This Agreement memorializes any earlier oral agreement(s) and incorporates and supersedes any prior written or oral agreements between any of the Parties pursuant to which Common Interest Material has been exchanged.

10. Except as expressly stated in writing to the contrary, any and all Common Interest Material obtained by any of the counsel from each other and/ or each other’s clients has been and is being provided solely for the internal use of the Parties and their respective counsel in pursuance of the Common Interest and shall remain confidential and be protected from disclosure to any third party by the common interest privilege, the common interest doctrine, the respective Party’s attorney client privilege, the attorneys’ work product privilege, and/ or any other applicable privileges, confidences, and immunities.

11. All Common Interest Material shall be used solely in pursuance of the Common Interest; provided, however, that nothing in this paragraph shall limit the rights of the originating Party with regard to the use of information developed by that Party or its counsel, without using or relying upon Common Interest Material, whether or not shared with the other Party, in any manner it wishes; provided further, no Party is required to treat information or material obtained from sources other than exchanges pursuant to this Agreement as Common Interest Material.

12. All communications, oral and written, between the Parties in matters related to the Common Interest, or among or between necessary persons acting on their behalf, including, but not limited to, counsel for the Parties and their paralegals, consultants, experts, agents, or others acting on behalf of a Party or the Parties in matters related to the Common Interest are conclusively presumed to be made pursuant to this Agreement and to convey Common Interest Material; unless, however, a Party to such communication, at the outset of such communication, specifies that the particular communication is not being made pursuant to this Agreement.

13. Each Party will take all necessary and appropriate measures to ensure that any person who is granted access to any Common Interest Material, or who participates in work on joint projects in pursuance of the common interest, or who otherwise assists counsel in connection with the performance of this Agreement, is familiar with the terms of this Agreement and complies with such terms as they relate to the duties of such person. Any such person shall, prior to accessing Common Interest Material, sign the attached Individual Acknowledgment and Agreement, and the Party Representative shall attest to that person’s participation in the

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL
Common Interest and distribute an executed copy of the Individual Acknowledgment and Agreement to the other Parties.

14. The Parties agree that, in the event any Party determines it no longer shares, or no longer will share, the Common Interest with the other Parties for any reason, that Party will promptly notify the other Parties of its intent to withdraw from this Agreement. The notice shall be given in accordance with this Agreement and the issuance of the notice of withdrawal shall terminate the Party’s interest in this Agreement; provided, however, that the obligation of confidentiality and privilege with respect to Common Interest Material previously provided pursuant to this Agreement shall survive such withdrawal and termination.

15. If a Party or person identified in Sections 1 or 12 becomes subject to a bona fide requirement by law, regulation, deposition question, interrogatory, request for public information, records, or documents, including under the California Public Records Act, subpoena, civil investigative demand, or similar process (collectively, a “Requirement”) to disclose any Common Interest Material, such Party: (i) will, upon receipt of the Requirement and prior to producing any Common Interest Material, immediately notify the other Parties of the existence, terms, and circumstances of such Requirement to the extent permitted by law and in accordance with that Party’s legal counsel; and (ii) will cooperate fully with any other Party seeking a protective order. The Party that received the Requirement shall determine whether the requested or demanded Common Interest Material can be protected in accordance with the law. If, in the opinion of that Party, the requested or demanded Common Interest Material is not exempt from disclosure or production, that Party shall promptly notify the other Parties, each of whom shall have the right to seek a protective order that may be based upon a privilege the Party that received the Requirement might hold. If such an order is sought, the Party that received the Requirement will refrain from disclosing the requested or demanded Common Interest Material until such time as a final disclosure agreement or judicial determination is made concerning the Requirement; provided, however, that the Party that received the Requirement shall not be required to refrain from disclosing the requested or demanded Common Interest Material if doing so would violate the law. The costs and expenses for seeking any protective order pursuant to this paragraph shall only be borne by the Party(ies) opposing the Requirement. If a Party subject to a Requirement, who has complied with the notification and cooperation obligations described in this paragraph, is compelled, in the opinion of its legal counsel, to make disclosure of Common Interest Material or else stand liable for contempt or other substantial penalty, such Party: (i) will furnish only that portion of the Common Interest Material which is legally required pursuant to the terms of such Requirement as modified by any protective order; and (ii) will not be liable to any other Party for the disclosure of Common Interest Material. The Parties intend to consider sharing costs and other resources involved in protecting Common Interest Material from improper disclosure. The Parties acknowledge that such costs cannot be shared exactly equally all the time; therefore, should a Party that received a Requirement believe the costs of preventing improper disclosure of Common Interest Material are, have become, or

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL
will become disproportionate, the Parties agree to jointly consult to discuss whether and to what extent such costs should be shared.

16. Each of the Parties understands and acknowledges that each respective Party is represented exclusively by the Party’s own counsel with respect to the Common Interest and that nothing in this Agreement transforms counsel for any Party into counsel for any other Party or creates an attorney-client relationship with any counsel other than the Party’s own counsel. Each party also understands and acknowledges that counsel representing another Party owns an uncompromising duty of loyalty to its client and to no other Party, and that while all counsel subject to this Agreement have a duty to preserve the confidences disclosed to them pursuant to this Agreement, they will not act for any Party other than their own client with respect to the Common Interest.

17. Participation in this Agreement or in any effort related to the Common Interest shall not be the basis for a claim of conflict of interest or for recusal in any proceeding in which the Parties are or may be adverse to each other or where counsel for the Parties may represent adverse interests. The obligations under this paragraph will survive the termination or dissolution of this Agreement and will continue to bind each Party should that Party withdraw from this Agreement.

18. The obligations of the Parties with respect to any aspect of the protection of Common Interest Material from improper disclosure survive the withdrawal of a Party for any reason and survive the complete resolution of any action or proceeding related to the Common Interest.

19. This Agreement shall not constitute or be interpreted, construed, or used as evidence of any admission of liability, law, or fact, a waiver of any right or defense, or an estoppel against any Party. However, nothing in this Agreement is intended or should be construed to limit, bar, or otherwise impede the resolution of any dispute between the Parties.

20. The effective date of this Agreement shall be the date it is executed by the Parties.

21. All modifications of this Agreement must be in writing and signed by an authorized representative of each Party.

22. This Agreement shall be interpreted under the substantive laws of the State of California without regard to choice-of-law principles. If any provision of this Agreement is found invalid or unenforceable, then the balance of this Agreement shall remain in full force and effect.

23. Nothing in this Agreement shall be construed to waive any rights, claims, or privileges which any Party shall have against the other party or any other person or entity.

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL

24. This Agreement does not form a joint venture or partnership by or among the Parties. Unless otherwise expressly agreed to in writing by the Parties, no Party shall be entitled to compensation or reimbursement from any other Party for the participation of its employees, officers, agents, servants, contractors, or attorneys in the defense of any threatened or asserted claims subject to this Agreement or for the costs of participation in this Agreement.

25. This Agreement may be signed in separate counterparts, each of which shall be binding on all Parties who are signatory to any counterpart.

26. The Parties hereby authorize this Agreement to be executed upon the facsimile or electronic signatures of the authorized representatives of the respective Parties and agree that such facsimile or electronic signature shall be valid and binding as though original signatures had been provided.

27. All notices pursuant to this Agreement shall be in writing and shall be given using one of the following methods: hand-delivery; registered or certified mail, postage pre-paid, return receipt requested; nationally recognized courier service; or e-mail. Any notice shall be deemed delivered five (5) business days after such mailing date, except that any notice handdelivered or sent via overnight delivery service or e-mail shall be deemed delivered one (1) business day after the dispatch date. Notices shall be addressed to the Parties at the addresses or e-mails set forth below. A Party’s address may be changed by written notice to the other Parties.

28. Each signatory, by signing this Agreement, warrants his or her authority to bind his or her respective Party and to act as the Party Representative for purposes of this Agreement.

The County of Mendocino:
_______________________________ Date:

Printed Name: ___________________
Title: ___________________________
Address: ________________________
Phone: _________________________
Email: _________________________

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL
The City of Ukiah:
______________________________ Date:

Printed Name: __________________
Title: __________________________
Address: ________________________
Phone: _________________________
Email: _________________________
Mendocino County Inland Water & Power Commission:
______________________________ Date:

Printed Name: __________________
Title: __________________________
Address: ________________________
Phone: _________________________
Email: _________________________
Mendocino County Russian River Flood Control and Water Conservation Improvement District:
______________________________ Date:

Printed Name: __________________
Title: __________________________
Address: ________________________
Phone: _________________________
Email: _________________________
Potter Valley Irrigation District:

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL
______________________________ Date:

Printed Name: __________________
Title: __________________________
Address: ________________________
Phone: _________________________
Email: _________________________
Redwood Valley County Water District:
______________________________ Date:

Printed Name: __________________
Title: __________________________
Address: ________________________
Phone: _________________________
Email: _________________________

PRIVILEGED AND CONFIDENTIAL – SUBJECT TO COMMON INTEREST AGREEMENT

COMMON INTEREST MATERIAL

COMMON INTEREST AGREEENT

INDIVIDUAL ACKNOWLEDGEMENT AND AGREEMENT
By signing below, I, (individual’s name) __________________________, with and for (Party) ______________________________________, acknowledge I have read and understand the terms of the Common Interest Agreement and agree to abide by the terms of the Common Interest Agreement.
______________________________ Date: _____________________ Printed Name: __________________
Title: _________________________
By signing below, I, (Party Representative) _________________________, attest the above individual is an authorized agent of (Party) __________________________________ for purposes of the Common Interest Agreement.
______________________________ Party: _____________________ Printed Name: __________________
Title: _________________________

Agenda Item No: 8.j.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-366

AGENDA SUMMARY REPORT
SUBJECT: Authorization for City Manager to Renew an Agreement with Pano AI in the Amount of $140,000 for the Continued Operation of Four Wildfire Camera Sites and Corresponding Budget Amendments.

DEPARTMENT: Fire PREPARED BY: Doug Hutchison, Fire Chief PRESENTER: Doug Hutchison, Fire Chief
ATTACHMENTS:

1. Pano AI Agreement
Summary: Council will consider authorizing the City Manager to renew an agreement with Pano AI, and a corresponding budget amendment, for the continued operation of four (4) wildfire detection cameras.

Background: Ukiah Valley Fire Authority staff had previously researched ways to improve early wildfire detection and alerting, particularly in areas that pose a high threat to populated areas. Staff looked at various camera and detector options on the market and recommended partnering with Pano AI for their innovative solution. Four Pano AI stations were approved last year and have been providing enhanced fire monitoring in the Greater Ukiah Valley and extending beyond to adjacent wildland areas.

Discussion: There are several cameras currently in operation in and around Ukiah, mostly owned and operated by Pacific Gas and Electric (PG&E). These cameras are linked to a network called ALERT California and can be viewed online. Some outside agencies, such as CAL Fire, have the ability to maneuver the cameras as needed when an incident is reported. The drawback to this system, however, is that someone has to move the cameras (remotely); otherwise, they are pointed in a static direction. They also do not alert anyone when something is seen.

Pano AI's solution is more advanced. Each site actually has two (2) cameras that continuously scan 360 degrees every minute. The feed from those cameras goes back to the monitoring center, which is staffed 24/7, and is analyzed using Pano AI's artificial intelligence algorithm to recognize and spot smoke. If the algorithm detects what it thinks is smoke, personnel in the monitoring center are notified for concurrence. This allows for vetting of things such as controlled burns, or industrial processes before an alert is issued to responders. Additionally, the system can be configured to notify local personnel, so they can also vet the detection. Once the detection is confirmed, the appropriate dispatch centers are notified to initiate a response.

The use of two (2) cameras per site allows one camera to be focused/zoomed in on detections, while the other camera remains scanning 360 degrees every minute. Having multiple sites monitoring an area allows for rapid triangulation of the detection, with GPS coordinates provided to the appropriate dispatch centers and responders. This can drastically reduce response times by giving an accurate location versus a general area.

Since the cameras were installed, they have alerted personnel to several incidents in our area. Most recently, we were alerted simultaneously by Pano and our dispatch center to a fire in the Vichy Springs area, and the most northern camera alerted on a fire in the Brooktrails area.

Budget Adjustment

The funding for the continued operation of the four wildfire detection camera sites will be allocated as follows:

1. Electric Utility Fund:
- 50% of the total cost, amounting to $70,000, will be covered by the Electric Utility Fund.

2. General Fund:
- 25% of the remaining cost, amounting to $35,000, will be covered by the City's General Fund using current revenues.

3. Ukiah Valley Fire Protection District (UVFD):
- The remaining 25% of the cost, amounting to $35,000, will be covered by the Ukiah Valley Fire Protection District (UVFD) using current revenues.

General fund and UVFD amounts will be budgeted and accounted for in the shared operating fund (105).

These allocations ensure a fair distribution of costs among the involved entities while leveraging existing funds to support the ongoing wildfire detection efforts and an extra layer of coverage/protection for the City's Electric Utility.

The Pano AI solution is already in use in many areas of California, including Sonoma County and the Pacific Northwest. It is an innovative, cost-effective solution that will provide for rapid detection and response to new fire starts and improve the safety of our community.

The expiring agreement is included as Attachment #1. Staff requests authorization for the City Manager to renew the agreement for continued operations for another year.

Recommended Action: Authorize City Manager to renew an agreement with Pano AI in the amount of $140,000 for continued operation of four (4) wildfire detection camera sites and the corresponding budget amendments.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 10521210.52100: $140,000
PROPOSED BUDGET AMOUNT: 10521210.52100: $70,000; 80026400.52100: $70,000.00 FINANCING SOURCE: General Fund/Fire District
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Mary Horger, Financial Services Manager DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI):
10a – Protect from dangerous emission by preventing fires.

GENERAL PLAN ELEMENTS (GP):GP-A6 - Safety Element

ATTACHMENT 1

Agenda Item No: 12.a.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-172

AGENDA SUMMARY REPORT
SUBJECT: Conduct a Public Hearing and Consider Adoption of Resolution for User Fees at the Ukiah Regional Airport (This Item will be Held at the August 7, 2024, City Council Meeting) DEPARTMENT: Airport PREPARED BY: Greg Owen, Airport Manager PRESENTER: Greg Owen
ATTACHMENTS:

1. 2024 Proposed Airport User Fees

2. Proposed Resolution with Exhibit A
Summary:

Council will conduct a Public Hearing and consider adoption of Resolution for user fees at Ukiah Regional Airport.

Background: The Airport Commission, in collaboration with Staff, developed a fee schedule to ensure user fees at the Ukiah Regional Airport reflect fair market value. The Airport successfully operates as an enterprise fund, covering its operational costs solely through the revenue generated by its users. This ensures no General Fund monies are used to support the airport's daily operations. Following Council's approval of the rates, a five-year review and update cycle was established to maintain this alignment with market trends.

Discussion: Staff and the Airport Commission worked to develop a new user fee schedule as outlined in Attachment 1. The Commission also recommended that future user fee increases be based on the Bay Area CPI + 1.5%. Staff and the Airport Commission recommended that Adoption of Resolution and Corresponding Exhibit A that includes the user fee schedule (Attachment 2).

Due to rising operational costs and the need to keep pace with inflation, an increase in fees for the Airport is being recommended. This adjustment is necessary to ensure the continued provision of high-quality services, maintenance of infrastructure, and overall safety and efficiency of the Airport's operations. Hangar fees, office space rental fees, operations fees, and vehicle parking fees need to be adjusted.

The Airport Commission and Staff have developed a new method for determining fuel prices at the Airport:

Price Based on Purchase Cost: The sale price of fuel will be based on a percentage of the actual cost the Airport pays to acquire it.
• Target Range with Percentages: For each type of fuel (full-service and self-service gas, AvGas [aviation gasoline] and full-service and bulk service, Jet A, there will be a target percentage range added to the purchase cost to determine the final sale price. Based on market conditions, Staff will adjust prices within the target range.

Currently, the Airport offers: Self-serve AvGas, Full-service AvGas, Full-service Jet A, and Bulk Jet A Benefits of the New Method: This new pricing structure aims to provide the Airport with:

• More Competitive Fuel Prices: By basing prices on a percentage markup, the Airport can potentially offer more competitive fuel costs.
• Greater Transparency: The connection between purchase cost and sale price becomes clearer.

Staff is recommending that Council adopt the resolution with Exhibit A that includes the revised user fees at the Ukiah Regional Airport.

Recommended Action: Adopt the Resolution and corresponding Exhibit A user fee schedule for the Ukiah Regional Airport.

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: Airport Commission
DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

Attachment 1
Proposed
Ukiah Regional Airport
Effective September 1, 2024
User Monthly Fee Increases
Current Proposed
Fee Fee
Open Hangar rental - per month $114.00 121.00
Port-a-Port rental (765 sq ft) - per month $182.00 194.00 Pasco Hangar (Small) rental - per month $256.00 273.00
Pasco Hangar (Large) rental - per month $286.00 305.00
*Twin Port-a-Port Hangar rental - per month

$218.00 232.00
Office Space rental - per month $1.62 1.73
Tie Down - per night $8.00 8.00
Tie Down - per month $66.00 70.00
Vehicle Parking - per month $50.00 53.00
Rental Car Parking - per month $25.00 27.00
Operations Fee $239.00 255.00
Landing Fees
Lower weight limit to 8,000 lbs up to 12, 500 lbs $25.00 27.00 Thereafter per 1,000 lbs $2.94 3.14
Fuel Truck/ Fuel Trailer Parking $66.00 75.00
Self-fueling Flowage Fee -per gallon $.28 .32
Self-fueling permit fee per year $75.00 100.00
Waste Oil disposal per 5-gallon bucket 5.00
These rates will increase yearly by using the Bay Area CPI + 1.5% starting in September 1, 2025 and will increase over the next four years before returning to Council.

Bulk Jet A 65% over City’s cost +-30%
Full-Service Jet A 95% over City’s cost +-30%
Self-Service Avgas 30% over City’s cost +30%
Full-Service Avgas 35% over City’s cost +30%

Attachment 1
Example of Fuel Calculations:

UBulk Jet AU Cost to buy 1 gallon $3.25 65% markup = $5.36 +-30% based on market price Staff would set price between $3.75-$6.97
UFull-Service Jet A CCost to buy 1 gallon $3.25 95% markup = $6.33 +-30% based on market price Staff would set price between $4.43-$8.23
USelf-Service Avgas UCost to buy 1 gallon $4.50 30% markup = $5.85 +30% based on market price Staff would set price between $5.85-$7.60
UFull-Service Avgas UCost to buy 1 gallon $4.50 35% markup = $6.07 +30% based on market price Staff would set price between $6.07.-$7.89

Attachment 2
RESOLUTION NO. 2024-XX
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING THE 2024 USER

FEE SCHEDULE
WHEREAS, the City of Ukiah provides a variety of services to its residents and businesses; and WHEREAS, some of these services are provided on a user-fee basis to recover the cost of providing the service; and
WHEREAS, the City Council desires to establish a user fee schedule that is fair, equitable, and reflects the actual cost of providing the services; and WHEREAS, a public hearing was held on July 17, 2024, to consider the proposed 2024 User Fee Schedule;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ukiah as follows:

Section 1. Adoption of User Fee Schedule.

The City Council hereby adopts the 2024 User Fee Schedule, as attached hereto as Exhibit A and incorporated herein by reference.

Section 2. Effective Date.

This proposed fees included in Exhibit A will take effect September 1, 2024.

PASSED AND ADOPTED this 17th day of July 2024, by the following roll call vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
___
Josefina Duenas, Mayor
ATTEST:

Kristine Lawler, City Clerk

EXHIBIT A
Proposed
Ukiah Regional Airport
Effective September 1, 2024
User Monthly Fee Increases
Proposed
Fee
Open Hangar rental - per month 121.00
Port-a-Port rental (765 sq ft) - per month 194.00
Pasco Hangar (Small) rental - per month 273.00
Pasco Hangar (Large) rental - per month 305.00
*Twin Port-a-Port Hangar rental - per month 232.00
Office Space rental - per month 1.73
Tie Down - per night 8.00
Tie Down - per month 70.00
Vehicle Parking - per month 53.00
Rental Car Parking - per month 27.00
Operations Fee 255.00
Landing Fees
Lower weight limit to 8,000 lbs up to 12, 500 lbs 27.00 Thereafter per 1,000 lbs 3.14
Fuel Truck/ Fuel Trailer Parking 75.00
Self-fueling Flowage Fee -per gallon .32
Self-fueling permit fee per year 100.00
Waste Oil disposal per 5-gallon bucket 5.00
These rates will increase yearly by using the Bay Area CPI + 1.5% starting in September 1, 2025 and will increase over the next four years before returning to Council.

Bulk Jet A 65% over City’s cost +-30%
Full-Service Jet A 95% over City’s cost +-30%
Self-Service Avgas 30% over City’s cost +30%
Full-Service Avgas 35% over City’s cost +30%

Agenda Item No: 13.a.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-326

AGENDA SUMMARY REPORT
SUBJECT: Possible Adoption of Ordinance to Change the Time that City Council Meetings Convene.

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

1. Proposed Ordinance - redline and clean
Summary: Council will consider adopting an ordinance that would change the start time for City Council meetings to 5:15 p.m.

Background: Section 51 of the Ukiah City Code that pertains to the start time of regular City Council meetings was last amended in 1985. The logic behind this start time was that it would give the public time to get home from work and then go to the Council meeting. However, this time leaves a long gap between the end of the work day and the beginning of the meeting, necessitating staff and public who live outside of town to wait long periods in town before the meeting convenes. Additionally, there has been low public attendance, and the public now has the option of attending meetings virtually from home.

Discussion: On June 19, 2024, Council introduced an ordinance by title only that amends city code section 51 pertaining to the start time of regular meetings of the City Council. The proposed start time is 5:15 p.m., which gives a few minutes after the workday for council, staff, and public to make their way to the Chamber, without long periods of waiting around in town until the meeting begins. Staff is now recommending adopting the proposed ordinance (Attachment 1). If adopted, this ordinance would not go into effect for 30 days (August 16th), making August 21st the first regular meeting with the new start time.

This item is being placed under Unfinished Business due to there not being a full Council when the Ordinance was introduced.

Recommended Action: Adopt Ordinance changing the start time for City Council meetings to 5:15 p.m.

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 Manager's Office
DIVERSITY-EQUITY INITIATIVES (DEI): Goal 2 – Eliminate internal and external barriers to Diversity, Equity, and Inclusion within the systems of our organization.

CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

ORDINANCE NO.

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING SECTION 51 OFIN DIVISION 1, CHAPTER 2 OF THE UKIAH CITY CODE, PERTAINING TO THE

START TIME OF REGULAR MEETINGS OF THE CITY COUNTIL
The City Council of the City of Ukiah hereby ordains as follows:

1. Ukiah City Code Section 51 in Division 1, Chapter 2 of the Ukiah City Code is amended to read as follows:
§51: TIME OF MEETINGS: The regular meetings of the city council shall be held on the first and third Wednesday of every month at the a quarter hour of past five six o’clock (6:00 5:15) P.M., unless a different regular meeting time is established by resolution.

Any such resolution shall be posted and published as provided in section 50 of this article.

2. EFFECTIVE DATE. This Ordinance shall be published as required by law in a newspaper of general circulation in the City of Ukiah, and shall become effective thirty (30) days after its adoption.

Introduced by title only on June 19, 2024, by the following roll call vote:

AYES: Councilmembers Rodin, Orozco, Crane, and Mayor Duenas NOES: None
ABSENT: Councilmember Sher
ABSTAIN: None
Adopted on July 17, 2024, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_______________________
Josefina Dueñas, Mayor
ATTEST:
_______________________
Kristine Lawler, CMC/CPMC
ATTACHMENT 1 - redline

ORDINANCE NO.

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING SECTION 51 IN DIVISION 1, CHAPTER 2 OF THE UKIAH CITY CODE, PERTAINING TO THE START

TIME OF REGULAR MEETINGS OF THE CITY COUNTIL
The City Council of the City of Ukiah hereby ordains as follows:

1. Section 51 in Division 1, Chapter 2 of the Ukiah City Code is amended to read as follows:
§51: TIME OF MEETINGS: The regular meetings of the city council shall be held on the first and third Wednesday of every month at a quarter hour past five o’clock (5:15) P.M., unless a different regular meeting time is established by resolution. Any such resolution shall be posted and published as provided in section 50 of this article.

2. EFFECTIVE DATE. This Ordinance shall be published as required by law in a newspaper of general circulation in the City of Ukiah, and shall become effective thirty (30) days after its adoption.

Introduced by title only on June 19, 2024, by the following roll call vote:

AYES: Councilmembers Rodin, Orozco, Crane, and Mayor Duenas NOES: None
ABSENT: Councilmember Sher
ABSTAIN: None
Adopted on July 17, 2024, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_______________________
Josefina Dueñas, Mayor
ATTEST:
_______________________
Kristine Lawler, CMC/CPMC
ATTACHMENT 1 - clean

Agenda Item No: 13.b.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-327

AGENDA SUMMARY REPORT
SUBJECT: Adoption of an Amended Ordinance Regarding the City of Ukiah’s Western Hills Annexation and Sphere of Influence Amendment Application to the Mendocino County Local Agency Formation Commission (LAFCo) Confirming the Previously Approved Prezoning Districts as Low-Density Residential - Hillside (R1-H) and Public Facilities (PF).

DEPARTMENT: Community
Development PREPARED BY: Jesse Davis, Chief Planning Manager, Maya Simerson, Project & Grant Administrator PRESENTER:

Maya Simerson, Project and Grant Administrator;
Craig Schlatter, Community Development
Director
ATTACHMENTS:

1. LAFCo Incomplete Letter A-2022-02 (April 19, 2024)

2. ORD AMENDING ORD NO. 1217
Summary: Council will consider adopting an amended Ordinance regarding the City of Ukiah’s Western Hills annexation and Sphere of Influence amendment application to LAFCo confirming the previously approved prezoning districts as Low-Density Residential - Hillside (R1-H) and Public Facilities (PF).

Background: The City has a vision and goal to protect Ukiah’s western wildland-urban interface (WUI) by preserving open space, conserving forest and stream ecosystems, providing large-scale wildfire mitigation opportunities, and protecting the Upper Russian River Watershed, while facilitating orderly development to reduce sprawl.

To achieve these goals, and at the direction of the City Council, the City has been acquiring lands immediately adjacent to its western city limits over the last several years. The purpose of these acquisitions is to annex such lands into the City for open space preservation, public facility purposes, wildfire protection, and limited residential development. Presently, the City is proposing to annex approximately 792 acres known as the 'Western Hills Annexation Area,' comprising both City-owned and privately-owned property. For a detailed review of the timeline and history associated with the Western Hills Annexation Area, please review the City's Western Hills Annexation web page (https://cityofukiah.com/western-hills-annexation-request-sphere-ofinfluence-amendment/).

The most recent action undertaken by the City Council occurred on December 6, 2023. At their regular meeting on this date, the City Council approved an amendment to the 'Western Hills Annexation Area' (to include APN 003-190-11), confirmed the prezoning, and adopted an Addendum to the 2021 Western Hills Project Initial Study and Mitigated Negative Declaration (SCH No. 2021040428).

Subsequently, on March 14, 2024, the City submitted the revised application to LAFCo. On April 19, 2024, LAFCo provided the City of Ukiah with an ‘Incomplete Letter’ (Attachment 1). Staff reviewed and prepared responses to address the incomplete items. Staff reported an update on these items to Council on June 19, 2024. With regard to the current LAFCo Application (A_2022-02), the only outstanding component is to finalize and adopt this amended Ordinance (Attachment 2).

Discussion: Across the Western Hills Annexation Area parcels proposed for residential development are prezoned Low Density Residential-Hillside (R1-H) and feature a Hillside Residential (HR) General Plan – Land Use Designation; parcels proposed for public uses are prezoned Public Facilities (PF) and feature a General Plan – Land Use Designation: Public (P).

On June 19, 2024, Council introduced an ordinance by title only to adopt an ordinance of the City Council of the City of Ukiah amending Ordinance 2017 to Prezone Certain Parcels in Association with the Western Hills Annexation and Sphere of Influence Amendment Application (LAFCo File No. A-2022-02).

Staff is recommending adoption of this ordinance (Attachment 2). Per Council policy, despite unanimous approval (4-0) of the introduction at their regular meeting on June 19, 2024, due to the absence of a council member, the item is placed within unfinished business for review by the City Council. Upon request, a formal presentation of this item can be provided for this unfinished business item.

Recommended Action: Adopt amended ordinance for the City of Ukiah's Western Hills Annexation and Sphere of Influence (SOI) Amendment Application confirming the previously approved Prezoning districts as Public Facility (“PF”) and Low Density Residential-Hillside (“R1-H”).

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: Sage Sangiacomo, City Manager, David Rapport, City Attorney DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): 5b – Protect against sprawl through completion of annexations. 10a – Protect from dangerous emission by preventing fires.

GENERAL PLAN ELEMENTS (GP): LU 6; LU 7; LU 8; LU 11.3; LU 13; ED 4.1; PFS 1; PFS 1.1; PFS 12; PFS

12.3

MENDO CINO
Local Agency Formation Commission
Ukiah Valley Conference Center | 200 South School Street | Ukiah, California 95482 Telephone: (707) 463-4470 | E-mail: [email protected] | Web: http://mendolafco.org April 19, 2024
Jesse Davis
Chief Planning Manager, City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
RE: Application Deemed Incomplete Pursuant to GOV §56658(c) City of Ukiah Western Hills Annexation and Sphere Amendment (File No. A-2022-02) Dear Mr. Davis,
We have reviewed the Change of Organization proposal for the City of Ukiah Western Hills Annexation and Sphere Amendment (File No. A-2022-02) resubmitted on March 21, 2024. This application was originally submitted on June 8, 2022 and was not a complete submittal since several application components were pending at that time. We have identified the following project incomplete items that need to be addressed prior to issuance of a Certificate of Filing pursuant to GOV §56658(f) and scheduling the matter for Commission consideration.

1. Adoption of property tax exchange agreement(s) per Revenue and Taxation Code (RTC) Section 99.

Please note that we sent a Notice of Filing pursuant to RTC §99(b) on March 21, 2024 to the County Assessor and Auditor, with a copy to the CEO and Board of Supervisors, to commence the process. When the Master Tax Share Agreement is approved by all agencies, this item no longer applies.

2. A Land Use Designation needs to be established for APN 003-190-11 for General Plan consistency findings.

3. Effectively Prezone all proposed annexation parcels that were added after City Ordinance No. 1217, in accordance with GOV §56375(a)(7).

4. Submit Exhibits A and B and Attachments 1 and 2 to City Resolution No. 2023-42. Note that we do not have record of a prior Resolution of Application.

5. Submit a brief written description of the public right-of-way or easements involved in the proposal per Project Information #3 from the Justification of Proposal.

6. We will continue working together to address the fair shares of the regional housing needs documentation process (GOV §65580).

7. Please address the attached and below comments from other agencies related to the proposed annexation map and written description.
a) In the first line on page 1, “All that real property….”, change “situate” to “situated”. b) Lester Carter’s PLS stamp is dated “3-31-24” which has expired; update the PLS stamp to be current.

Attachment 1

Mr. Jesse Davis
April 19, 2024
c) Correct “Yokaya” to “Yokayo” on sheet 1, SE city boundary line. d) Expand the course column on the table to show the courses instead of “……………” e) Remove the usage of Exhibits A and B, as well as associated references (note #3). f) Correct the text in line 35 of the description where it reads “…1326.72 feet to the northwest one-sixteenth corner of Section 25.”, to read as follows: “…the west one-sixteenth corner between Section 24 and Section 25.”.
g) On the first page of the legal description, 5th line down from the top, correct “Charles T. Healy” to “Charles T. Healey”.

CEQA Note
While the MND Addendum for the Ukiah Western Hills Open Land Acquisition and Limited Development Agreement Project does not explicitly address LAFCo actions (annexation and sphere amendment), there is some analysis of these items under impact discussion sections which should be adequate for our purposes. It is noteworthy that the MND Addendum does not address the post-annexation conditions of development potential for the Noguera and larger Werra parcels, and availability of public water to these parcels, because there are currently no development plans. The MND Addendum also does not address the post-annexation conditions of availability of public water to the planned development parcels (because on-site well water is intended to serve these parcels), or availability of new public sewer to planned development parcels 4, 5, 6, and 7. There is a relatively low amount of residential development anticipated (up to 20 residences) for the development parcels, and the determination that the environmental impacts will be less than significant appears reasonable.

Future UVFD Annexation Note
Note that the area currently proposed for City annexation will not be part of the Ukiah Valley Fire District (UVFD) unless and until a subsequent UVFD annexation proposal is approved by LAFCo.

Future Districts Detachment Note
The proposed annexation area overlaps with the Ukiah Valley Sanitation District and County Service Area (CSA) 3. It will be important to continue working together to determine the appropriate timing for a comprehensive detachment proposal to address the currently proposed annexation area, and other overlap areas, from all applicable special districts.

Once the requested additional information is received, we will proceed with reviewing your application for consistency with applicable laws, regulations, and polices.

Please feel free to contact me if you need additional information or have any questions.

Sincerely,
Uma Hinman
Executive Officer
Enc: Comment Letter, Mendocino County GIS Coordinator
Cc: Sage Sangiacomo, City Manager, City of Ukiah
Craig Schlatter, Community Development Director, City of Ukiah David Rapport, City Attorney, City of Ukiah

Memo
To: Uma Hinman, LAFCO Executive Officer
From: Leif Farr, Mendocino County GIS Coordinator
Date: April 17, 2024
Re: LAFCO File No A-2022-02
The following issues and concerns are based on a limited review of the documentation that your office provided me, (dated March 21, 2024) regarding the “City of Ukiah – Western Hills Annexation”, LAFCO File No A-2022-02. I did not comment on the accuracy of the boundary description as this issue has been reviewed by other County Departments.

1. Exhibit B includes three map sheets, yet only sheet 1 has been stamped by the Surveyor, leaving sheets 2 and 3 without a source as to who completed the maps.

2. Map sheets 1 and 2 appear to show parcel 001-040-07 within in the area of the annexation and outside of the City of Ukiah, when in fact the parcel is within the current boundary of the City of Ukiah.

3. All map sheets do not clearly define and depict the current City of Ukiah boundary. The symbol chosen for the City of Ukiah boundary is not sufficiently different then other lines on the map and so it is difficult to decern the actual boundary on the map. While the City boundary symbol is listed in the map legend it is also labeled as the boundary of the Yokayo Rancho on the map, thus adding further confusion.

4. The boundary for the City of Ukiah as shown on all map sheets is not correct. The boundary seems to include within the City of Ukiah, a vast area of land that is not actually within the City of Ukiah. It is a requirement of the State Board of Equalization and as per the County standards for LAFCO maps to clearly and accurately depict the current boundary of the City or District that the annexed land will become a part of. Shape files for the current boundaries for all incorporated cities within Mendocino County are available from the County’s GIS Program, so it should be a simple mater to accurately depict said boundaries.

5. A portion of the proposed annexation is within the Ukiah Valley Sanitation District. Will the annexation include a detachment of this area from the Sanitation District?

ATTACHMENT 2
ORDINANCE NO. _______

ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING ORDINANCE 2017 TO PREZONE CERTAIN PARCELS IN ASSOCIATION WITH THE WESTERN HILLS

ANNEXATION AND SPHERE OF INFLUENCE AMENDMENT APPLICATION (LAFCO FILE NO. A-2022-02)
The City Council of the City of Ukiah hereby ordains as follows:

SECTION ONE. FINDINGS

1. The City has proposed to annex approximately 797 acres identified as the ‘Western Hills Annexation Area’, as conveyed in Exhibit A and below:
a. 2021 - Original Western Hills Parcels: APNs (157-060-03; 157-060-02; 157- 050-13; 157-050-03; 157-030-03; 157-030-02; 157-050-14; 157-050-15; 157- 050-16; 157-050-18; 157-070-05; 001-040-83; 003-190-17; 003-190-13; 003- 190-09; 003-190-16; 003-190-15; 003-110-90).
b. 2022 - Clean-Up/Correction Parcels: APNs (001‐420‐40; 001‐041‐02; 001‐041‐ 03; 001‐041‐04; 001‐041‐05; 001‐041‐06; 001‐041‐01; 001‐040‐81). c. 2023 - Western Hills Purchase Agreement: APN (003-190-11).

2. Government Code Section 65859 allows the City to adopt a zoning district for land outside of the city limits in anticipation of annexation and development, i.e. prezone.

3. As visually conveyed on Exhibit B, the parcels within the ‘Western Hills Annexation Area’ proposed or associated with residential development are prezoned Low-Density Residential Hillside Overlay (R1-H) and feature a Hillside Residential (HR) General Plan – Land Use Designation; the parcel proposed for public uses is prezoned Public Facilities (PF) and features a General Plan – Land Use Designation: Public (P).

4. On October 6, 2021, the City Council adopted Ordinance No. 1217, approving the Ukiah Western Hills Open Land Acquisition & Limited Development Project ("2021 Western Hills Project") to facilitate acquisition, annexation and prezoning, as well as adopting the associated Initial Study and Mitigated Negative Declaration (ISMND; SCH No. 2021040428).

5. On December 7, 2022, the City Council adopted Resolution No. 2022-78 and Resolution No. 2022-79, approving the City's 2040 General Plan and certifying the associated Environmental Impact Report (EIR; SCH No. 2022050556). The 2040 General Plan and associated EIR identified the ‘Western Hills Annexation Area’ as an unincorporated area that the City programmatically evaluated for reorganization. Under this environmental review, the “2022 Clean-Up/Correction Parcels” were identified and analyzed in addition to the existing annexation area; and

6. On December 6, 2023, the City of Ukiah adopted Resolution No. 2023-42 to facilitate the purchase, development agreement and prezoning of APN 003-190-11, which enabled revisions to LAFCo File. No. A-2022-02 to include a Sphere of Influence (SOI) Amendment bringing the ‘Western Hills Annexation Area’ to its present total of approximately 797

ATTACHMENT 2
acres. Pursuant to Section 15164 of the CEQA Guidelines, an Addendum to the adopted MND was prepared and adopted by the City of Ukiah as minor changes or additions were necessary to progress the project, and none of the conditions described in Section 15162 of the CEQA Guidelines calling for the preparation of a subsequent EIR or subsequent MND occurred.

7. An amendment to Ordinance 2017 is required to address considerations identified in the Mendocino LAFCo Incomplete Letter dated April 19, 2024 that requires the City to effectively prezone all proposed annexation parcels that were added after City Ordinance No. 1217, in accordance with GOV §56375(a)(7). No changes to the application or project are requested or required.

SECTION TWO.

1. The proposed annexation and sphere of influence amendment would not be detrimental to the public interest, health, safety, convenience or welfare of the City.

2. A list of the affected parcels is set forth in Exhibit A, and a map of the affected territories is set forth in Exhibit B, and the legal description and associated plats for the annexation set forth in Exhibit C.

3. The proposed prezoning is consistent with Government Code Section 65859 and Ukiah City Code Section 9267, as the City Planning Commission conducted a public hearing on November 8, 2023 to consider a proposal for prezoning territory. The Commission formulated a recommendation to the City Council and the City Council conducted a public hearing on December 6, 2023 that considered the prezoning proposal, and rendered a decision. Due to the fact, however, that the City did not “effectively” prezone additional parcels by Ordinance, but by Resolution, an amended ordinance codifying previous City Council approvals is required.

4. The intended use, and proposed prezoning of the affected territories are set forth in Exhibit B, attached hereto and by reference incorporated herein.

SECTION THREE.

1. Publication: Within fifteen (15) days after its adoption, this Ordinance shall be published once in a newspaper of general circulation in the City of Ukiah. In lieu of publishing the full text of the Ordinance, the City may publish a summary of the Ordinance once five (5) days prior to its adoption and again within fifteen (15) days after its adoption.

2. Effective Date: Section 2 and 3 of this amended ordinance shall become effective on the date that LAFCo Executive Officer provides the City of Ukiah with the Certificate of Completion for LAFCo File No. A-2022-02.

Introduced by title only on June 19, 2024, by the following roll call vote:

AYES: Councilmembers Rodin, Orozco, Crane, and Mayor Dueñas NOES: None
ABSENT: Councilmember Sher
ABSTAIN: None

ATTACHMENT 2
Adopted on July 17, 2024, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Josefina Dueñas, Mayor
ATTEST:

Kristine Lawler, CMC/City Clerk
Exhibit A: List of Parcels
Exhibit B: Prezone & General Plan Designation Map
Exhibit C: Legal Description & Plats – Updated (June 2024)

Agenda Item No: 13.c.

MEETING DATE/TIME: 7/17/2024

ITEM NO: 2024-348

AGENDA SUMMARY REPORT
SUBJECT: Approval of Proposal from GHD, Inc. for Design and Engineering Services for the Development of an Additional Municipal Well, and Approve Corresponding Budget Amendment.

DEPARTMENT: Water Resources PREPARED BY: Sean White, Water Resources Director PRESENTER: Sean White, Water Resources Director.

ATTACHMENTS:

1. 2024-07-05 Ukiah Well Project GHD Cost Proposal
Summary: Council will consider approving a proposal from GHD, Inc. for design and engineering services for the development of an additional municipal well.

Background: Following the recent successive years of intense drought, it became apparent that City would benefit from the development of an additional well to provide redundancy to the City's existing well field.

Development of an additional well is Intermediate-Term Objective 2023-4 and is also in the Capital Improvement Project (CIP) list.

The City released a Request for Proposals (RFP) in March to select a contractor to assist the City with the development of an additional municipal well to provide redundancy to the City's existing well field. The selected contractor will review existing site reconnaissance, recommend potential sites, develop test wells, analyze test wells, recommend a site or sites, and design a future facility. Reconnaissance will be guided by the existing 2006 Well Siting study and include up to three sites. Locations are anticipated to be City-owned vineyard near Emerald Sun (referred to as "Ukiah Redevelopment Agency near Airport" in the report), Bank of America, and up to one more site to be recommended, if needed, by the consultant. The City received a total of three proposals from engineering firms, these included Luhdorff & Scalmanini Consulting Engineers, Daniel B. Stephens & Associates, Inc., and GHD. All three proposals were reviewed in May. GHD submitted the proposal that received the highest score.

In March, the City retained SMB Environmental, Inc. to conduct the California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) compliance for this project.

Discussion: After selecting GHD, Purchasing and Water Resources met with staff from GHD and refined the proposal and fee schedule (Attachment 1), achieving a savings of $114,158.

The final total cost of the proposal is $864,924, which includes the drilling of up to three test wells. Although Staff does not expect the need to drill all three wells, they believe it is prudent to be prepared for this possibility.

Recommended Action: Approve the proposal from GHD, Inc. for Design and Engineering Services for the development of an additional municipal well, and approve corresponding budget amendment.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 82227115.80230.18425: $500,000
PROPOSED BUDGET AMOUNT: 82227115.80230.18425: $864,924

FINANCING SOURCE: Water Fund
PREVIOUS CONTRACT/PURCHASE ORDER NO.:

COORDINATED WITH: Sean White, Water Resources Director; Mary Horger, Financial Services Manager DIVERSITY-EQUITY INITIATIVES (DEI): N/A
CLIMATE INITIATIVES (CI): 7a – Expand sustainable water practices.

GENERAL PLAN ELEMENTS (GP):GP-A4 - Public Facilities, Services, and Infrastructure ElementGP-A5 - Environment and Sustainability Element

Groundwater Well
Feasibility and
Design
Design and Engineering Services
City of Ukiah
05 July 2024
The Power of Commitment

2235 Mercury Way, Suite 150
Santa Rosa, California 95407
United States
ghd.com
The Power of Commitment
GHD

Our ref: 12638677
July 05, 2024
Mary Horger, Financial Services Manager
City of Ukiah
411 West Clay Street
Ukiah, CA 95482
Re: Fee Proposal for Design and Engineering Services, Groundwater Well Feasibility and Design Dear Ms. Horger:

Enclosed for your consideration is GHD’s time-and-materials “not to exceed” fee proposal for the Groundwater Well Feasibility and Design Project. The fee estimate summarizes the anticipated costs for Phase 1 investigations, Phase 2 exploratory, and Phase 3 design services and address all the requirements included in the City’s Request for Proposals (RFP) scope of work. We have updated this scope of work with trackedchanged edits to reflect our recommended approach and some adjustments based on the City’s input from our July 2, 2024 scoping meeting. The scope of work is included as Attachment 1. Our fee proposal includes all hydrogeologic, test well drilling, land surveying, geotechnical investigation, engineering design, and permitting work necessary for a complete and biddable design. Fees are summarized by project staff indicating number of work hours by phase for each task in Attachment 2. Individual staff billing rates, subconsultant costs, expenses including vehicle mileage, production costs and other foreseeable costs are included. GHD’s Fiscal Year 2024 standard rate schedule is included as Attachment 3. Our subconsultant cost proposals are also included as Attachments 4-6.

We understand the City intends to recommend City Council award of the contract during the July 17, 2024 meeting, therefore we have updated the preliminary baseline schedule included with our proposal to reflect a Notice to Proceed (NTP) date of July 24, 2024, one week after this City Council meeting. The preliminary baseline schedule is included as Attachment 7.

Further to our July 2, 2024 scoping meeting, our approach and level of effort to deliver the detailed design of the recommended project is aligned with the City’s expectations that the majority of Well #4 and Well #9 designs we previously prepared for the production well, well head, and treatment and control building will be used with minimal revisions, and that the design of a treatment system in addition to chlorination is not required. Revisions identified by the City include increasing the overboard pipe size, moving water quality sampling line connections to the pipeline in the building, and using a different wellhead enclosure type identified by the City that is easier to remove. Based on this approach we have reduced our design effort by about $114,000. The fee proposal from Weeks Drilling & Pump Co. assumes the test well drilling will advance to a depth of up to 250-feet. We anticipate the test wells to be less than 250-feet deep. We did not obtain a fee proposal for the geotechnical investigation and have allotted a budget of $25,000 for this task, which should be sufficient for one or two borings for the building foundation design.

Our fee proposal is a firm offer valid for a period of sixty-five (65) days after the submittal date and is signed by Matt Kennedy, an officer of GHD who is officially authorized to contractually bind the firm.

12638677 | Re: Fee Proposal for Design and Engineering Services, Groundwater Well Feasibility and Design 2 This is an important project for the City and for GHD, and we are committed to its success. We welcome the opportunity to work with the City to deliver this important project. and we are confident that we will not only meet but exceed your expectations for this project. I encourage you to reach out directly to Matt Kennedy by cell or email with any questions you may have about our proposal.

Respectfully submitted,
Matthew G. Kennedy, PE
Principal Engineer/Project Manager
+1 707 540-3376
[email protected]
Copy to: file
Attachments:

1. Scope of Work

2. GHD Fee Proposal

3. GHD FY24 Standard Rate Sheet

4. Weeks Drilling & Pump Co. Test Well Fee Proposal (per well)

5. Stewart Well Logging Fee Proposal (per well)

6. Cinquini and Passarino Land Surveying Fee Proposal

7. Preliminary Baseline Schedule

DESIGN AND ENGINEERING SERVICES FOR GROUNDWATER

WELL FEASIBILITY AND DESIGN

SCOPE OF WORK
The Power of Commitment
12638677 | Scope of Work 1
PHASE 1: WELL FEASIBILITY AND SITING STUDY
The following tasks describe the Consultant’s efforts during the feasibility/well siting portion of the project. The goal of the feasibility/well siting effort is to identify general areas in the City of Ukiah Water System (System) where ultimately a high producing and reliable production well can be constructed.

Task 1.1 – Project Initiation and Coordination

1.1.1 Project Management Plan
Consultant's Project Manager (PM) will prepare a Project Management Plan (PMP) that summarizes of the project purpose and goals, team members, roles and responsibilities, scope of work, meetings, schedule, and budget. The PMP is used by the PM and the team as a key reference throughout the project regarding schedule, budget, and scope, making sure all tasks are successfully completed and all requirements met.

1.1.2 Project Quality Plan
Consultant's Quality Manager will prepare a Project Quality Plan (PQP). The PQP is our Team’s guide for completing the project meeting quality expectations. It outlines the procedures and timelines for completing Quality Control (QC) reviews. It also defines the project scope and criteria, the quality control milestones, and the reviews required at each milestone. At the completion of the project, the PQP is successful when the services and products meet contractual and legal requirements, and the project will perform as intended.

1.1.3 Project Schedule
Consultant's PM will update the Microsoft Project schedule included with the proposal based on input from the City and actual project start date. The schedule will be reviewed during the kick-off meeting to make sure everyone agrees on the task time lines and deliverable dates.

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The PM will update schedule monthly and provide it during monthly progress meetings and with progress reports.

The schedule will include timelines for key activities and dates for completion of reports, designs, and other key milestones. Dates for City review periods, permitting, and other approvals will be included with City input. The proposal schedule is based on the desired completion dates included in the RFP.

1.1.4 Meetings and Coordination
Consultant's PM will schedule and attend monthly progress meetings and coordinate with entities within and, as appropriate, outside the project team. Consultant's PM will identify and facilitate other milestone meetings. A total of three additional milestone meetings are budgeted. Meeting agenda and minutes will be provided for all meetings. Should a monthly progress meeting not take place, a progress report will be provided in lieu of minutes.

Consultant will coordinate and communicate with the City and other stakeholder agencies, including UVWA, State Division of Drinking Water (DDW), Regional Water Quality Control Board (RWQCB), County of Mendocino and others throughout the course of the project to assure communications and adhere to the project schedule.

Consultant will conduct project review meetings during Phase 1 to review the draft Well Siting Study Summary Report, during Phase 2 to review the test well design and Well Recommendation Summary Report, and during Phase 3 to review the 50% and 90% design submittals. Each review meeting is proposed to be in-person at City of Ukiah offices, although MS Teams meetings can be hosted in addition to or in lieu of in-person meeting based on team member availability and City discretion. The design review meetings will include a review of the construction cost estimate and construction schedule.

Task 1.2 – Review Existing Well Siting Study
The City contracted with Brown and Caldwell to prepare a report that evaluated several potential well locations within the City of Ukiah. Final report entitled “City of Ukiah Well Siting Study” was completed in 2006. The City is interested in constructing a new groundwater facility near the area referred to in the study as the Ukiah Redevelopment Agency Near Airport (Figure 1). This is an area generally bounded by Costco in the north, U.S. 101 in the east, and the Great Redwood Trail right-of way in the south and west. The City-owned airport property may also be a consideration. Consultant shall review this study and provide recommendation on the proposed site. Obtain available information from the City of Ukiah; State of California, Department of Water Resources (DWR); U.S. Geological Survey; Mendocino County Environmental Health; Ukiah Valley Groundwater Sustainability Agency, geological publications; and other relevant sources pertaining to performance, production, and water quality of past and existing wells for the City of Ukiah Water System. The location, construction details and water quality from past and existing wells shall be an invaluable component in determining a potential location for test wells.

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Task 1.3 – Assess Hydrogeology
The Consultant shall review available hydrogeological information on the regional aquifers underlying the System. The Consultant shall use the available hydrogeologic data to estimate relative extent, thickness and yields of the aquifers below the System, and prioritize areas for one potential new water supply well. The Consultant shall also use existing hydrogeologic and well data to evaluate the feasibility of groundwater production from fracture zones in upland bedrock areas to the west. This estimate assumes that no groundwater modeling is necessary. The result shall be a base map with prioritized locations for three test wells.

Task 1.4 – Evaluate Physical Parameter Characteristics
The Consultant shall compile for review information on the major distribution mains within the System, data regarding available utility power, potential sites physical properties and other potential site characteristics. This task shall be an important element of the project since a site might be favorable on a hydrogeological basis, but be difficult to construct a well on because of a physical barrier(s) such as overhead electrical wires, distance to a major System connection point, proximity to residential dwellings, and required regulatory agency setbacks, such as from property boundaries, wetlands and watercourses.

Task 1.5 – Conduct Environmental Check
The Consultant shall obtain the Environmental Data Resources (EDR) Radius Checks for the City of Ukiah at strategic locations within the System to identify reported hazardous material leaks and spills that could jeopardize a production well’s reliability. EDR Radius Checks search environmental databases such as the National Priority (Superfund) List, the United States DOT Hazardous Materials Information Reporting System, the California Department of Toxic Substance Control and similar others to locate past spill/leak history and current threats in specific areas. The Consultant shall post the resulting leak and spill sites on a map and use the data to screen potential test well sites for inclusion in Task 1.5.

Task 1.6 – Prepare Summary Report
Using the information compiled in the previous tasks, the Consultant shall recommend via a full summary report the boundaries of up to three areas within the System which a test well and, eventually, a production well could potentially be constructed. The Consultant shall present the recommendation in the summary report to the City of Ukiah staff and shall revise it as required or requested. The Consultant shall work closely with the State of California, Department of Health Services (DHS) and shall seek their approval for potential drilling locations.

Phase 1 Deliverables:

The following is a list of project deliverables for Phase 1:

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1. Recommendation Summary Report (five copies and digital).

2. Associated attachments, charts, graphs and maps.

PHASE 2: TEST WELL DRILLING, CONSTRUCTION, AND

SAMPLING
The following tasks describe the Consultant’s efforts during the drilling, construction, testing and sampling of up to three test wells. The goal of this task shall be to test up to three locations for a production well that shall yield an acceptable and reliable quantity of groundwater with suitable water quality. Additionally, this task shall produce the necessary data that is required to design the production well. The data that shall be obtained during the construction of the test wells is to include geophysical logs, formation samples, aquifer water quality, water level records (static and pumping water levels), sanitary seal depth, intermediate seal(s) depth, well screen locations, and any other data or information deemed necessary by the Consultant.

Task 2.1 – Develop Drilling Work Plan/ Bid Support Services The Consultant shall develop a “Work Plan” and subcontract with an experienced and qualified well drilling contractor who will execute the “Work Plan” to drill, test and sample up to three test wells. The “Work Plan” shall include Special Conditions and Technical Specifications. Special Conditions shall be developed to address site – specific conditions such as:
− Health and Safety Plan
− Construction water availability
− Site security
− Noise suppression
− Fluids/solids waste disposal
− Site restoration
− Other site-appropriate contractor requirements
Technical specifications will be created and integrated with the City’s standard boilerplate construction bid documents. The technical specifications shall:
− Establish work descriptions, acceptable materials, test well construction execution protocol, record – keeping/ submittal requirements, and other project components. − Give written instruction and procedures for the installation of the various elements shown on the drawings.

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− Include all mechanical, electrical, structural and building code requirements. − Address the following critical issues:
• Drilling method
• Drilling fluids and their control
• Formation sampling tools/methodology
• Geophysical logging requirements
• Depth specific water quality sampling procedures
• Borehole sizing requirements
• Casing dimensions and composition
• Gravel pack material
• Surface sanitary seal material makeup and installation procedures • Test well development activities
• Test pumping protocol
• Water quality sampling
• Other associated project/contractor requirements
− Be submitted to the City for review.
− Receive comments on plans and specifications and prepare final documents.

Task 2.2 – Observe and Supervise Test Well Drilling and Construction During the course of test well construction, the Consultant shall make field visits to the project location at intervals appropriate to the various stages of drilling, well construction, development and testing to observe and document the well drilling contractor’s work to verify that such work is proceeding in accordance with the “Work Plan”. Consultant will be in close contact with the drilling sub-contractor during all stages of well drilling and construction maintaining daily correspondence and being onsite during all critical activities. Since drilling and well
construction activities are very critical to the success of the project, the Consultant shall budget a significant amount of on-site time during this phase of the project including some full-time effort. Additionally, the Consultant shall be on- site and involved when water sampling is conducted. The City shall collect, transport and deliver all water samples to the City’s laboratory or approved vendor for analysis. It is recommended water quality samples be evaluated with an abbreviated Title 22 sampling list with the addition of dissolved Arsenic, Chromium, Iron, and Manganese to test for potential contaminates that could require

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treatment while minimizing cost from the combined total of up to nine (9) zonal groundwater sampling events.

Task 2.3 – Prepare Record/Recommendation Summary Report After construction of the test wells, the Consultant shall provide a Record/ Recommendation Summary Report that both provides a construction record detailing the test well’s construction features and testing results and provides a recommendation for completing a production supply well in the vicinity of the test well. The recommendation portion of the report shall include production well design details such as:
− Borehole depth and diameter
− Casing dimensions and metallurgical requirements
− Cement sanitary seal depth
− Perforation type and placement intervals
− Gravel pack material
− Test pump capacity and setting
− Drawdown during pumping
− Other production well design elements
Phase 2 Deliverables:

The following is a list of project deliverables for Phase 2:

1. Record/Recommendation Summary Report (5 hard copies and digital) and associated attachments, charts, graphs and maps.

2. Preliminary Design Plan

3. Final Design Plan
PHASE 3: WELLHEAD DEVELOPMENT
This phase entails designing a groundwater well that is equipped to reliably and continuously supply potable water to the City of Ukiah’s Water Distribution System. The completion of this phase will mark the wells' readiness for operation, emphasizing design efficiency, regulatory compliance, and system integration.

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Task 3.1 – Design Permanent Wellhead/Pump Equipment
Objective: To finalize the design of the wellhead and pump equipment, to meet operational efficiency and compatibility objectives that align with the City's water distribution system requirements.

Activities: Meet with City of Ukiah Water Resources staff to discuss desired outcomes of new well facility. Organize and facilitate a 2-4 hour design workshop with City staff to review the test well outcome, recommendations for a new production well, and details of the new well and associated facility design, including civil, structural, architectural, process mechanical, HVAC, plumbing, electrical and instrumentation. During the workshop, review and assess the existing design for Well 4 for its applicability and efficiency for the new well.

Incorporate City requested materials and equipment, including instrumentation, telemetry, and SCADA. The outcome of the design workshop is an initial Basis of Design (BOD) Report. The BOD Report will remain a living document that is updated by the design team as new information and inputs from the City are provided during the advancement of the design from 50% to Final. Submit the BOD Report following completion of the design workshop.

Submit an updated BOD Report with each design deliverable. Customize the design to accommodate the specific needs of the new well, considering the hydrogeological characteristics and anticipated water demand.

Include all necessary components, including pumps, pipes, electrical connections, and safety features.

3.1.1 Topographic Survey & Mapping
Consultant will prepare a design level topographic survey facilitate the design of the proposed improvements for the chosen site location.

Field and Office Survey
It is assumed the site will be about 1 acre in size. All topographic mapping will be at a drawing scale of 1 inch = 20 feet, unless otherwise requested, with a one-foot contour interval. The topographic survey will include the following:
− Topographic survey will include all necessary work to produce a topographic map, including features such as, but not limited to; building corners and elevations, curb lines, flowline of gutter, lip of gutter, water meters, sewer cleanouts, valves, manholes (including rim, invert and pipe information), utility markings on the pavement, utility poles, driveway and doorway locations, sidewalks, trees four (4) inches and larger, retaining wall or decorative walls, and any other pertinent information that could apply to the project during design. Topographic survey will be provided on North American Vertical Datum of 1988.
− Topographic map to horizontally relate California Coordinate System of 1983, Zone II.

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Right-of-Way and Boundary Retracement
Consultant will locate existing survey monumentation to establish the boundary and/or rightof-way along the chosen site. Begin by reviewing existing record maps, City provided mapping, if any, control maps, if available, deeds and other pertinent documents. Once the records research and field monument ties have been completed, resolve the right-of-way and boundary the provide the line work for the engineer’s use. Procure up to one condition of title report for the chosen site. The effort to file a record of survey as a part of this project is included.

Supplemental Mapping
Consultant will perform additional supplemental surveys as needed. These surveys may include:
− Locating wells.
− Locating geotechnical boring locations
− Additional topographic surveys or other consulting services as needed. − This effort includes two field days and associated office hours.

3.1.2 Geotechnical Investigation
Consultant will perform a geotechnical investigation to develop recommendations and design parameters for assumed shallow foundations. Consultant will perform borings and prepare a geotechnical report for a treatment and control building similar to Well #4.

Subsurface Exploration
To assess the subsurface soil and groundwater conditions at the site up to two (2) soil borings will be made to a depth of 15 feet for the building. A field geologist will direct the sampling and log the boring. At a minimum, sampling will be continuous in the upper 5 feet and 5-foot intervals thereafter using a split spoon sampler. It is expected that the drilling contractor will advance the borings with a rubber-tired, truck-mounted drill rig using 6- to 8- inch-diameter hollow- or solid-stem augers. Standard Penetration Testing and Modified California sampling will be performed within the borings with a 140-pound automatic hammer to obtain samples and blow count information. Visual soil classification will be performed on all samples.

Laboratory Analysis
The following laboratory tests are proposed, as appropriate, on representative soil samples obtained from the exploratory borings:
− Moisture content and dry density
− Grainsize analysis

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− Direct shear and/or unconfined compressive strength
− Consolidation
− Plasticity Index
− Corrosivity
Engineering Evaluation and Analysis
Engineering analysis will be performed to determine geotechnical design parameters and provide recommendations for:
− Seismic Design Parameters
− Allowable bearing capacity, lateral resistance, and foundation settlement − Liquefaction and seismic settlement estimates
Geotechnical Report
A Geotechnical Report for the proposed improvements which will include the following:
− Scope of work,
− Site and project description,
− Field exploration,
− Site geology,
− Subsurface soil and groundwater conditions,
− Corrosivity,
− Liquefaction evaluation,
− Allowable bearing capacities, passive soil pressures, and settlement estimates for the building,
− Seismic Design Parameters
− Earthwork recommendations (subgrade preparation, engineered fill, compaction, trench backfill, temporary slopes/shoring, etc.)
− Limitations,
− Site plan with boring locations
− Geologic map,
− Fault map, and
− Boring logs with laboratory test results.

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Geotechnical Plan Review
Geotechnical Engineer will coordinate with the design team during design development on geotechnical topics and review the plans and specifications prior to the 90 percent submittal for general conformance with the geotechnical recommendations.

3.1.3 Engineering and Construction Documents
Consultant will prepare complete set of biddable contract documents and final engineer’s opinion of probable construction costs. Plans, specifications, estimate and Basis of Design will be developed at for the 50%, 90% and 100% design completion. Each design submittal shall consist of the BOD Report, drawings, technical specifications, and an opinion of probable construction cost. The 90% submittal shall be a pre-final (essentially complete).

The bid schedule and/or schedule of values for lump sum items will be developed in coordination with the City. A submittal register summarizing all contractor submittals will also be provided with the 100% submittal. Consultant will attend design review meetings with the City following the 50% and 90% reviews to discuss comments.

Task 3.2 – Design Treatment System (Excluded)
Objective: To determine the need for and design a water treatment system for each well, ensuring the water quality meets or exceeds regulatory standards.

Activities: Evaluate water quality analyses from Phase 2 to determine the necessity for a water treatment system for each well. Design an efficient and cost-effective treatment system that adheres to regulatory standards for potable water quality. Incorporate modern, energy- efficient technologies to minimize operational costs and environmental impacts. A detailed scope of work and cost proposal for this task can be provided if treatment is determined necessary to meet primary and/or secondary water quality standards after test well water quality data is available to evaluate.

Task 3.3 – Complete DHS Permit Requirements and Summary/Report Objective: To ensure all necessary documentation and data are compiled to fulfill DHS permit requirements for the operation of the wells.

Activities: Compile and submit all necessary documentation to meet the Department of Health Services (DHS) permit requirements. Engage with DHS throughout the permitting process, addressing any concerns and ensuring compliance with all requirements. Prepare a comprehensive summary report detailing the design of the wellhead and pump equipment, any necessary treatment system, and the completion of DHS permit requirements. This report should also highlight the project’s adherence to regulatory standards and its preparedness for operational deployment.

Phase 3 Deliverables

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The following is a list of project deliverables for Phase 3:

1. Wellhead and Pump Equipment Design Documents: Detailed design documents, including specifications, drawings, and installation guidelines. To include 50%, 90%, final construction cost based on 90% plans/ specs. Cost opinion to include schedule of values, and item descriptions that will be used on subsequent construction bid documents and 100% final plans and specifications.

2. Water Treatment System Design Documents (excluded): A complete design package for the water treatment system, including technology selection, process flow diagrams, and operational parameters.

3. DHS Permit Application Package: A compiled set of documents required for DHS permitting, including the application form, supporting data, and compliance plans.

4. BOD Report: A final report encapsulating the outcomes of Phase 3 activities, detailing design decisions, the approach to meeting DHS requirements, and the project's readiness for the next steps toward operationalization.

5. Presentation to City Officials: A formal presentation to the City of Ukiah officials, summarizing the key elements of wellhead development, treatment system design (excluded), and the completion of DHS permit requirements.

Assumptions and Exclusions to the Scope of Services

1. Rights of entries for geotechnical field work, if needed, will be provided by the City.

2. Geotechnical and test well drilling work hours will be weekdays from 7 am to 5 pm.

3. The geotechnical boring locations are accessible with the truck-mounted rig planned for the well installation.

4. Soil cuttings will be disposed of onsite.

5. A geologic hazards study is not required.

6. All deliverables will be electronic unless noted otherwise.

7. Plans will be prepared at a scale of 1 “=20’ on 22”x34” sheets using a City-provided titleblock or the GHD standard title block and AutoCAD Civil3D 2022 or newer.

8. Specifications will be prepared in 49 division CSI format using Microsoft Word.

9. Our approach and level of effort for the detailed design of the recommended project assumes the majority of Well #4 and Well #9 designs we previously prepared for the production well, well head, and treatment and control building can be used with minimal revisions.

10. Design of PV Solar systems is excluded.

11. Environmental documentation and resource agency permitting is excluded.

12. City will pay all filing fees and all permit application fees.

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13. Utility potholing is excluded.

14. Sampling, testing, analysis, and development of specifications and requirements for addressing hazardous materials and contamination is excluded.

15. Construction period services, including bidding assistance, review of submittals and RFIs, and preparation of record drawings is excluded, but can be provided upon request.

16. Studies and design of stormwater management and stormwater quality improvements, to meet LID requirements are excluded. These services can be provided if it is determined during preliminary design that they are necessary based on area disturbed by the project.

17. Division of Drinking Water (DDW) Drinking Water Source Assessment Package (DWSAP) to be completed following the construction of the new facility and is not a part of this scope.

18. Public outreach is excluded.

Preliminary Sheet List
Based on the Well #4 and Well #9 project drawings, we have developed the following preliminary sheet index. This index summarizes our best estimate of the various discipline drawings that would be prepared and delivered for construction. We anticipate many of the drawings and details developed for the Well #4 and Well #9 project will be reused for this project with few to no changes. The table heading indicates the drawings we anticipate providing for the 50%, 90% and 100% submittals.

Sheet No. Drawing No. Drawing Title 50% 90% 100%
1 G-001 Title Sheet x x x
2 G-002 General Notes x x x
3 G-003 CALGREEN Compliance x x
4 G-004 CALGREEN Compliance x x
5 G-005 Title 24 Compliance
Documents 1
x x
6 G-006 Title 24 Compliance
Documents 2
x x
7 G-007 Title 24 Compliance
Documents 3
x x
8 C-101 Existing Site Plan, Survey
Control and Boring Locations
x x x
9 C-102 Site Demolition Plan x x
10 C-103 Site Improvement Plan x x x
11 C-104 Site Utility Plan x x x
13 C-105 Erosion Control Plan x x

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Sheet No. Drawing No. Drawing Title 50% 90% 100%
14 C-301 Production Well Design x x x
15 C-501 Production Well Details x x x
16 C-502 Civil Details - 1 x x
17 C-503 Civil Details - 2 x x
18 C-504 Civil Details - 3 x x
19 C-505 Civil Details - 4 x x
20 S-001 Structural Notes x x x
21 S-002 General Structural Notes and
Typical Details
x x
22 S-003 Typical Structural Details x x
23 S-004 Statement of Special
Inspections
x x
23 S-101 Control / Chlorination Bldg,
Floor/Foundation, Roof/Roof
x x x
26 S-201 Control/ Chlorination Bldg
Exterior Elevations
x x x
27 S-301 Control/ Chlorination Bldg
Building Section - 1
x x x
28 S-302 Control/ Chlorination Bldg
Building Section - 2
x x x
29 S-501 Structural Details - 1 x x
30 S-502 Structural Details - 2 x x
31 S-601 Structural Schedules x x
32 M-001 Mechanical Notes, Symbols
and Abbreviations
x x x
33 M-101 Control/ Chlorination Bldg
Mechanical Plan
x x x
34 M-301 Control/ Chlorination Bldg
Mechanical Section
x x x
35 M-501 Mechanical Details - 1 x x
36 M-502 Mechanical Details - 2 x x
37 H-001 HVAC Symbols Legend and
Abbreviations
x x x
38 H-101 Control/ Chlorination Bldg
HVAC Plan
x x x
39 H-501 HVAC Schedules and Details x x
40 P-001 Plumbing Symbols, Legend
and Abbreviations
x x x
41 P-101 Control/ Chlorination Bldg
Plumbing Plan
x x x
42 P-501 Plumbing Details and
Schedules
x x

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Sheet No. Drawing No. Drawing Title 50% 90% 100%
43 E-001 Electrical Symbols, Legend,
Abbreviations and Index
x x x
44 E-101 Electrical Site Plan x x x
45 E-102 Chlorination Bldg Electrical
Plan
x x x
46 E-103 Chlorination Bldg Lighting
Plan
x x x
47 E-501 Electrical Details x x
48 E-601 Electrical Schedules & Single
Line Diagrams
x x x
49 E-602 VFD Pump Control Diagram x x
50 I-001 P&I Diagram - Legend and
Abbreviations 1
x x
51 I-002 P&I Diagram - Legend and
Abbreviations 2
x x
52 I-601 P&I Diagram - Well Piping
System & Chlorination
x x

Fee Estimate
Date: 04/09/2024
Prepared by: Matt Kennedy and Rayn Crawford
Project
Director
Project
Manager
Quality
Manager
Civil/
Mechanical
Procss Leed
Lead
Hydrogeologist
Projet
Hydrogeologist
Project
Hydrogeologist
Structural
Lead
Electrical
Lead
HVAC/
Plumbing
Lead
HVAC/
Plumbing
QAQC SCADA Lead
GIS
Specialist CAD Designer
Alternative Description if needed
Ann
Bechtel
Matt
Kennedy
Patrick
Sullivan
Holly
Cinkutis
Ryan
Crawford
Coleton
Golden Mindi Curran
Steve
Burns
Rick
Guggiana
Dylan
Desimone Terry Wong
Mike
Tocher
Evan
Thompson Chris Bach
Total
Hours
Personnel
Budget
Associated
Project Costs
($6.5 per
labor hour)
Travel,
Supplies,
and
Expenses
Subconsultants
Subconsultant
Markup
Year 1: July 2022 to June 2023 $366.00 $366.00 $264.00 $285.00 $264.00 $221.00 $221.00 $264.00 $315.00 $285.00 $285.00 $332.00 $183.00 $217.00 TOTALS Task 1.1 - Project Initiation and Coordination
Task 1.1.1 - Project Management Plan 2 2 $732.00 $13.00 $745.00 Task 1.1.2 - Project Quality Plan 1 2 3 $894.00 $19.50 $913.50 Task 1.1.3 - Project Schedule 2 2 $732.00 $13.00 $745.00 Task 1.1.4 - Meetings and Coordination 12 6 4 4 1 1 28 $8,642.00 $182.00 $8,824.00 Task 1.2 - Review Existing Well Siting Study 12 12 24 $5,820.00 $156.00 $5,976.00 Task 1.3 - Assess Hydrogeology 4 12 16 $3,708.00 $104.00 $3,812.00 Task 1.4 - Evaluate Physical Parameter Characteristics 8 8 4 20 $5,924.00 $130.00 $6,054.00 Task 1.5 - Conduct Environmental Check 4 12 16 $3,708.00 $104.00 $1,000.00 $150.00 $4,962.00 Task 1.6 - Prepare Summary Report 2 2 8 30 16 58 $12,930.00 $377.00 $371.52 $13,678.52 Total Budget Hours 0 27 4 6 40 74 0 0 1 0 1 0 16 0 169
Total Budget Fee $0.00 $9,882.00 $1,056.00 $1,710.00 $10,560.00 $16,354.00 $0.00 $0.00 $315.00 $0.00 $285.00 $0.00 $2,928.00 $0.00 $43,090.00 $1,098.50 $371.52 $1,000.00 $150.00 $45,710.02 Year 2: July 2023 to June 2024 $380.64 $380.64 $274.56 $296.40 $274.56 $229.84 $229.84 $274.56 $327.60 $296.40 $296.40 $345.28 $190.32 $225.68 TOTALS Task 1.1 - Project Initiation and Coordination
Task 1.1.3 - Project Schedule 2 2 $761.28 $13.00 $774.28 Task 1.1.4 - Meetings and Coordination 12 6 4 6 6 6 40 $12,567.36 $260.00 $12,827.36 Task 2.1 - Develop Drilling Work Plan / Bid Support Services 2 2 16 48 4 40 112 $26,524.16 $728.00 $27,252.16 Task 2.2 - Observe and Supervise Test Well Drilling and Construction 120 90 60 270 $67,423.20 $1,755.00 $2,572.80 $331,890.00 $49,783.50 $453,424.50 Task 2.3 - Prepare Record / Recommendations Summary Report 4 2 16 32 4 58 $14,580.80 $377.00 $250.00 $15,207.80 Task 3.1 - Design Permanent Wellhead / Pump Equipment
Design Workshop and Draft BOD Report 6 6 6 6 6 6 2 38 $11,523.20 $247.00 $257.28 $12,027.48

3.1.1 Topographic and Boundary Survey 0 $0.00 $0.00 $35,650.00 $5,347.50 $40,997.50

3.1.2 Geotechnical Investigation 0 $0.00 $0.00 $25,000.00 $3,750.00 $28,750.00

3.1.3 50% PS&E + BOD 16 2 56 12 16 20 24 24 12 80 262 $72,874.88 $1,703.00 $171.52 $74,749.40

3.1.3 90% PS&E + BOD 16 2 72 8 16 16 40 40 32 80 322 $92,310.40 $2,093.00 $171.52 $94,574.92

3.1.3 100% PS&E + BOD 8 1 32 4 6 12 24 24 24 40 175 $50,866.40 $1,137.50 $471.52 $52,475.42 Task 3.2 - Design Treatment System (excluded) 0 $0.00 $0.00 $0.00 Task 3.3 - Complete DHS Permmit Requirements and Summary Report Task 3.3.1 - DHS Application Package 2 4 6 $1,468.48 $39.00 $1,507.48 Task 3.3.2 - Presentation to City Officials 12 12 $4,567.68 $78.00 $4,645.68 Total Budget Hours 0 78 9 172 188 224 60 48 100 0 100 70 8 240 1297 Total Budget Fee $0.00 $29,689.92 $2,471.04 $50,980.80 $51,617.28 $51,484.16 $13,790.40 $13,178.88 $32,760.00 $0.00 $29,640.00 $24,169.60 $1,522.56 $54,163.20 $355,467.84 $8,430.50 $3,894.64 $392,540.00 $58,881.00 $819,213.98 Project Subtotal $0.00 $39,571.92 $3,527.04 $52,690.80 $62,177.28 $67,838.16 $13,790.40 $13,178.88 $33,075.00 $0.00 $29,925.00 $24,169.60 $4,450.56 $54,163.20 1466.0 $398,557.84 $9,529.00 $4,266.16 $393,540.00 $59,031.00 $864,924.00 Project Grand Total $864,924.00
Proposal for the Groundwater Well Feasibility and Design Project Phase 3
Phase 2
Phase 1
Phase 1
Attachment 2 Page 259 of 1534
Effective January 2024
GHD
Class GHD Description
2024
US
Rate
GHD
Class GHD Description
2024
US
Rate

PROFESSIONAL ADMINISTRATION
A001 Senior Technical Director 1 $ 430.00 C001 Business Services Manager 1 $ 350.00 A002 Senior Technical Director 2 $ 400.00 C002 Business Services Manager 2 $ 310.00 A003 Senior Technical Director 3 $ 370.00 C003 Senior Business Services 1 $ 230.00 A004 Technical Director 1 $ 335.00 C004 Senior Business Services 2 $ 200.00 A005 Technical Director 2 $ 310.00 C005 Business Services 1 $ 175.00 A006 Senior Professional 1 $ 280.00 C006 Business Services 2 $ 165.00 A007 Senior Professional 2 $ 260.00 C007 Business Services 3 $ 120.00 A008 Professional 1 $ 250.00 SITE BASED
A009 Professional 2 $ 215.00 S001 Senior Construction Manager $ 385.00 A010 Professional 3 $ 190.00 S002 Construction Manager $ 335.00 A011 Vacationer /  Intern $ 175.00 S003 Lead Site Engineer/Supervisor $ 295.00 CONSULTANT S004 Senior Site Engineer $ 265.00
V001 Executive Consultant 1 $ 520.00 S005 Site Engineer $ 245.00 V002 Exectutive Consultant 2 $ 470.00 S006 Lead Inspector $ 235.00 V003 Senior Consultant 1 $ 390.00 S007 Senior Inspector $ 185.00 V004 Senior Consultant 2 $ 345.00 S008 Inspector / Specialist 1 $ 160.00 V005 Consultant 1 $ 285.00 S009 Inspector / Specialist 2 $ 140.00 V006 Consultant 2 $ 230.00 S010 Clerk / Specialist 3 $ 135.00 V007 Consultant 3 $ 185.00 S011 Senior Site Manager 1 $ 160.00 TECHNICAL S012 Senior Site Manager 2 $ 150.00
B001 Lead Design Technician 1 $ 395.00 S013 Senior Site Manager 3 $ 135.00 B002 Lead Design Technician 2 $ 365.00 S014 Senior Site Manager 4 $ 125.00 B003 Lead Design Technician 3 $ 330.00 S015 Operator/Labourer 1 $ 115.00 B004 Senior Design Technician 1 $ 300.00 S016 Operator/Labourer 2 $ 110.00 B005 Senior Design Technician 2 $ 280.00 S017 Operator/Labourer 3 $ 90.00 B006 Design Technician 1 $ 255.00 PROJECT SUPPORT
B007 Design Technician 2 $ 240.00 D001 Project Support Manager 1 $ 420.00 B008 Drafting/Design 1 $ 230.00 D002 Project Support Manager 2 $ 395.00 B009 Drafting/Design 2 $ 195.00 D003 Senior Project Support 1 $ 350.00 B010 Drafting/Design 3 $ 180.00 D004 Senior Project Support 2 $ 300.00 B011 Drafting/Design 4 $ 170.00 D005 Project Support 1 $ 265.00 B012 Intern Drafting/Design $ 150.00 D006 Project Support 2 $ 245.00 D007 Project Support 3 $ 225.00
D008 Project Support 4 $ 205.00
D009 Project Support 5 $ 175.00
D010 Project Support 6 $ 115.00
GHD CY2024 Standard Rate Schedule
Attachment 3 Page 260 of 1534

Rate Schedule Notes GHD 2024
2024 Rate Schedule Notes
1) Rates are for employees of GHD companies.
2) An administration fee will apply to all invoices to cover in-house disbursements (Associated Project Costs) on a project. This will be charged at a rate of either:
 6% of total professional fees
 Hourly rate of CAD $7.50 or USD $6.50
3) All travel will be invoiced at economy class rates. Lodging and meal expenses will be at cost plus agreed markup unless a per diem rate is negotiated. 4) All other project related disbursements, expenses and subcontractor costs will be invoiced with a markup of 15%.
5) Fee schedule is subject to change annually.
6) Leased and personnel vehicles, field equipment and disposable field supplies will be invoiced at established rates. Personal vehicle milage rates will be charged in accordance with government regulated standard rates.

Water Well Drilling Proposal
QUOTE # WDPQ4049
DATE Apr 3, 2024
Salesperson Brandon Burgess
6100 Highway 12 / P.O. Box 176, Sebastopol, CA 95473
Contractor's License: 177681
To Jennifer Weston Site: City of Ukiah
GHD
2235 Mercury Way - Ste 150
Santa Rosa, CA 95407-5472
APN: TBD
Phone: (519) 340-4290
Email: [email protected]
Scope of Work:

We propose to construct a water well to an approximate depth of: 250 feet and set approximately 250 feet of 6 inch PVC casing. Costs may include:

QTY DESCRIPTION UNIT PRICE TOTAL PRICE
1 Mobilization (each site) $2,500.00 $2,500.00
50 ft / 14" Steel Conductor Casing, Installed @ $480/ft $480.00 $24,000.00 200 ft / Test Hole Drilling @ $70/ft $70.00 $14,000.00
1 E Log $3,750.00 $3,750.00
200 ft / Reaming @ $70/ft $70.00 $14,000.00
250 ft / 6" PVC Casing, Installed @ $40/ft $40.00 $10,000.00 20 ft / Bentonite Isolation Seal, Installed @ $175/ft $175.00 $3,500.00 180 ft / Well Pack, Installed @ $30/ft $30.00 $5,400.00 50 ft / Sanitary Seal, Installed @ $60/ft $60.00 $3,000.00 8 hr / Air Lift Development @ $450/hr $450.00 $3,600.00 1 Well Head Completion (each site) $2,500.00 $2,500.00
1 Permit & Processing (each) $700.00 $700.00
60 hrs / Pump Rig w/ Crew @ $280/hr $280.00 $16,800.00
1 Equipment Rental (each site) $2,500.00 $2,500.00
Created on 04/03/24 11:40:26 by Brandon Burgess
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QTY DESCRIPTION UNIT PRICE TOTAL PRICE
1 Tax & Misc $2,500.00 $2,500.00
Optional Items - Depending on Conditions Encountered
hr / Site Work/Setup Fee @ $350/hr + Equip Rental & Material (if needed) hr / Standby @ $400/hr or $3,500/dy (if needed)
This estimate will be billed on a Time & Materials basis (Approximate) TOTAL $108,750.00 Notes
The approximate cost of the proposed well is: $108,750.00 more or less, depending upon conditions encountered.

This is a proposal and not a substitute for a drilling contract as required by California law. Other than unit prices listed above, we do not make any representations by this proposal. If we can serve you with your water needs please FILL OUT AND RETURN this form OR CALL OUR OFFICE with the needed information (AP#, PHONE NUMBERS and PARCEL MAPS) and we will then prepare a contract that contains the detaills of our agreement with you.

To accept this quotation, sign here and return:

Print Name: Email:

Created on 04/03/24 11:40:26 by Brandon Burgess

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Water Well Drilling Contract
6100 Highway 12 / P.O. Box 176
Sebastopol, CA 95473
707-542-3272 Fax 707-823-4258
Contractor's License C57-177681
Jennifer Weston, GHD ("Owner" or "you", or "yours"), hereby retains Weeks Drilling & Pump Co., (“Contractor” or “we” or ours”), License #177681, to construct the following work of improvement (the “Project”), and agree to the following:
1) Description of Work. We will furnish all materials and labor necessary to construct and complete in a good and workmanlike manner a WATER WELL, or WELLS, upon property located at City of Ukiah, , , APN TBD, (the “premises”) as described hereafter. A plot plan will be prepared for the purpose of permit application. A final well report will be provided upon completion of the water well.

The following are included:
a) Boring, reaming, casing, sand, gravel, and cement necessary to complete a water well to an approximate depth of 250 feet. Unit prices are as noted on Weeks Proposal dated 4/3/2024, a copy of which is attached. The Weeks representative who made the proposal is Brandon Burgess. b) County permit.

The following are excluded:
a) Disposal of cuttings and fluids. The material we remove from the boring as well as drilling mud and water will be placed near the well. b) Pump installation. In order for the completed well to function as a water supply it must have a pump installed which is not included. c) Site access costs, excavation, tractor work. d) Water quality and/or water quantity testing of completed well. 2) Finished Depth Uncertain. Owner and Contractor agree that the finished well depth and the quantity of material necessary cannot be exactly known until after construction has begun. We will not exceed the depth specified in paragraph 1. a, above, without prior authorization from you.

You shall be available and communicate with us in a timely manner during the execution of the Project and provide us with an opportunity to exercise such approval rights as appropriate as the Project progresses. 3) Estimated Costs. Subject to Section 8, the estimated cost of the completed well to a depth of 250 feet is $108,750.00. If the completed well depth is more or less, then you shall pay for the materials actually used, whether more or less than the estimate, at a per unit rate as shown. Materials Escalation Clause Owner understands and agrees that this Contract price has been figured at current local costs of labor, materials, sub or specialty contractor and other costs. If, during the performance of this contract, the price of materials significantly increases through no fault of Weeks Drilling and Pump Co., or if this job cannot be started within 30 days from the date thereon for whatever reasonable reason, Weeks Drilling and Pump Co. at its option shall be entitled to a change order increasing the contract price to include any such increases incurred. 4) Terms. You agree to pay us a deposit of 10% of the price estimated in the previous paragraph or $1000, whichever is less, upon notification that we are ready to move equipment to your property. You agree to pay us for our work immediately upon completion of the well, or in the event a completed well is not developed, at the time we remove our equipment from the property.

If the Project takes longer than 30 days, you agree to pay us each 30 days for the progress attained as an estimated percent complete of the total estimated price.

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4) TERMS cont.

Interest on monies owed to us under this contract past 30 days due shall accrue interest at a rate of 0.833% per month on the principal balance.

Upon payment being made for any portion of the work performed, we shall, prior to any further payment being made, furnish to the Owner a full and unconditional release from any claim or Mechanic’s lien for that portion of the work for which payment has been made.
5) Well Location. You acknowledge you have approved the intended well site(s), that you have identified the location of property lines, septic tanks, and leach fields to us, and that we have no responsibility for the accuracy of your representations of these locations to us. Further, you agree that we are not responsible for the accuracy of maps, public record documents, or other information we might obtain on your behalf.
6) Property Damage. You agree to provide us and our equipment free ingress and egress upon your property for the purpose of constructing the well(s). You also agree that any damage to your property (or the property of others if required for ingress or egress), whether upon the surface or underground, that occurs in the pursuance of this Project and is incidental or necessary to the completion of this Project shall not be our liability. 7) Date Work to Begin. Substantial commencement of work shall occur when we make application for a permit from the jurisdictional agency. We shall file such application within approximately 30 days or less from the date of this contract. Our failure without lawful excuse to substantially commence work within 20 days from that approximate date is a violation of the Contractors License Law. Due to uncertainties in equipment availability and weather, we do not guarantee a date when we will move equipment to your property. We agree to keep you informed of our approximate lead time, if requested, and we will notify you of the date when we are able to begin the drilling process. 8) Time for Completion. At the time we notify you that we can move equipment to your property and begin the drilling process we will estimate the date of completion. Once we begin the work we will continue, excluding weekends and holidays, on this Project until the well(s) are complete or you authorize us to stop. We may stop or postpone work due to conditions beyond our control such as, but not limited to: weather, equipment breakdown, employee illness, strike, government agency order, inability to obtain materials, or changed or unexpected conditions that make proceeding impractical.

You agree that we may also stop work if, in our sole judgment, continuing presents a hazard to people, equipment or the environment.

The definition of “completion” is understood to be either a water well in a condition to be operated by the owner or termination of the Project for any reason under the terms of this contract.

Owner shall be responsible for any and all additional costs incurred by Contractor resulting from a delay in completion of the Project, which delay is caused by Owner.
9) Extra Hard Rock. If we encounter unexpected conditions such as extra hard rock or a porous formation that will not contain the drilling fluids, we reserve the right to cease drilling and you shall pay us for footage drilled, work performed, and materials used to date. Whether extra hard rock or other conditions have been encountered shall be in our sole judgment.

If in our sole judgment there are special techniques that may be employed to overcome the conditions that cause us to elect to cease drilling we may propose continuing on a time-and-materials basis employing those techniques. The acceptance of this alternative shall be entirely your option. Acceptance of said alternative or any other changes in the Project, shall be by written change order.

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10) Cancellation. You acknowledge you have received two copies of “Notice of Right to Cancel” attached to this contract which allows you three business days to cancel this contract. In addition to this right which is required by law, we will allow you to cancel this contract at any time up until we have actually begun work. You agree that if you cancel the contract after the initial three-day period required by law, that you will pay for all costs incurred by us on your behalf including but not limited to: permit fees, consultant fees, non-stock/non-returnable materials ordered for your Project, restocking charges by distributors on returnable materials ordered for your Project, and freight charges. 11) No Guarantee of Successful Outcome. You agree that there is no assurance or guarantee of either an adequate quantity or quality of water from the Project well(s). Further, there is no guarantee that a usable water supply will be developed. You agree to pay for the work we expend in our effort to develop a usable water supply for you, regardless of whether our efforts are successful. We do not make any assurances or guarantees that a water supply we develop is sustainable into the future. We do not make any assurances or guarantees that water from the completed well will meet regulatory standards or requirements for safe drinking water.
12) Warranties. We represent and warrant that we hold an unencumbered Contractor’s License to perform the services included in this contract, and that we will maintain and keep such license in good standing and in full force and effect at all times while performing the work under this contract. We are not geologists or engineers and we do not render such services. We do not warrant the materials or supplies we use against defects in workmanship or materials. We will use our best efforts to enforce any warranties against the manufacturer or supplier on your behalf. 13) Filing of Complaints. Contractors are required by law to be licensed and regulated by the Contractors State License Board, which has jurisdiction to investigate complaints against contractors if a complaint regarding a patent act or omission is filed within four years of the date of the alleged violation. A complaint regarding a latent act or omission pertaining to structural defects must be filed within 10 years of the date of the alleged violation. Any questions concerning the contractor may be referred to the Registrar, Contractors State License Board, Post Office Box 26000, Sacramento, California 95826.

STATE LAW REQUIRES ANYONE WHO CONTRACTS TO DO CONSTRUCTION WORK TO BE LICENSED BY THE

CONTRACTORS STATE LICENSE BOARD IN THE LICENSE CATEGORY IN WHICH THE CONTRACTOR IS GOING TO BE WORKING-IF THE TOTAL PRICE OF THE JOB IS $500 OR MORE (INCLUDING LABOR AND MATERIALS). "LICENSED CONTRACTORS ARE REGULATED BY LAWS DESIGNED TO PROTECT THE PUBLIC. IF YOU

CONTRACT WITH SOMEONE WHO DOES NOT HAVE A LICENSE, THE CONTRACTORS STATE LICENSE BOARD MAY BE UNABLE TO ASSIST YOU WITH A COMPLAINT. YOUR ONLY REMEDY AGAINST AN UNLICENSED

CONTRACTOR MAY BE IN CIVIL COURT, AND YOU MAY BE LIABLE FOR DAMAGES ARISING OUT OF ANY INJURIES TO THE CONTRACTOR OR HIS OR HER EMPLOYEES.

YOU MAY CONTACT THE CONTRACTORS STATE LICENSE BOARD TO FIND OUT IF THIS CONTRACTOR HAS A VALID LICENSE. THE BOARD HAS COMPLETE INFORMATION ON THE HISTORY OF LICENSED CONTRACTORS, INCLUDING ANY POSSIBLE SUSPENSIONS, REVOCATIONS, JUDGMENTS, AND CITATIONS. THE BOARD HAS OFFICES THROUGHOUT CALIFORNIA. PLEASE CHECK THE GOVERNMENT PAGES OF THE WHITE PAGES FOR THE OFFICE NEAREST YOU OR CALL 1-800-321-CSLB FOR MORE INFORMATION.”