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/86186923579 Or you can call in using your telephone only:
• Call (toll free) 1-888-788-0099
• Enter the Access Code: 861 8692 3579
• 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.
March 19, 2025 - 5:15 PM
1. ROLL CALL
2. PLEDGE OF ALLEGIANCE
3. AB 2449 NOTIFICATIONS AND CONSIDERATIONS
4. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS
4.a. Receive Presentation of Exceptional Employee Recognition Awards.
Recommended Action: Receive a presentation of the Exceptional Employee Recognition Awards.
Attachments: None
5. PETITIONS AND COMMUNICATIONS
6. APPROVAL OF MINUTES
6.a. Approval of the Minutes for the March 5, 2025, Regular Meeting.
Recommended Action: Approve the minutes for the March 5, 2025, Regular Meeting.
Attachments:
1. 6a 2025-03-05 Draft Minutes
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 February 2025.
Recommended Action: Approve the report of disbursements for the month of February 2025.
Attachments:
1. February 2025 Summary of Disbursements
2. Account Codes for Reference
3. Object Codes for Reference
4. February 2025 Disbursement Detail
8.b. Authorize the City Manager to Negotiate and Execute an Amendment to the Contract for Medical Control Oversight with Dr. Brandon Begley, Extending the Contract to the End of the 24/25 Fiscal Year and an Increase in the Amount of $14,700 for a Total Compensation of $86,700.
Recommended Action: Authorize the City Manager to negotiate and execute an amendment to the contract for Medical Control Oversight with Dr. Brandon Begley, increasing the total compensation to $86,700.00 and extending the contract to the end of the 24/25 Fiscal Year.
Attachments:
1. ASR - Item 7e 3-17-21
2. Contract 2021-181
8.c. Consideration of Approval of a Budget Amendment in the Amount of $10,000 to Fund an Amendment to the Professional Services Agreement with Community Development Services for Professional Consulting Services Related to CDBG Business Assistance Program Loan Underwriting.
Recommended Action: Staff recommends that Council approve a budget amendment in the amount of $10,000 to fund an amendment to the professional services agreement with Community Development Services for professional consulting services related to CDBG Business Assistance Program loan underwriting.
Attachments:
1. Agreement_2324-105_CDS_9-25-23
2. Agreement_CDS_COU_Amendment_1
8.d. Report of Disposition of Surplus Materials, Used Equipment, and Supplies.
Recommended Action: Receive and file report regarding the disposition of surplus materials, used equipment, and supplies.
Attachments:
1. SoldAssetReport
8.e. Requesting Consideration for Approval of a Budget Amendment Supporting Pre-Annexation Related Services in the Amount of $60,000, and Consideration of a Sole Source Professional Services Agreement for Land Surveying Services Related to the City’s Proposed Annexation Efforts.
Recommended Action: Approval of a budget amendment supporting pre-annexation related services in the amount of $60,000 and approval of a sole source Professional Services Agreement with Ron Franz for Land Surveying Services related to the City of Ukiah’s proposed annexation efforts.
Attachments:
1. ProfSvcsAgreement-Ron Franz
8.f. Approval of Contract Amendment 2 in the Amount of $163,000.00 with Larry Walker and Associates for Technical Permitting Assistance Related to the City’s National Pollutant Discharge Elimination System (NPDES) Permit and Recycled Water Permit.
Recommended Action: Approve contract amendment with Larry Walker and Associates for the additional technical permitting assistance related to the City’s NPDES and Recycled Water Permits.
Attachments:
1. LWA Contract Amendment Request (revised, January 2025)
8.g. Approve the Purchase of Cisco Meraki Cameras from Rhino Networks in the Amount of $37,144.09; Approve a 5-Year Enterprise Agreement for the Associated Licensing in the Amount of $201,179.21; and Approve Corresponding Budget Amendment.
Recommended Action: Approve the purchase of Cisco Meraki cameras from Rhino Networks for the amount of $37,144.09, approve a 5-year Enterprise Agreement (EA) for the associated licensing in the amount of $201,179.21, and approve the corresponding budget amendment.
Attachments:
1. City of Ukiah - Adjusted Camera Quote - QN-082656
2. City of Ukiah - 5YR Annual Billing EA Quote - QN-082053 (002)
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 (5:30 PM)
12.a. Conduct a Public Hearing to Consider a Resolution Updating the Electric Utility Fixed Fee Schedule.
Recommended Action: Conduct a Public Hearing and Adopt the Resolution updating the Electric Utility Fixed Fee Schedule.
Attachments:
1. 1997-03-05 Resolution for Fixed Fees
2. Schedule of Electrical Connection Charges
3. Schedule of Electrical Fixed Charges FY2025 - Proposed
4. Resolution Adopting Electric Utility Fixed Fee Schedule
12.b. Conduct a Public Hearing to Consider Adoption of a Resolution Approving the Submittal of a CDBG Program Income-Only Application in Response to the 2023 State Community Development Block Grant Program Notice of Funding Availability, Amendment 1; and Approve Corresponding Budget Amendments if Awarded Funding for the Application.
Recommended Action: Staff requests that Council 1) conduct a public hearing; 2) adopt the Resolution in Attachment 4 authorizing a CDBG PI-Only application be submitted to HCD for a Code Enforcement Services Program; and 3) approve corresponding budget amendments if the application is awarded.
Attachments:
1. 2023_CDBG_NOFA_Amendment1
2. LocalAppPublicNotice
3. Local_App_2024
4. Resolution
12.c. Conduct a Public Hearing to Consider Introduction by Title Only of an Ordinance Amending Section 2130 in Division 2, Chapter 1, Article 3 of the Ukiah City Code to Increase the Amount of Application Processing Fees for Business Licenses.
Recommended Action: Introduce by title only an Ordinance amending section 2130 in Division 2, Chapter 1, Article 3 of the Ukiah City Code to increase the amount of application processing fees for business licenses.
Attachments:
1. Fee Analysis - Business Licenses
2. Ordinance (marked up)
3. Ordinance (clean)
13. UNFINISHED BUSINESS
13.a. Receive and Approve Submittal of the 2024 Annual Progress Reports to the Department of Housing and Community Development and the Governor's Office of Land Use and Climate Innovation.
Recommended Action: Receive and approve submittal of the 2024 annual progress reports to the Department of Housing and Community Development and the Governor's Office of Land Use and Climate Innovation, and provide direction to Staff as necessary.
Attachments:
1. 2024 APR - Housing Element
2. 2024 APR - General Plan
13.b. Status Report on Emergency Contract with Diamond D Construction, LLC for the Emergency Repair of the Western Hills Mudslide at the City Water Tank (Pressure Zone 1-North, or PZ1-N) and Request for Authorization to Continue Work Under This Emergency Contract.
Recommended Action: Receive report and approve the continued work on the emergency contract with Diamond D Construction for the emergency repair of the Western Hills mudslide at the City water tank PZI-N.
Attachments:
1. Resolution 2025-08 - Emergency Procurement for Mudslide at PZ1
2. Diamond D Estimate for PZ1
3. Purchase Order for Diamond D Slide
4. Slide Pictures
14. NEW BUSINESS
14.a. Receive a Report and Accept the 2025 Parks Gap Analysis as Complete and Fulfilling Implementation Goal 5.10 of the 2040 General Plan.
Recommended Action: Accept the 2025 Parks Gap Analysis as complete and fulfilling implementation goal 5.10 of the 2040 General Plan.
Attachments:
1. Gap Analysis DRAFT_3_5_25
2. PopulationNodesUPDATE
3. AOI and Sphere Map
4. Greater Ukiah node park coverage
5. Heat Map of Rec Users
6. 14a - Correspondence Received - Linda Sanders
14.b. Receive Annual Status Update and Report Regarding Community Center and Winter Homeless Shelter at 1045 South State Street and the Annual AB 362 Compliance Report; and Provide Direction to Staff as Necessary.
Recommended Action: Receive annual status update and report regarding Community Center and Winter Homeless Shelter at 1045 South State Street and AB 362 compliance and provide direction to Staff as necessary.
Attachments:
1. AB 362 HCD Info Bulletin 3-18-22
2. CalMatters Article- AB 362
3. 2024-25 UPD Calls Report
4. Site Visit Report- B2 9.17.24
14.c. 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).
Recommended Action: Receive report(s). The Council will consider modifications to committee and ad hoc assignments along with the creation/elimination ad hoc(s).
Attachments:
1. 2025 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 – Anticipated Litigation (Government Code Section 54956.9(d)(4))
Initiation of litigation (4 cases)
15.b. 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.c. Conference with Legal Counsel – Existing Litigation (Government Code Section 54956.9(d)(1))
Name of case: Vichy Springs Resort, Inc v. City of Ukiah, et al.; Case No. 24-cv-07106-JSC
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 Involving a Joint Powers Agency (Inland Water and Power Commission) City representative on IWPC Board (Mari Rodin)
Discussion will concern: (Conference with Real Property Negotiators (Gov’t Code §54956.8) Property: PG&E Potter Valley Project;
Agency Negotiators: Scott Shapiro, Janet Pauli.
Negotiating Parties: IWPC and PG&E
Under Negotiation: Price and Terms)
Recommended Action:
Attachments: None
15.f. Conference with Labor Negotiator (54957.6)
Agency Designated Representative: Sage Sangiacomo, City Manager Employee Organizations: All bargaining units
Unrepresented Employee: Police Chief
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.
Araceli Sandoval, Deputy City Clerk
Dated: 3/14/25
Agenda Item No: 4.a.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-208
AGENDA SUMMARY REPORT
SUBJECT: Receive Presentation of Exceptional Employee Recognition Awards.
DEPARTMENT: Human Resources /
Risk Management PREPARED BY: Tim Mitchell, H.R./Risk Manager Analyst PRESENTER: Department Directors, City Manager, and Mayor.
ATTACHMENTS:
None
Summary: The Mayor will present selected employees with Exceptional Employee Recognition awards.
Background: The City of Ukiah prioritizes the retention and attraction of outstanding employees and recognizes their role in our goal of providing exceptional customer service. The Exceptional Employee Program recognizes (through a nomination process) and awards those employees or teams of employees who have truly gone above and beyond. Once each quarter, nominations are considered from the categories of field crews, public safety, and administration.
Discussion: The recipients of the Exceptional Employee program for the first quarter of 2025 are as follows:
Deven Castanon, Evidence Technician/Crime Analyst, Police Department: Evidence Tech./Crime Analyst Deven Castanon has been employed with the City of Ukiah since August 2023. During his time at the Ukiah Police Department (UPD), Deven has assisted the UPD Detective Bureau and Patrol Division with crime scene documentation/photographs, collecting statistical information for the Department's annual report, and he works closely with the District Attorney's Office personnel regarding UPD evidence requests. One specific action that Deven achieved recently is entering reports electronically into the DA's Office Karpel system, resulting in savings of both time and funding. Deven is a huge asset to the UPD. He wears many hats that assist the UPD personnel on a daily basis. Deven displays the core values of the City of Ukiah (Professionalism, Service, Teamwork, Innovation, and Safety), as well as the UPD's core values (Safety, Professionalism, and Community Service), every day he shows up to work.
Rob Gibson, Parks Superintendent, Community Services Department: Rob has worked for the City of Ukiah for over 20 years and has steadily advanced in both position and responsibility. When his supervisor unexpectedly went out on medical leave, Rob immediately stepped in and took on the additional responsibilities. He has shown outstanding leadership and improved the productivity of his team. Concurrently, Rob has fostered a stronger sense of teamwork in the Parks division, while also developing the team’s working relationships with other groups. As he prepares for retirement, he has worked to ensure a smooth transition and helped prepare the team for new responsibilities and growth as the City looks toward further annexation. Rob's leadership has improved working conditions for his crew and has prepared the team and the City for lasting success.
Recommended Action: Receive a presentation of the Exceptional Employee Recognition Awards.
BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: The City Manager's Office and Department Directors STRATEGIC PLAN (SP): Recruit, retain, and advance a community of staff that reflects, values, and celebrates the diversity of the community we serve.
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A
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/81282548717 March 5, 2025
5:15 p.m.
1. ROLL CALL
Ukiah City Council met at a Regular Meeting on March 5, 2025, having been legally noticed on February 28, 2025. The meeting was held in person and virtually at the following link:
https://us06web.zoom.us/j/81282548717. Mayor Crane called the meeting to order at 5:18 p.m. Roll was taken with the following Councilmembers Present: Mari Rodin, Heather Criss, Juan V. Orozco, Susan Sher, and Douglas, F. Crane. Staff Present: Sage Sangiacomo, City Manager; David Rapport, City Attorney; and Araceli Sandoval, Deputy City Clerk.
MAYOR CRANE PRESIDING.
2. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mayor Crane.
3. AB 2449 NOTIFICATIONS AND CONSIDERATIONS
4. PROCLAMATIONS/INTRODUCTIONS/PRESENTATIONS
a. Community Partnership Update and Introduction of PG&E Government Liaison.
Presenters: Traci Boyl, Sr. Management Analyst to the City Manager’s Office and Alison Talbott, PG&E Government Liaison.
No public comment was received.
Presentation was received.
5. PETITIONS AND COMMUNICATIONS
Deputy City Clerk, Araceli Sandoval, stated that all communications had been distributed.
6. APPROVAL OF MINUTES
a. Approval of the Minutes for the February 19, 2025, Special Joint Meeting. b. Approval of the Minutes for the February 19, 2025, Regular Meeting.
Motion/Second: Rodin/Sher to approve Special Joint and Regular meeting minutes of February 19, 2025, as submitted. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN: None.
7. RIGHT TO APPEAL DECISION
8. CONSENT CALENDAR
a. Authorize the City Manager to Negotiate and Execute a Purchase Order Change Order in the Amount of $153,500 with Milsoft for Utility Billing for Ukiah Valley Water Authority Members – Finance.
City Council Minutes for March 5, 2025, Continued:
b. Adopt Resolution (2025-09) Amending Resolution 2025-07, "Ratifying the Proclamation of a Local Emergency Due to Ongoing Atmospheric Rivers Causing Damaging to Public Infrastructure," and Affirming that the Local Emergency Remains in Effect – City Manager. c. Adoption of an Ordinance Modifying Ukiah City Code to Preserve and Strengthen Agricultural Uses In and Around Ukiah Consistent with the Ukiah 2040 General Plan – Community Development.
ORDINANCE NO. 1253
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING VARIOUS SECTIONS OF DIVISIONS 7 AND 9 OF THE CITY CODE TO REGULATE AGRICULTURAL USES AND CERTAIN CANNABIS BUSINESS STANDARDS.
d. Adoption of Resolution Reappointing Eric Crane and Randal S. Beckler to the Airport Commission – City Clerk. – Pulled by Staff and placed as agenda item 14b. e. Assignment and Assumption Agreement (COU No. 2425-194) – Ukiah Valley Sanitation District and Willow County Water District – Finance.
f. Approve the Purchase (PO No. 48781) of a Pierce-International 2100 Gallon Water Tender from Golden State Fire Apparatus for the amount of $574,948.03, and Approval of Corresponding Budget Amendment – Fire.
g. Notification of Change Order to Ghilotti Construction Inc. for Work Related to the Urban Core Project and Approval of Corresponding Budget Amendments – Public Works. h. Report of Contract with Placer Labs Inc. for an up to 3-Year Agreement for the Purpose of Demographic Data for Use by Multiple Departments – City Manager.
Motion/Second: Sher/Criss to approve Consent Calendar Items 8a-8c and 8e-8h, as submitted.
Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES:
None. ABSENT: None. ABSTAIN: None.
9. AUDIENCE COMMENTS ON NON-AGENDA ITEMS
Public Comment: Elise Cox – mic etiquette; and Maureen (surname inaudible) – crosswalk and intersection safety.
10. COUNCIL REPORTS
Presenter: Councilmember Criss and Councilmember Sher.
11. CITY MANAGER/CITY CLERK REPORTS
Presenters: Sage Sangiacomo, City Manager; and
• Construction Update – Tim Eriksen, Public Works Director / City Engineer. • Fire Hazard Severity Zones Update – Craig Schlatter, Community Development Director.
12. PUBLIC HEARINGS (5:30 PM)
13. UNFINISHED BUSINESS
a. Annual Military Equipment Report from Ukiah Police Department, in Compliance with California Assembly Bill No. 481.
Presenter: Tom Corning, Police Captain.
City Council Minutes for March 5, 2025, Continued:
No public comment was received.
Motion/Second: Orozco/Criss to receive and approve annual military equipment report. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None.
ABSENT: None. ABSTAIN: None.
b. Discussion with Possible Direction to Staff Regarding Alternatives for Completion of an Updated Historic Resources Survey and a City of Ukiah Historic Preservation Code.
Presenter: Craig Schlatter, Community Development Director.
Public Comment: Pinky Kushner
RECESS: 6:53 - 7:03 P.M.
Public Comment: Holly Rodgers.
Motion/Second: Rodin/Orozco to create a Historic Preservation Code Ad Hoc consisting of Councilmembers Sher and Criss. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN: None. c. Presentation of City's Audited Annual Comprehensive Financial Report (ACFR) and Audit Reports for the Year Ended June 30, 2024.
Presenter: Dan Buffalo, Finance Director.
No public comment was received.
Report was received.
d. Second Quarter Financial Report and Mid-Year Budget Review.
Presenter: Dan Buffalo, Finance Director.
No public comment was received.
Report was received
e. Status Report on Emergency Contract with Diamond D Construction, LLC for the Emergency Repair of the Western Hills Mudslide at the City Water Tank (Pressure Zone 1- North, or PZ1-N) and Request for Authorization to Continue Work Under This Emergency Contract.
Presenter: Sage Sangiacomo, City Manager.
No public comment was received.
Motion/Second: Rodin/Criss to receive report and approve the continued work on the emergency contract with Diamond D Construction for the emergency repair of the Western Hills mudslide at the City water tank PZI-N. Motion carried by the following roll call votes:
AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN:
None.
City Council Minutes for March 5, 2025, Continued:
14. NEW BUSINESS
a. 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).
Presenter: Sage Sangiacomo, City Manager.
Motion/Second: Sher/Criss to create a Fire Severity Ad Hoc consisting of Councilmembers Rodin and Orozco. Motion carried by the following roll call votes: AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN: None.
Note: Special Assignments list with new modifications is attached. b. Adoption of Resolution Reappointing Eric Crane and Randal S. Beckler to the Airport Commission – from Consent Calendar Item 8d.
*Additional applications have been received after agenda publication requiring review from Council
Presenter: Araceli Sandoval, Deputy City Clerk.
RECESS: 8:49 – 8:52 P.M.
No public comment was received.
Motion/Second: Sher/Rodin to adopt Resolution (2025-10) reappointing Eric Crane and Randal S. Beckler to the Airport Commission. Motion carried by the following roll call votes:
AYES: Rodin, Criss, Orozco, Sher, and Crane. NOES: None. ABSENT: None. ABSTAIN:
None.
THE CITY COUNCIL ADJOURNED TO CLOSED SESSION AT 8:58 P.M.
15. CLOSED SESSION
a. Conference with Legal Counsel – Anticipated Litigation (Government Code Section 54956.9(d)(4))
Initiation of litigation (4 cases)
b. 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 c. Conference with Legal Counsel – Existing Litigation
(Government Code Section 54956.9(d)(1))
Name of case: Vichy Springs Resort, Inc v. City of Ukiah, et al.; Case No. 24-cv-07106-JSC 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 e. Conference Involving a Joint Powers Agency (Inland Water and Power Commission) City representative on IWPC Board (Mari Rodin)
Discussion will concern: (Conference with Real Property Negotiators (Gov’t Code §54956.8) Property: PG&E Potter Valley Project;
Agency Negotiators: Scott Shapiro, Janet Pauli.
Negotiating Parties: IWPC and PG&E
Under Negotiation: Price and Terms)
City Council Minutes for March 5, 2025, Continued:
f. Conference with Labor Negotiator (54957.6)
Agency Designated Representative: Sage Sangiacomo, City Manager Employee Organizations: All bargaining units
Unrepresented Employee: Police Chief
No action reported; direction provided to Staff.
16. ADJOURNMENT
There being no further business, the meeting adjourned at 9:50 p.m. ________________________________
Araceli Sandoval, Deputy City Clerk
2025 CITY COUNCIL SPECIAL ASSIGNMENT LIST
LOCAL / UKIAH VALLEY MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT City Broadband Project TBD TBD
Civic Center300 Seminary Ave.Ukiah, CA 95482
to evaluate the Request for Proposal (RFP) for the Internet Service Provider (ISP) for the California's Public Utilities Commission (CPUC) Last Mile Broadband Orozco Jim Robbins, Grants Manager, 463-6708; [email protected] Investment Oversight Committee Varies
Civic Center 300 Seminary Ave. Ukiah, CA 95482
Civic Center300 Seminary Ave.Ukiah, CA 95482
Reviews City investments, policies, and strategies
CraneOrozco - Alternate Alan Carter, Treasurer
Dan Buffalo, Director of Finance; 463-6220 [email protected] Disaster Council
Shall meet a minimum of once a year at a time and place designated upon call of the chair Place designated upon call of the chair or, if she/he is unavailable or unable to call such meeting, the first vice chair and then the City Manager or her/his designee.
Office of Emergency Management
300 Seminary Ave. Ukiah, CA 95482467-5720 - Traci Boyl
Develop any necessary emergency and mutual aid plans, agreements, ordinances, resolutions, rules, and regulations.
OrozcoCriss - Alternate
Traci Boyl, City Manager's Office Management Analyst; 467-5720; [email protected] Greater Ukiah Business & Tourism Alliance (GUPTA)
4th Monday of month, 10 a.m.
200 S School St.Ukiah, CA 95482
200 S School St.Ukiah, CA 95482
Promotes tourism and works to strengthen and promote the historic downtown and businesses within the greater Ukiah area
Marianne Davison - Community Services Department Staff Orozco - Alternate Shannon Riley, Deputy City Manager; 467-5793 [email protected] Mendocino County Inland Water and Power Commission (IWPC) 2nd Thursday of month, 6:00 p.m.
Civic Center 300 Seminary Avenueconference room 5
IWPC Staff P.O. Box 1247Ukiah, CA 95482391-7574 - Candace Horsley Develops coordination for water resources and current water rights: Potter Valley project - Eel River Diversion RodinOrozco - Alternate
Sean White, Director of Water Resources; 463-5712 [email protected] North Coast Opportunities (NCO) 4th Wednesday of month, 2 p.m. Alternating locations - Ukiah and Lakeport Governing Board Chair North Coast Opportunities413 North State StreetUkiah, CA 95482 Assist low income and disadvantaged people to become self reliant Neil Davis Neil Davis, Community Services Director; [email protected] Sun House Guild ex officio 2nd Tuesday of month, 4:30 p.m. Sun House 431 S. Main St. Ukiah, CA 431 S. Main Street Ukiah, CA 95482 467-2836 Support and expand Grace Hudson Museum Orozco, Sher Neil Davis - Alternate David Burton, Museum Director; 467-2836 [email protected] Ukiah Valley Basin Groundwater Sustainability Agency (GSA) 2nd Thursday of month, 1:30 p.m.
Board of Supervisors Chambers; 501 Low Gap Road Ukiah, CA County Executive Office501 Low Gap Rd., Rm. 1010Ukiah, CA 95482463-4441 GSA serves as the Groundwater Sustainability Agency in the Ukiah Valley basin
CraneN/A - Alternate
Sean White, Director of Water Resources; 463-5712 [email protected]
MENDOCINO COUNTY MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT City Selection Committee Called as required by the Clerk of the Board BOS Conference Room 501 Low Gap Rd. Rm. 1090 Ukiah, CA C/O: BOS 501 Low Gap Rd., Rm 1090 Ukiah, CA 95482 463-4441 Makes appointments to LAFCO and Airport Land Use Commission (Mayor - Primary; Vice Mayor - Alternate) Mayor Crane Vice Mayor Sher Kristine Lawler, City Clerk; 463-6217 [email protected] Economic Development & Financing Corporation (EDFC)
2nd Thursday of month, 2:00 p.m.
Primarily 631 S. Orchard Street (location varies)
Executive Director631 South Orchard AvenueUkiah, CA 95482467-5953 Multi-agency co-op for economic development and business loan program Riley (appointed 12/19/18) Shannon Riley, Deputy City Manager; 467-5793 [email protected] Library Advisory Board
3rd Wednesdays of alternate months; 1:00
p.m.
Various Mendocino County Libraries Ukiah County Library 463-4491 Review library policy and activities Sher Rodin - Alternate Kristine Lawler, City Clerk; 463-6217; [email protected] Mendocino County 1st District Liaison Monthly; TBD
Civic Center Annex conference room #5 411 West Clay St. Ukiah, CA 95482 Civic Center300 Seminary Ave.Ukiah, CA 95482
To coordinate activities and policy development with the City's 1st District Supervisor Crane Rodin - Alternate
Sage Sangiacomo, City Manager; 463-6221; [email protected] Mendocino County 2nd District Liaison 1st Wednesdays of month, 8:00 a.m.
Civic Center Annex conference room #5 411 West Clay St. Ukiah, CA 95482 Civic Center300 Seminary Ave.Ukiah, CA 95482
To coordinate activities and policy development with the County's 2nd District Supervisor
CrissRodin - Alternate
Shannon Riley, Deputy City Manager;467-5793 [email protected] Mendocino Council of Governments (MCOG)
1st Monday of month, 1:30 p.m.
Board of Supervisors Chambers 501 Low Gap Road Ukiah, CA Executive Director
367 N. State Street, Ste. 206 Ukiah, CA 95482463-1859
Plan and allocate State funding, transportation, infrastructure and project County wide Criss Sher - Alternate
Tim Eriksen, Public Works Director/City Engineer;
463-6280 [email protected]
Mendocino County Airport Land Use Commission As needed
BOS Conference Room 501 Low Gap Rd., Rm. 1090, Ukiah, CA Mendocino County Executive Office 501 Low Gap Rd. Rm. 1010 Ukiah, CA 95482 To formulate a land use compatibility plan, provide for the orderly growth of the airport and the surrounding area, and safeguard the general welfare of the inhabitants within the vicinity Liaisons: Owen/Schlatter
Greg Owen, Airport Manager; 467-2855; [email protected] Craig Schlatter, Director of Community Development; 463-6219; [email protected] Mendocino County Local Area Formation Commission (LAFCO) 1st Monday of month, 9:00 a.m. Board of Supervisors Chambers Executive Director200 S. School Street, Ste. 2 Ukiah, CA 95482463-4470 Required by legislation - planning spheres of influence, annexation, service areas, and special districts RodinCrane - Alternate for both city seat
members on Commission
Craig Schlatter, Director of Community Development; 463-6219; [email protected] Updated: 2/10/2025
2025 CITY COUNCIL SPECIAL ASSIGNMENT LIST
MENDOCINO COUNTY
Continued MTG DATE/TIME MEETING LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Mendocino Solid Waste Management Authority (MSWMA)
3rd Thursday of every other month (varies), 10:00 a.m.
Willits Council Chambers
Solid Waste Director3200 Taylor DriveUkiah, CA 95482468-9710 County-wide Solid Waste JPA Crane Sher - Alternate Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected] Mendocino Transit Authority (MTA) Board of Directors
Last Wednesday of month, 1:30 p.m.
Alternating locations - Ukiah Conference Center or Fort Bragg, or Point Arena Executive Director
241 Plant RoadUkiah, CA 95482462-1422
County-wide bus transportation issues and funding Sher Rodin - Alternate Tim Eriksen, Public Works Director/City Engineer; 463-6280 [email protected] Mendocino Youth Project JPA Board of Directors
3rd Wednesday of month, 7:45 a.m. 776 S. State Street Conference Room Mendocino Co. Youth Project776 S. State Street, Ste. 107Ukiah, CA 95482 707-463-4915 Targets all youth with a focus on drug and alcohol prevention, healthy alternatives and empowering youth to make healthy choices Criss Max Brazill, Admin Lieutenant - Alternate
Cedric Crook, Police Chief; 463-6771; [email protected] Russian River Flood Control District
(RRFCD) Liaison
1st Monday of month, 5:30 p.m.
151 Laws Ave.,Suite D Ukiah, CA
151 Laws Ave., Ukiah, CA 95482; [email protected]; 462-5278 Proactively manage the water resources of the upper Russian River for the benefit of the people and environment of Mendocino County White/Orozco Sean White, Director of Water Resources; 463-5712 [email protected] Ukiah Players Theater Board of Directors
3rd Tuesday of month, 6:00 p.m
1041 Low Gap Rd Ukiah, CA 95482 462-1210
1041 Low Gap RdUkiah, CA 95482462-1210
To oversee the activities, organization and purpose of the Ukiah Players Theater Greg Owen, Airport Manager(appointed 12/19/18)
Kristine Lawler, City Clerk; 463-6217 [email protected] Ukiah Unified School District (UUSD) Committee Quarterly 511 S. Orchard, Ste. D Ukiah, CA 95482 511 S. Orchard Ukiah, CA 95482 Information exchange with UUSD Board Chair, Mayor, Superintendent, and City Manager Orozco, Criss Sage Sangiacomo, City Manager Cedric Crook, Police Chief Sage Sangiacomo, City Manager; 463-6221 [email protected]
REGIONAL MTG DATE/TIME LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Great Redwood Trail Agency (GRTA) Bi-monthly, 3rd Thursdays, 10:30 a.m. Various Locations - announced 419 Talmage Road, Suite M Ukiah, CA 95482 463-3280 Provides a unified and revitalized rail infrastructure meeting the freight and passenger needs of the region Rodin Sher- Alternate Neil Davis, Community Services Director 467-5764 [email protected] League of California Cities Redwood Empire Legislative Committee Prior to Division Meetings, meets 3x in person and then via conference call Various locations that are announced
Redwood Empire League President; Public Affairs Program Manager (916) 658-8243 Elected city officials and professional city staff attend division meetings throughout the year to share what they are doing and advocate for their interests in Sacramento OrozcoCriss - Alternate
Sage Sangiacomo, City Manager; 463-6221 [email protected] Russian River Watershed Association (RRWA)
4th Thursday of month, 9:00 a.m. (only 5 times a year)
Windsor Town Hall9291 Old Redwood Hwy, #400Windsor, CA 95492707-838-1000 Russian River Watershed Association 2235 Mercury Way, Suite 105Santa Rose, CA [email protected] 707-508-3670 (message only) Consider issues related to Russian river - plans projects and funding requests RodinSher - Alternate
Tim Eriksen, Public Works Director/City Engineer;
463-6280 [email protected]
Northern California Power Agency (NCPA) - Commission
4th Thursday of month, 9:00 a.m. (see NCPA calendar)
Roseville, CA and other locations
651 Commerce Drive Roseville, CA 95678916-781-4202
Pool of State and local power utilities developing and operating power generation, providing scheduling and related energy services and providing regulatory and legislative support.
Crane - Commissioner Sher - City Council Alternate Sauers - Alternate and Commissioner in absence of Commissioner Crane
Cindi Sauers - Electric Utility Director;463-6286 [email protected] Northern California Power Agency (NCPA) – Lodi Energy Center (LEC) Appointment 2nd Monday of month, 10:00 AM Lodi, CA and other locations 651 Commerce DriveRoseville, CA 95678916-781-4299
Committee oversees the operation, maintenance and expenditures of the LEC 300 MW generating project.
Sauers – Project Participate Appointee
Cindy Sauers, Electric Utility Director,463‐6286, [email protected] Transmission Agency of Northern California (TANC)
4th Wednesday of month, 10 a.m. 35 Iron Point Circle Suite 225 Folsom, CA 35 Iron Point Cir #225Folsom, CA 95630916-852-1673; [email protected] Provide electric transmission to its Member utilities through transmission line ownership or contract arrangements.
CraneSauers - Alternate
Cindi Sauers - Electric Utility Director;463-6286 [email protected]
STANDING COMMITTEES MTG DATE/TIME LOCATION MAILING ADDRESS/CONTACT COMMITTEE FUNCTION ASSIGNED TO PRINCIPAL STAFF SUPPORT Diversity and Equity TBD Virtual Meeting Room (link to be created) Civic Center 300 Seminary Ave. Ukiah, CA 95482 Improve diversity and equity in the City’s workforce and municipal services Orozco/Criss Traci Boyl, City Manager's Office Management Analyst; 467-5720; [email protected] Fire Executive Committee
2nd Tue, every other month beginning in January; 5:00 p.m.
Ukiah Valley Conference Center,200 S. School Street Ukiah, CA Civic Center300 Seminary Ave.Ukiah, CA 95482 [email protected] Per the recently adopted agreement between the City of Ukiah and the Ukiah Valley Fire Protection District Orozco/SherAlternates: Criss
Doug Hutchison, Fire Chief; 463-6263; [email protected] Countywide Oversight Board to the RDA Successor Agencies 4th Thursday of January, 4:00 p.m.; meets annually
Ukiah Valley Conference Center,200 S. School Street Ukiah, CA City of UkiahATTN: City Clerk300 Seminary Ave.Ukiah, CA 95482 Oversee and direct the Successor Agencies of the former redevelopment agencies Crane Dan Buffalo, Director of Finance; 463‐6220 [email protected] Lawler, City Clerk; 463‐6217, [email protected] Water Executive Committee(Ukiah Valley Water Authority) 1st Tue of each month
at 6:00 p.m.
Ukiah Valley Conference Center,200 S. School Street Ukiah, CA City of UkiahATTN: Sean White300 Seminary Ave.Ukiah, CA 95482 Oversight of UVWA; set annual budget for the combined water system; Manage rates and collect levies; modify existing water rights for the provision of water service; mediation and dispute resolution; Crane/Orozco Sean White, Director of Water Resources; 463-5712 [email protected] Updated: 2/10/2025
COMMITTEE ASSIGNED TO PRINCIPAL STAFF SUPPORT
Electric Grid Operational Improvements Crane/Orozco Cindy Sauers, Electric Utility Director; 463-6286 [email protected]
Trench Cut Policy Development Crane Tim Eriksen, Public Works Director/City Engineer; 463- 6280 [email protected]
Advance Planning & Policy for Annexation
Applications Crane/Rodin
Craig Schlatter, Community Development Director
463-6219 [email protected]
UVSD/ City Relations
Ad hoc committee to address specific issues with the Ukiah Valley Sanitation District, including discussion of overall sewer system service delivery policies, operating policy revisions, potential revisions to the current Operating Agreement, and cost sharing
Crane/Orozco
Dan Buffalo, Director of Finance;
463‐6220 [email protected]
Sean White, Water Resources Director
463‐5712 [email protected]
Orr Street Bridge Corridor Rodin/Sher Tim Eriksen, Public Works Director/City Engineer; 463- 6280 [email protected]
Complete Streets Rodin/Crane
Tim Eriksen, Public Works Director/City Engineer; 463-
6280 [email protected]
Shannon Riley, Deputy City Manager
467-5793 [email protected]
Neil Davis, Community Services Director
467-5764 [email protected]
Special Districts (Water District Consolidation) Orozco/Crane Shannon Riley, Deputy City Manager 467‐5793 [email protected]
Corp Yard Planning Crane/Orozco Jason Benson, Senior Civil Engineer 463‐6284 [email protected]
Mendocino County Courthouse Project and Reuse Sher/Orozco Shannon Riley, Deputy City Manager 467‐5793 [email protected]
Climate Action Plan
Will coordinate with the Community Development Director to identify and assign representation to each of the identified categories, and also coordinate with the Community
Development Director and the Climate Action Plan Working Group related to other outreach efforts during the development of the draft municipal Climate Action Plan related to the 2040 General Plan
Sher/Criss Craig Schlatter, Community Development Director 463-6219 [email protected]
City's 150-Year Anniversary Planning Orozco/Rodin Shannon Riley, Deputy City Manager 467‐5793 [email protected]
Zoning Reform
Function is to explore creation of a new ministerial zoning permit and identify additional zoning streamlining and reform efforts to provide better and more consistent development outcomes
Crane/Orozco
Craig Schlatter, Community Development Director
463-6219 [email protected]
Community Health Needs Assessment (CHNA)
Steering Committee
assist in the creation of the 2025 CHNA Report for the
communities served by the three Adventist Health hospitals in Mendocino County. providing insight, identifying, gathering and analyzing the health needs of our community. Additionally Rodin/Sher
Jeremy Malin, NP
Director of Community Health Analytics
Adventist Health Howard Memorial
Adventist Health Ukiah Valley
Adventist Health Mendocino Coast
978-289-3330; [email protected]
Parks & Recreation Special District Exploration Rodin/Orozco Neil Davis, Community Services Director 467-5764 [email protected]
Downtown Zoning code Crane/Rodin Craig Schlatter, Community Development Director 463-6219 [email protected]
Tourism Advisory Committee Rodin/Sher Shannon Riley, Deputy City Manager 467‐5793 [email protected]
Historic Preservation Code Sher/Criss Craig Schlatter, Community Development Director 463-6219 [email protected]
Fire Severity Rodin/Orozco Craig Schlatter, Community Development Director 463-6219 [email protected]
City Council Handbook Review and Update Sher Kristine Lawler, City Clerk 463‐6217; [email protected]
2025 AD HOC COMMITTEES
*Note: Changing the composition of an existing ad‐hoc among current councilmembers after work has begun presents potential Brown Act issues. Requests for fully filled ad‐hocs are represented on the draft, but staff does not recommend changes except to fill vacated assignments. The current requests on the sheet for fully composed ad‐hocs are primarily intended to convey interest in topics covered by these ad‐hoc committees for possible future consideration of new assignments.
Updated: 3/6/2025
Agenda Item No: 8.a.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2022-1479
AGENDA SUMMARY REPORT
SUBJECT: Report of Disbursements for the Month of February 2025.
DEPARTMENT: Finance PREPARED BY: MaryJo Reynolds
PRESENTER: Consent Calendar
ATTACHMENTS:
1. February 2025 Summary of Disbursements
2. Account Codes for Reference
3. Object Codes for Reference
4. February 2025 Disbursement Detail
Summary: The Council will review and consider approval of the report of disbursements for the month of February 2025.
Background: Payments made during the month of February 2025 are summarized in the Report of Disbursements. Further details are supplied on the Schedule of Bills, representing the four (4) individual payment cycles within the month.
Accounts Payable Check Numbers (City & UVFA): 3061386-3061460; 3061461-3061516; 3061517-3061615; 3061616-3061707
Accounts Payable Wire Transfers:132
Payroll Check Numbers: 517055-517149; 517150-517243
Payroll Manual Check Numbers:517055; 517150;517151-517152 Direct Deposit Numbers:134297-134634; 134635-134986
Manual Direct Deposit Numbers: NA
Void Check Numbers: NA
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: February 2025 Summary of Disbursements
Attachment #2: Account Codes for Reference
Attachment #3: Object Codes for Reference
Attachment #4: February 2025 Disbursement Detail
Recommended Action: Approve the report of disbursements for the month of February 2025.
BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
REVENUE: N/A GRANT: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: N/A
STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A
Attachment 1
FUNDS:
100 General Fund $180,840.19 700 Sanitary Disposal Site Fund $11,121.26 101 GF-(Sub-Fund) Visit Ukiah $34,324.05 701 Landfill Corrective Fund 105 GF-(Sub-Fund) Fire Authority $30,984.08 702 Disposal Closure Reserve Fund $2,383.50 106 USDA Forest Serv CWDG $2,740.99 704 Post Closure Fund - Solid Waste 110 Special General Fund 710 Ambulance Services Fund $42,600.76 120 Streets Capital Improvement 720 Golf Fund $1,990.22 130 Gov'tl Debt SVC/Reserve Fund 730 Confernence Center Fund $8,432.33 131 Debt Service Reserve 2022 LRB 750 Visit Ukiah
200 City Adminstrative Services $59,055.19 777 Airport Fund $8,427.33 201 Worker's Comp Fund $68,373.39 778 Airport Capital Improvement Fund 202 Liability Fund $11,813.77 779 Special Aviation Fund 203 Garage Fund $25,466.92 800 Electric Fund $1,157,100.20 204 Purchasing Fund $725.74 801 Electric Capital Reserve Fund $653,185.67 205 Billing & Collections Fund $18,722.32 803 Lake Mendocino Bond Reserve $516,425.00 206 Public Safety Dispatch Fund $97,243.79 805 Street Lighting Fund $9,073.95 207 Payroll Posting Fund $427,051.30 806 Public Benefits Fund $3,605.00 208 Building Maintenance/Corp Yard Fund $48,810.07 807 Cap and Trade 209 IT Fund $35,536.26 820 Water Fund $140,125.67
220 Equipment Reserve Fund 821 Water Capital Reserve Fund $2,523.75 249 City Housing Bond Proceeds 822 Water Capital Improvement Fund $913.71 250 Special Revenue Fund 830 Recycled Water Fund $756,766.06 251 Special Projects Reserve Fund 840 City/District Sewer Fund $256,437.33 252 Streets/ROW Improvement Fund 841 Sewer Contruction Fund $999,215.02 253 CITY PROP 172 843 Sewer Capital Fund
300 Park Development Fund 900 Special Deposit Trust $2,238.13 301 Anton Stadium Fund 901 General Service (Accts Recv) 302 Observatory Park Fund 902 U.S.W. Billing & Collection $69,591.73 303 Playground & Park Amenities Fund 903 Public Safety - AB 109 $0.00 304 Swimming Pool Fund 905 Federal Emergency Shelter Grant 305 Riverside Park Fund 905 Mendocino Emergency Service Authority 306 Skate Park Fund 911 Russian River Watershed Association $26,097.94 308 Opioid Settlement Fund 915 UVFD $284.25
310 Museum Grants $0.00 916 UVFD PROP 172
311 Alex Rorbaugh Recreation Center Fund $4,468.89 917 UVFD Measure B 312 Downtown Business Improvement Fund $5,036.12 918 UVFD Mitigation 313 LMIHF Housing Asset Fund 920 MSWMA Operations $31,612.60 314 Winter Special Events $31,449.12 922 Millview County Water District $19,180.78 315 Advanced Planning Fund 927 Redwood Valley Water District $11,944.90 316 SPECIAL RECREATION EVENTS 940 Sanitation District Special Fund 500 2106 Gas Tax Fund 942 Rate Stabilization - UVSD Fund 501 2107 Gas Tax Fund 943 Sanitation District Capital Improvement Fund 503 2105 Gas Tax Fund 952 REDIP Sewer Enterprise Fund
505 Signalization Fund 960 Community Redevelopment Agency 506 Bridge Fund 961 RDA Housing Pass-Through
507 1998 STIP Augmentation Fund 962 Redevelopment Housing Fund 508 SB325 Reimbursement Fund 963 Housing Debt
509 S.T.P. Fund 964 RDA Capital Pass-Through
510 Trans-Traffic Congest Relief Fund 965 Redevelopment Capital Improvement Fund 511 Rail Trail Fund 966 Redevelopment Debt Service
600 Community Development Block Grant 967 Housing Bond Proceeds 601 EDBG 94-333 Revolving Loan 968 Non-Housing Bond Proceeds 602 Community Development Fund 969 RDA Obligation Retirement Fund 603 08-HOME-4688 844/944 Sewer Capital Projects Fund $4,512.39 604 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
613 Home Program Activities Retainage Withheld $74,547.28 620 CASP Train 611 CDBG 16-CDBG-11147
630 Asset Seizure Fund
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
639 Special Revenue - Police
640 Parking District Fund $564.53
670 Federal American Rescue Fund
691 Museum Fund
695 Transfer Station Fund
696 Solid Waste Mitigation Fund $12,204.59
PAYROLL CHECK NUMBERS: 517055-517149
DIRECT DEPOSIT NUMBERS: 134297-134634 TOTAL DEMAND PAYMENTS- A/P CHECKS $5,905,748.07 PAYROLL PERIOD: 01/19/25-02/01/25 TOTAL DEMAND PAYMENTS- EFT's $0.00 PAYROLL CHECK NUMBERS: 517150-517243 TOTAL PAYROLL CHECKS & DIRECT DEPOSITS $1,554,154.52 DIRECT DEPOSIT NUMBERS: 134635-134986 TOTAL PAYROLL EFT's (TAXES, PERS, VENDORS) $854,480.13 PAYROLL PERIOD: 02/02/25-02/15/25 * vendor name( if applicable) PAYROLL CHECK NUMBERS:
DIRECT DEPOST NUMBERS:
PAYROLL PERIOD:
VOID CHECK NUMBERS:
NA TOTAL PAYMENTS $8,314,382.72
517055; 517150-517152
WIRE TRANSFER NUMBERS:
132
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 FEBRUARY 2025
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
10600000 USDA FOREST SERV CWDG 25100000 SPECIAL PROJECTS RESERVE FUND 12000000 STREET REHABILITATION 25200000 STREETS/ROW IMPROVEMENT FUND 12024200 PUBLIC WORKS ENGINEERING 25224220 STREETS/ROW IMPROVEMENT FUND 13000000 GOV'TL DEBT SVC/RESERVE FUND 25300000 PROP 172 FUND 13100000 DEBT SERVICE RESERVE 2022 LRB 25321210 CITY FIRE 20000000 CITY ADMINISTRATIVE SERVICES 30000000 PARK DEVELOPMENT FEES FUND 20010000 CITY COUNCIL 30022200 PARK DEVELOPMENT
20012100 CITY MANAGER 30100000 ANTON STADIUM FUND
Account Code Summary Attachment 2
20012200 ADMINISTRATIVE SUPPORT 63500000 SUP.LAW ENFORCE.SVC.FD(SLESF) 30200000 OBSERVATORY PARK FUND 63520210 SLESF
30300000 PLAYGROUND & PARK AMENITIES FU 63600000 CBTHP OFFICER 30322230 PLAYGROUND AND PARK AMENITIES 63620210 CBTHP OFFICER 30400000 SWIMMING POOL FUND 63800000 ASSET FORFEITURE 11470.2 H&S F 30522250 RIVERSIDE PARK 63820210 ASSET FORFEITURE 11470 EXPENDI 30600000 SKATE PARK FUND 63900000 SPECIAL REVENUE POLICE 30700000 SOFTBALL COMPLEX FUND 64000000 PKG. DIST. #1 OPER & MAINT FUN 30800000 OPIOD SETTLEMENT FUND 64012600 ECONOMIC DEVELOPMENT 31100000 ARRC GENERAL OPERATING FUND 64020213 POLICE PARKING ENFORCEMENT 31122000 ARRC 67000000 FEDERAL AMERICAN RESCUE FUNDS
31200000 DOWNTOWN BUSINESS IMPROVEMENT 69500000 TRANSFER STATION 31212600 ECONOMIC DEVELOPMENT 69624000 SOLID WASTE MITIGATION FUND 31300000 LMIHF HOUSING ASSET FUND 70000000 SANITARY DISPOSAL SITE FUND 31323400 HOUSING 70024500 LANDFILL 700
31323431 LMI GENERAL ADMIN 70124500 LANDFILL CORRECTIVE 31500000 ADVANCED PLANNING FUND 70200000 DISPOSAL CLOSURE RESERVE FUND 31523100 COMMUNITY PLANNING 70224500 LANDFILL CLOSURE
31600000 SPECIAL RECREATION EVENTS 70400000 POST CLOSURE FUND-SOLID WASTE 31622861 SPECIAL RECREATION EVENTS 71000000 AMBULANCE SERVICES FUND 50000000 GAS TAX FUND 71021100 AMBULANCE SERVICES
50024214 TRAFFIC SIGNAL OPERATIONS 72000000 GOLF FUND
50500000 SIGNALIZATION FUND 72022400 GOLF
50800000 SB325 REIMBURSEMENT FUND 73000000 CONFERENCE CENTER FUND 50824210 SB325 ENGINEERING 73022600 CONFERENCE CENTER
50900000 S.T.P. 77700000 AIRPORT FUND
50924210 STP ENGINEERING 77714000 CITY ATTORNEY
51100000 RAIL TRAIL FUND 77725200 AIRPORT OPERATIONS
51124210 Rail Trail 77800000 AIRPORT CAPITAL IMPROVEMENT FU 60000000 COMM. DEVELOPMT. BLOCK GRANT F 77825200 AIRPORT CAPITAL 60023411 CDBG GENERAL ADMIN 77900000 SPECIAL AVIATION FUND 60023412 CDBG ACTIVITY DELIVERY 77925200 AIRPORT SPECIAL 61100000 CDBG 16-CDBG-11147 80000000 ELECTRIC FUND
61112600 CDBG ECONOMIC DEVELOPMENT 80014000 CITY ATTORNEY 61123410 16-CDBG-11147 80026110 ELECTRIC OVERHEAD
61123411 CDBG GENERAL ADMIN 80026120 ELECTRIC UNDERGROUND 61200000 FUND 612 UNASSIGNED 80026200 TELEMETRY & CALIBRATION 61223400 HOME CDD HOUSING 80026210 SUBSTATION
61223422 HOME ACTIVITY DELIVERY 80026220 HYDROELECTRIC PLANT 61323400 HOME HOUSING ACTIVITIES 80026400 ELECTRIC ADMINISTRATION 61323421 HOME GENERAL ADMIN 80026440 POWER PURCHASES
62000000 CASP CERTIF & TRAINING 80100000 ELECTRIC CAPITAL RESERVE FUND 62023320 CASP CERTIF & TRAINING 80126100 ELECTRIC CIP
63000000 ASSET SEIZURE FUND 80126220 HYDROELECTRIC PLANT 63020210 ASSET SEIZURE EXPENDITURE 80500000 STREET LIGHTING FUND 63300000 H&S EDUCATION 11489(B)(2)(A1) 80526150 STREET LIGHTING 63320210 H&S ASSET SEIZURE EXPENDITURE 80600000 PUBLIC BENEFITS CHARGES FUND
Account Code Summary Attachment 2
63400000 FEDERAL ASSET SEIZURE GRANTS F
63420250 FED ASSET SEIZURE EXPENDITURE
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
92000000 MSWMA OPERATIONS
92200000 MILLVIEW COUNTY WATER DISTRICT
92700000 REDWOOD VALLEY WATER DISTRICT
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
Invoices
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Amt
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The following list of bills payable was reviewed and approved for payment.
Signature
List of Checks Presented for Approval on 2/7/2025
Attachment 4
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
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List of Checks Presented for Approval on 2/7/2025
Invoices
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Name
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#
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Description
Invoice
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Account Detail and Allocation Detail
The following list of bills payable was reviewed and approved for payment.
Signature
List of Checks Presented for Approval on 2/14/2025
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List of Checks Presented for Approval on 2/14/2025
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List of Checks Presented for Approval on 2/14/2025
Invoices
Vendor
Name
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#
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Description
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Amt
Account Detail and Allocation Detail
The following list of bills payable was reviewed and approved for payment.
Signature
List of Checks Presented for Approval on 2/21/2025
Invoices
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#
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List of Checks Presented for Approval on 2/21/2025
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List of Checks Presented for Approval on 2/21/2025
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List of Checks Presented for Approval on 2/21/2025
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List of Checks Presented for Approval on 2/21/2025
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List of Checks Presented for Approval on 2/21/2025
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List of Checks Presented for Approval on 2/21/2025
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List of Checks Presented for Approval on 2/21/2025
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The following list of bills payable was reviewed and approved for payment.
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List of Checks Presented for Approval on 2/28/2025
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Agenda Item No: 8.b.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-203
AGENDA SUMMARY REPORT
SUBJECT: Authorize the City Manager to Negotiate and Execute an Amendment to the Contract for Medical Control Oversight with Dr. Brandon Begley, Extending the Contract to the End of the 24/25 Fiscal Year and an Increase in the Amount of $14,700 for a Total Compensation of $86,700.
DEPARTMENT: Fire PREPARED BY: Myles Fisette, Purchasing Manager PRESENTER: Doug Hutchison, Fire Chief
ATTACHMENTS:
1. ASR - Item 7e 3-17-21
2. Contract 2021-181
Summary: Council will consider authorizing the City Manager to negotiate and execute Amendment No. 2 to City of Ukiah Contract No. 2021-181, a Professional Services Agreement for Medical Direction Oversight with Dr. Brandon Begley in the amount of $14,700.00 to extend the existing contract through the end of the 24/25 Fiscal Year.
Background: All agencies in California that provide Advanced Life Support (ALS) services are required to have a Medical Director for oversight of the program under Title 22 regulations. In 2021, the Ukiah Valley Fire Authority (UVFA) contracted with Dr. Brandon Begley for these services as approved by Council (Attachment #1). The resulting contract is provided for as Attachment 2; services began on June 1, 2021.
Discussion: In 2023, the Ukiah Valley Fire Authority implemented a new Continuous Quality Improvement (CQI) program to ensure the objective review of all Patient Care Reports (PCRs). Previously, these reviews were performed by on-duty team members as part of their assigned duties. However, increasing call volumes and task saturation from additional assigned duties led staff to seek external support.
Dr. Begley, already under contract with UVFA, for controlled substance authorization and limited on-call CQI oversight, now plays a more active role under the new program. As Medical Director, he reviews PCRs and engages directly with paramedics when issues arise.
This shift has significantly increased his time commitment, especially at the beginning of the program. In 2023, UFVA generated over 3,000 PCRs, many of which require his review, particularly in the early stages of the program.
Staff recommends extending the contract with Dr. Begley through the end of the 24/25 Fiscal Year to maintain continuity of review services and allow time to develop a new procurement for ongoing services that aligns with the current scope of duties. Funds will be made available through an internal budget transfer; therefore, a budget amendment is not needed.
Recommended Action: Authorize the City Manager to negotiate and execute an amendment to the contract for Medical Control Oversight with Dr. Brandon Begley, increasing the total compensation to $86,700.00 and extending the contract to the end of the 24/25 Fiscal Year.
BUDGET AMENDMENT REQUIRED: No
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE:
REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: 2021181
COORDINATED WITH: Doug Hutchison, Fire Chief; Jessie Brunell, Controller; Eric Singleton, Battalion Chief STRATEGIC PLAN (SP):
CLIMATE INITIATIVES (CI):
GENERAL PLAN ELEMENTS (GP):
Agenda Item No: 7.e.
MEETING DATE/TIME: 3/17/2021
ITEM NO: 2021-761
AGENDA SUMMARY REPORT
SUBJECT: Consideration and Possible Action to Enter into a Professional Services Agreement with Dr.
Brandon Begley, MD, to Provide Medical Direction Oversight to the Ukiah Valley Fire Authority (UVFA) for Paramedic Services.
DEPARTMENT: Fire PREPARED BY: Doug Hutchison, Fire Chief PRESENTER: Consent Calendar
ATTACHMENTS:
1. Medical Director SOW and Functionsv_1
Summary: Council will consider approval of a contract with Dr. Brandon Begley, MD to provide Medical Direction oversight.
Background: Every agency providing Advanced Life Support (ALS) in California is required by Title 22 regulations to have a Medical Director to provide oversight to ALS providing agencies. By these provisions the agency’s paramedics work under the Doctor's medical license.
Discussion: The Ukiah Valley Fire Authority (UVFA) provides ALS care daily with ambulance service and ALS capabilities on staffed fire engines. Current Medical Director services are limited to signatures for required pharmaceutical purchases, including controlled substances. The proposed agreement will provide the Fire Authority with Medical Director services that will expand existing services to include continuing education, provide oversight and quality assurance of our paramedics, and assist with protocol development and implementation.
Dr. Begley was chosen for his extensive experience in emergency medicine. Dr. Begley started his medical career as a Paramedic and thus is acutely aware of the job and what it entails. Dr. Begley is a practicing Emergency Department physician, and also serves as the medical director for Med Star ambulance. As such, Dr. Begley will be able to provide the service that we need to continuously increase the effectiveness of our Paramedic program, as well as the quality of care that we provide.
Attachment 1 shows a Scope of Work and Essential Functions of the Medical Director for the UVFA.
Recommended Action: Approve a three-year Professional Services Agreement with Brandon Begley, MD, to provide Medical Direction oversight, at an amount not to exceed $10,000.00 per year.
BUDGET AMENDMENT REQUIRED: No.
CURRENT BUDGET AMOUNT: 10021210.52112: $5,000.00; 71021000.52112: $3,000 PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Doug Hutchison- Fire Chief, Justin Buckingham- Battalion Chief Attachment 1
Attachment
2
Agenda Item No: 8.c.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-253
AGENDA SUMMARY REPORT
SUBJECT: Consideration of Approval of a Budget Amendment in the Amount of $10,000 to Fund an Amendment to the Professional Services Agreement with Community Development Services for Professional Consulting Services Related to CDBG Business Assistance Program Loan Underwriting.
DEPARTMENT: Community
Development PREPARED BY: Jim Robbins, Housing and Grants Manager PRESENTER: Jim Robbins, Housing and Grants Manager
ATTACHMENTS:
1. Agreement_2324-105_CDS_9-25-23
2. Agreement_CDS_COU_Amendment_1
Summary: Council is requested to consider approval of a budget amendment in the amount of $10,000 to fund an amendment to the professional services agreement with Community Development Services for performing loan underwriting and consulting services related to the City's State Community Development Block Grant (CDBG) Business Assistance Program.
Background: City Council approved the professional services agreement between the City and Community Development Services (CDS), COU No. 2324-105 (Attachment 1), on September 20, 2023, in the amount of up to $5,356 for State Community Development Block Grant (CDBG) Business Assistance program loan underwriting services.
Between 2022 and 2024, with the underwriting and consulting assistance from CDS, Staff completed loans assisting six small businesses. All loans were funded by CDBG funds within standard agreement No. 20- CDBG-12041 and CDBG Program Income (PI). Loans provided to these six Ukiah businesses created and/or retained approximately eight full-time jobs. By May 2024, the City had expended all Business Assistance Program grant funds within 20-CDBG-12041.
Discussion: Although the City's Business Assistance program, which has been in existence since 2010, has been successful in delivering financial assistance to start-ups and existing businesses, a critical need long expressed by existing businesses has been for a facade improvement program. Since the loss of State Redevelopment funding in 2011, the City has in the past been unable to identify a funding source that would provide adequate grant funding to stand up such a program.
However, given the City's recent modeling of other CDBG programs, including the COVID-19 forgivable business assistance loan program and the combination Housing Rehabilitation and Code Enforcement Services program, as well as HCD's support and funding of the City's efforts to model such programs, Staff believes the City's existing Business Assistance program can be modified to create a facade improvement program. If Staff can design such a program and secure support/approval from HCD, the City could pursue an application for up to $1.5 million in funding in response to the 2025 Notice of Funding Availability (NOFA).
CDS, which has been the City's CDBG Business Assistance partner since approximately 2012-13 and which has worked side-by-side Staff in developing the CDBG business assistance forgivable loan program, is a key partner for this analysis and research.To assist Staff in developing a redesigned Business Assistance program
with a facade improvement component, Staff is requesting a budget amendment of $10,000 to increase the contract funding (Attachment 2) for CDS to support this work.
Recommended Action: Staff recommends that Council approve a budget amendment in the amount of $10,000 to fund an amendment to the professional services agreement with Community Development Services for professional consulting services related to CDBG Business Assistance Program loan underwriting.
BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 20023510.52100: $2,000
PROPOSED BUDGET AMOUNT: 20023510.52100: $12,000
FINANCING SOURCE: Cost Allocation
REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: 2324-105
COORDINATED WITH: Craig Schlatter, Community Development Director; Mary Horger, Financial Services Manager
STRATEGIC PLAN (SP): SP 4A - Identify and remove barriers to economic development while leveraging economic opportunities.
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP):GP-A2 - Economic Development Element, goal ED-10.
ATTACHMENT 1
COU #2324‐105 Amendment 1
CITY OF UKIAH
AMENDMENT 1
TO
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
COMMUNITY DEVELOPMENT SERVICES and THE CITY OF UKIAH
This Amendment No. 1, entered on March 20, 2025, revises the Agreement for Professional services dated September 25, 2023 between the City of Ukiah and Community Development Services, for professional consulting services relating to CDBG Business Assistance Program loan underwriting.
This Amendment No. 1 adds an additional not-to-exceed amount of $10,000.00, for a total revised contract amount of $15,356.00. This Amendment No. 1 also extends the time period of the contract an additional 24 months from September 25, 2024, as amended, from the original contract date of September 25, 2023, and as authorized under Section 3.1 of the Professional Services Agreement, to a new completion date of September 25, 2026.
Except as expressly amended by this Agreement, all other terms and conditions of the agreement remain unchanged and in full force and effect.
IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS
AMENDMENT ON THE EFFECTIVE DATE:
COMMUNITY DEVELOPMENT SERVICES
BY: DATE:
JEFF LUCAS, PRINCIPAL
CITY OF UKIAH
BY: ___ DATE:
SAGE SANGIACOMO, CITY MANAGER
ATTEST
BY: DATE:
KRISTINE LAWLER, CITY CLERK
ATTACHMENT 2
Agenda Item No: 8.d.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-256
AGENDA SUMMARY REPORT
SUBJECT: Report of Disposition of Surplus Materials, Used Equipment, and Supplies.
DEPARTMENT: Finance PREPARED BY: Myles Fisette, Purchasing Manager PRESENTER: Consent Calendar
ATTACHMENTS:
1. SoldAssetReport
Summary: Council will receive a report of the disposition of surplus materials, used equipment, and supplies.
Background: In January 2025 an on-line auction was released for the sale of miscellaneous items from City departments that have been determined obsolete, or in poor condition, and no longer used. As per policy, all departments were notified of the availability of these items in surplus prior to the auction, in the case of an unknown use for another department.
The total amount of the sale was $36,898. Attachment 1 provides the list of items sold, the amount they sold for, and the departments the sale proceeds have been applied to.
Discussion: At the time of the auction, in addition to the wide-span marketing that GovDeals.com conducts, alerts of the auction were placed on the City's website, ads were run in The Ukiah Daily Journal, and banners were posted to attract potential local buyers to the sale.
GovDeals.com is used by public agencies throughout the country to sell surplus items. The auction is accessible both locally and abroad.
Recommended Action: Receive and file report regarding the disposition of surplus materials, used equipment, and supplies.
BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.:N/A
COORDINATED WITH: Mary Horger, Financial Services Manager; Dave Mendez, Buyer II; David Kirch, Fleet & Facilities Maintenance Manager
STRATEGIC PLAN (SP):N/A
CLIMATE INITIATIVES (CI):N/A
GENERAL PLAN ELEMENTS (GP):N/A
Attachment 1
Item # ID Inventory ID Description Category Sold Amount Tax Department 1 195 195 Wood Dance Floor Fitness and Recreation Equipment $210.00 20.97 Community Services 2 196 196 Conference Chairs Office Furniture and Equipment $10.00 1.00 WWTP 3 198 198 Kawasaki Push Mower Mowing Equipment $130.00 12.98 WWTP 4 199 199 SMC Scraper Tractor Rake Attachment Agricultural and Forestry Equipment $307.00 30.65 WWTP 5 200 200 Dredge - Rotomite 142P Heavy Equipment and Construction $6,980.00 696.91 WWTP 6 201 201 Server Cabinets Computer accessories $10.00 1.00 WWTP 7 202 202 Ridgid Gas Engine Portable Air Compressor Compressors $94.00 9.39 WWTP 8 203 203 Brush Push Mower- Craftsman Weed Trimmer Mowing Equipment $10.00 1.00 WWTP 9 205 205 3 Phase Air Compressor Compressors $10.00 1.00 WWTP 10 207 207 Stihl Weed Eater Mowing Equipment $40.00 3.99 WWTP 11 208 208 Homelite Mini Chainsaw Agricultural and Forestry Equipment $27.00 2.70 WWTP 12 209 209 30" DAYTON DIAMETER BELT DRIVE TUBEAXIAL Industrial Process and Production Equipment $310.00 30.95 Electric Utilities 13 210 210 2010 Chevrolet Express Ambulance/Rescue $2,691.00 0.00 Fire 14 211 1000 WIRTGEN W500 ASPHALT GRINDER Asphalt Equipment $9,600.00 958.50 Streets 15 212 3760 1997 Dodge Ram 1500 LT Reg. Cab 6.5-ft. Bed 2WD Pickup Trucks $1,888.00 0.00 Electric Utilities 16 213 213 Dual Axle Trailer Trailers $925.00 0.00 Streets 17 214 214 Eagle Compressor Trailer Trailers $4,750.00 0.00 Fire 18 215 215 2014 Ford Taurus Automobiles/Cars $691.00 0.00 Police 19 216 216 2015 Ford Explorer SUV $975.00 0.00 Police
20 217 217 2015 Ford Explorer SUV $1,500.00 0.00 Police 21 218 218 2009 Ford Crown Victoria Automobiles/Cars $430.00 0.00 Police 22 219 219 Compressor Compressor Parts and Accessories $525.00 0.00 WTP 23 220 220 Toro Mower Mowing Equipment $1,525.00 152.26 Parks 24 221 221 Paint Sprayer Industrial Equipment, General $77.00 7.69 Streets 25 222 222 2008 International 4300 Sweeper Sweeper - Street $3,050.00 0.00 Streets 26 223 223 Pallet of Misc. Equipment Building Maintenance $57.00 5.69 Corp Yard 27 224 224 Misc. Edge Trimmer & Mowers Mowing Equipment $22.00 2.20 Corp Yard 28 225 225 Compressor, Generators, Vacuum and Refrigerant Recovery Recycling and Recharging Station Industrial Equipment, General $54.00 5.39 Garage $36,898.00 $1,944.27
Community Services
Corp Yard
Electric Utilities
Fire
Garage
Parks
Police
Streets
WTP
WWTP
$525.00
$7,618.00
$7,441.00
$54.00
$1,525.00
$3,596.00
$13,652.00
TOTAL DISTRIBUTION OF SALE PROCEEDS
$210.00
$79.00
$2,198.00
Sold Asset Report
February 2025
Agenda Item No: 8.e.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-258
AGENDA SUMMARY REPORT
SUBJECT: Requesting Consideration for Approval of a Budget Amendment Supporting Pre-Annexation Related Services in the Amount of $60,000, and Consideration of a Sole Source Professional Services Agreement for Land Surveying Services Related to the City’s Proposed Annexation Efforts.
DEPARTMENT: City Manager /
Admin PREPARED BY: Maya Simerson, Project & Grant Administrator PRESENTER:
Maya Simerson, Project and Grant Administrator
and Craig Schlatter, Community Development
Director
ATTACHMENTS:
1. ProfSvcsAgreement-Ron Franz
Summary: Council will consider a budget amendment supporting pre-annexation related services in the amount of $60,000 and approval of a sole source professional agreement with Ron Franz for land surveying services to support the City of Ukiah's proposed annexation efforts.
Background: The City is currently working on an application to the Mendocino Local Agency Formation Commission (LAFCo) for annexation of land in the Ukiah Valley, and specialized support services are needed for this work. Support will include environmental analysis and a determination related to the California Environmental Quality Act (CEQA) analysis and GIS Services to support the City with mapping and associated analysis for the proposed Annexation project in compliance with City and LAFCo procedures. Support services also include specialty legal counsel.
Discussion: In addition to CEQA, GIS Services, and specialty legal counsel, a significant component of the application relies on survey work as it relates to the property boundaries and mapping. A land surveyor plays a crucial role in preparing documents for an annexation application to the Local Agency Formation Commission.
Certain documents and maps produced by the land surveyor are required for final State Board of Equalization (BOE) approval of an annexation application, after the LAFCo's local approval.
Ron Franz, a local land surveyor with over thirty years of experience and vast knowledge of the Ukiah Valley, has the unique skills, qualifications, ability, background, certifications, licenses, knowledge, and experience necessary to provide the services required to support the City’s current annexation efforts. A draft Professional Services Agreement and Scope of Work for Ron Franz are detailed in Attachment A to the draft Professional Services Agreement (Attachment 1) and includes the following:
• Researching public documents pertaining to the subject parcels. • Compiling and analyzing the necessary reference documents to prepare a “metes and bounds” legal description in accordance with the applicable Mendocino LAFCo and State Board of Equalization (SBE) requirements.
• Preparing a “metes and bounds” legal description of the overall record boundary. • Performing revisions to the “Metes and Bounds” Legal Description and Annexation Boundary Exhibit Map drawing for the City’s review and comments.
• Providing updated AutoCAD, MS Word and PDF files of the above documents.
This work will be done on an as-needed basis at the rate of $160.00 an hour for services provided directly by Ron Franz. Franz’s work will allow the City to both be prepared to submit the LAFCo application and also be prepared to quickly respond as the application moves through the LAFCo review process.
When analyzing the timeline and the resources available, Staff has identified budgetary impacts from the above-mentioned support services are anticipated to be $60,000 over the initially budgeted funds.
Staff recommends that City Council approve this budget amendment to fund 20012200.52304 (LAFCO FEES AND PROP TAX EXP) with an additional amount of $60,000, and for approval of a Professional Services Agreement with Ron Franz.
Recommended Action: Approval of a budget amendment supporting pre-annexation related services in the amount of $60,000 and approval of a sole source Professional Services Agreement with Ron Franz for Land Surveying Services related to the City of Ukiah’s proposed annexation efforts.
BUDGET AMENDMENT REQUIRED: YES; $60,000
CURRENT BUDGET AMOUNT: 20012200.52304: $195,762.99
PROPOSED BUDGET AMOUNT: 20012200.52304: $255,762.99
FINANCING SOURCE: Funds are billed by existing contracts and, for Ron Franz funds will be billed by direct service time; primary funds are allocated to fund 20012200.52304 (LAFCO FEES AND PROP TAX EXP) REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Philip Williams, Special Counsel; Craig Schlatter, Community Development Director; and Sage Sangiacomo, City Manager
STRATEGIC PLAN (SP):SP 1B - Provide services that support a high quality of life for all residents, including fostering diverse, inclusive, sustainable, and accessible neighborhoods.
CLIMATE INITIATIVES (CI): 5b – Protect against sprawl through completion of annexations.
GENERAL PLAN ELEMENTS (GP):GP-A1 - Land Use Element
ATTACHMENT #1
COU No. ______________
Std – ProfSvcsAgreement- November 20, 2008
PAGE 1 OF 7
AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
This Agreement, made and entered into this day of March , 2025 (“Effective Date”), by and between CITY OF UKIAH, CALIFORNIA, hereinafter referred to as "City" and _Ron Franz____, a ___sole proprietorship [sole proprietorship, corporation, partnership, limited partnership, limited liability company, etc.] organized and in good standing under the laws of the state of __California_, hereinafter referred to as "Consultant".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to land surveying services. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement.
c. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A").
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A".
2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services on an as needed basis from receipt of the Notice to Proceed. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on an hourly time basis. Labor charges
ATTACHMENT #1
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Std – ProfSvcsAgreement- November 20, 2008
PAGE 2 OF 7
shall be based upon hourly billing rates of $160.00/hr for the Consultant to perform the Scope of Work as set forth in Attachment A.
4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement.
4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of the invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose.
It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City.
Consultant shall pay all estimated and actual federal and state income and selfemployment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit.
ATTACHMENT #1
COU No. ______________
Std – ProfSvcsAgreement- November 20, 2008
PAGE 3 OF 7
Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City’s local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager’s determination.
6.0 INDEMNIFICATION
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the full period of time allowed by law, surviving the termination of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement.
A. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.
3. B. Deductibles and Self-Insured Retentions
Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.
C. Other Insurance Provisions
ATTACHMENT #1
COU No. ______________
Std – ProfSvcsAgreement- November 20, 2008
PAGE 4 OF 7
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant for the full period of time allowed by law, surviving the termination of this Agreement. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.
2. All Coverages
Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.
D. Acceptability of Insurers
Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating.
E. Verification of Coverage
Consultant shall furnish the City with Certificates of Insurance and with any original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a
ATTACHMENT #1
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Std – ProfSvcsAgreement- November 20, 2008
PAGE 5 OF 7
person authorized by that insurer to bind coverage on its behalf. All Certificates and Endorsements are to be received and approved in writing by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time.
If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that City has paid the premium.
F. Subcontractors
Consultant shall include all subcontractors or sub-consultants as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor or sub-consultant. All coverage for sub-contractors or sub-consultants shall be subject to all insurance requirements set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees, for the full period of time allowed by law, surviving the termination of this Agreement, to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to any negligent act or omission or the willful misconduct of Consultant in the performance of services under this contract by Consultant, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City.
“Indemnify,” as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses.
References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors.
7.0 CONTRACT PROVISIONS
7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A".
All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City.
7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by
ATTACHMENT #1
COU No. ______________
Std – ProfSvcsAgreement- November 20, 2008
PAGE 6 OF 7
California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties.
7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing.
7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract.
7.9 Execution of Agreement. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. Alternatively, this Agreement may be executed and delivered by facsimile or other electronic transmission, and in more than one counterpart, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. When executed using either alternative, the executed agreement shall be deemed an original admissible as evidence in any administrative or judicial proceeding to prove the terms and content of this Agreement.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows:
ATTACHMENT #1
COU No. ______________
Std – ProfSvcsAgreement- November 20, 2008
PAGE 7 OF 7
CITY OF UKIAH RON FRANZ
CITY MANAGER
300 SEMINARY AVENUE 2335 APPOLINARIS DRIVE
UKIAH, CALIFORNIA 95482-5400 UKIAH, CALIFORNIA 95482
9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSULTANT
BY: __________________________ ____________________
Date
PRINT NAME: _________________
__________________
IRS IDN Number
CITY OF UKIAH
BY: ____________________
Date
CITY MANAGER
ATTEST
____________________
CITY CLERK Date
ATTACHMENT #1
COU No. ______________
Std – ProfSvcsAgreement- November 20, 2008
PAGE 8 OF 7
AGREEMENT WITH RON FRANZ FOR
PROFESSIONAL CONSULTING SERVICES
ATTACHMENT A
SCOPE OF SERVICES/ DIRECT EXPENSES
Labor charges shall be based upon hourly billing rates of $160.00 per hour.
The scope of work includes:
1. Research public documents pertaining to the subject parcels.
2. Compile and analyze the necessary reference documents to prepare a “metes and bounds” legal description in accordance with the applicable LAFCo and State Board of Equalization (SBE) requirements.
3. Prepare an updated “metes and bounds” legal description of the overall record boundary prepared to State Board of Equalization specifications.
4. Perform revisions as needed to the “Metes and Bounds” Legal Description and Annexation Boundary Exhibit Map drawing from the City’s and County's review and comments.
5. Coordinating printing of tentative and recorded maps/ plats. Provide AutoCAD, MS Word and/or PDF files of the above documents.
Agenda Item No: 8.f.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-272
AGENDA SUMMARY REPORT
SUBJECT: Approval of Contract Amendment 2 in the Amount of $163,000.00 with Larry Walker and Associates for Technical Permitting Assistance Related to the City’s National Pollutant Discharge Elimination System (NPDES) Permit and Recycled Water Permit.
DEPARTMENT: Public Works PREPARED BY: Seth Strader, Administrative Analyst PRESENTER: Sean White, Director of Water Resources
ATTACHMENTS:
1. LWA Contract Amendment Request (revised, January 2025) Summary: Council will consider approving a contract amendment with Larry Walker and Associates for the additional technical permitting assistance related to the City’s National Pollutant Discharge Elimination System (NPDES) and Recycled Water Permits.
Background: The City, with the assistance of Larry Walker and Associates (LWA) filed an application for the renewal of its National Pollutant Discharge Elimination System (NPDES) Permit for the Wastewater Treatment Plant in 2016 and submitted an application for the City's Recycled Water Permit in 2018. LWA was successful in obtaining both permits for the City. LWA has also worked with the City on its Sewer System Management Plan for 2020. LWA has performed all of its services to City Staff's satisfaction.
Discussion: The North Coast Regional Water Quality Control Board (Board) has mandated numerous terms and conditions that must be met to remain compliant and avoid fees. The City will require further technical assistance in 2025 to keep meeting these permit conditions and continue the renewal process for the NPDES permit. LWA will cooperate with City Staff and Regional Water Board staff to evaluate data, develop compliance strategies, implement compliance programs, and prepare required reports.
LWA has submitted a proposal for their continued technical assistance. See Attachment 1. This proposed amendment of $163,000.00 would bring the contract total to $374,326.
Staff recommends Council approve contract amendment 2 in the amount of $163,000 with Larry Walker and Associates for the additional technical permitting assistance related to the City’s NPDES and Recycled Water Permits.
Recommended Action: Approve contract amendment with Larry Walker and Associates for the additional technical permitting assistance related to the City’s NPDES and Recycled Water Permits.
BUDGET AMENDMENT REQUIRED: NO
CURRENT BUDGET AMOUNT: 84027225.52100: $182,681
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: Wastewater Revenue
REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: 2122077
COORDINATED WITH: Sean White, Water Resources Director and Ryan Kriken, Waste Water Treatment Plant Supervisor
STRATEGIC PLAN (SP):
CLIMATE INITIATIVES (CI): 7a – Expand sustainable water practices.
GENERAL PLAN ELEMENTS (GP):
January 1, 2025 (Revised)
Mr. Sean White
Sewer & Water Director
City of Ukiah
300 Seminary Avenue
Ukiah, CA 95482
SUBJECT: CONTRACT AMENDMENT REQUEST - WASTEWATER,
STORMWATER, AND RECYCLED WATER PERMIT SUPPORT (JANUARY 1, 2025 TO DECEMBER 31, 2026)
Dear Sean:
The City of Ukiah (City) has requested continued support from Larry Walker Associates (LWA) to implement requirements specified in the City’s wastewater, stormwater, and recycled water permits. The current permits and enforcement orders are identified and described below.
Regional Water Board Order No. R1-2024-0016 (WWTP NPDES Permit) – Requirements for operation of the Ukiah Wastewater Treatment Plant (WWTP), recycled water production, monitoring effluent and recycled water quality, discharge to the percolation ponds, and discharge to the Russian River.
Regional Water Board Settlement Agreement, Compliance Project Stipulated Order No.
R1-2022-0042 – Requirements to complete a Compliance Project to suspend payment of Administrative Civil Liability.
Notice of Violation for Non-Qualified Discharge of Secondary Treated Wastewater to the Russian River – Reporting of corrective actions implemented to prevent unauthorized discharges to the Russian River.
State Water Board Order WQ 2022-0103-DWQ (Sanitary Sewer System Permit) – Requirements for management of the City’s wastewater collection system to prevent and report occurrences of Sanitary Sewer Overflows (SSOs).
State Water Board Order No. 2014-0057-DWQ (Stormwater NPDES Permit) – Requirements for managing stormwater runoff associated with activities at the WWTP.
State Water Board Order No. WQ 2016-0068-DDW (Recycled Water Permit) and Regional Water Board Order No. R1-2018-0058 (Recycled Water Monitoring and Reporting Program) – Requirements for operation, monitoring, and reporting of the City’s recycled water program.
LWA has provided water quality regulatory assistance for the City since 2016, working with City and Regional Water Board staff to evaluate data, develop compliance strategies, implement compliance programs, and prepare required reports. Under the current contract (which started in September 2021), LWA has prepared technical reports, facilitated reissuance of the WWTP 1480 Drew Ave, Suite 100
Davis, CA 95618
530.753.6400 www.lwa.com
530.753.7030 fax
ATTACHMENT 1
Scope of Work
NPDES Permit, and provided assistance with industrial waste permitting, collection system management, disposal of pond solids, and coverage under the Stormwater NPDES Permit.
Additional assistance is required during the next two years to prepare the 2024 and 2025 annual reports, update the Source Control Technical Report and Industrial Waste Survey, assist with preparation of the Disaster Preparedness Report, update the City’s Sewer System Management Plan (SSMP), and provide permit compliance advice. The scope of work, schedule, and budget are described in the following sections.
SCOPE OF WORK
The anticipated work activities are listed by task below. Additional assistance will be provided at the direction of City staff. Draft reports will be provided to the City for review and the City’s comments will be incorporated before finalizing the documents for submittal. Communication with regulatory agencies will be conducted by phone, email, or in-person meetings. To ensure City awareness and to maintain a record of communication with the regulatory agencies, LWA will prepare written summaries of phone call discussions, copy City staff on email correspondence, or prepare meeting minutes.
Task 1: NPDES Permit
• Conduct phone calls and emails with City and Regional Water Board staff regarding NPDES permit requirements. Provide advice to City staff on implementation of NPDES permit requirements (as needed).
• Assist with preparation of annual Self-Monitoring Reports (SMRs). • Prepare Septage Management Program prior to operating Septage Receiving Station. • Prepare Disaster Preparedness Assessment Report and Action Plan. • Review water quality monitoring data to evaluate compliance, consider special studies, and revise monitoring approach.
• Develop strategy to address permit violations and enforcement actions.
Task 2: Source Control Program Support
• Update the Source Control Technical Report and the Industrial Waste Survey. • Conduct phone calls and emails with City and Regional Water Board staff regarding source control program requirements.
• Provide advice to City staff as they implement source control program requirements.
Task 3: Laboratory and Sampling Support
• Respond to questions, provide advice on sampling methods and requirements. • Review chronic toxicity species screening procedures and results. • Review and prepare updates to the Generic TRE Workplan (if needed).
Task 4 – Stormwater Permit Support
• Assist with routine stormwater permit reporting requirements such as uploads to the Stormwater Multiple Application and Report Tracking System (SMARTS) database and Annual Reports.
Scope of Work
• Review monitoring data and answer questions from City staff. • Provide permit implementation guidance, Best Management Practice (BMP) assistance, and updates on permit reissuance.
• Update the Stormwater Water Pollution Prevention Plan (SWPPP) to reflect current site conditions and operations (if needed).
• Update stormwater training materials (if needed).
• Assist with responses to Numeric Action Level Exceedances, conduct Exceedance Response Actions (ERA) evaluations and develop ERA reports (if needed).
Task 5 – Recycled Water Permit Support
• Conduct phone calls and emails with Regional Water Board and DDW staff regarding recycled water permit requirements.
• Prepare permit compliance reports, including Annual Recycled Water Program Reports, Annual Volumetric Monitoring Reports, and recycled water spill/off-spec recycled water production reports (as needed).
• Respond to questions from City staff on permit requirements and implementation procedures.
Task 6 – Collection System Permit Support
• Assist with the required internal audit, updates, and re-certification of the City’s SSMP to ensure compliance with new permit requirements.
• Assist with preparation and submittal of the Collection System Annual Reports. • Respond to questions from City staff on permit requirements and implementation procedures.
PROJECT SCHEDULE AND COST ESTIMATE
The permit requirements and deadlines for reports that must be submitted from January 1, 2025 to December 31, 2026 are listed in Table 1. LWA will work with City staff to prepare documents that meet compliance requirements and deadlines. Other activities specified above will be conducted on an on-call basis.
As shown in Table 2, LWA is requesting an additional $163,000 to assist with these activities which will increase the contract total to $374,326. The estimated costs are based on LWA’s 2024/25 hourly rates. LWA typically modifies hourly rates on July 1 of each year. Denise Conners (Associate II) will be the Project Manager and oversee contract administration.
Table 1. 2025 and 2026 Permit Requirements and Deadlines Requirements Deadlines
Compliance Project Completion Report 2/1/25
Annual SMR, Source Control, Pollutant
Minimization Report 3/1/25 and 3/1/26
Stormwater Annual Report 7/15/25 and 7/15/26
Scope of Work
Collection System Annual Report 4/1/25 and 4/1/26
SSMP Internal Audit 2/2/25
Review and Update TRE Work Plan 6/1/25, 9/1/25
SSMP Update and Recertification 8/2/25
Source Control Program Technical Report 10/1/25
Notice of Violation Final Corrective Action 10/1/25
Industrial Waste Survey 12/31/26
Recycled Water Annual Report 4/1/25 and 4/1/26
Recycled Water Volumetric Monitoring
Report 4/30/25 and 4/30/26
Disaster Preparedness Assessment Report
and Action Plan 4/1/26
Septage Management Plan Prior to operating Septage
Receiving Station
Table 2. Budget Request
Contracts Amount
Original Budget (COU No. 2122-077) $140,000.00
Amendment No. 1 (COU No. 2122-077) $71,326.00
Funds Expended (estimate through December 31, 2024) -$201,535.00 Remaining Funds (estimate as of December 31, 2024) $9,800.00 Estimated Costs (January 1, 2025 to December 31, 2026) $172,800.00 Adjustment for Remaining Funds -$9,800.00
Amendment No. 2 (Additional Budget Request) $163,000.00 Total Contract Amount $374,326.00
Please contact me at (530) 753-6400 or [email protected] if you have any questions.
Sincerely,
Denise H. Conners
Associate II
Agenda Item No: 8.g.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-278
AGENDA SUMMARY REPORT
SUBJECT: Approve the Purchase of Cisco Meraki Cameras from Rhino Networks in the Amount of $37,144.09; Approve a 5-Year Enterprise Agreement for the Associated Licensing in the Amount of $201,179.21; and Approve Corresponding Budget Amendment.
DEPARTMENT: Information Services PREPARED BY:
Scott Shaver, I.T. Manager, Ryan Burkhart, IT
Manager, James Brown, Mary Horger, Financial
Services Manager
PRESENTER: Consent Calendar
ATTACHMENTS:
1. City of Ukiah - Adjusted Camera Quote - QN-082656
2. City of Ukiah - 5YR Annual Billing EA Quote - QN-082053 (002) Summary: Council will consider approving the purchase of Cisco Meraki cameras from Rhino Networks in the amount of $37,144.09, approving a 5-year Enterprise Agreement (EA) for the associated licensing in the amount of $201,179.21, and approving the corresponding budget amendment.
Background: The City of Ukiah's current camera system has reached the end of its lifecycle, with many units now failing due to aging hardware. Replacement is critical to ensure continued security and operational effectiveness. Additionally, the new Electric Utility Service Center at Hastings requires new cameras, and those are also included in this purchase request, but are not included in the cost comparison table.
Discussion: The City's current on-premises camera system and 35 cameras are at their end of life. Additionally, the Electric Utility Department's Hastings Service Center is in need of 8 cameras. In order to stay compliant with California state law, the City is also in need of storage to provide access to 24-7-365 audio-video (A/V) footage.
Cost Comparison
Staff researched and collected costs from several different camera providers. Below is a detailed cost analysis of each vendor. (Please note that this analysis is based the 35 cameras for the replacement of the existing system, and does not include the additional cameras for the Hastings site. However the unit price savings still applies.)
Vendo
r
Cost
Type
One-Time
Cost
Per
Camera
Total OneTime Cost
(35 Cameras)
5-Year
Cost Per
Camera
Meraki
Mgmt
Dashbo
ard
(licensin
g)
5-Year
Cost Per
camera
Meraki
Mgmt
Dashbo
ard
Total 35
cameras
1-Year
Cloud
Archive
Cost
5-Year
Cost
Cloud
Archive
Per
Camera
(licensin
g)
5-Year
Cost
Cloud
Archive
Total 35
Cameras
(licensin
g)
Wall
Mounti
ng
Bracke
ts
(35
Camer
as)
Total
FiveYear
Cost
(35
Cameras
)
Meraki
(5-year
retenti
on)
OneTime +
Licenses
$618.80 $21,658.00 $390.85 $13,679.
75 N/A $3,973.6
6 $139,077
.75
$3,503.
50 $177,919
.
(excludes
tax)
Flock
(1-
year)
Annual
Subscript
ion
N/A N/A $3,000 N/A $105,00
0 N/A $525,000 N/A $525,000
Avigilo
n
(Gayno
r) (1-
year
retenti
on)
OneTime $6,171.94 $215,718.98 N/A N/A $88,062.
70 $440,313
.50
N/A N/A $656,032
.48
Verkad
a
OneTime $4,398–
$5,098
$153,930–
$178,430
N/A N/A N/A $2,699 $94,465 $4,409.
65 $277,304
.65
The following are key observations as a result of the review of the above information:
Meraki:
Total five-year cost includes:
• Hardware (MV73 Outdoor Camera): $618.80 per camera (prices will vary by model but Cisco will maintain our pricing that is locked in), totaling $21,658 for 35 cameras. • MV Enterprise License (5 years): $390.85 per camera, totaling $13,679.75 for 35 cameras. • MV 365-Day Cloud Archive License (5 years): $3,973.66 per camera, totaling $139,077.75 for 35 cameras.
• Wall mount brackets consisting of 35 units totaling $3,503.50. • Combined total five-year cost: $177,919.
• 1-Year Cost Per Camera: $618.80.
Flock:
• Subscription-only model results in recurring costs with no hardware ownership. • Five-year total cost is $525,000, more than 3 times the cost of Meraki.
Avigilon (Gaynor) (1-Year Retention):
• Total first-year cost: $215,718.98 due to high licensing and hardware fees. • Five-year total cost: $656,032.48, more than 3 times the cost of Meraki. • The system is not expandable to additional cameras and external sites.
Verkada:
• Cost per camera varies between $4,398 and $5,098, depending on features and storage options. • Unknown Additional Costs: Extended Cloud Backup Licensing is required to achieve 365-day retention.
Verkada is not transparent with its pricing, but 11 licenses per camera to equal 1-year of retention would be necessary, likely increasing the total five-year cost significantly beyond Cisco Meraki. • Lack of pricing transparency makes cost projections unreliable.
Quotes and Overall Purchase Request:
Please refer to Attachment 1 for a copy of the camera quote that includes 35 cameras to replace the existing system, and 8 cameras for the Hastings site. Please refer to Attachment 2 for a copy of the 5-year enterprise agreement for the software licensing. Provided below are the key cost details. • Camera Purchase Cost: $37,841.36
• First-Year Enterprise Agreement for Licensing: $40,235.85 • Total First-Year Cost: $78,077.21
Additional considerations regarding the Enterprise Agreement:
1. Enterprise Agreement (EA) Install Base Credit:
o The last item in the quote, EA-IBC "Enterprise Agreement - Install Base Credit," reflects the value of the unused licenses currently in force for some of the equipment covered under the EA. This was necessary in order to put into place the EA. o The EA-IBC line item deducts their value ($34,027.80) from the cost of the EA.
2. Payment Terms for the EA:
• One-fifth of the total EA cost will be invoiced annually at the start of each contract year for the duration of the EA, plus true-forward charges if applicable.
• Invoicing schedule:
o Year 1: $40,235.85 invoiced upon receipt of the purchase order (Net 30). This invoice date establishes the Anniversary Date.
o Years 2, 3, 4, and 5: $40,235.84 invoiced on the Anniversary Date each year, adjusted for any hardware additions exceeding the threshold set forth in the EA (Net 30).
3. License Price Guarantee:
• License prices for products covered in the EA are guaranteed for the term of the contract executed between Cisco and the City of Ukiah.
• True-forward costs will be prorated based on the prices quoted in QN-082053 for the remaining months in the EA term.
4. True Forward Invoice Adjustments:
• True Forward invoice amounts are calculated based on usage during the measurement period relative to the entitlement.
• If usage exceeds entitlement during the True Forward review, the City will be required to pay for the increased usage for the remainder of the suite term. The entitlement will then be adjusted to the new usage level going forward.
If approved, the system will provide:
1. Security and Reliability: The Cisco Meraki camera solution offers advanced security features such as end-to-end encryption, role-based access control, and real-time alerting capabilities. These features are critical to protecting sensitive footage while significantly reducing vulnerabilities inherent in the current onPage 129 of 427
premises system, which is at the end of its lifecycle. Additionally, the reliability of the Meraki system ensures consistent and uninterrupted coverage, providing peace of mind for public safety.
2. Scalability and Integration: Cisco Meraki provides unmatched scalability to address both current and future needs. Its seamless integration with other Meraki devices already deployed within the City’s IT infrastructure creates a unified management platform. This single dashboard not only streamlines operations but also reduces the administrative burden on IT Staff, allowing for efficient and centralized oversight of all connected devices.
3. Cost Savings and Operational Efficiency: Adopting Cisco Meraki will result in significant cost savings for the City. The solution eliminates reliance on costly third-party support by enabling in-house management through an intuitive interface and access to Cisco’s TAC support. Operational efficiencies include remote monitoring, automated firmware updates, and reduced downtime through proactive detection of hardware and software issues. Additionally, the system’s energy-efficient design contributes to lower power consumption, further enhancing cost savings.
4. Compliance with State Laws: The Cisco Meraki solution ensures full compliance with California state laws governing audio-video media, including strict requirements for data retention, access control, and privacy protections. This compliance mitigates legal risks while positioning the City as a leader in adopting responsible and transparent practices.
5. Enhanced Storage Capabilities: The system’s robust storage capabilities address the City’s growing demands for 24/7 audio-video (A/V) footage retention. With a combination of on-device storage and secure cloud-based options, the solution provides redundancy and eliminates the risk of data loss. These capabilities ensure the City’s ability to meet operational and regulatory requirements.
6. Long-Term Strategic Goals: This project aligns seamlessly with the City’s long-term IT modernization strategy, prioritizing cybersecurity, streamlined operations, and future-ready infrastructure investments.
Additionally, the adoption of Cisco Meraki supports smart city initiatives by offering advanced analytics and integration with other IT devices, laying the groundwork for further technological innovation.
7. In-House Installation and Maintenance: City Staff will take full responsibility for the installation and maintenance of the Cisco Meraki video system. This eliminates the need for outside vendors, significantly reducing additional costs and ensuring that the system is managed by personnel who understand the City’s unique operational requirements. Leveraging the expertise of existing Staff not only enhances cost savings, but also ensures rapid response times and continuity of service.
Given the critical need for replacement, cost savings, operational efficiencies, and transparency in pricing, proceeding with this purchase will address the immediate risk of hardware failures as well as secure a modern, scalable, and cost-effective video solution that meets the City's immediate needs and long-term operational goals. Note, the scalability and modernization of the system will allow for additional cameras and locations to be added as needed.
Staff recommends Council approve the Cisco Meraki cameras from Rhino Networks in the amount of $37,144.09, approve the 5-year enterprise agreement for the amount of $201,179.21, and approve corresponding budget amendment.
Recommended Action: Approve the purchase of Cisco Meraki cameras from Rhino Networks for the amount of $37,144.09, approve a 5-year Enterprise Agreement (EA) for the associated licensing in the amount of $201,179.21, and approve the corresponding budget amendment.
BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: 20913900.80100.18433: $0
PROPOSED BUDGET AMOUNT: 20913900.80100.18433: $78,077.21
FINANCING SOURCE: Cost Allocation
REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Myles Fisette, Purchasing Manager; Mary Horger, Financial Services Manager; Dan Buffalo, Finance Director
STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A
QUOTE
Rhino Networks Quote Number: QN-082656
www.rhinonetworks.com Quote Date: 2/27/2025
Quote Valid Until: 3/29/2025
Bill To: Ship To:
City of Ukiah City of Ukiah
James Brown James Brown
1320 Airport Rd 411 West Clay St
Ukiah, CA 95482 Ukiah, CA 95482
(707) 467-5774 (707) 467-5774
[email protected] [email protected]
SKU Product MSRP Cost Qty Ext. MSRP Ext Cost
MV73M-HW Meraki MV73M Cloud Managed Outdoor Camera $2,210.00 $618.80 38 $83,980.00 $23,514.40 MA-MNT-MV-48 Meraki Wall Mount Arm Bracket for MV 3rd Generation Cameras $250.25 $100.10 38 $9,509.50 $3,803.80 MV53X Meraki MV53X Cloud Managed Outdoor Camera $3,215.00 $1,359.30 5 $16,075.00 $6,796.50 TRN-CLC-004 1 Cisco Training credit. Expires in 1 yr. Team Captain required $100.00 $0.00 105 $10,500.00 $0.00 Notes: Retail Price
MSRP Subtotal: $120,064.50
Discounts based on volume purchase. Tax: $10,661.72
Additional surcharges may apply when using credit card. Shipping: $0.00 Pricing Reflects Wire Transfer / ACH / Company Check. MSRP Total: $130,726.22 For full order details please reference our updated terms and policies. rhinonetworks.com/terms-and-policies Discounted Price
Discounted Subtotal: $34,114.70
Tax: $3,029.39
Shipping: $0.00
DiscountedTotal: $37,144.09
Please remit physical check payments to:
Rhino Networks
4 Long Shoals Rd, Ste B486, Arden, NC 28704
1-855-462-9434
ATTACHMENT 1
QUOTE
Rhino Networks Quote Number: QN-082053
www.rhinonetworks.com Quote Date: 2/14/2025
Quote Valid Until: 3/16/2025
Bill To: Ship To:
City of Ukiah City of Ukiah
James Brown James Brown
1320 Airport Rd 411 West Clay St
Ukiah, CA 95482 Ukiah, CA 95482
(707) 467-5774 (707) 467-5774
[email protected] [email protected]
SKU Product MSRP Cost Qty Ext. MSRP Ext Cost
E3N-MX-S-E (5YR) Meraki MX Small Essentials EA 3.0 LIC and Support $2,400.00 $1,192.80 2 $4,800.00 $2,385.60 E3N-MX-M-E (5YR) Meraki MX Medium Essentials EA 3.0 LIC and Support$7,200.00 $3,578.40 5 $36,000.00 $17,892.00 E3N-MS-100-M-E (5YR) Meraki MS100 Medium Essentials EA 3.0 LIC and Support $660.00 $328.02 3 $1,980.00 $984.06 E3N-MS-100-L-E (5YR) Meraki MS100 Large Essentials EA 3.0 LIC and Support $1,020.00 $506.94 3 $3,060.00 $1,520.82 E3N-MX-L-E (5YR) Meraki MX Large Essentials EA 3.0 LIC and Support $18,300.00 $9,095.10 1 $18,300.00 $9,095.10 E3N-MR-E (5YR) Meraki MR Essentials EA 3.0 LIC and Support $780.00 $387.66 25 $19,500.00 $9,691.50 E3N-SM-E (5YR) Meraki Systems Manager Essentials Device EA 3.0 LIC $120.00 $59.64 100 $12,000.00 $5,964.00 E3N-MV-E (5YR) Meraki MV Essentials EA 3.0 LIC and Support $1,080.00 $390.85 43 $46,440.00 $16,806.55 E3N-MV-CA365-E
(5YR) Meraki MV 365 Day Cloud Archive EA 3.0 License $10,980.00 $3,973.66 43 $472,140.00 $170,867.38 EA-IBC Enterprise Agreement - Install Base Credit $0.00 -$34,027.80 1 $0.00 -$34,027.80 Notes: Retail Price
Billable 1/5 annually in at the start of each contract year plus true-forward charges if any. MSRP Subtotal: $614,220.00 Discounts based on volume purchase. Tax: $0.00
Additional surcharges may apply when using credit card. Shipping: $0.00 Pricing Reflects Wire Transfer / ACH / Company Check. MSRP Total: $614,220.00 For full order details please reference our updated terms and policies. rhinonetworks.com/terms-and-policies Discounted Price
Discounted Subtotal: $201,179.21
Tax: $0.00
Shipping: $0.00
DiscountedTotal: $201,179.21
Please remit physical check payments to:
Rhino Networks
4 Long Shoals Rd, Ste B486, Arden, NC 28704
1-855-462-9434
ATTACHMENT 2
Controlled Doc. # EDCS-23300076 Ver: 1.2 Last Modified: Tue Nov 14 11:53:32 PST 2024 Enterprise Agreement 3.0 Program Terms for End Users.docx © Cisco and/or its affiliates. All rights reserved.
Cisco Enterprise Agreement 3.0 Program Terms –
End Users
These Cisco Enterprise Agreement 3.0 Program Terms – End Users (“EA Program Terms”) apply when You Order Suites and Add-Ons through the Cisco Enterprise Agreement 3.0 Buying Program (the “EA Program”).
Capitalized terms, unless defined in these EA Program Terms, have the meaning in the General Terms.
1. Program Overview
1.1 EA Program. The EA Program provides You access to certain Software, Cloud Services, and Services offered as Suites and Add-Ons.
1.2 Applicable Terms. These EA Program Terms and the Buying Program Offer Descriptions govern the EA Program and are Supplemental Terms to the End User Terms that govern Your Use of the Suites and Add-Ons purchased under the EA Program (“Purchased Suite(s)”). These EA Program Terms must be signed and will be effective the earlier of (a) You placing Your Initial EA Order with an Approved Source, or (b) the date of signature of these EA Program Terms.
2. Purchases and Adjustments
2.1 Ordering. All purchases under the EA Program will be made through Your Approved Source and all pricing will be provided by Your Approved Source. Your first Order under these EA Program Terms must meet the minimum requirements for the EA Program (“Initial EA Order”). Following Your initial Full Commit Suite purchase in a Portfolio, You may only purchase additional Suites or Add-Ons within that Portfolio through the Approved Source that sold the initial Full Commit Suite within that Portfolio.
2.2 Subsequent Purchases. Provided there is at least 12 months remaining in the EA Term, Suites and Add-Ons purchased after Your Initial EA Order will be governed by these EA Program Terms and, by default, co-terminate with the purchases in the Initial EA Order.
2.3 Separate Purchases. The following scenarios must be covered under a new EA Program purchase subject to Cisco’s then-current Enterprise Agreement Program Terms - End Users or through a separate purchase outside of the EA Program: (i) Suites and Add-Ons purchased with less than 12 months remaining in the EA Term, (ii) Suites and Add-Ons with a desired Suite Term end date after the EA Term, or (iii) Embedded Software delivered within the last 12 months of or after the end of the EA Term.
2.4 Payment Obligations and Growth. You will pay for the EA Commitment for the EA Term and any increases in Use.
(A) True Forward. Cisco has a process to periodically review, invoice, and adjust Entitlements for increases in Use above Your then-current Entitlement (“True Forward”). At True Forward, if Your Use of a Suite or Add-On is greater than Your then-current Entitlement for the measured Suite or Add-On, then (i) Cisco has the right to invoice for all associated charges for such increased Use over the applicable Entitlement prospectively through the remainder of the Suite Term, (ii) You will pay for all such charges, and (iii) Cisco will adjust Your Entitlement for that Suite or Add-On going-forward to the increased Use level. (1) General. During the Suite Term, the True Forward will, by default, be conducted at the annual anniversary of the Initial EA Order date.
Controlled Doc. # EDCS-23300076 Ver: 1.2 Last Modified: Tue Nov 14 11:53:32 PST 2024 Enterprise Agreement 3.0 Program Terms for End Users.docx © Cisco and/or its affiliates. All rights reserved.
(2) Off-Cycle True Forward. If Your Use of a Suite or Add-On exceeds 115% of Your then-current Entitlement (“Exceptional Growth”), Cisco has the right to initiate an off-cycle True Forward at the next semi-annual anniversary of the Initial EA Order date in addition to Your annual True Forward.
(B) Adjustments to True Forward Calculation. Certain Full Commit Suites are eligible for value shift, as specified in the Buying Program Offer Descriptions. (1) Intra Suite Value Shift. During a True Forward, the remaining value of any purchased but unused Software, Cloud Services, or Services in the applicable Purchased Suite will automatically be applied to offset fees for increased Use within the same Suite. (2) Cross Suite Value Shift. During a True Forward, for a Full Commit Suite, You may apply the remaining value in full or in part of (i) purchased but unused Software, Cloud Services, or Services and (ii) Software, Cloud Services, or Services previously Used that You agree to no longer Use, to offset amounts owed for increased Use in another eligible Suite in the same Portfolio. To take advantage of Cross Suite Value Shift You will need to: (i) have Ordered Suite(s) from the same Approved Source with the same Suite Term end date, and (ii) provide Your Approved Source with 60 days’ notice before Your next annual True Forward anniversary.
2.5 Price Predictability. True Forward charges will be based on either a: (i) Not-to-Exceed Pricing for Full Commit Suites or (ii) fixed discount for applicable Partial Commit Suites or Add-Ons, in each case as provided to You by Your Approved Source. The pricing and discount terms for specific Suites and Add-Ons apply only to the Approved Source from whom You purchased such Suites and Add-Ons.
2.6 Responsibility for Affiliates. Your payment obligation will be based on the EA Commitment by You and any Affiliates that You have identified as participating in this EA Program. You remain responsible for all actions and omissions and payment of all charges incurred by You, any of Your Affiliates, or any other Authorized Users. In addition, You will provide Your Approved Source with an updated list of participating Affiliates to ensure compliance with the EA Program.
3. Term and Termination
3.1 EA Term. These EA Program Terms will remain in effect until expiration or termination of all the Suites and Add-Ons purchased in Your Initial EA Order (“EA Term”).
3.2 Termination.
(A) Either party may terminate these EA Program Terms (or Use of specific Suites or Add-Ons, as applicable) if the other party materially breaches the Applicable Terms, and that party does not cure the breach within 30 days of written notice from the non-breaching party. If You materially breach the Applicable Terms (including for non-payment of undisputed fees to the Approved Source), Cisco may also suspend Your access to the EA Program (including Use of specific Suites or Add-Ons, or resources such as the Cisco EA Tool) after providing You notice and an opportunity to cure as set forth in this section. (B) Except as required by law or Section 3.2(a) above, these EA Program Terms and any Orders accepted under the EA Program may not be cancelled or terminated.
3.3 Consequences of Termination or Expiration of a Suite Term. (A) Upon expiration of the Suite Term or termination pursuant to Section 3.2(a), all rights to Use the affected Suites and Add-Ons, or the Cisco EA Tool and resources available as part of the Suites and Add-Ons, will terminate.
Controlled Doc. # EDCS-23300076 Ver: 1.2 Last Modified: Tue Nov 14 11:53:32 PST 2024 Enterprise Agreement 3.0 Program Terms for End Users.docx © Cisco and/or its affiliates. All rights reserved.
(B) If You terminate for Cisco’s uncured material breach, Cisco will provide a refund to Your Approved Source for the remaining pro rata portion of amounts prepaid to Cisco for the terminated Purchased Suites and attributable to the period after termination. (C) If Cisco terminates for Your uncured material breach, You will pay all unpaid fees through the end of the then-current Suite Term for all Purchased Suites terminated.
3.4 Assignment and Transfer. Neither these EA Program Terms, nor any right or obligation herein, may be assigned or transferred by a party (including under the Cisco Software Transfer and Relicensing Policy) without the other party’s prior written consent, which may not be unreasonably conditioned, withheld, or delayed. However, to continue providing You with the benefits of the EA Program, Cisco may assign or transfer its obligations (in whole or in part) upon written notice to You in the event of an acquisition of business assets to which these EA Program Terms relate.
When validly assigned or transferred, these EA Program Terms will bind and inure to the benefit of the parties and their successors and assigns.
4. Delivery, Tax and Customs
4.1 Delivery. Cisco will make electronically delivered Software available to You and Your Affiliates in the transaction country of record and You are responsible for distributing such Software across Your organization. Software delivered on newly purchased Hardware will be made available to You and Your Affiliates at the address provided with the purchase order for the Hardware. For purchases of Hardware with Embedded Software, You must use the EA Tool during the setup of Your Cisco Enterprise Agreement.
4.2 Embedded Software. During the Suite Term, for Purchased Suites that include Embedded Software, the value of Embedded Software may be deducted from the purchase price of the related Hardware from Cisco to Your Approved Source. If You are required to pay an importation fee, Your jurisdiction may use the value of both the Hardware and Embedded Software to calculate the importation fee and related duties. Accordingly, the importation fee on the value of the combined products may be higher than if calculated solely using the price of the Hardware.
5. Interpretation
5.1 Order of Precedence. If there is any conflict between the EA Program Terms, the Buying Program Offer Descriptions, and the End User Terms, the order of precedence is: the Buying Program Offer Descriptions, these EA Program Terms, Offer Descriptions or Services Descriptions, and then the General Terms or equivalent written agreement between You and Cisco for accessing and using Software and Cloud Services. This order of precedence supersedes the order of precedence in the General Terms for Orders in the EA Program.
5.2 Entire Agreement. These EA Program Terms, together with the applicable Buying Program Offer Descriptions and End User Terms, are the complete agreement between the parties regarding the purchase of Software, Cloud Services, and Services under the EA Program and supersedes all prior or contemporaneous communications, understandings, or agreements (whether written or oral).
6. Definitions
Term Meaning
Add-On An optional Software, Cloud Services, and Services offering that is available as an additional add-on purchase to an underlying Suite, as described in the Buying Program Offer Descriptions.
Applicable Terms The EA Program Terms, Buying Program Offer Descriptions and End User Terms, as described in Section
1.2. Buying Program
Offer Descriptions
The description of EA Program features applicable to the Software, Cloud Services and Services in the EA Program available at the Offer Descriptions site.
Controlled Doc. # EDCS-23300076 Ver: 1.2 Last Modified: Tue Nov 14 11:53:32 PST 2024 Enterprise Agreement 3.0 Program Terms for End Users.docx © Cisco and/or its affiliates. All rights reserved.
Term Meaning
Cisco EA Tool The applicable platform, website, tool, or portal that Cisco makes available to You under the EA Program from time to time to enable You to: (i) view and manage Your Entitlement and Use of the Suites and Add-Ons; and (ii) access information about the EA Program.
Cross Suite Value
Shift
The ability to shift value across eligible Suites as described in Section 2.4(b)(2).
EA Commitment (i) The initial Entitlement under Your Initial EA Order, (ii) additional Entitlements associated with subsequent purchases of Suites and Add-Ons, and (iii) increases in Use.
Embedded
Software
Software that is delivered on newly purchased Hardware.
End User Terms As specified in the Buying Program Offer Descriptions:
(i) For Cisco Software and Cloud Services, the General Terms (including applicable Offer Descriptions), or equivalent written agreement between You and Cisco for accessing and using Software and Cloud Services; and
(ii) For Services, the applicable Service Descriptions.
Entitlement The type, quantity or value, and duration of Suites and Add-Ons that You have committed to acquire (or previously acquired and agreed to cover under the EA Program), as adjusted (e.g., as a result of a True Forward).
Full Commit Suite A Suite acquired on terms (including duration, price, and quantities) that fulfill the minimum requirements for a ‘Full Commit Suite’, as set out in the Buying Program Offer Descriptions.
Intra Suite Value
Shift
The ability to shift value within an eligible Suite, as described in Section 2.4(b)(1).
Not-to-Exceed
Pricing
Pricing model that (i) includes a maximum price and (ii) allows for lower prices if applicable list price decreases.
Partial Commit
Suite
A Suite acquired in addition to a corresponding Full Commit Suite, that does not meet the minimum eligibility requirements for a Full Commit Suite.
Portfolio A standardized grouping of Suites and optional Add-Ons.
Services Services for the applicable Hardware, Software, or Cloud Services corresponding to the Purchased Suite.
Suite A defined combination of Software, Cloud Services, and Services made available under the EA Program.
Suite Term With respect to each Purchased Suite, the duration of the Purchased Suite, commencing on the earliest date any Software, Cloud Services and Services in the Purchased Suite is available for Your Use.
Use To download, install, activate, provision, enable, or otherwise access or have available Suites and AddOns under the EA Program.
You or Your The individual or legal entity purchasing the Software, Cloud Services, and Services under the EA Program.
Controlled Doc. # EDCS-23300076 Ver: 1.0 Last Modified: Fri Jun 24 10:46:03 PDT 2022 CISCO CONFIDENTIAL INFORMATION, Enterprise Agreement 3.0 Program Terms for End Users.docx 1 Terms and Conditions Acceptance
I have read the terms and conditions above and understand that if an order is placed, these terms and conditions will apply to the purchased suites.
End User Acceptance
End User
Authorized
Representative Name
Authorized
Representative Title
Date
Signature
CITY OF UKIAH
Agenda Item No: 12.a.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-160
AGENDA SUMMARY REPORT
SUBJECT: Conduct a Public Hearing to Consider a Resolution Updating the Electric Utility Fixed Fee Schedule.
DEPARTMENT: Electric Utility PREPARED BY: Cindy Sauers, Electric Utility Director PRESENTER: Cindy Sauers, Electric Utility Director
ATTACHMENTS:
1. 1997-03-05 Resolution for Fixed Fees
2. Schedule of Electrical Connection Charges
3. Schedule of Electrical Fixed Charges FY2025 - Proposed
4. Resolution Adopting Electric Utility Fixed Fee Schedule
5. 12a Electric Utility Fixed Fees
Summary: The City Council will hold a public hearing on March 19, 2025 to consider adopting a resolution updating the Electric Utility's Fixed Fee Schedule, complying with Ukiah City Code Division 4, Chapter 6 Sections 3950 through 3957. Legal notices were published in accordance with City Code 3953. The Agenda Summary Report and the City Manager's Report are to be considered the same report.
Background: The City of Ukiah's Electric Utility is a publicly owned, nonprofit utility, governed by the Ukiah City Council. The City Council provides oversight, direction, and approves rates and fees. Fixed fees for utility services are set charges that cover the costs associated with providing specific, routine services, such as installing a new service connection. These fees ensure that the Utility covers the actual cost of labor, materials, and equipment necessary to complete the work, rather than distributing those costs to all ratepayers. The Utility's Schedule of Fixed Fees was originally established in 1986 and updated once in 1997 (Attachment 1 and 2).
Discussion: The Utility's fixed fees for these routine services have remained unchanged since 1997. Over the past several decades, the cost of labor, materials, and equipment have increased significantly. As a result, the current fees no longer reflect the true cost of providing these services, resulting in a persistent shortfall in cost recovery. Without an adjustment, the Utility will continue to subsidize these services using general utility revenues, which are intended for system-wide infrastructure and operational needs. The recommended fee adjustments are designed to reflect the actual service costs.
The proposed Electric Utility Fixed Fee Schedule (Attachment 3) was developed using the City's Personnel Charge-Out Schedule to ensure full cost recovery for Staff time as well as current material costs. Staff recommends Council approve the proposed Electric Utility Fixed Fee Schedule by Resolution (Attachment 4).
Recommended Action: Conduct a Public Hearing and Adopt the Resolution updating the Electric Utility Fixed Fee Schedule.
BUDGET AMENDMENT REQUIRED: No
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Sage Sangiacomo, City Manager; Diana Ramos, Electric Rate and Resource Analyst STRATEGIC PLAN (SP):SP 2B - Identify and/or develop funding for essential and vital infrastructure for the long-term.
CLIMATE INITIATIVES (CI):
GENERAL PLAN ELEMENTS (GP):
Attachment 1
SCHEDULE OF ELECTRICAL CONNECTION CHARGES (BASED ON CITY COUNCIL RESOLUTION 86-29 WITH SCHEDULE 1615)
1. FEE
RESIDENTIAL (SINGLE FAMILY) SERVICES
$100.00
1-PHASE, 125 AMP MAX., SERVICE LENGTH 100 FT. MAX $250.00 UNDERGROUND 1-PHASE, 200 AMP MAX., SERVICE LENGTH 100 FT. MAX $300.00 UNDERGROUND 1-PHASE, 400 AMP MAX., SERVICE LENGTH 100 FT. MAX $500.00
COMMERCIAL, INDUSTRIAL, OR MULTIPLE FAMILY RESIDENTIAL SERVICES $100.00
1 OR 3 PHASE, 3 OR 4 WIRE, 200 AMP, 240 VOLT MAX., SERVICE LENGTH 100 FT. MAX. $300.00 1 OR 3 PHASE, 3 OR 4 WIRE, 200 AMP, 600 VOLT MAX., SERVICE LENGTH 100 FT. MAX. $500.00 1 OR 3 PHASE, 3 OR 4 WIRE, 600 AMP, 600 VOLT MAX., SERVICE LENGTH 100 FT. MAX. $600.00
FOR SERVICE REQUIRING GREATER LENGTH OR CAPCITY THAN ABOVE ACTUAL INSTALLATION COSTS
2. Where City Distribution is Underground:
RESIDENTIAL (SINGLE FAMILY) SERVICES
1 PHASE, 125 AMP, 250 VOLT MAK., SERVICE LENGTH 100 FT. MAX. $150.00 1 PHASE, 200 AMP, 250 VOLT MAK., SERVICE LENGTH 100 FT. MAX. $175.00
FOR SERVICES REQUIRING GREATER LENGTH OR CAPACITY THAN ABOVE ACTUAL INSTALLATION COSTS
COMMERCIAL, INDUSTRIAL, OR MULTIPLE FAMILY RESIDENTIAL SERVICES 1 OR 3-PHASE, 3 OR 4 WIRE, 200 AMP, 600 VOLT MAX., SERVICE LENGTH 100 FT. MAX. $250.00
FOR SERVICES REQUIRING GREATER LENGTH OR CAPACITY THAN ABOVE ACTUAL INSTALLATION COSTS No overhead service for new construction is permitted except where underground service is not feasible. Where such overhead service is allowed, an overhead service fee shall be charged.
A. SERVICES TO NEW CONSTRUCTION:
Where City Distribution System is Overhead:
UNDERGROUND SERVICE
OVERHEAD SERVICE WHEN ALLOWED (200 AMP MAX., 100 FT. MAX)
UNDERGROUND SERVICE
OVERHEAD SERVICE WHEN ALLOWED (200 AMP MAX.)
Admin/Financials/Fixed Fees/Schedule of Electrical Connection Charges
SCHEDULE OF ELECTRICAL CONNECTION CHARGES (BASED ON CITY COUNCIL RESOLUTION 86-29 WITH SCHEDULE 1615)
EXISTING OVERHEAD SERVICES
CUSTOMER WISHES TO CHANGE SERVICE PANEL TO A SIZE LARGER THAN 125 AMP (200 AMP MAX.),
BUT EXISTING SERVICE DROP CONDUCTOR IS INADEQUATE SAME AS OVERHEAD FEES ABOVE
EXISTING UNDERGROUND SERVICES
CUSTOMER WISHES TO CHANGE SERVICE PANEL TO A SIZE LARGER THAN 125 AMP, BUT THE
EXISTING CONDUSTOR/CONDUIT SIZE IS INADEQUATE SAME AS UNDERGROUND FEES ABOVE C. TEMPORARY SERVICES:
OVERHEAD TEMPORARY SERVICE
TO CUSTOMER-OWNED SERVICE POLE, 1 PH, 125 AMP, 250 VOLT MAX, SERVICE LENGTH 150FT. MAX. $75.00
FOR SERVICES REQUIRING GREATER LENGTH OR CAPACITY THAN ABOVE ACTUAL INSTALLATION COSTS
UNDERGROUND TEMPORARY SERVICE
City Electric will supply the service conductor from existing distribution facilities to designated point of connection. Any additional facilities shall be supplied and removed a the customer's expense.
Customer shall furnish an install all material from the designated point of connection. City Electric will provide connectors and make the connection.
TO CUSTOMER-OWNED SERVICE POLE OR FACILITY $60.00
B. REPLACEMENT OF EXISTING SERVICES:
City Electric will supply the service drop conductors from existing distribution facilities. Any additional facilities shall be supplied and removed at the customer's expense.
If City Electric Utility determines replacement of service conductors is necessary, replacement will be done without charge except under the following circumstances:
Admin/Financials/Fixed Fees/Schedule of Electrical Connection Charges
Administrative\Financials\Fixed Fees\Utility Connection Charges
SCHEDULE OF ELECTRIC FIXED FEES
Effective Date 03/19/2025
Supersedes Schedule 1615
APPLICABILITY:
This schedule applies to all connections to the City’s electric distribution system except those which serve street lighting or traffic signals.
TERRITORY:
Within the incorporated limits of the City and land owned or leased by the City.
DESCRIPTION OF CHARGES:
All work completed by the Utility shall be completed during normal business hours. If a customer requests that the work be completed during other than regular business hours (Monday – Thursday 7am-4pm), it shall be completed at the customer’s sole expense at a time agreed upon by the Utility.
A. Overhead Services: No overhead service shall be permitted for new construction except upon prior approval of the Electric Utility Director. Such approval shall be granted only upon a determination, pursuant to Section 3854 of Article 6, “Undergrounding of Utilities,” of the Ukiah Municipal Code, that the installation of an underground service is not feasible. In the event overhead service is authorized, an overhead service fee shall be assessed pursuant to Table 1 of the Schedule of Electrical Connection Charges.
B. Underground Services: Where the City installs the service conductors, a service fee shall be assessed pursuant to Table 1 of the Schedule of Electrical Connection Charges.
C. Temporary Service: A fee will be applied for all temporary service installations. The customer is responsible for installing all necessary infrastructure up to the point of connection, including but not limited to conduit, box pads (provided by the City), pull boxes (provided by the City), and service poles. The Electric Utility will provide the service drop, conductors, and meter. Any additional facilities required for service beyond the standard installation must be supplied and removed at the customer's sole expense.
D. Upgraded Service: If the customer wishes to upgrade their service, a service fee shall be assessed pursuant to Table 1 of the Schedule of Electrical Connection Charges.
E. Solar Meters: Bi-directional meters are required for solar customers and exceed the cost of a regular meter. The difference in this cost is to be borne by the customer. A fee for this advanced meter must be paid prior to meter installation. See Table 1 for charges.
ATTACHMENT 3
PROPOSED
SCHEDULE OF ELECTRIC FIXED FEES- PROPOSED FY25 Table 1
1. CURRENT FEE PROPOSED
RESIDENTIAL (SINGLE FAMILY) SERVICES
OVERHEAD SERVICE WHEN ALLOWED (200 AMP, 100 FT. MAX) $100.00 $775.00 UNDERGROUND 1-PHASE, 200 AMP, SERVICE LENGTH 100 FT. MAX $300.00 $1,125.00 UNDERGROUND 1-PHASE, 400 AMP, SERVICE LENGTH 100 FT. MAX (Self-contained meter) $500.00 $1,215.00 UNDERGROUND 1-PHASE, 400 AMP, TEST BYPASS, SERVICE LENGTH 100FT. MAX. (Self-contained meter) $300.00 $1,215.00
FOR SERVICE REQUIRING GREATER LENGTH OR CAPCITY OR CITY INSTALLED CT'S ACTUAL INSTALL COSTS ACTUAL INSTALL COSTS
2. Where City Distribution is Underground:
RESIDENTIAL (SINGLE FAMILY) SERVICES
1 PHASE, 200 AMP, 240 VOLT, SERVICE LENGTH 100 FT. MAX. $175.00 $1,125.00 1 PHASE, 400 AMP, 240 VOLT, SERVICE LENGTH 100 FT. MAX. (Self-contained meter) $1,215.00
FOR SERVICES REQUIRING GREATER LENGTH OR CAPACITY OR CITY INSTALLED CT'S ACTUAL INSTALL COSTS ACTUAL INSTALL COSTS
COMMERCIAL
UNDERGROUND 1 PHASE, 400 AMP, TEST BYPASS, SERVICE LENGTH 100 FT. MAX. (Self-contained meter) $1,215.00
FOR SERVICES REQUIRING GREATER LENGTHOR CAPACITY OR CITY INSTALLED CT'S ACTUAL INSTALL COSTS
EXISTING SERVICES
CUSTOMER WISHES TO CHANGE SERVICE PANEL TO 200 AMP MAX., AND EXISTING SERVICE DROP CONDUCTOR IS ADEQUATE (DISCONNECT/RECONNECT ONLY) SAME AS OVERHEAD FEES ABOVE $350.00 C. TEMPORARY SERVICES:
Customer shall furnish and install all infrastructure as outlined by City Electric and the City Electric will provide equipment, connection and make ready.
City Electric will supply the service conductor from existing distribution facilities to designated point of connection.
OVERHEAD TEMPORARY SERVICE
TO CUSTOMER-OWNED SERVICE POLE, 1 PH, 200 AMP MAX., 250 VOLT MAX, SERVICE LENGTH 100FT. MAX. $75.00 $775.00
FOR SERVICES REQUIRING GREATER LENGTH OR CAPACITY THAN ABOVE ACTUAL INSTALL COSTS ACTUAL INSTALL COSTS TO CUSTOMER-OWNED SERVICE POLE, 1 PH 200 AMP MAX., 250 VOLT MAX., TRANSFORMER, SERVICE LENGTH 100 FT. MAX. $1,425.00
UNDERGROUND TEMPORARY SERVICE
TO CUSTOMER-OWNED SERVICE POLE OR FACILITY, 1 PHASE, 200 AMP MAX., 250 VOLT MAX., SERVICE LENGTH 100FT. MAX. $60.00 $1,800.00 TO CUSTOMER-OWNED SERVICE POLE OF FACILITY, 1 PHASE, 200 AMP MAX., 250 VOLT MAX., TRANSFORMER SERVICE LENGTH 100 FT. MAX $2,700.00
D. SOLAR METER FEES
Residential Bi-Directional Meter $150.00
Commercial Bi-Directional Meter $300.00
No overhead service for new construction is permitted except where underground service is not feasible. Where such overhead service is allowed, an overhead service fee shall be charged.
A. SERVICES TO NEW CONSTRUCTION:
Where City Distribution System is Overhead:
COMMERCIAL SERVICE
B. REPLACEMENT OF EXISTING SERVICES:
1 Admin/Financials/Fixed Fees/Schedule of Electrical Connection Charges
PROPOSED
RESOLUTION NO. 2025-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH ADOPTING ELECTRIC UTILITY FIXED FEE SCHEDULE.
WHEREAS, the City of Ukiah (“City”) provides electric utility service to residents and businesses in the City, and Ukiah Electric Utility is the City’s publicly owned electric utility with the City Council providing local governance and oversight; and WHEREAS, the City has operated the municipal electric utility for more than 110 years and the electric rates are based on the cost to provide service; and WHEREAS, the Utility provides essential, routine services to residents and businesses; and WHEREAS, the current fixed fees for routine utility services have not been adjusted since 1997, despite significant increases in labor, materials, and equipment; and WHEREAS, a recent cost of service analysis has determined that the existing fees recover only a portion of the actual costs incurred by the Utility, resulting in a financial shortfall; and WHEREAS, without an adjustment, the Utility would continue to subsidize these services using general utility revenues, which are intended for system-wide infrastructure and operational needs rather than individual service requests; and WHEREAS, the proposed fee adjustments are designed to reflect the actual cost of providing these services, ensuring fairness and financial sustainability; and WHEREAS, the City Manager and Staff recommend implementing the proposed Electric Utility Fixed Fee Schedule, effective March 20, 2025; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Ukiah determines that each of the findings set forth above is true and correct.
BE IT FURTHER RESOLVED that the City Council of the City of Ukiah hereby adopts the Electric Utility Fixed Fee Schedule, as set forth in Exhibit A and that these fees shall be effective immediately, unless otherwise ordered by the City Council on March 19, 2025. All prior fee schedules in conflict herewith are repealed upon the effective date of the new schedule. All other contract conditions for service remain unaltered and in full effect and the City Clerk shall cause the publication of this resolution in the Ukiah Daily Journal within 10 days following City Council action on March 19, 2025, pursuant to the provisions of Section 3957 of the Ukiah City Code.
PASSED AND ADOPTED this day of 2025, by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Douglas Crane, Mayor
ATTEST:
Kristine Lawler, City Clerk
Attachment 4
Attachment 4
Exhibit A
SCHEDULE OF ELECTRIC FIXED FEES
Effective Date 03/20/2025
Supersedes Schedule 1615
APPLICABILITY:
This schedule applies to all connections to the City’s electric distribution system except those which serve street lighting or traffic signals.
TERRITORY:
Within the incorporated limits of the City and land owned or leased by the City.
DESCRIPTION OF CHARGES:
All work completed by the Utility shall be completed during normal business hours. If a customer requests that the work be completed during other than regular business hours (Monday – Thursday 7am-4pm), it shall be completed at the customer’s sole expense at a time agreed upon by the Utility.
A. Overhead Services: No overhead service shall be permitted for new construction except upon prior approval of the Electric Utility Director. Such approval shall be granted only upon a determination, pursuant to Section 3854 of Article 6, “Undergrounding of Utilities,” of the Ukiah Municipal Code, that the installation of an underground service is not feasible. In the event overhead service is authorized, an overhead service fee shall be assessed pursuant to Table 1 of the Schedule of Electrical Connection Charges.
B. Underground Services: Where the City installs the service conductors, a service fee shall be assessed pursuant to Table 1 of the Schedule of Electrical Connection Charges.
C. Temporary Service: A fee will be applied for all temporary service installations. The customer is responsible for installing all necessary infrastructure up to the point of connection, including but not limited to conduit, box pads (provided by the City), pull boxes (provided by the City), and service poles. The Electric Utility will provide the service drop, conductors, and meter. Any additional facilities required for service beyond the standard installation must be supplied and removed at the customer's sole expense.
D. Upgraded Service: If the customer wishes to upgrade their service, a service fee shall be assessed pursuant to Table 1 of the Schedule of Electrical Connection Charges.
E. Solar Meters: Bi-directional meters are required for solar customers and exceed the cost of a regular meter. The difference in this cost is to be borne by the customer. A fee for this advanced meter must be paid prior to meter installation. See Table 1 for charges.
SCHEDULE OF ELECTRIC FIXED FEES- PROPOSED FY25 Table 1
1. CURRENT FEE PROPOSED
RESIDENTIAL (SINGLE FAMILY) SERVICES
OVERHEAD SERVICE WHEN ALLOWED (200 AMP, 100 FT. MAX) $100.00 $775.00 UNDERGROUND 1-PHASE, 200 AMP, SERVICE LENGTH 100 FT. MAX $300.00 $1,125.00 UNDERGROUND 1-PHASE, 400 AMP, SERVICE LENGTH 100 FT. MAX (Self-contained meter) $500.00 $1,215.00 UNDERGROUND 1-PHASE, 400 AMP, TEST BYPASS, SERVICE LENGTH 100FT. MAX. (Self-contained meter) $300.00 $1,215.00
FOR SERVICE REQUIRING GREATER LENGTH OR CAPCITY OR CITY INSTALLED CT'S ACTUAL INSTALL COSTS ACTUAL INSTALL COSTS
2. Where City Distribution is Underground:
RESIDENTIAL (SINGLE FAMILY) SERVICES
1 PHASE, 200 AMP, 240 VOLT, SERVICE LENGTH 100 FT. MAX. $175.00 $1,125.00 1 PHASE, 400 AMP, 240 VOLT, SERVICE LENGTH 100 FT. MAX. (Self-contained meter) $1,215.00
FOR SERVICES REQUIRING GREATER LENGTH OR CAPACITY OR CITY INSTALLED CT'S ACTUAL INSTALL COSTS ACTUAL INSTALL COSTS
COMMERCIAL
UNDERGROUND 1 PHASE, 400 AMP, TEST BYPASS, SERVICE LENGTH 100 FT. MAX. (Self-contained meter) $1,215.00
FOR SERVICES REQUIRING GREATER LENGTHOR CAPACITY OR CITY INSTALLED CT'S ACTUAL INSTALL COSTS
EXISTING SERVICES
CUSTOMER WISHES TO CHANGE SERVICE PANEL TO 200 AMP MAX., AND EXISTING SERVICE DROP CONDUCTOR IS ADEQUATE (DISCONNECT/RECONNECT ONLY) SAME AS OVERHEAD FEES ABOVE $350.00 C. TEMPORARY SERVICES:
Customer shall furnish and install all infrastructure as outlined by City Electric and the City Electric will provide equipment, connection and make ready.
City Electric will supply the service conductor from existing distribution facilities to designated point of connection.
OVERHEAD TEMPORARY SERVICE
TO CUSTOMER-OWNED SERVICE POLE, 1 PH, 200 AMP MAX., 250 VOLT MAX, SERVICE LENGTH 100FT. MAX. $75.00 $775.00
FOR SERVICES REQUIRING GREATER LENGTH OR CAPACITY THAN ABOVE ACTUAL INSTALL COSTS ACTUAL INSTALL COSTS TO CUSTOMER-OWNED SERVICE POLE, 1 PH 200 AMP MAX., 250 VOLT MAX., TRANSFORMER, SERVICE LENGTH 100 FT. MAX. $1,425.00
UNDERGROUND TEMPORARY SERVICE
TO CUSTOMER-OWNED SERVICE POLE OR FACILITY, 1 PHASE, 200 AMP MAX., 250 VOLT MAX., SERVICE LENGTH 100FT. MAX. $60.00 $1,800.00 TO CUSTOMER-OWNED SERVICE POLE OF FACILITY, 1 PHASE, 200 AMP MAX., 250 VOLT MAX., TRANSFORMER SERVICE LENGTH 100 FT. MAX $2,700.00
D. SOLAR METER FEES
Residential Bi-Directional Meter $150.00
Commercial Bi-Directional Meter $300.00
No overhead service for new construction is permitted except where underground service is not feasible. Where such overhead service is allowed, an overhead service fee shall be charged.
A. SERVICES TO NEW CONSTRUCTION:
Where City Distribution System is Overhead:
COMMERCIAL SERVICE
B. REPLACEMENT OF EXISTING SERVICES:
1 Admin/Financials/Fixed Fees/Schedule of Electrical Connection Charges
ELECTRIC UTILITY FIXED FEES
Presentation given on 3/19/25
Electric Utility Fixed Fees
Existing fees have remained unchanged since 1997.
Signi ficant increase in cost o f labor, materials and equipment . Subsiding these services which are intended for system-wide infrastructure and operational needs.
THANK YOU
Agenda Item No: 12.b.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-252
AGENDA SUMMARY REPORT
SUBJECT: Conduct a Public Hearing to Consider Adoption of a Resolution Approving the Submittal of a CDBG Program Income-Only Application in Response to the 2023 State Community Development Block Grant Program Notice of Funding Availability, Amendment 1; and Approve Corresponding Budget Amendments if Awarded Funding for the Application.
DEPARTMENT: Community
Development PREPARED BY: Jim Robbins, Housing and Grants Manager PRESENTER: Jim Robbins, Housing and Grants Manager
ATTACHMENTS:
1. 2023_CDBG_NOFA_Amendment1
2. LocalAppPublicNotice
3. Local_App_2024
4. Resolution
Summary: Council will conduct a public hearing to consider adoption of a resolution approving the submittal of a CDBG Program Income-Only application in response to the 2023 State Community Development Block Grant Program Notice of Funding Availability, Amendment 1 (Attachment 1); and consider approval of corresponding budget amendments if awarded funding for the application.
Background: Over the past two and a half years the California Department of Housing and Community Development (HCD) has made changes to the application procedures for accessing the City’s Community Development Block Grant (CDBG) Program Income (PI). A new process has been created by which local jurisdictions can submit PI-Only applications to access their PI funds. As of February 28, 2025, the City had approximately $250,000 in CDBG PI, which HCD procedures require the City apply to a PI-only application or allocate to a project in response to the 2025 CDBG NOFA. Given that the 2025 NOFA has not yet been released, Staff recommends that Council conduct a Public Hearing to consider and adopt a Resolution submitting an application to HCD to allocate the City’s PI Cash-On-Hand to a new Code Enforcement Services Program.
The proposed new Code Enforcement Services Program has been designed to operate in a similar fashion to a successful CDBG Code Enforcement Services Program that was approved by Council through Resolution 2021-12 passed on April 7, 2021 and operated under state CDBG standard agreement 21-CDBG-NH-20004.
The most notable proposed changes to the new program include further integration of code enforcement activities with the work of other Community Development Department and City of Ukiah divisions, including the Housing Division, and programmatic coordination with the City’s upcoming HOME Owner-Occupied Rehabilitation Program, if it is funded, starting in late 2025 or early 2026. Once a standard agreement is executed, the PI-only Code Enforcement Services Program will exist for 2 years and 9 months, the current maximum allowed by the state CDBG program.
State CDBG Citizen Participation regulations require a design phase public hearing to initiate the annual CDBG funding cycle. Staff conducted a design phase public hearing on February 12, 2024. Regulations also require a public hearing to adopt a Resolution authorizing submittal of applications to HCD. That is the purpose of this public hearing.
City of Ukiah Local Application Process
The City has developed a local application process to both inform stakeholders and potential applicants of the CDBG NOFA and to establish a fair process by which local applicants can be considered for a possible City CDBG application submitted to the State. On January 30, 2024, the City published a public notice in the Ukiah Daily Journal (Attachment 2) announcing the public meeting and describing the 2023 and 2024 NOFA process. Staff also emailed local stakeholders about the meeting. On February 12, 2024, Staff met with local stakeholders and other City Staff to discuss the 2023 and 2024 NOFAs and City's local application process.
Staff also distributed the City's Local Application form (see Attachments 2 and 3), which mirrors application threshold requirements in the State CDBG application.
Local applications were due by February 26, 2024, and three applications were received from the Community Development Department by the deadline. The three applications were for a Business Assistance Program, a planning project related to fire stations, and a CDBG First-Time Homebuyer Program (FTHB). The FTHB program was proposed partially in response to citizen comments at the February 12 meeting that homeownership opportunities are in high demand in the Ukiah area. A Code Enforcement Services Program was not proposed in February 2024 because the City has an active CDBG Code Enforcement program that does not end until September 2025. Staff recommends that the City substitute a Code Enforcement Services Program for the Business Assistance Program, so the City can expend its CDBG Program Income on Code Enforcement and apply for a $1.5 million Business Assistance Program in response to the 2025 CDBG NOFA.
Discussion: On August 21, 2024, Council adopted resolution No. 2024-38 to authorize the City Manager to submit a non-competitive PI-only application for a $250,000 Business Assistance Program. In February 2025, the state CDBG program responded to the application with a request for a number of changes, including a revised public hearing and resolution. Due to changed circumstances since the Business Assistance application was submitted in August 2024, Staff recommends the City Council substitute the original Business Assistance PI-only application with a Code Enforcement PI-only application to fund the City’s Code Enforcement Services Program from September 2025 through June 2028. The City could then apply for up to $1.5 million in response to the 2025 state CDBG NOFA, which may be released in late summer or fall 2025.
Staff Recommendation to Council
The following is requested and is included in the attached Resolution (Attachment 4):
City of Ukiah Code Enforcement Services Program - $250,00 (includes activity + activity delivery + general administration).
To proceed with this recommendation, Staff requests that Council 1) conduct a public hearing; 2) adopt the Resolution in Attachment 4 authorizing a PI-only application be submitted to HCD for the above activities; and 3) approve corresponding budget amendments if the application is awarded.
Recommended Action: Staff requests that Council 1) conduct a public hearing; 2) adopt the Resolution in Attachment 4 authorizing a CDBG PI-Only application be submitted to HCD for a Code Enforcement Services Program; and 3) approve corresponding budget amendments if the application is awarded.
BUDGET AMENDMENT REQUIRED: Yes (Contingent on Award)
CURRENT BUDGET AMOUNT: $0.00
PROPOSED BUDGET AMOUNT: $250,000.00
FINANCING SOURCE: CDBG PI-only Grant Standard Agreement REVENUE: N/A GRANT: N/A
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Craig Schlatter, Community Development Director; Andrea Trincado, Project and Grants Manager
STRATEGIC PLAN (SP):SP 1B - Provide services that support a high quality of life for all residents, including fostering diverse, inclusive, sustainable, and accessible neighborhoods.
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): GP-A8 - Housing Element (2019-2027), Policy 1-1: Encourage the rehabilitation of existing residential units.
STATE OF CALIFORNIA - BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY GAVIN NEWSOM, Governor
DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT
DIVISION OF FEDERAL FINANCIAL ASSISTANCE
2020 W. El Camino Avenue, Suite 200, 95833
P.O. Box 952054
Sacramento, CA 94252-2054
(916) 263-2771
www.hcd.ca.gov
January 31, 2024
MEMORANDUM FOR: All Potential Applicants
FROM: Sasha Hauswald, Deputy Director
Division of Federal Financial Assistance
SUBJECT: 2023 Community Development Block Grant Program Notice of Funding Availability – Amendment #1
The California Department of Housing and Community Development (Department) is announcing the release of an amendment to the Community Development Block Grant (CDBG) Program 2023 Notice of Funding Availability (NOFA) issued on September 29, 2023. The original NOFA was for approximately $19 million in federal funds for the Community Development Block Grant Program only for applications from projects that remain on the waitlist established for Over-the-Counter projects after the 2019-2020 CDBG NOFA. This Amendment #1 makes available another $19 million for Housing, Community Development, and Economic Development Projects in an Over-the-Counter process.
Funding for this NOFA is available to the state from the United States Department of Housing and Urban Development (HUD), pursuant to the Housing and Community Development Act of 1974, as amended, and 24 Code of Federal Regulation (CFR) Part 570 Subpart I “State Community Development Block Grant Program.” These regulations require the state to make funds available to the state’s non-entitlement Units of General Local Government (UGLGs). Units of General Local Government are defined by HUD as political subdivisions of the state, which in California are towns, cities, and counties.
Only non-federally recognized Tribes can receive funding through applications submitted by non-entitlement Units of General Local Government. No direct funding from the Department can be provided to Tribes, Tribally-Designated Housing Entities, or nonprofits.
To award the balance of available 2023 funding, the Department is amending the original September 29, 2023 NOFA as follows:
1. To make an additional $19 million available for Housing, Community Development, and Economic Development Projects. Applications for new projects are due on or before Tuesday, April 30, 2024.
California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
Amendment #1
1 ATTACHMENT 1
2. To include in the additional $19 million available, a 5% set-aside for Colonias as required under Section 916 of the National Affordable Housing Act
3. To include in the additional $19 million available, a 1.25% set-aside for Nonfederally recognized Tribes as required by HSC 50831.
Applicants are encouraged to set-up profiles in the eCivis Portal at eCivis Portal | Login as early as possible. Profile set-up instructions and other technical assistance can be found in the eCivis Grants Network External User Manual found on the Department’s CDBG webpage under the “Resources” tab.
Applicants are encouraged to begin the application process early to ensure successful submission before the application deadline. If you have issues logging into the portal or have questions on how to complete the online application, please contact the Department at [email protected].
To receive CDBG program NOFA FAQs, emails, and other information and updates, please sign up for emails and check the “Federal Programs” box. If you have any questions, please submit them to [email protected].
All activities in this NOFA are subject to availability of funds and continuing HUD and legislative authority.
Attachments
California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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Community Development Block Grant Program
2023 Notice of Funding Availability
Gavin Newsom, Governor State of
California
Tomiquia Moss, Secretary Business, Consumer
Services and Housing Agency
Gustavo Velasquez, Director
California Department of Housing and Community Development Division of Financial Assistance, Federal Programs Branch Community Development Block Grant Program
2020 W. El Camino Avenue, Suite 200, Sacramento, CA 95833 Email: [email protected]
September 29, 2023
Amended January 31, 2024
California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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I. Table of Contents
I. Table of Contents............................................................................................................................ 4 II. Overview .......................................................................................................................................... 6 A. Notice of Funding Availability ...........................................................................................................6 B. Estimated Timeline .......................................................................................................................... 7 C. What is new in this NOFA................................................................................................................ 7 D. Authorizing Legislation.....................................................................................................................9 E. Allocation and Funding .................................................................................................................. 10 F. Definitions...................................................................................................................................... 10 III. Program Requirements ................................................................................................................ 11 A. Eligible Applicants ..........................................................................................................................11 B. Non-Entitlement Status.................................................................................................................. 11 C. Housing Element Compliance ....................................................................................................... 11 D. Growth Control Limitations............................................................................................................. 12 E. Application Submittal ..................................................................................................................... 12 F. Limits for Administration and Planning .......................................................................................... 13 G. Activity Delivery ............................................................................................................................. 14 H. Insufficient Demand....................................................................................................................... 15 I. Eligible Activities............................................................................................................................ 15 J. Application Limits........................................................................................................................... 15 IV. Application Requirements............................................................................................................ 16 A. National Objectives........................................................................................................................ 16 B. Milestones...................................................................................................................................... 16 C. Conditions...................................................................................................................................... 17 V. Application Threshold and Initial Requirements .......................................................................18 A. Threshold Requirements ............................................................................................................... 18 B. Application and Activity Requirements .......................................................................................... 22 VI. Application Review ....................................................................................................................... 25 VII. Award Recommendations ............................................................................................................ 26 VIII. Application Submission ............................................................................................................... 26 A. Workshops..................................................................................................................................... 26 B. Submission Process ...................................................................................................................... 27 C. Applicant Responsibility ................................................................................................................. 27 D. Disclosure of application................................................................................................................ 27 IX. Appeal Criteria and Process ........................................................................................................ 28 A. Appeal process and deadlines .......................................................................................................28 B. Appeal decisions............................................................................................................................28 C. Effectiveness ................................................................................................................................. 29 X. Awards announcement and grant implementation ....................................................................29 A. Awards announcements ................................................................................................................ 29 B. Standard Agreements.................................................................................................................... 29 XI. Federal program requirements .................................................................................................... 29 A. Federal Cross-Cutting Requirements ............................................................................................29 California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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B. Build America, Buy America Act (BABA) .......................................................................................30 C. Relocation Plan Requirements ...................................................................................................... 31 D. Procurement .................................................................................................................................. 31 E. False, Fictitious or Fraudulent Claims ........................................................................................... 31 F. Detecting, Preventing, and Reporting Fraud .................................................................................32 G. Combatting Fraud.......................................................................................................................... 32 H. Whistleblower Protection Acts ....................................................................................................... 33 XII. LIST OF APPENDICES .................................................................................................................. 36 California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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II. Overview
A. Notice of Funding Availability
The California Department of Housing and Community Development (Department) announces the availability of approximately $19 38 million in funding available through the federal Small Cities Community Development Block Grant Program (CDBG) for the 2023 funding year.
Under this NOFA as amended , $19 million in CDBG funds are provided as grants to Non-Entitlement Units of General Local Government (UGLGs) for project applications for CDBG -eligible activities that were waitlisted under the 2019-2020 Over-the-Counter waitlist (Waitlisted Projects), and pursuant to this Amendment, another $19 million in CDBG funds are provided as grants to Non-eEntitlement Units of General Local Government (UGLGs) for applications for new CDBG -eligible Housing, Community Development, and Economic Development Projects (New Projects) in an Over-the-Counter process..
All CDBG activities must meet one of the following National Objectives:
Benefit low- and moderate-income persons
Aid in the prevention or elimination of slums and blight Meet certain urgent community needs
The objectives of the CDBG program are to develop viable communities by the provision of decent affordable housing, a suitable living environment, and to expand economic opportunities, principally for the benefit of Low- and ModerateIncome (LMI) persons, families, households, and neighborhoods.
Applicants are expected to plan activities that will reduce disparities and increase racial and socioeconomical equity in their communities. Applicants are to ensure all eligible persons receive equitable access to services, and are served with dignity, respect, and compassion regardless of circumstance, ability, or identity, which includes marginalized populations, including but not limited to, Black, Native and Indigenous, Latinx, Asian, Pacific Islanders and other people of color, immigrants, people with criminal records, people with disabilities, people with mental health and substance abuse vulnerabilities, people with limited English proficiency, people who identify as LGBTQ+, and other individuals that may not traditionally access mainstream support.
All applications will be reviewed for completeness and compliance with state and federal requirements. Only complete and compliant applications will be eligible for application review, approval, and potential funding.
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B. Tentative Estimated Timeline
Original CDBG NOFA and
application release
September 29, 2023
Application for Waitlisted Projects
opens for submittal
October 30, 2023
Application for Waitlisted Projects
deadline
When funds are exhausted or
60 days from application open
date, whichever comes first
HCD announces awards for Waitlisted
Projects
Rolling basis (January – April
2024)
Contract Execution for Waitlisted
Projects
Rolling basis (March – May
2024)
Expenditure Deadline 2 years, 9 months from
contract execution
CDBG NOFA amendment for New
Projects release
January 31, 2024
Application for New Projects Opens for
Submittal
March 1, 2024
Application for New Projects deadline When funds are exhausted or 60 days from application open
date, whichever comes first
HCD announces awards for New
Projects
Rolling basis (May – July
2024)
Contract Execution for New Projects Rolling basis (July – September 2024)
Expenditure Deadline 2 years, 9 months from
contract execution
Applications submitted before the application start open date or after the respective due date or closing date will not be accepted. There will be no exceptions. The Department recommends Applicants plan to submit their application(s) well before the application deadline to provide opportunity for troubleshooting if needed.
Each application will be digitally time -stamped upon submittal.
If theis NOFA is undersubscribed, unawarded funds will be made available under the a subsequent NOFAJanuary 2024 Competitive and Over-the-Counter NOFA. If funds become disencumbered between theis NOFA release and the application deadline, the disencumbered funds will be made available to Waitlisted or New Projects under this NOFA. If disencumbered funds exceed applications, the disencumbered funds will be made available under the January 2024 Competitive and Over-the-Countera subsequent NOFA.
C. What is new in this NOFA
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This is a limited NOFA. Funding will only be made available to shovel -ready projects from the OTC -waitlisted projects (WaitlistWaitlisted Projects) submitted under the 2019-2020 NOFA and new shovel -ready Housing, Community Development, and Economic Development Projects (New Projects). . Waitlist Applicants will have 60 days from the applicable application open date to submit a complete application.
After the 60-day period, the application will close and no additional applications or changes will be accepted.
Awards will be made on a first-come, first-served basis. Waitlisted Project aApplicants will only be allowed to apply for up to the originally applied for amount of funds. Any cost increases must be covered by other funding sources or scope must be reduced to fit within the available budget. Applicants who applied for funding for a Waitlisted Project may also apply for funds for a New Project. Each jurisdiction can apply for one (1) New Housing, Community Development, and Economic Development Projects (New Projects) will be allowed to apply for one (1) application per jurisdiction in an amount not to exceed $3.253 million.
All Applicant projects must pass threshold, including sufficiently demonstrating readiness as detailed in the threshold section of this NOFA.
There is expected to be sufficient funding available to fund all Waitlisted Projects, but projects will only be funded if they meet threshold requirements prior to the application deadline. The Standard Agreement term has been adjusted to require full expenditure of funds within 33 months (2 years 9 months), leaving 90 days (3 months) for final reimbursement and activity closeout. State Objectives have been removed from the Threshold criteria and have been replaced with questions on how the applied for activity “Affirmatively Furthers Fair Housing” and supports Disaster Resiliency. All Applicants and Applicant partners must not be debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded from participation, and/or unregistered in SAM from federallyassisted programs. However, submittal of an incomplete or incorrect debarment check will no longer disqualify an Applicant. HCD will work with Applicants to ensure correct submittal of debarment checks for Applicants and all Applicant Partners before award of funds. If project/activity is in a public right of way or easement, Applicant must submit an opinion of counsel that all rights, easements, and permits have been obtained.
Successful Applicants will be subject to requirements of phased California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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implementation of the federal Build America, Buy America Act (BABA).
For 2023 CDBG funds, covered infrastructure projects will have to use iron and steel produced in the United States.
Applicants will be required to certify participating in the CDBG Application training to apply for funding under thisthe 2023 NOFA funding, as amended herein.
D. Authorizing Legislation
Funding under this NOFA is made available pursuant to the Housing and Community Development Act of 1974. This NOFA should be read in conjunction with the following statutes, regulations, and guidelines that establish state and federal CDBG requirements. Relevant legal authorities include, but are not limited to, the following:
24 Code of Federal Regulations (CFR) §570.480, et. Seq, Federal CDBG Regulations
24 CFR Part 58, Environmental Review Procedures
2 CFR Part 200, Uniform Grant Administration Requirements Health & Safety Code (HSC) §§50825-50834, State of California CDBG program
2020-2024 State of California Consolidated Plan
2022-2023 State of California Annual Action Plan
CDBG Program Guidelines, California Department of Housing and Community Development
If there are changes to federal or state statutes or regulations, other laws governing the CDBG program, or funding is modified by Congress, HUD, the Department, or the state Legislature, these changes may become effective immediately and apply to funded activities under this NOFA.
Note: The Housing and Community Development Act of 1974 (HCDA) is codified as Title 42 U.S.C. §5301, et. seq.: thus, those citations are interchangeable and cite the same statute language. For example, the citation of HCDA 105(a)(22) and 42 U.S.C.§5305(a)(22) are references to the same statute language. For the purposes of this NOFA, we will use the 42 U.S.C. §5301 citations for references to the federal statutes.
In administering this NOFA, if there is a conflict between the federal statutes or regulations and state statutes or guidelines, the federal statutes and regulations shall prevail. All activities in this NOFA are subject to availability of funds and continuing HUD and California legislative authority. The Department reserves the right, at its sole discretion and at any time, to rescind, suspend or amend this NOFA and any or all its provisions.
The Department will notify interested parties through listserv emails and by posting notification on the Department website if the Department rescinds, California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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suspends, or amends this NOFA. This NOFA is not a commitment of funds to any Activity or Applicant.
E. Allocation and Funding
Funds will be allocated in accordance with federal regulations found in 24 CFR §570 and state statute, as found in HSC §50827, et seq. For more information, please reference the CDBG Guidelines, Section 200.
The table below include the estimated percentage of Funding Allocations for the 2023 NOFA, as amended:
Funding Allocation Percentage Estimated Dollar Amount
State Operations 3% + $100,000 of 2023
CDBG Award from HUD
Award
$670,0001,000,000
Local Administration 7% $1,330,000$2,660,000
Over- the- Counter Awards to 2019-
2020 Waitlisted Projects
(Infrastructure, Public Facilities,
Housing Projects, Economic
Development Projects)
9045% $17,000,000
Over-the-Counter Awards to New
Projects (Housing, Community
Development, and Economic
Development ProjectsInfrastructure,
Public Facilities, Housing Projects,
Economic Development Projects)
45% $17,000,000
Colonias Set-Aside (Section 916 of the
National Affordable Housing Act)
Set-aside of 5% $1,500,000 (Included in
the New Projects funding
allocation)
Non-federally recognized Ttribes sSetaAside (HSC §50831) Set-aside of 1.25% $375,000 (Included in the New Projects funding
allocation)
*Note: The amount of total funding available and the allocations of those funds are only estimates and are subject to change without notice. Funding awarded through this NOFA will have a 33 -month (two (2) years and nine (9) months) expenditure and liquidation period.
Awards for New Projects will be limited to $3.253 million per application, limit one (1) application per Jurisdiction, except jurisdictions applying on behalf of a Colonia or a non-federally recognized Tribe which may additionally apply for funds under those set-asides allocations.
F. Definitions
Except as otherwise defined herein, all defined terms have the meaning set forth in 42 U.S.C. §5302(a), 24 CFR Part 570 and the State CDBG Guidelines.
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III. Program Requirements
All Program Requirements, Application, Application Threshold, and Initial Requirements set forth in Sections III-V must be met. Failure to include timely satisfy all of the requirements will result in disqualification.
A. Eligible Applicants
Only non-entitlement Units of General Local Government such as cities, counties and municipalities that had a waitlisted Over-the-Counter applicationWaitlisted Project under the 2019-2020 NOFA or are submitting an application for a new Community Development, Housing, or Economic Development Project are eligible to apply.
Waitlisted Project Aapplications can only be submitted for previously-applied for waitlisted projects that have not yet been funded. Federally -recognized Tribes, nonfederally -recognized Tribes and nonprofits may receive assistance only by entering into a subrecipient agreement*, a Memorandum of Understanding, or a contract with an eligible Applicant.
*A subrecipient agreement is a written agreement in effect for each subrecipient before giving out any CDBG funds and remaining in effect for the period during which a subrecipient has control over any CDBG funds, including Program Income. At a minimum, a subrecipient agreement must contain content required by the federal CDBG regulations at 24 CFR §570.503.
B. Non-Entitlement Status
CDBG program funds are provided as grants to Non-Entitlement Units of General Local Government (UGLGs). These UGLGs are encouraged to partner with federally- and non-federally recognized Tribes, districts, agencies, nonprofit service providers, and other community organizations, whenever appropriate, to prepare and submit applications for CDBG funding, and to administer and complete CDBG-funded programs and projects.
Incorporated cities located in an urban county as defined by 42 U.S.C. §5302 (a)(6) must formally elect to be excluded from participation in the urban county entitlement status. HUD and the Department must be notified that the city has elected to be excluded from the urban county participation as per 24 CFR 570.307(g) for it to be eligible for the state CDBG program. Only eligible activities from eligible Applicants will be considered for an award.
Applications for eligible activities outside the Applicant's Jurisdiction must include a legally binding agreement, acceptable to the Department, with the city or county in which the eligible Activity is located. Applicants may not apply to both the state CDBG program and to a CDBG program administered by an Urban County or other entitlement entity during the same program year.
C. Housing Element Compliance
As per HSC §50829, the Applicant must submit a draft or adopted housing element to the Department in accordance with the requirements listed in Government Code (GC) California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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§65580, et seq., and GC §65585 (see Appendix B) prior to an award being granted.
Per CDBG Guidelines, Section 202(d)(1), B by the time of award funding, the applicant must have complied with all the Housing Element requirements listed in H.S.C. 50829 and 50830. Applicants that fail to comply with all the Housing Element requirements listed in H.S.C. 50829 and 50830 at the time of award w are ineligible for funding through the state CDBG program. Eligibility cannot be restored until the Applicant has met such requirements.
D. WhGrowtht Control Limitations
Applicants that have adopted growth controls, including, but not limited to, restrictions on residential building permits and residential buildable lots, that do not meet the exception criteria in HSC §50830 (b) and (c) are ineligible for funding as per HSC §50830. Applicants intending to apply for CDBG funds are required to submit a signed 2023 CDBG Application Certifications and Statement of Assurances form that certifies the Applicant has not adopted any residential growth controls or adopted residential growth controls meet the applicable exception criteria. Failure to submit an executed Application Certifications and Statement of Assurances at the time of application will result in Applicant ineligibility.
E. Application Submittal
Applicants must meet the following requirements when the application is submitted to be eligible to apply for funding under this NOFA:
An eligible Applicant may apply on its own behalf.
An eligible Applicant may apply on behalf of one or more other eligible Applicants.
Two or more eligible Applicants, which share an activity, may submit a joint application.
An eligible Applicant may apply on behalf of an eligible subrecipient including a non-federally recognized Tribe or nonprofit.
Awards for Waitlisted Projects will be limited to the amount previously applied for under the 2019-2020 NOFA.
Awards for New Projects will be limited to one (1) application per jurisdiction in an amount not to exceed $3.253 million.
In addition to Activity and application limits identified in theis NOFA, an eligible Applicant may apply for activities in service areas within or outside of the Applicant'’s Jurisdiction when the Applicant is applying for funds set aside by the California State Legislative for non- federally recognized Tribes (HSC §50831) and/or Colonias.
Awards will be limited to the amount previously applied for under the 2019-2020 NOFA.
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F. Limits for Administration and Planning
1. Program Administration
The Department can use 3% of total funding for administration costs.
2. General Administration
Applicants may request up to a flat 7% of the total CDBG grant funding requested by that Applicant for General Administration (GA). GA costs may include, but are not limited to, the following categories:
Salaries, wages, and related costs of the Grantee’s staff engaged in activities associated with the general administration of the CDBG program, including general management, general legal services, accounting, and auditing.
Travel costs incurred in carrying out the general management of the program.
Administrative services performed under third-party contracts, including contracts for such services as general legal services, accounting services, and ad services.
Costs for goods and services related to the general management of the program, including rental and maintenance of office space, insurance utilities, office supplies, and rental or purchase of office equipment.
Costs incurred in providing information and resources to individuals, families, and households in the LMI group, and to citizen organizations participating in the planning,
implementation, or assessment of the Grantee’s program. Administrative funding can also be used for fair housing activities in compliance with the requirements of state CDBG Guidelines §103.
Completion of the NEPA Environmental Review Record for General Administration Activities (GA NEPA)
All costs must be reasonable, necessary, allocable and otherwise allowable in relation to the administration of the CDBG award and in accordance with 2 CFR 200 Subpart E.
If a cost cannot be associated with one of the above listed groups and cannot be associated with direct project costs, the Department will, upon the Grantee's request, review and determine whether it is an administrative cost, an Activity Delivery cost, or an ineligible cost according to 24 CFR §§570.489 and §570.482.
The calculation to determine the maximum allowable General Administration amount is the amount of Activity expenses plus Activity Delivery expenses, multiplied by 7%.
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Applicants may elect to assign more funds to Activity costs and take less than the 7% as their GA allocation.
GA for Program Income (PI) funds is 17% of the annual PI receipts for the most recently completed HCD Program Year (e.g., for PY 2023, receipts PY 2022 (July 1, 2022 – June 30, 2023).
For project budgets with both grant award and PI as funding sources, please identify how much GA will be from each source to ensure that GA stays within the appropriate program caps.
G. Activity Delivery
Activity Delivery Costs (ADCs) are any allowable costs incurred by the grantee for implementing and carrying out eligible CDBG activities that are separate from the cost of the actual activity (construction reimbursement, Economic Development loan payments, substance payments, etc.). All ADCs are allocable to a CDBG-eligible activity that meets a National Objective, including all costs integral to the delivery of the final CDBG-assisted activity. ADCs are not Administration or funds used for the general operation of CDBG programs, but rather the costs incurred to achieve the specific eligible activity and meet a National Objective. ADCs may include, but are not limited to:
Costs for completing a project-specific environmental review and publication. Engineering/design/architectural services for the specific project Marketing for the specific CDBG program
Applicant intake/assistance, staff time to sit with applicants to fill out an application or collecting income and application documentation. Completing reports or meetings for the specific CDBG grant HUD does not establish a maximum ADC percentage, as the level of effort and reasonable costs for ADCs will vary by program type, location, and scale. While HCD is not establishing an ADC cap in this NOFA, this section is designed to provide grantees with guidance to ensure program costs and ADCs are reasonable and necessary. Past HUD trainings have indicated, that in general ADCs costs between 15-25%, are reasonable for most CDBG programs. This range can be considered a safe harbor for reasonable ADCs. However, there may be times when significant investment in outreach, application assistance, complex environmental mitigation, etc. could significantly increase the ratio between ADCs and Activity Costs. Grantees must ensure that proper documentation demonstrating that ADCs are cost reasonable and necessary is included in the program file if the ratio of those costs is outside of this safe harbor range.
ADCs are generally eligible as pre-agreement costs provided that the initial funding California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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for those costs is identified as a temporary funding source (such as a loan from a local fund whereby the loan is float-funding the CDBG Activity pre-agreement costs, but such costs must be repaid so that the temporary loaned funds may be used as originally intended) and that the costs are budgeted to be part of the CDBG Activity.
Note: ADC is NOT a separate category when completing the Budget in the eCivis Portal. If budgeting for ADC, ADC should be a line item under the “Activity” category for the Budget when completing the application.
H. Insufficient Demand
If there is insufficient demand under this NOFA, HCD will make the unused funding available under a subsequent NOFA.
I. Eligible Activities
For a complete list of eligible activities allowed under the HCDA, go to 42 U.S.C. §5305 and Chapter 2 of the current version of the CDBG Grants Management Manual which is found on the CDBG page of HCD’s website.
J. Application Limits
Pursuant to both federal and state laws all CDBG costs must:
(1) be eligible;
(2) be necessary;
(3) be reasonable;
(4) demonstrate no duplication of benefit;
(5) not be used to supplant local or state resources; and (6) be guarded against fraud
Each Jjurisdiction can submit applications only for the projects waitlisted under the 2019-2020 Waitlist (a Waitlisted Project) and for no more than one (1) application for a New Project during this NOFA cycle. The maximum award amount per jurisdiction is the amount previously applied for under the 2019-2020 NOFA for a Waitlisted Project, plus $3.253 million for a New Project application. The $3.253 million per jurisdiction limits do not apply to Colonias and Native American setasides. Program Income (PI) included in an activity budget does not count against the Jjurisdiction’s maximum award limits.
Each Project must have a unique application with a complete budget, National Objective, scope of work, and milestone timeline.
Applicants are encouraged to review the sample draft Standard Agreement in California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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Appendix E as a sample of the applicable terms and conditions required for CDBG funded activities. The form and content of the sample draft Standard Agreement is subject to revision without prior notice.
IV. Application Requirements
A. National Objectives
CDBG -funded activities must meet one of three National Objectives:
Benefit LMI persons
Aid in the prevention or elimination of slums or blight Meet an urgent need
At least 70% of the funds awarded must benefit LMI individuals or households. No Activity or portion of a program assisted by these funds may exclude from its benefits the lowest income-eligible group. Individual activities must meet one of the following National Objectives which are defined and described in detail in Chapter 2 of the CDBG Grants Management Manual:
1. Low- to Moderate-Income
2. Slums and Blight on an area basis (SBA) and on a spot basis (SBS)
3. Urgent Need
For the purposes of this NOFA, no Urgent Need applications will be accepted through the NOFA application process without prior Department approval. If you have a program or a project that meets the criteria of Urgent Need, as established by 24 CFR §570.483(d) and you believe your proposed project or program must use Urgent Need as a National Objective to be program eligible, please contact your Department representative for further instructions.
Special requirements apply to Urgent Need. Please contact the Department for more information.
B. Milestones
All CDBG program-funded activities must be timely implemented in accordance with the milestones defined in the Standard Agreement. Applicants must include at least five (5) milestones per Activity application. The first and last milestone and the eExpenditure dDeadline will be prepopulated and cannot be edited by Applicants, nor can they be changed without a contractual signed amendment to the Department’s Standard Agreement:
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First Milestone: Activity Initiation. Must be completed no later than 60 days from contract executionthe Effective Date of the Standard Agreement.
Milestone Two: [populated by Applicant – examples below] Milestone Three: [populated by Applicant]”
Milestone Four: [populated by Applicant]
Final Milestone: Activity closeout (must be completed no later than 90 days after the Expenditure Deadline.)
Additional milestones are optional, though encouraged for best practice of Activity implementation. Milestones may be adjusted for delays in application review and Standard Agreement execution. Applicants are encouraged to evaluate feasibility of meeting milestones and build time for unexpected delays into the milestone schedules. Milestones may not extend beyond the Tterm of the Standard Agreement. All milestones proposed by Applicants are subject to the review and approval of the Department in its discretion.
TIP: The Department realizes that Applicants’ proposed milestone dates are estimates. Instead of using an actual date for all optional milestones, please put a time frame.
For example:
Milestone Two: First submittal of a request for reimbursement no later than XX days from the effective date of the Standard
Agreementcontract execution.
Milestone Three: 50 percent completion no later than XX days from the Effective Date of the Standard Agreement.contract execution Milestone Four: Final Building Permits issued no later than XX days from the Effective Date of Standard Agreement
These milestones canmay be updated by your CDBG representative if changes are needed to be made.
C. Conditions
Applicants and awardees acknowledge that the funding opportunities referenced in this NOFA, and all obligations of the Department herein, are expressly subject to and conditioned upon the ongoing availability of funds, as well as the continued authority of the Department to operate the CDBG program. In the event that funds are not available, the CDBG Program or Act California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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under this NOFA is eliminated, or in any way restricted, the Department shall have the option, at its sole discretion, to amend, rescind, suspend, or terminate this NOFA and any associated funding pursuant to the provision set forth immediately above.
This NOFA is not a commitment of funds to any Activity or Applicant.
V. Application Threshold and Initial Requirements
All applications are required to pass threshold requirements. Over-the-Counter applications that do not meet threshold will not be reviewed for award and will be immediately disqualified.
The Department strongly recommends a careful review of the application and application instructions PRIOR to beginning the application.
A. Threshold Requirements
The following threshold requirements must be met at the time of application:
1. Applicant must be an Eligible Applicant as defined under Program Requirements of this NOFA.
2. Applicant must demonstrate to the satisfaction of the Department that it is compliant with the financial management requirements of 2 CFR §200.
3. Applicant must provide the Department with its most recent single audit (as submitted to the State Controller’s Office), if applicable. If the Applicant had or has single audit findings identified in the audit, the Applicant must include the remediation plan/agreement; the Applicant will be deemed ineligible for funding through the CDBG program until the findings are resolved or a remediation plan or agreement is established. Any and all single audit findings are included in this evaluation.
This requirement is not limited to federal funds administered by the Department. If an Applicant is not subject to single audit requirements, the Applicant is not required to submit an audit.
If an Applicant is not required to submit an annual single audit, they must provide a certification to such affect.
4. Applicant must submit evidence of site control in accordance with 24 CFR §578.25.
a. If securing federal funding is contemplated for any stage of a California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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project at the time a project site is acquired, grantee must complete a NEPA environmental review record prior to
completing the acquisition. Failure to do this will result in a choice limiting action, which prohibits the project from receiving any federal funds in the future. If a site is to be acquired for a CDBG-funded project, regardless of whether CDBG funds are used for acquisition or development and
construction, acceptable evidence of site control will be a conditional purchase contract that is contingent on completion of a NEPA environmental review record and securing federal funds.
b. Construction-related activities must have documented site control for the year in which the application is submitted and for the duration of the Standard Agreement. Public facilities are subject to a five-year no change in use restriction. This restriction will be recorded against the property, will runs with the land, and remains in effect regardless of the ownership of the property.
c. If project/activity is in athe public right of way or easement, the grantee must submit an opinion of counsel that all necessary rights, easements, and permits have been obtained.
d. If site control is expected to expire during the open activity period, the Applicant must document that either an alternative site will be made available or that the activity operators intend to extend or renew the site control on the existing site. All activities will need to provide proof of intent to extend site control and submit documentation upon site control extension. Site control must be maintained through the operation period of the activity. e. Acceptable evidence of site control include: a conditional purchase agreement or enforceable option for projects involving acquisition, a deed or lease, or a title report showing ownership of the property vested in the applicable entity.
5. Applicant must submit the fully executed Certifications and Statement of Assurances (see Appendix D), including but not limited to, using the current form, including the Jurisdiction’s name, initialing all pages [where applicable], and completing the last page. Please review the Statement and confirm compliance with each requirement. Failure to comply with the certifications and assurances may result in disqualification, recapture of federal funds, and debarment.
6. Pursuant to 24 CFR §570.486, Applicants must follow CDBG Public California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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7. 8.
Participation regulations. Applicants must provide documentation that the Citizen Participation Plan requirements have been met. Note that previouslyconducted public hearings when applications were submitted under the 2019- 2020 NOFA will not satisfy this requirement. A new public hearing that references the current NOFA cycle must be conducted to satisfy this requirement. Documentation must include proof of public noticing, information provided during the public hearing or public meeting, and public comments received during the public participation, including Jurisdiction responses to comments. Additional information about public participation requirements can be found in CDBG Grants Management Manual Chapter 4.
6.7. Applicant must submit a completed Authorizing Resolution using the required Department-approved Authorizing Resolution form, which has been duly and approved by the Applicant’s governing board. The Authorizing Resolution designates a person or persons responsible for, and authorized to, execute and deliver all documents related to the application of CDBG funds and, if awarded, the execution of a Standard Agreement with the Department.
Please see Appendix C for instructions for completing the resolution along with the Department-approved Authorizing Resolution form as well as instructions on how to complete it.
If a governing body must prepare a separate resolution concurrently that conforms to its local standard, it may do so in addition to preparing the Authorizing Rresolution form provided by the Department. Applicants must submit their approved resolutions on the form provided by the Department by the application due date. Failure to provide an acceptable resolution at the time of application will result in a delay executing the Standard Agreement.
8. Applicant must submit the required Government Agency Taxpayer ID (TIN) Form found in the Files tab of each program solicitation. The submitted TIN form must include FEIN, accurate payment information to be complete, and must not have been signed more than one (1) year before submission.
9. Applicant must complete CDBG budget found in the Grants Network portal.
Required budget information includes direct costs only. Direct costs for Activity, GA, and Program Income, if applicable, must be completed and clearly identified. Do not include any information on indirect cost, match, or cost share.
9.10. Applicants must submit a Sources and Uses Chart which evidences the commitment of all funds required to complete the applied for CDBG project California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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or program. The application will guide Applicants that are using multiple funding sources to upload a comprehensive Activity Sources and Uses Chart. Grantees may use their own form or the template Sources and Uses Chart found in the Files tab of each solicitation. Evidence of commitment of any funding sources other than CDBG needed for a project to be feasible must be uploaded at application.
10.11. Pursuant to 24 CFR Part 5, all CDBG Applicants are required to verify they and their principals, or any/all persons, contractors, consultants, businesses, subrecipients, etc., that are conducting business with the Applicant are not presently debarred, proposed for debarment, suspended, declared ineligible, or voluntarily excluded from participation in the covered transaction or in any proposal submitted in connection with the covered transaction. Applicants and their partners, contractors, consultants, and subrecipients must register with the System for Award Management (SAM) to do business with the U.S. government and have debarment checks that return a registration status of “Active” and “No Active Exclusion Records” under the Exclusion Summary. See Chapter 5 of the CDBG Grants Management Manual for additional guidance.
11.12. The Department will not award any CDBG program funds to Applicants and Applicant partners, including contractors, subrecipients, and consultants that are debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded from participation, and/or unregistered in SAM from federally-assisted programs. Applicants are not required to perform debarment checks on individual Applicant or partner employees or individual persons unless that person is acting as a contractor, consultant, subrecipient, or program partner and will be receiving payment directly from CDBG funds. Debarment checks for Applicant and all applicant partners must be completed before award of funds.
12.13. The Applicant must answer the questions regarding Affirmatively Furthering Fair Housing and Disaster Resiliency in the application form.
13.14. Pursuant to the National Environmental Policy Act of 1969 (NEPA), Environmental Standards must be met. Applicant must demonstrate compliance by submission of fully complete, current, and applicable Environmental Review Record forms and supporting documentation.
Required NEPA process, training, and current forms are available on the HUD Exchange under the ‘Formats’ option. Additional HUD guidance can be found at the Orientation to Environmental Reviews page also on the HUD Exchange and in Chapter 3 of the CDBG Grants Management Manual.
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14.15. If Applicants intend to use CDBG funding for GA Activities, a GA NEPA Environmental Review Record must be submitted, specifying the applicable exemption in 24 CFR §58.34(a).
15.16. All construction projects applying for funding under this NOFA must submit the following documentationdemonstrate of readiness at the time of application, including but not limited to, the submission of the following items:
a. Independent Cost Estimate
b. Completed NEPA Environmental Review Record for the project c. Bid -Rready Plans and Specs
d. Certification from Engineer that Plans and Specs are bid-ready e. Certification from City that bid docs are ready
f. Construction timeline
g. Demonstration and Certification that Jjurisdiction has the capacity and knowledge to manage the project
h. Demonstration and Certification that Ddeveloper mustis be experienced
16. D.B. Application and Activity Requirements
1. Compliance with federal cross-cutting requirements:
At time of application submission, all applications must comply with and provide documentation of HUD’s federal cross-cutting requirements found at 24 CFR §570.600, et seq, and summarized in Section XI: Federal Program Requirements of this NOFA.
2. Application verification:
Applicants must certify upon submission that their application is true and correct to the best of their knowledge: the required application input fields, attachment uploads, and budget(s). Selecting an input field or uploading a blank document to circumvent the application requirements invalidates the application certification and will result in immediate disqualification. Applicants that intentionally input false information or that intentionally upload blank documents will have their good standing with the Department revoked and may be determined to be ineligible for other Department funding. Applicants are warned that iIntentionally providing false information to the Department may constistute is fraud.
3. Applicants must submit their own applications:
Applicants are ultimately responsible for what is submitted at application, even if the application was prepared by a consultant. Applicants that rely on consultants or grant writers to prepare the CDBG application must carefully California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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5. and thoroughly review the application for completeness and correctness prior to submittal. All documents requiring signature must be executed by the Authorized Representative identified in the Applicant’s Authorizing Resolution.
4. Timely Submittal:
Applicants are strongly encouraged to give plenty of time for submitting prior to the application cutoff date and at least several hours prior to the cutoff time.
If an input field, upload requirement, or application
component is not functioning correctly, or if there are system outages or other system failures prior to submittal, please contact [email protected] as soon as possible prior to the cutoff time to document the issue so that applications are not disqualified due to technical difficulties. Failure to contact the Department with system issues will not exempt Applicants from application verification requirements.
5. Gap funding:
CDBG is intended to provide stop-gap funding for crucial infrastructure, public safety, housing, and social service projects. CDBG funds may not be obligated to Activities that are documented to already have sufficient funding for the Activity as described, or that have identified multiple funding sources for the same costs, resulting in overfunding of the Activity. CDBG funds must be “but-for” funding for every Activity and may not be used to supplant local or state resources. CDBG grant funds cannot be used to replace funds that have been budgeted and/or expended from another funding source for the same Activity (i.e., there cannot be any Duplication of Benefit.) Pre-agreement costs are generally eligible provided that the initial funding for those costs is identified as a temporary funding source (such as a loan from a local fund wherein the loan is float-funding the CDBG Activity pre-agreement costs, but such costs must be repaid so that the temporary loaned funds may be used as originally intended) and that the costs are budgeted to be part of the CDBG Activity.
6. Good Standing:
The Applicant, and any co-Applicant, together with all respective affiliates, must be in good standing with the Department (i.e. are current on all loan and/or grant obligations, have a satisfactory past performance history in all their prior dealings with the Department, and are in full compliance with all Department contracts and reporting requirements). Applicants not meeting the foregoing requirements shall be ineligible to apply for or receive funding under this NOFA.
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6.7. Article XXXIV:
Applicants engaging in low-income housing project activities that are subject to Article XXXIV of the California Constitution must show that the project approval process complies with Article XXXIV requirements. The state statutes implementing Article XXXIV can be found at HSC §37000.
Exceptions to Article XXXIV can be found at HSC §37001.
7.8. Racial equity:
Applicants should prioritize the advancement of racial equity in all CDBG programs and across systems and units of government in the Jurisdiction.
The Department asks Applicants to be leaders in the community, facilitating partnerships among service organizations, housing providers, units of government, businesses, the homelessness response system, and other partners to promote racial equity practices.
All Applicants must identify the work performed to ensure racial equity in access to programs, projects, and activities funded with CDBG resources.
Applicants must commit to analyzing disproportionality in access to housing, access to services, quality of service provision, and desired outcomes in Programs and Projects and affirmatively further equitable access, quality of service provision and outcomes for protected classes, including but not limited to Black, Native and Indigenous, Latino/Latina/ Latinx, Asian, Pacific Islanders, and other people of color who have been historically marginalized and are disproportionately impacted by housing segregation, poverty, and homelessness.
Applicants cannot simply rely on delivering a standardization of services to address equity. Applicants must commit to reviewing their current policies and procedures and examining available data to ensure all eligible persons receive equitable services, and support, and are served with dignity, respect, and compassion regardless of circumstances, ability, or identity. See Appendix B of the CDBG Grants Management Manual (pending publication) for Best Practices to Advance Equity and Accessibility.
When applying for 2023 CDBG funds, Applicants should consider:
What are the community’s racial demographics and the
demographics of those experiencing homelessness, housing, and economic insecurity?
What are the outcomes of the CDBG programs based on race? What are the requirements for all sub-grantees to look at data to determine racial disparities and then put a plan in place to address California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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them?
How do underserved and marginalized communities learn about and access the CDBG program? What marketing and communication strategies are used to increase equitable access to CDBG programming?
How does the grant-making process include prioritization for programs that are addressing the disproportionate impacts that housing insecurity, homelessness, economic insecurity, lack of access to equitable health care, and COVID-19 has on communities of color, particularly Black, Latinx, Asian, Pacific Islander, and Native and Indigenous communities?
How are the voices of Black, Latinx, Asian, Pacific Islander, and Native and Indigenous communities and those having lived with the experience of housing insecurity, homelessness and economic insecurity being centered in a meaningful, sustained way in creating effective approaches to addressing these challenges? How are they involved in the funding decision-making process?
How are these funds accessible to smaller and non-traditional organizations that have historically been serving communities of color but may not have previously participated formally in government grant programs? How would these funds address the capacity of organizations that are led by Black, Latinx, Asian, Pacific Islander, and Native and Indigenous people?
At application, applicants should provide a list of organizations with which the jurisdiction has partnerships that are addressing racial equity in the housing and homelessness response system, the Economic Development sector, and the health care sector and describe how you partner with them.
The Department will require successful Applicants to submit related racial and ethnic data metrics of their CDBG programming on a quarterly reporting basis.
VI. Application Review
All applications that pass the tThreshold evaluation phase will be reviewed for Activity eligibility. Activities that do not meet program eligibility requirements will be disqualified for funding.
The Department reserves the right, at its sole discretion, to suspend, amend, or modify the California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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provisions of this NOFA at any time, including, without limitation, the amount of funds available hereunder. This includes, but is not limited to, authorizing an eligible increase in funding to any Applicant after the Department makes an award under this NOFA.
VII. Award Recommendations
Applications that are eligible, complete, timely submitted, and that satisfy all threshold requirements may be recommended for funding, subject to the availability of funds for the activity(ies) applied for. Applicants recommended for award will officially be notified of awards via an award letter sent via email. Subsequently, the grantee will receive award notification through the eCivis Grants Network. The award notification will include instructions for accepting or declining the award, as well as an executable Standard Agreement. Applicants that are not recommended for awards or that fail threshold will be officially notified via email that their application was not awarded or failed to pass threshold.
The Final Award List will be posted on the Department’s CDBG webpage. Applicants may request a copy of their application reviews after the review has been completed and the Applicant has been notified of the results.
VIII. Application Submission
A. Workshops
The Department is conducting a series of both live and pre-recorded application workshops. These workshops will include training on:
Resolutions: What is required and why
How to complete the correct level of Environmental Review How to pull a debarment check
How to complete the eCivis Grants Network Budget
How to pick the correct National Objective
How to pick the correct Matrix Code
How to write a narrative
How to address racial equity in your CDBG funded projects and programs How to complete the September 2023 NOFA Application
September 2023 NOFA review
CDBG 2023 NOFA Amendment #1 Review
Applicants are required to attend these virtual workshop sessions. If they are unable to attend the live virtual workshop, Applicants must certify that they have reviewed these workshops on the CDBG website. This website also provides California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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Training and Technical Assistance materials on the CDBG program, the CDBG Program Redesign, using Grants Network, and preparing a CDBG program application in Grants Network.
Please visit the Department’s website for upcoming information.
B. Submission Process
Applicants must follow instructions in this NOFA, the online application, and the CDBG program Guidelines. The Department strongly encourages Applicants to have all required documents on hand when completing the application. Failure to follow instructions and timely submit all required documentation may result in disqualification. Once submitted, applications must stand on their own. It is the Applicant’s responsibility to ensure that the submitted application is clear, complete, and accurate. Department staff may request clarifying information but are unable to accept any new documentation that would provide an unfair advantage over other applications. It is strongly recommended that all documents be reviewed and saved to their own electronic files PRIOR to submission.
The CDBG Application and all required attachments must be submitted to the Department through the eCivis Portal. Applicants must certify that all information is true and complete to the best of their knowledge, under penalty of perjury. Per 83 FR 5848 “Any person who knowingly makes a false claim or statement to HUD may be subject to civil or criminal penalties under 18 U.S.C. §287, 1001 and 31 U.S.C. §3729.’’
Applicants that do not have an account with the eCivis Portal should create an account through the eCivis website. Use the “Create an account” option to initiate a profile. See the available training on the CDBG webpage to learn how to open an account. There is no cost associated with an eCivis Portal account.
C. Applicant Responsibility
It is the duty and responsibility of each Applicant to review the provisions, requirements, and limitations of all funding sources applied for and obtained for a particular project, program, or activity to ensure that each and every requirement of those funding sources is compatible with all Department program requirements and restrictions. Incompatibility of funding sources may result in the denial or cancellation of an award or may result in the placement of conditions or limitations on an award, all as determined by Department in its sole and absolute discretion.
D. Disclosure of application
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Information provided in the Application will become public record available for review by the public pursuant to the California Public Records Act (GC §7920, et. seq). As such, the Department may disclose any materials provided by the Applicant to any person making a request under this Act, without prior notice to the Applicant. The Department cautions Applicants to use discretion in providing information not specifically requested, including, but not limited to, bank account numbers, personal phone numbers, home addresses, or other personallyidentifying information. By providing this information to the Department, the Applicant is waiving any claims of confidentiality, and consents to the Department’s disclosure of the Applicant’s material upon receipt of a Public Records Act request and without advance notice to the Applicant.
IX. Appeal Criteria and Process
A. Appeal process and deadlines
To lodge an appeal, Applicants must submit to the Department a written appeal by the filing deadline set forth below, which states all relevant facts, arguments, and evidence upon which the appeal is based. Furthermore, the Applicant must provide a detailed reference to the area(s) of the Application that provide clarification and substantiation for the basis of the appeal. No new or additional information will be accepted if this information would result in a competitive advantage to an Applicant.
Once the written appeal is submitted to the Department, no further information or materials will be accepted or considered thereafter.
All Appeals must be submitted to the Department via email at [email protected]
PLEASE do not send Appeals to Department staff directly.
Emails to the email address listed above will be accepted so long as the email time stamp is prior to the appeal deadline.
Filing Deadline: Appeals must be received by the Department no later than ten (10) business days from the date the Department notifies the Applicant that their application has failed to meet eligibility, threshold, or was not timely submitted. Late appeals will not be reviewed.
E.B. Appeal decisions
It is the Department’s intent to render its decision in writing within fifteen (15) business days of receipt of the Applicant’s written appeal. All decisions rendered shall be final, binding, and conclusive, and shall constitute the final action of the Department with respect to the appeal.
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F.C. Effectiveness
If the applicable statutes and/or Guidelines governing the CDBG program contain an existing process for appealing decisions of the Department with respect to NOFA awards, then this section shall be inapplicable, and such existing authority shall govern all appeals.
X. Awards announcement and grant implementation
A. Awards announcements
The Department anticipates that Waitlisted Project awards will be announced no later than April 31, 2024 and that New Project awards will be announced no later than July 31, 2024. OTC awards will be announced on a rolling basis as applications are approved for funding. All awards are subject to availability of funds and compliance with all applicable legal requirements of the Program. Until awards are announced, the CDBG staff will not be able to discuss applications or the status of applications.
B. Standard Agreements
Successful Applicants (awardees) will enter into a Standard Agreement with the Department. A draft, sample Standard Agreement is included as Appendix E to this NOFA. The Standard Agreement contains all the relevant state and federal requirements, Activity performance and management requirements, and disbursement requirements. The form and content of the sample draft Standard Agreement is subject to revision without prior notice. A condition of award will be that a Standard Agreement must be executed by the awardee within 30 days (contracting period) of the awardee’s receipt of the Standard Agreement(s). Failure to execute and return the Standard Agreement(s) to the Department within the contracting period may result in award cancellation. Award cancellations are final.
To ensure that the Standard Agreements are being sent to the correct individual, Applicants MUST complete ALL required sections of the profile section of the application and must let HCD know in writing if the contact information has changed since the time of application submittal by emailing [email protected].
XI. Federal program requirements
A. Federal Cross-Cutting Requirements
The CDBG program is administered under the rules and regulations promulgated California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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primarily in 24 CFR §570.600, et seq. These primary regulations are known as the federal cross-cutting requirements and form the basis of the programmatic requirements. The Department incorporates all federal cross-cutting requirements into the state CDBG program, and the regulations in Part 570 are translated into required actions on the part of all Grantees of the state CDBG program.
The following is a list of some of the most commonly applicable federal cross-cutting requirements. This is not an exhaustive list.
Environmental Standards (based on National Environmental Policy Act of 1969 [NEPA])
Labor Standards (Davis-Bacon and related laws)
Achieving a HUD National Objective
Public participation requirements
Fair Housing and Affirmatively Furthering Fair Housing Equal Opportunity and Non-Discrimination in federal Grant Programs Federal Procurement Guidelines
National Flood Insurance Program compliance
Relocation and displacement requirements
Employment and Contracting Opportunities Section 3 Compliance Lead-based paint requirements
No use of debarred, ineligible, or suspended contractors or sub-recipients Uniform Administrative Requirements and Cost Principles Conflict of interest prohibitions
Compliance with the Architectural Barriers Act and the Americans with Disabilities Act
Compliance with Eligibility Restrictions for certain resident aliens Federal reporting requirements
Grant and subrecipient monitoring requirements
Build America, Buy America Act (BABA) requirements
C.B. Build America, Buy America Act (BABA)
On November 15, 2021, the Build America, Buy America Act (the Act) was enacted as part of the Infrastructure Investment and Jobs Act (IIJA). Pub. L. 117-58. The Act establishes a domestic content procurement preference, the BAP, for federal programs that permit federal financial assistance to be used for infrastructure projects. In Section 70912, the Act further defines a project to include “the construction, alteration, maintenance, or repair of infrastructure in the United States” and includes within the definition of infrastructure those items traditionally included along with buildings and real property. Starting May 14, 2022, new awards of Federal financial assistance from a program for infrastructure, and any of those funds obligated by the grantee, are covered under the Build America, Buy California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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America (BABA) provisions of the Act, 41 U.S.C. 8301. Note, while HUD has issued a waiver of the application of the BAP through HUD’s Notice, “General Applicability Waiver of Build America, Buy America Provisions as Applied to Recipients of HUD Federal Financial Assistance” (87 FR 26219), HUD will begin requiring compliance with BAP for all new funds obligated on or after November 14, 2022, unless covered by a subsequent waiver. Additional details on fulfilling the BABA requirements can be found aton HUD’s website Build America, Buy America (BABA).] and will be provided by HUD prior to the expiration of the waiver and full implementation of BABA.
Additional direction will be provided when the same is made available by HUD.
D.C. Relocation Plan Requirements
Applicants engaging in project-specific activities that may or will cause the temporary or permanent relocation and displacement of persons, property, or businesses must provide a project-specific relocation plan as part of the application. The plan must meet the standards established in the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (URA). Applicants must successfully demonstrate that they have met URA requirements prior to the start of the project or displacement Activity. Applicants must include relocation costs in project budgets.
Applicants must provide relocation assistance to persons who may be displaced if the Activity in the grant application is funded. This plan must outline how the Grantee will enforce and manage the project’s relocation and displacement activities and estimate what relocation benefits will be required so those costs can be included in the project’s development budget.
E.D. Procurement
Pursuant to 24 CFR §570.489(g), all Grantees must comply with federal procurement requirements. The Department will review the Grantee’s procurement documents for services (i.e., administrative sub-contractor, Davis- Bacon consultant, etc.) at time of monitoring or upon the Grantee’s request.
Requirements for federal procurement can be found at 2 CFR §200.317-327.
Applicants are responsible for meeting all federal procurement standards for goods and services funded through federal programs. Failure to meet procurement requirements may result in disqualification, recapture of federal funds, and debarment.
F.E. False, Fictitious or Fraudulent Claims
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Warning: Any person who knowingly makes a false claim or statement to HUD or the Department may be subject to civil or criminal penalties under 18 U.S.C. §287, 1001 and 31 U.S.C. §3729.
G.F. Detecting, Preventing, and Reporting Fraud
Fraud is a white-collar crime that has a devastating effect on the CDBG program because the CDBG program beneficiaries are victims of this crime when the CDBG program is abused. The Department wants to stop any criminal assault on the CDBG program it administers, and in doing so all CDBG funds go to people it was designed to help and improve their living conditions.
H.G.Combatting Fraud
The HUD Office of Inspector General (OIG) is committed to protecting HUD’s programs, operations, and beneficiaries from dishonest individuals and organizations.
HUD cannot combat fraud alone; they rely on Department and CDBG NOFA Applicants to combat CDBG program fraud.
HUD also relies on Applicants for, and people receiving, HUD benefits, such as:
tenants receiving rental assistance, borrowers with HUD insured loans, or citizens having their communities restored using HUD grants.
The HUD OIG Hotline number is 1-800-347-3735. This is the primary means to submit allegations of fraud, waste, abuse, mismanagement, or Whistleblower related matters for the CDBG program to the OIG.
HUD OIG accepts reports of fraud, waste, abuse, or mismanagement in the CDBG program from HUD employees, anyone administering the CDGB program, anyone working in the CDBG program, contractors, and the public.
You can report mismanagement or violations of law, rules, or regulations by HUD employees or program participants.
Fraud, Waste and Abuse in the CDBG program and its operation may be reported in one of the following four (4) ways:
By email to: [email protected]
By phone: Call toll free: 1-800-347-3735
By fax: 202-708-4829
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By mail: Department of Housing & Urban Development
HUD OIG, Office of Investigation, Room 1200
Field Office
One Sansome Street
San Francisco, CA 94104
(213) 534-2518
HUD OIG, Office of Investigation
Suite 4070
Regional Office
300 North Los Angeles Street
Los Angeles, CA 90012
(213) 534-2518
I.H. Whistleblower Protection Acts
(Federal Whistleblower Protection Act (5 U.S.C Section 2302(b)(8)) The Federal Whistleblower Protection Act (WPA) protects employees from retaliation for making protected disclosures. The WPA also provides penalties for supervisors who retaliate against Whistleblowers.
1. A disclosure is protected under the WPA if the employee discloses information the employee reasonably believes to be evidence of:
a. a violation of any law, rule, or regulation,
b. gross mismanagement,
c. a gross waste of funds,
d. an abuse of authority, or
e. a substantial and specific danger to public health or safety.
2. In general, an employee or applicant may make a protected disclosure to anyone, including non-governmental audiences, unless the information is classified or specifically prohibited by law from release. Options for making a protected disclosure include:
a. Informing a supervisor or someone higher up in management, b. Submitting a complaint to the OIG by emailing the OIG at [email protected],
c. Filing a complaint with the Office of Special Counsel (OSC) http://www.osc.gov/
The California Whistleblower Protection Act (Title 2, Division 1, Chapter 6.5, Article
3.5, Gov. Code §§ 8548-8548.5)
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The California Whistleblower Protection Act authorizes the California State Auditor to receive complaints from state employees and members of the public who wish to report an improper governmental activity. An "improper governmental activity" is any action by a state agency or any action by a state employee directly related to state government that:
(1) Violates any state or federal law or regulation,
(2) Violates an Executive Order of the Governor, a California Rule of Court, or any policy or procedure required by the State Administrative Manual or State Contracting Manual, or
(3) Is economically wasteful or involves gross misconduct, incompetency, or inefficiency. Complaints received by the State Auditor are confidential, and the identity of the complainant may not be revealed without the complainant's permission, aside from to an appropriate law enforcement agency conducting a criminal investigation.
There are many ways to file a complaint:
1. By Telephone:
You may call the Whistleblower Hotline at (800) 952-5665 to file a complaint by talking to one of the State Auditor's employees. The hotline generally is staffed Monday through Friday from 8:00 a.m. to 5:00 p.m. If you call when the hotline is not being staffed, or staff is occupied with other calls, you may leave a voicemail message requesting a return call.
2. By Mail or Facsimile:
You may file a complaint in the form of a letter to the State Auditor addressed as follows:
Investigations
California State Auditor
P.O. Box 1019
Sacramento, CA 95812
Or you may fax the letter to the State Auditor at (916) 322-2603.
As an alternative, you may complete the electronic version of the complaint form (which is available on the State Auditor website at auditor.ca.gov), print it out, and return it by mail or facsimile as stated above.
3. Online:
Although the State Auditor does not accept complaints by e-mail, you may file a complaint online at https://www.auditor.ca.gov/contactus/complaint California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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The State Auditor will not undertake an investigation unless there is a basis for believing that your complaint has sufficient merit to warrant spending resources on an investigation. Your complaint should therefore include:
1. A clear and concise statement of what you are alleging to be improper activity and why you believe it is improper.
2. The name or other information that clearly identifies the person you are alleging has acted improperly and the department where that person works.
3. The names and contact information for any witnesses who can confirm the truth of what you are saying.
4. Copies of any documents that will support what you are saying. (You should not submit original documents, as they cannot be returned.) California Department of Housing and Community Development 2023 Community Development Block Grant Program NOFA –
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XII. LIST OF APPENDICES
Appendices are located in the eCivis Grants Network under the ‘Files’ tab on within each specific program solicitation.
Appendix A: Non-Entitlement CDBG Units of Local Government Census and American Community Survey Data Need Scoring (Not applicable for the September 2023 NOFA)
Appendix B: Housing Element and Growth Control Requirements Appendix C: HCD Resolution template (Required)
Appendix D: 2023 CDBG Application Certifications and Statement of Assurances Appendix E: Sample DRAFT Standard Agreement
Appendix F: Threshold and Scoring Matrix (Not applicable for the September 2023 NOFA)
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Legal No.
Ukiah Daily Journal
617 S. State St
Ukiah, California 95482
(707) 468-3500
[email protected]
I am a citizen of the United States and a resident of the County aforesaid; I am over the age of eighteen years,
and not a party to or interested in the above entitled
matter. I am the principal clerk of the printer of the Ukiah Daily Journal, a newspaper of general circulation, printed and published daily in the City of Ukiah, County of
Mendocino and which newspaper has been adjudged a
newspaper of general circulation by the Superior Court of the County of Mendocino, State of California, under the date of September 22, 1952, Case Number 9267; that
the notice, of which the annexed is a printed copy (set in type not smaller than non-pareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to wit:
01/30/2024
I certify (or declare) under the penalty of perjury that the foregoing is true and correct.
Dated at Ukiah, California,
January 30th, 2024
PROOF OF PUBLICATION
(2015.5 C.C.P.)
STATE OF CALIFORNIA
COUNTY OF MENDOCINO
Sue Fullbright, LEGAL CLERK
0006806435
2117148
CITY OF UKIAH
ATTN: ACCOUNTS PAYABLE
300 SEMINARY AVE
UKIAH, CA 95482
r.BP16-07/12/17 1
ATTACHMENT 2
2024 STATE COMMUNITY
DEVELOPMENT BLOCK GRANT
(CDBG) PROGRAM
300 Seminary Ave. Ukiah, CA 95482
Phone: (707) 463-6219; Fax: (707) 463-6204
Email: [email protected]
LOCAL APPLICATION
In response to January 31, 2024 Notice of Funding Availability (NOFA) Note: completed applications are due by 4:30 p.m. February 26, 2024 to the Department of Community Development, 300 Seminary Ave.
Ukiah, CA 95482.
For applications to be deemed complete, each question must be answered completely, and any required supporting documentation must be provided.
ATTACHMENT 3
1. APPLICANT INFORMATION
Organization:
Address:
Contact Person:
E-mail: Fax:
Phone:
2. PROJECT OR PROGRAM ACTIVITY INFORMATION
Project/Program Name:
Project/Program Activity Allocation (refer to NOFA):
Address of Project/Program:
For Program activities, list the address of the organization.
Amount Requested: (Activity) (AD) (GA)
AD = Activity Delivery; GA = General Administration (refer to NOFA for details) Are you requesting funding for an OTC project? _____ (Yes) _____ (No) Are you requesting funding for a competitive program? (Yes) (No) A separate application must be submitted for each individual project or program. This application cannot be used for multiple activities.
National Objective: (LMA) (LMC) (LMH) (LMJ)
If proposing LMA, Low- Mod Area Benefit, please attach census block group information supporting this national objective.
How many beneficiaries will be assisted through this activity? LMA = number of Low-Moderate Income (LMI) persons in service area that will benefit.
LMC = Number of LMI persons that will benefit.
LMH = Number of LMI households that will benefit.
LMJ = Number of LMI jobs created/retained.
Activity Description:
In the lines below, or in a separate attachment, enter a detailed description of your activity, which should include at a minimum: what the activity is, why it is needed, who the beneficiaries will be, where will it take place, how it will be done and when it will be complete. This should be a similar description provided for the NEPA environmental review. Additionally, please indicate if this will be a new activity, a modification to an existing activity, or if a new type of assistance will be added to an existing activity.
Detailed Scope of Work – Deliverable Narrative
In the lines below, or in a separate attachment, provide a detailed narrative describing the deliverables that will be completed as part of this activity. (i.e.: Deliverable 1- marketing plan; Deliverable 2- town hall meeting minutes; Deliverable 3- labor compliance files etc.)
3. PROGRAM OR PROJECT FUNDING – MATCHING SOURCES
Is the CDBG funding requested gap funding? (Yes) (No)
If Yes, please attach a separate budget worksheet, listing and describing by line item or as a pro forma, all sources of funding and uses of the funding for the project. If No, please contact the City of Ukiah Community Development Department. Per the CDBG program, CDBG funds are to be used for gap financing and are not to supplant state and local funds that were previously dedicated to this activity.
4. OTC PROJECTS (N/A)
If your organization is applying for an Over the Counter (OTC) capital improvement project through the CDBG program, answer the following questions. If your organization is applying for a program, check the line above for N/A.
Do you have site control? (Yes) (No)
If Yes, attach proof of site control.
Do you have bid-ready plans and specs ____ (Yes) ____ (No) Bid ready plans and specs must be reviewed by the Community Development Department for completeness prior to request for approval of the application by the City Council.
Can your project be ready to go to bid within 90 days of execution of the standard agreement between the City of Ukiah and State of California? ___ (Yes) ___ (No)
5. APPLICATION CERTIFICATION
Applicant hereby certifies that it has read and understands the regulations governing the State Community Development Block Grant (CDBG) Program, and the City of Ukiah’s CDBG Local Application process. Applicant further agrees to abide by such regulations, and agrees that violations of these regulations shall constitute grounds for cancellation of any funding commitment. Applicant hereby certifies that the information submitted in the Local Application, and any supporting materials, is true, accurate, and complete to the best of its knowledge. Applicant acknowledges and understands that if facts and/or information herein are found to be misrepresented, it shall constitute grounds for the rejection of this application and eligibility for City of Ukiah 2024 CDBG projects or programs.
Printed Name/Title Signature Date
Printed Name/Title Signature Date
ATTACHMENT 4
Department of Housing and Community Development
Resolution Form Revised 2/14/2024 2023 - 2024 CDBG NOFA Appendix C: Resolution Template of the Governing Body
Applicants are required to use the resolution form on the following page with no changes to content other than what is in the fillable fields.
Please note: On the next page, hidden text is used to provide instructions. One a document is printed or converted to a pdf, the hidden text will be omitted.
To display hidden text:
1. Go to the Files Tab
2. Select Options from the bottom of the left hand column
3. Click on the “Display” option
4. Check the “Hidden Text” box.
5. Make sure the “Print hidden text” box is not checked. This will ensure that when you convert to PDF or print the document, the instructional, hidden text is not displayed.
6. Note: The attesting officer cannot be the person identified in the Resolution as the authorized signer.
Resolution of the Governing Body
RESOLUTION NO. 2025-XX
A RESOLUTION APPROVING AN APPLICATION FOR FUNDING AND THE
EXECUTION OF A GRANT AGREEMENT AND ANY AMENDMENTS
THERETO FROM THE 2023 AND/OR 2024 FUNDING YEAR OF THE STATE
CDBG PROGRAM
BE IT RESOLVED by the City Council of the City of Ukiah as follows:
SECTION 1:
The City Council has reviewed and hereby approves the submission to the State of California of one or more application(s) in the aggregate amount, not to exceed, of $250,000 for the following CDBG activities, pursuant to the 2023 and 2024 CDBG NOFAs:
List activities and amounts
Activity (e.g. Public Services,
Infrastructure, etc.)
Dollar Amount Being Requested for the
Activity
City of Ukiah Code Enforcement Services Program
(Activity + Activity Delivery + General Administration) $ 250,000
$
$
$
$
SECTION 2:
The City Council hereby approves the use of Program Income in an amount not to exceed $250,000 for the CDBG activities described in Section 1.
SECTION 3:
The City Council acknowledges compliance with all state and federal public participation requirements in the development of its application(s).
SECTION 4:
The City Council hereby authorizes and directs the City Manager or designee*, to execute and deliver all applications and act on the City’s behalf in all matters pertaining to all such applications.
SECTION 5:
If an application is approved, the City Manager or designee*, is authorized to enter into, execute and deliver the grant agreement (i.e., Standard Agreement) and any and all subsequent amendments thereto with the State of California for the purposes of the grant.
SECTION 6:
If an application is approved, the Community Development Director or designee*, is authorized to sign and submit Funds Requests and all required reporting forms and other documentation as may be required by the State of California from time to time in connection with the grant.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Ukiah held on 3/19/2025 by the following vote:
AYES: Enter # of votes or names
NOES: Enter # of votes or names
ABSENT: Enter # absentees or names
ABSTAIN: Enter # of abstains or names
Douglas F. Crane
City Council
STATE OF CALIFORNIA
City of Ukiah
I, Kristine Lawler, City Clerk of the City of Ukiah, State of California, hereby certify the above and foregoing to be a full, true and correct copy of a resolution adopted by said City Council on this 19th day of March, 2025 and that said resolution has not been amended, modified, repealed, or rescinded since its date of adoption and is in full force and effect as of the date hereof.
Kristine Lawler, City Clerk of the City of Ukiah, State of California
______________________________________
By: Kristine Lawler, City Clerk
Agenda Item No: 12.c.
MEETING DATE/TIME: 3/19/2025
ITEM NO: 2025-257
AGENDA SUMMARY REPORT
SUBJECT: Conduct a Public Hearing to Consider Introduction by Title Only of an Ordinance Amending Section 2130 in Division 2, Chapter 1, Article 3 of the Ukiah City Code to Increase the Amount of Application Processing Fees for Business Licenses.
DEPARTMENT: Community
Development PREPARED BY: Matt Keizer, Chief Building Official / Fire Code Official UVFD PRESENTER: Matt Keizer, Chief Building Official
ATTACHMENTS:
1. Fee Analysis - Business Licenses
2. Ordinance (marked up)
3. Ordinance (clean)
Summary: Council will conduct a public hearing to consider the introduction by title only of an Ordinance amending section 2130 in Division 2, Chapter 1, Article 3 of the Ukiah City Code to increase the amount of application processing fees for business licenses.
Background: In 2024, business license application review and issuance were reassigned to a newly created Business Services Division of the Community Development Department. Over the last 12 months, Staff has analyzed the business licensing application process, making minor improvements to the application process, issuance process, and enforcement process. Such changes were designed to increase efficiencies and deliver a high level of customer service and education to the public and business owners.
The City currently receives fees for the processing of business license applications as established under section 2130 of Ukiah City Code. The last update to application processing fees was completed in 1993, and over the last 30+ years, the cost of providing business license services, including administrative and processing expenses, has increased. The biggest increase in application processing costs has been for new businesses in the built environment within the City limits that require zoning and planning review prior to issuance.
The City has absorbed these growing costs without adjusting the fees to match inflation or the increasing costs of Staff to process applications and renewals. As a result, the current fees no longer reflect the actual administrative cost involved in providing business licensing services.
Discussion: In order to better align fees with the cost of services and administrative functions required for business license applications, Staff is recommending an increase to the processing fees. The proposed fee increase is designed to ensure the City can continue to effectively process business license applications and renewals while maintaining a high level of service to the business community.
In preparing this recommendation, Staff performed a fee study (Attachment 1) to analyze the costs of Staff's application processing, as well as reviewing the amount of business license application processing fees in similar-sized and neighboring jurisdictions. While review of neighboring jurisdictions is important, the costrecovery analysis of Ukiah's operations/services is the basis for which the proposed fees were developed.
The proposed fee adjustment will modify the current application fees for new businesses and renewals, currently set at $10.00 and $5.00, respectively. The adjusted fees for new licenses will be $30.00 for businesses located outside city limits and $206.00 for businesses within city limits. Planning and zoning checks for new businesses operating within the city are essential to ensure compliance with local land use ordinances and promote compatible activities within the city’s various zones. Businesses located outside city limits are not subject to local planning or zoning review within Ukiah’s jurisdiction but typically undergo similar reviews and associated costs in their respective jurisdictions. Additionally, the renewal fee for all businesses, regardless of their location within or outside city limits, will increase from the current $5.00 per application to $30.00 per application.
A "marked up" version of the proposed Ordinance, showing the proposed changes to Section 2130 in Division 2, Chapter 1, Article 3, is contained in Attachment 2, and a "clean" version of the Ordinance is within Attachment 3. Staff recommends Council conduct a public hearing and introduce by title only the Ordinance amending Section 2130 in Division 2, Chapter 1, Article 3 of Ukiah City Code to increase the application processing fees for business licenses.
Recommended Action: Introduce by title only an Ordinance amending section 2130 in Division 2, Chapter 1, Article 3 of the Ukiah City Code to increase the amount of application processing fees for business licenses.
BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
REVENUE: Yes
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Craig Schlatter, Community Development Director STRATEGIC PLAN (SP):SP 4A - Identify and remove barriers to economic development while leveraging economic opportunities.
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A