Ukiah City Council
July 16, 2025

Contractor Name: City of Ukiah
Contract No.: 1CA05265
Page No.: 6

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. PAYMENT FOR SERVICES
A. LOCAL AGENCY shall pay STATE actual cost for fire protection services pursuant to this agreement an amount not to exceed that set forth in Exhibit D, Schedule A for each fiscal year. STATE shall prepare an Exhibit D, Schedule A each year, which shall be the basis for payment for the entire fiscal year for which services are provided.

B. Any other funds designated by LOCAL AGENCY to be expended under the supervision of or for use by a Unit Chief for fire protection services shall be set forth in Exhibit D, Schedule C. This clause shall not limit the right of LOCAL AGENCY to make additional expenditures, whether under Exhibit D, Schedule C or otherwise.

C. STATE shall invoice LOCAL AGENCY for the cost of fire protection services on a quarterly basis as follows:
1) For actual services rendered by STATE during the period of July 1 through September 30, by an invoice filed with LOCAL AGENCY on or after December 10. 2) For actual services rendered by STATE during the period October 1 through December 31, by an invoice filed with LOCAL AGENCY on or after December 31. 3) For actual services rendered by STATE during the period January 1 through March 31, by an invoice filed with LOCAL AGENCY on or after March 31. 4) For the estimated cost of services during the period April 1 through June 30, by an invoice filed in advance with LOCAL AGENCY on or after March 1. 5) A final statement shall be filed with LOCAL AGENCY by October 1 following the close of the fiscal year, reconciling the payments made by LOCAL AGENCY with the cost of the actual services rendered by STATE and including any other costs as provided herein, giving credit for all payments made by LOCAL AGENCY and claiming the balance due to STATE, if any, or refunding to LOCAL AGENCY the amount of any overpayment.
6) All payments by LOCAL AGENCY shall be made within thirty (30) days of receipt of invoice from STATE, or within thirty (30) days after the filing dates specified above, whichever is later.
7) The STATE reserves the right to adjust the frequency of billing and payment to a monthly cycle with a thirty (30) day written notice to the LOCAL AGENCY when:
a. The Director predicts a cash flow shortage, or
b. When determined by the Region Chief, after consulting with the Unit Chief and the LOCAL AGENCY Contract Administrator, that the LOCAL AGENCY may not have the financial ability to support the contract at the contract level.

D. Invoices shall include actual or estimated costs as provided herein of salaries and employee benefits for those personnel employed, charges for operating expenses and equipment and the administrative charge in accordance with Exhibit D, Schedule A.

When "contractual rates" are indicated, the rate shall be based on an average salary plus all benefits. "Contractual rates" means an all-inclusive rate established in Exhibit D, Schedule A for total costs to STATE, per specified position, for 24-hour fire protection services during the period covered.

Contractor Name: City of Ukiah
Contract No.: 1CA05265
Page No.: 7
E. STATE shall credit the LOCAL AGENCY, or cover behind at no cost, for the costs of Non-post (e.g. Fire Marshal, Training Officer, etc.) positions and equipment assigned to STATE responsibility fires or other STATE funded emergency incidents. The STATE shall notify the LOCAL AGENCY when this occurs.

2. COST OF OPERATING AND MAINTAINING EQUIPMENT AND PROPERTY The cost of maintaining, operating, and replacing any and all property and equipment, real or personal, furnished by the parties hereto for fire protection purposes, shall be borne by the party owning or furnishing such property or equipment unless otherwise provided for herein or by separate written agreement.

3. BUDGET CONTINGENCY CLAUSE
A. If the LOCAL AGENCY’s governing authority does not appropriate sufficient funds for the current year or any subsequent years covered under this Agreement, which results in an inability to pay the STATE for the services specified in this Agreement, the LOCAL AGENCY shall promptly notify the STATE and this Agreement will terminate pursuant to the notice periods required herein.

B. If funding for any fiscal year is reduced or deleted by the LOCAL AGENCY for purposes of this program, the LOCAL AGENCY shall promptly notify the STATE, and the STATE shall have the option to either cancel this Agreement with no liability occurring to the STATE, or offer an agreement amendment to LOCAL AGENCY to reflect the reduced amount, pursuant to the notice terms herein.

C. If the STATE Budget Act does not appropriate sufficient funds to provide the services for the current year or any subsequent years covered under this Agreement, which results in an inability to provide the services specified in this Agreement to the LOCAL AGENCY, the STATE shall promptly notify the LOCAL AGENCY, and this Agreement will terminate pursuant to the notice periods required herein.

D. If funding for any fiscal year is reduced or deleted by the STATE Budget Act for purposes of this program, the STATE shall promptly notify the LOCAL AGENCY, and the LOCAL AGENCY shall have the option to either cancel this Agreement with no liability occurring to the LOCAL AGENCY, or offer an agreement amendment to LOCAL AGENCY to reflect the reduced services, pursuant to the notice terms herein.

E. Notwithstanding the foregoing provisions in paragraphs A and B above, the LOCAL AGENCY shall remain responsible for payment for all services actually rendered by the STATE under this Agreement regardless of LOCAL AGENCY funding being reduced, deleted or not otherwise appropriated for this program. The LOCAL AGENCY shall promptly notify the STATE in writing of any budgetary changes that would impact this Agreement.

F. LOCAL AGENCY and STATE agree that this Budget Contingency Clause shall not relieve or excuse either party from its obligation(s) to provide timely notice as may be required elsewhere in this Agreement.

Contractor Name: City of Ukiah
Contract No.: 1CA05265
Page No.: 8

EXHIBIT C

GENERAL TERMS AND CONDITIONS

1. APPROVAL: This Agreement is of no force or effect until signed by both parties and approved by the Department of General Services, if required. STATE will not commence performance until such approval has been obtained.

2. AMENDMENT: This agreement may be amended by mutual consent of LOCAL AGENCY and STATE. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties.

If during the term of this agreement LOCAL AGENCY shall desire a reduction in STATE civil service employees assigned to the organization provided for in Exhibit D, Schedule A, LOCAL AGENCY shall provide 120 days written notice of the requested reduction. Notification shall include the following: (1) The total amount of reduction; (2) The firm effective date of the reduction; and (3) The number of employees, by classification, affected by a reduction. If such notice is not provided, LOCAL AGENCY shall reimburse STATE for relocation costs incurred by STATE as a result of the reduction. Personnel reductions resulting solely from an increase in STATE employee salaries or STATE expenses occurring after signing this agreement and set forth in Exhibit D, Schedule A to this agreement shall not be subject to relocation expense reimbursement by LOCAL AGENCY.

If during the term of this agreement costs to LOCAL AGENCY set forth in any Exhibit D, Schedule A to this agreement increase and LOCAL AGENCY, in its sole discretion, determines it cannot meet such increase without reducing services provided by STATE, LOCAL AGENCY shall within one hundred twenty (120) days of receipt of such Schedule notify STATE and designate which adjustments shall be made to bring costs to the necessary level. If such designation is not received by STATE within the period specified, STATE shall reduce services in its sole discretion to permit continued operation within available funds.

3. ASSIGNMENT: This Agreement is not assignable by the LOCAL AGENCY either in whole or in part, without the consent of the STATE in the form of a formal written amendment.

4. EXTENSION OF AGREEMENT:

A. One year prior to the date of expiration of this agreement, LOCAL AGENCY shall give STATE written notice of whether LOCAL AGENCY will extend or enter into a new agreement with STATE for fire protection services and, if so, whether LOCAL AGENCY intends to change the level of fire protection services from that provided by this agreement. If this agreement is executed with less than one year remaining on the term of the agreement, LOCAL AGENCY shall provide this written notice at the time it signs the agreement and the one year notice requirement shall not apply.

B. If LOCAL AGENCY fails to provide the notice, as defined above in (A), STATE shall have the option to extend this agreement for a period of up to one year from the original termination date and to continue providing services at the same or reduced level as STATE determines would be appropriate during the extended period of this agreement. Six months prior to the date of expiration of this agreement, or any extension hereof, STATE shall give written notice to LOCAL AGENCY of any extension of this agreement and any change in the level of fire protection services STATE will provide during the extended period of this agreement.

Services provided and obligations incurred by STATE during an extended period shall be accepted by LOCAL AGENCY as services and obligations under the terms of this agreement.

Contractor Name: City of Ukiah
Contract No.: 1CA05265
Page No.: 9
C. The cost of services provided by STATE during the extended period shall be based upon the amounts that would have been charged LOCAL AGENCY during the fiscal year in which the extended period falls had the agreement been extended pursuant hereto. Payment by LOCAL AGENCY for services rendered by STATE during the extended period shall be as provided in Exhibit B, Section 1, B of this agreement.

5. AUDIT: STATE, including the Department of General Services and the Bureau of State Audits, and LOCAL AGENCY agree that their designated representative shall have the right to review and to copy any records and supporting documentation of the other party hereto, pertaining to the performance of this agreement. STATE and LOCAL AGENCY agree to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated, and to allow the auditor(s) of the other party access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. STATE and LOCAL AGENCY agree to a similar right to audit records and interview staff in any subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section 1896).

6. INDEMNIFICATION: Each party, to the extent permitted by law, agrees to indemnify, defend and save harmless the other party, its officers, agents and employees from (1) any and all claims for economic losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers and any other person, firm, or corporation furnishing or supplying work services, materials or supplies to that party and (2) from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by that party, in the performance of any activities of that party under this agreement, except where such injury or damage arose from the sole negligence or willful misconduct attributable to the other party or from acts not within the scope of duties to be performed pursuant to this agreement; and (3) each party shall be responsible for any and all claims that may arise from the behavior and/or performance of its respective employees during and in the course of their employment to this cooperative agreement.

7. DISPUTES: LOCAL AGENCY shall select and appoint a "Contract Administrator" who shall, under the supervision and direction of LOCAL AGENCY, be available for contract resolution or policy intervention with the STATE’s Region Chief when, upon determination by the designated STATE representative, the Unit Chief acting as LOCAL AGENCY’s Fire Chief under this agreement faces a situation in which a decision to serve the interest of LOCAL AGENCY has the potential to conflict with STATE interest or policy. Any dispute concerning a question of fact arising under the terms of this agreement which is not disposed of within a reasonable period of time by the LOCAL AGENCY and STATE employees normally responsible for the administration of this agreement shall be brought to the attention of the CAL FIRE Director or designee and the Chief Executive Officer (or designated representative) of the LOCAL AGENCY for joint resolution. For purposes of this provision, a “reasonable period of time” shall be ten (10) calendar days or less. STATE and LOCAL AGENCY agree to continue with the responsibilities under this Agreement during any dispute.

8. TERMINATION FOR CAUSE/CANCELLATION:

A. If LOCAL AGENCY fails to remit payments in accordance with any part of this agreement, STATE may terminate this agreement and all related services upon 60 days written notice to LOCAL AGENCY. Termination of this agreement does not relieve LOCAL AGENCY from providing STATE full compensation in accordance with terms of this agreement for services actually rendered by STATE pursuant to this agreement.

Contractor Name: City of Ukiah
Contract No.: 1CA05265
Page No.: 10
B. This agreement may be cancelled at the option of either STATE or LOCAL AGENCY at any time during its term, with or without cause, on giving one year’s written notice to the other party. Either LOCAL AGENCY or STATE electing to cancel this agreement shall give one year’s written notice to the other party prior to cancellation.

9. INDEPENDENT CONTRACTOR: Unless otherwise provided in this agreement LOCAL AGENCY and the agents and employees of LOCAL AGENCY, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the STATE.

10. NON-DISCRIMINATION CLAUSE: During the performance of this agreement, LOCAL AGENCY shall be an equal opportunity employer and shall not unlawfully discriminate, harass, or allow harassment against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS) mental disability, medical condition (e.g.cancer), age (over 40), marital status, denial of family care leave, veteran status, sexual orientation, and sexual identity. LOCAL AGENCY shall insure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. LOCAL AGENCY shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12990 (a-f) et seq.) and the applicable regulations promulgated thereunder (California Code of Regulations, Title 2, Section 7285 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code Section 12990 (a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations, are incorporated into this Agreement by reference and made a part hereof as if set forth in full. LOCAL AGENCY shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other Agreement.

In addition, LOCAL AGENCY acknowledges that it has obligations relating to ethics, Equal Employment Opportunity (EEO), the Fire Fighter’s Bill of Rights Act (FFBOR), and the Peace Officer’s Bill of Rights Act (POBOR). LOCAL AGENCY shall ensure that its employees comply with all the legal obligations relating to these areas. LOCAL AGENCY shall ensure that its employees are provided appropriate training.

11. TIMELINESS: Time is of the essence in the performance of this agreement.

12. COMPENSATION: The consideration to be paid STATE, as provided herein, shall be in compensation for all of STATE’s expenses incurred in the performance hereof, including travel, per Diem, and taxes, unless otherwise expressly so provided.

13. GOVERNING LAW: This agreement is governed by and shall be interpreted in accordance with the laws of the State of California.

14. CHILD SUPPORT COMPLIANCE ACT: “For any Agreement in excess of $100,000, the LOCAL AGENCY acknowledges in accordance with Public Contract Code 7110, that:

A. The LOCAL AGENCY recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and
B. The LOCAL AGENCY, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.”

Contractor Name: City of Ukiah
Contract No.: 1CA05265
Page No.: 11

15. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby.

16. COMPLIANCE WITH THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY

ACT (HIPAA)
The STATE and LOCAL AGENCY have a responsibility to comply with the provisions of the 1996 Federal Health Insurance Portability and Accountability Act (HIPAA) and the 2001 State Health Insurance Portability and Accountability Implementation Act. HIPAA provisions become applicable once the association and relationships of the health care providers are determined by the LOCAL AGENCY. It is the LOCAL AGENCY’S responsibility to determine their status as a “covered entity” and the relationships of personnel as “health care providers”, “health care clearinghouse”, “hybrid entities”, business associates”, or “trading partners”. STATE personnel assigned to fill the LOCAL AGENCY’S positions within this Agreement, and their supervisors, may fall under the requirements of HIPAA based on the LOCAL AGENCY’S status. It is the LOCAL AGENCY’S responsibility to identify, notify, train, and provide all necessary policy and procedures to the STATE personnel that fall under HIPAA requirements so that they can comply with the required security and privacy standards of the act.

17. LIABILITY INSURANCE
The STATE and LOCAL AGENCY shall each provide proof of insurance in a form acceptable to the other party at no cost one to the other, to cover all services provided and use of local government facilities covered by this agreement. If LOCAL AGENCY is insured and/or self-insured in whole or in part for any losses, LOCAL AGENCY shall provide a completed Certification of Self Insurance (Exhibit D, Schedule E) or certificate of insurance, executed by a duly authorized officer of LOCAL AGENCY. Upon request of LOCAL AGENCY the STATE shall provide a letter from DGS, Office Risk and Insurance Management executed by a duly authorized officer of STATE. If commercially insured in whole or in part, a certificate of such coverage executed by the insurer or its authorized representative shall be provided.

Said commercial insurance or self-insurance coverage of the LOCAL AGENCY shall include the following:

A. Fire protection and emergency services - Any commercial insurance shall provide at least general liability for $5,000,000 combined single limit per occurrence.

B. Dispatch services – Any commercial insurance shall provide at least general liability for $1,000,000 combined single limit per occurrence.

C. The CAL FIRE, State of California, its officers, agents, employees, and servants are included as additional insured’s for purposes of this contract.

D. The STATE shall receive thirty (30) days prior written notice of any cancellation or change to the policy at the addresses listed on page 2 of this agreement.

18. WORKERS COMPENSATION: (only applies where local government employees/volunteers are supervised by CAL FIRE, as listed in Exhibit D Schedule C. STATE contract employees’ workers compensation is included as part of the contract personnel benefit rate).

A. Workers' Compensation and related benefits for those persons, whose use or employment is contemplated herein, shall be provided in the manner prescribed by California Labor Codes, State Interagency Agreements and other related laws, rules, insurance policies, collective bargaining agreements, and memorandums of understanding.

Contractor Name: City of Ukiah
Contract No.: 1CA05265
Page No.: 12
B. The STATE Unit Chief administering the organization provided for in this agreement shall not use, dispatch or direct any non STATE employees, on any work which is deemed to be the responsibility of LOCAL AGENCY, unless and until LOCAL AGENCY provides for Workers' Compensation benefits at no cost to STATE. In the event STATE is held liable, in whole or in part, for the payment of any Worker's Compensation claim or award arising from the injury or death of any such worker, LOCAL AGENCY agrees to compensate STATE for the full amount of such liability.

C. The STATE /LOCAL AGENCY shall receive proof of Worker’s Compensation coverage and shall be notified of any cancellation and change of coverage at the addresses listed in Section 1.

19. CONFLICT OF INTEREST: LOCAL AGENCY needs to be aware of the following provisions regarding current or former state employees. If LOCAL AGENCY has any questions on the status of any person rendering services or involved with the Agreement, the STATE must be contacted immediately for clarification.

Current State Employees (Public Contract Code §10410):
1) No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any state agency, unless the employment, activity or enterprise is required as a condition of regular state employment.
2) No officer or employee shall contract on his or her own behalf as an independent contractor with any state agency to provide goods or services.

Former State Employees (Public Contract Code §10411):
1) For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any state agency. 2) For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving state service.

If LOCAL AGENCY violates any provisions of above paragraphs, such action by LOCAL AGENCY shall render this Agreement void. (Public Contract Code §10420) Members of boards and commissions are exempt from this section if they do not receive payment other than payment of each meeting of the board or commission, payment for preparatory time and payment for per diem. (Public Contract Code §10430 (e))

20. LABOR CODE/WORKERS' COMPENSATION: LOCAL AGENCY needs to be aware of the provisions which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions, and LOCAL AGENCY affirms to comply with such provisions before commencing the performance of the work of this Agreement. (Labor Code Section 3700)

21. AMERICANS WITH DISABILITIES ACT: LOCAL AGENCY assures the State that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis

Contractor Name: City of Ukiah
Contract No.: 1CA05265
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of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.)

22. LOCAL AGENCY NAME CHANGE: An amendment is required to change the LOCAL AGENCY’S name as listed on this Agreement. Upon receipt of legal documentation of the name change the STATE will process the amendment. Payment of invoices presented with a new name cannot be paid prior to approval of said amendment.

23. RESOLUTION: A county, city, district, or other local public body must provide the STATE with a copy of a resolution, order, motion, or ordinance of the local governing body which by law has authority to enter into an agreement, authorizing execution of the agreement.

24. AIR OR WATER POLLUTION VIOLATION: Under the State laws, the LOCAL AGENCY shall not be: (1) in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution control district; (2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of the Water Code for violation of waste discharge requirements or discharge prohibitions; or (3) finally determined to be in violation of provisions of federal law relating to air or water pollution.

25. AFFIRMATIVE ACTION. STATE certifies its compliance with applicable federal and State hiring requirements for persons with disabilities, and is deemed by LOCAL AGENCY to be in compliance with the provisions of LOCAL AGENCY’S Affirmative Action Program for Vendors.

26. DRUG AND ALCOHOL-FREE WORKPLACE. As a material condition of this Agreement, STATE agrees that it and its employees, while performing service for LOCAL AGENCY, on LOCAL AGENCY property, or while using LOCAL AGENCY equipment, shall comply with STATE’s Employee Rules of Conduct as they relate to the possession, use, or consumption of drugs and alcohol.

27. ZERO TOLERANCE FOR FRAUDULENT CONDUCT IN LOCAL AGENCY SERVICES.

STATE shall comply with any applicable “Zero Tolerance for Fraudulent Conduct in LOCAL AGENCY Services.” There shall be “Zero Tolerance” for fraud committed by contractors in the administration of LOCAL AGENCY programs and the provision of LOCAL AGENCY services.

Upon proven instances of fraud committed by the STATE in connection with performance under the Agreement, the Agreement may be terminated consistent with the termination for cause/cancellation term, Exhibit C, section 8, subsection B, of Cooperative Fire Programs Fire Protection Reimbursement Agreement, LG-1, between the California Department of Forestry and Fire Protection (CAL FIRE) and the LOCAL AGENCY.

28. CONFIDENTIAL INFORMATION. “Confidential information” means information designated by CAL FIRE and/or the LOCAL AGENCY disclosure of which is restricted, prohibited or privileged by State and federal law. Confidential Information includes, but is not limited to, information exempt from disclosure under the California Public Records Act (Government Code Sections 6250 et seq.) Confidential Information includes but is not limited to all records as defined in Government Code section 6252 as well as verbal communication of Confidential Information.

Any exchange of Confidential Information between parties shall not constitute a “waiver” of any exemption pursuant to Government Code section 6254.5
CAL FIRE and LOCAL AGENCY personnel allowed access to information designated as Confidential Information shall be limited to those persons with a demonstrable business need for such access. CAL FIRE and LOCAL AGENCY agree to provide a list of authorized personnel in writing as required by Government Code section 6254.5(e). CAL FIRE and the LOCAL

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Contract No.: 1CA05265
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AGENCY agree to take all necessary measures to protect Confidential Information and shall impose all the requirements of this Agreement on all of their respective officers, employees and agents with regards to access to the Confidential Information. A Party to this Contract who experiences a security breach involving Confidential Information covered by this Contract, agrees to promptly notify the other Party of such breach

29. ENTIRE AGREEMENT: This agreement contains the whole agreement between the Parties. It cancels and supersedes any previous agreement for the same or similar services.

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Contract No.: 1CA05265
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EXHIBIT D

ADDITIONAL PROVISIONS
EXCISE TAX: State of California is exempt from federal excise taxes, and no payment will be made for any taxes levied on employees' wages. STATE will pay any applicable State of California or local sales or use taxes on the services rendered or equipment or parts supplied pursuant to this agreement. The STATE may pay any applicable sales and use tax imposed by another state.

Schedules
The following Schedules are included as part of this agreement (check boxes if they apply):

A. Fiscal Display, PRC 4142 AND/OR PRC 4144 - STATE provided LOCAL AGENCY funded fire protection services. STATE-owned vehicles shall be operated and maintained in accordance with policies of STATE at rates listed in Exhibit D, Schedule A.

B. STATE Funded Resource - A listing of personnel, crews and major facilities of the STATE overlapping or adjacent to the local agency area that may form a reciprocal part of this agreement.

C. LOCAL AGENCY Provided Local Funded Resources - A listing of services, personnel, equipment and expenses, which are paid directly by the local agency, but which are under the supervision of the Unit Chief.

D. LOCAL AGENCY Owned STATE Maintained Vehicles - Vehicle information pertaining to maintenance responsibilities and procedures for local agency-owned vehicles that may be a part of the agreement.

LOCAL AGENCY-owned firefighting vehicles shall meet and be maintained to meet minimum safety standards set forth in Title 49, Code of Federal Regulations; and Titles 8 and 13, California Code of Regulations.

LOCAL AGENCY-owned vehicles that are furnished to the STATE shall be maintained and operated in accordance to LOCAL AGENCY policies. In the event LOCAL AGENCY does not have such policies, LOCAL AGENCY-owned vehicles shall be maintained and operated in accordance with STATE policies. The cost of said vehicle maintenance and operation shall be at actual cost or at rates listed in Exhibit D, Schedule D.

Exhibit D, Schedule D is incorporated into this section if LOCAL AGENCY-owned vehicles listed in Exhibit D, Schedule D are to be operated, maintained, and repaired by STATE.

LOCAL AGENCY assumes full responsibility for all liabilities associated therewith in accordance with California Vehicle Code Sections 17000, 17001 et seq. STATE employees operating LOCAL AGENCY-owned vehicles shall be deemed employees of LOCAL AGENCY, as defined in Vehicle Code Section 17000. Except where LOCAL AGENCY would have no duty to indemnify STATE under Exhibit C, Section 6 for all LOCAL AGENCY-owned vehicles operated or used by employees of STATE under this agreement.

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Contract No.: 1CA05265
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LOCAL AGENCY employees, who are under the supervision of the Unit Chief and operating STATE-owned motor vehicles, as a part of the duties and in connection with fire protection and other emergency services, shall be deemed employees of STATE, as defined in Vehicle Code Section 17000 for acts or omissions in the use of such vehicles. Except where STATE would have no duty to indemnify LOCAL AGENCY under Exhibit C, Section 6.

E. Certification of Insurance - Provider Insurance Certification and/or proof of selfinsurance.

Unit: Mendocino
Agreement Total $1,540,822 1CA05265
PS Total $329,755 PS Total $346,243 PS Total $363,555 PS Total $381,733 OE Total $27,734 OE Total $29,120 OE Total $30,576 OE Total $32,105 TOTAL $357,489 TOTAL $375,363 TOTAL $394,132 TOTAL $413,838 Fiscal Year 21/22
Contract Name: City Of Ukiah
Contract No.:

Page No.: 17
Fiscal Year 22/23 (+5%) Fiscal Year 23/24 (+5%) Fiscal Year 24/25 (+5%)

Fiscal Year: 2021 Sub Total $294,398
Index: 1100 Unit: Mendocino Admin $35,357PCA 17101 Total $329,755 1CA05265PRC: 4142Comments Dispatch Agreement  Overtime Total: $71,015 Number of
Positions Classification/ad-ons (Pick From List) RET. Period Salary Months Salary Rate Total Salary EDWC Rate EDWC Periods Total EDWC Salary Benefits FFI UI EDWC Benefits Total Salary & EDWC Total Position Cost 2 Communications Operator, Range B SAF 12 $6,081 $145,944 $0 0 $0 $74,300 $0 $0 $220,244 $294,3981 Night‐Shift Pay Differential SAF 12 $173 $2,080 $0 $1,059 $0 $3,139 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0
1 Overtime SAF $70,000 $0 $1,015 $0 $71,015
$0 $0 $0 0 $0 $0 $0 $0 $0 $0
$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 Overtime $0 $0 $0 $0
$0 $0 $0 0 $0 $0 $0 $0 $0 $0
$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 Overtime $0 $0 $0 $0
$0 $0 $0 0 $0 $0 $0 $0 $0 $0
$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 Overtime $0 $0 $0 $0
$0 $0 $0 0 $0 $0 $0 $0 $0 $0
$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 Overtime $0 $0 $0 $0
$0 $0 $0 0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 Overtime $0 $0 $0 $0
$0 $0 $0 0 $0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0$0 $0 $0 $0 $0 $0 Overtime $0 $0 $0 $0
This is a Schedule A - 4142 of the Cooperative Agreement, dated July 1, 2021 between "City of Ukiah" and The California Department of Forestry and Fire Protection (CAL FIRE) Contract Name: City Of Ukiah
Contract No.:

Page No.: 18
CAL FIRE Unit Chief
CAL FIRE Region Chief
George Gonzalez
Mike Bradley

Fiscal Year: 2021 $0
Index: 1100 $24,760
PCA: 17101 $2,974
PRC: 4142 $27,734 19
Comments

1.45%
Category (Pick from List) Details Number Months Rate Sub-Total Uniform Benefits Total UNIFORM ALLOWANCE FOR COMM OP 2.00 12.00 $104 2,500 $                 0 $         2,500 GENERAL EXPENSE Maintenance, Utlities, EMD 1.00 12.00 $455 5,460 $                 0 $         5,460 TRAINING Employees  2.00 12.00 $700 16,800 $               0 $       16,800 $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                     0 ‐ ‐ $             $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $            $                    0 ‐ ‐ $ $                    0 ‐ ‐ $            $                    0 ‐ ‐ $ 1CA05265
City Of Ukiah
Total Page No.:

This is a Schedule A - 4142 of the Cooperative Agreement, dated July 1, 2021 between "City of Ukiah" and The California Department of Forestry and Fire Protection (CAL FIRE) Uniform Benefits Contract Name:Sub TotalAdmin Contract No.:

Contractor Name: City of Ukiah
Contract Number: 1CA05265
Exhibit E Page No. 20

CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION

MENDOCINO UNIT
Service Description for
Fire and Emergency Medical Dispatch Services
To
City of Ukiah
Within current California Department of Forestry and Fire Protection (CAL FIRE) policy and in addition to the elements of the FIRE SERVICE COMMUNICATION SYSTEM – Memorandum of Understanding – Standard Operational Procedures for the Mendocino County Operational Area (Office of Fire Warden, Mendocino County Fire Chiefs Association, November 1994); the following serves to describe the scope of work to be performed by the CAL FIRE Howard Forest Emergency Command Center (ECC) for the City of Ukiah:

Service
Fire and Emergency Medical Services (EMS) dispatch services will be provided to those Local Fire Service Agencies and Ambulance providers of Mendocino County who are signatory to the Operational Memorandum of Understanding (MOU) of November 1994. Coastal Valley Emergency Medical Services (CVEMS) has designated the Howard Forest ECC (HFECC) as Mendocino County’s Air Ambulance Coordination Center. The HFECC is the secondary Public Safety Answering Point (PSAP) for Mendocino County. CAL FIRE is the Cal OES Fire and Rescue Coordination Center for Mendocino County.

Dispatch services will be provided 24-hours per day, seven days per week, throughout the contract period.

CAL FIRE will provide Emergency Medical Dispatching (EMD) for medical dispatch and call priority determination (when appropriate). EMD provides for a caller to respond to a standardized question format to help determine the type of resources required to appropriately assist the caller. EMD also directs the dispatcher to provide pre-arrival instructions to assist with patient care, once the emergency response has been dispatched.

Generally, all emergency calls will be dispatched within sixty (60) seconds of the call. This time frame is a general target; it is recognized that verification of location information and directions to the location of the emergency as well as completion of the EMD process will sometimes require more than the 60-second time frame. Priority is place on clear and reliable dispatch information for responding resources.

Contractor Name: City of Ukiah
Contract Number: 1CA05265
Page No. 21
All emergency, non-emergency and administrative calls for service are logging into the Altaris Computer Added Dispatch program (CAD). All key entries are automatically time stamped by the CAD program for accuracy. All entries that require a field response of any type are logged as incidents and administrative functions (such as Fire Department announcements) are logged in as events and do not generate an incident number.

All CAD data is available on a web-based program that is accessible by a password protected program available to any agency or cooperator who does business with the dispatch center. The program used to retrieve this data is Crystal Reports, a CAL FIRE standard program for CAD data retrieval. All users of this service will be restricted to access records that originate in the Mendocino Unit. This program has pre-built reports that the user can access. Any news reports must be requested through the ECC Manager with specifics of the information requested. No call data or other CAD information will be released to the public.

Staffing
CAL FIRE provides a dispatch center 24 hours per day, seven days a week. Staffing levels for the ECC are a minimum of 1 fully qualified Fire Captain, and 2 fully qualified Communications Operator. During Fire Season, when CAL FIRE fixed wing aircraft are on Contract (normally, 6/15 through 10/15), the ECC is staffed with a minimum of 2 qualified Fire Captains and 2 qualified Communications Operators during the day.

The ECC Manager is a CAL FIRE Battalion Chief. This person is responsible for all ECC operations, personnel, and coordination with the Mendocino County Dispatch contract. He/She is the primary contact for the Coastal Valley EMS coordinator for any changes in EMS dispatch policy, procedures, or information requests.

Facilities
The CAL FIRE ECC infrastructure consists of two buildings that house the ECC and Expanded Dispatch along with all of the radio and telephone equipment. These two buildings together allow handling of all the normal daily activities and, if necessary, open an expanded dispatch to handle larger incidents. A 125 KW generator is also on-site to automatically provide emergency power if necessary.

The ECC is capable of providing all dispatching services on multiple frequencies. Fire and EMS are being dispatched at the same time using the Mendocino County Dispatching frequencies.

CAL FIRE has Altaris Computer Aided Dispatch program (CAD) in a laptop computer and CAL FIRE can use another location’s phone service along with a Mobile radio for a short duration. If this is not possible CAL FIRE has the ability to use a mobile location with Cellular phone service. CAL FIRE has access to a Mobile Communications Center for a backup Emergency Command Center, if needed for a long duration event, which is usually available within four hours.

Contractor Name: City of Ukiah
Contract Number: 1CA05265
Page No. 22
Radio Frequencies
The ECC will use the following frequencies, which are licensed to Mendocino County, to dispatch and support local government and CAL FIRE resources on any incident that requires use of these frequencies:

Mendocino County Red TX 154.3850 RX 153.9500
Mendocino County Blue TX 156.1950 RX 151.0850
Mendocino County Green TX 155.4300 RX 151.1150
The ECC will use the following frequencies, which are licensed to CAL FIRE, to support CAL FIRE or local government on any incident that requires use of these frequencies:

CAL FIRE Mendocino Local TX 159.2700 RX 153.3850
CAL FIRE Command 8 TX 159.3450 RX 151.4450
CAL FIRE Command 1 TX 159.3000 RX 151.3550
CAL FIRE Command 2 TX 159.3300 RX 151.2650
Additional Agencies/Resources dispatched all or in part, Pursuant to this Contract:
 CALSTAR 4 Air Ambulance
 REACH 18 Air Ambulance
 Anderson Valley Ambulance
 Fort Bragg Ambulance
 MEDSTAR Ambulance
 Redwood Empire Hazardous Materials Response Team (REHIT) The ECC has a Cooperative Agreement to provide dispatching services to the County of Mendocino fire agencies.

CAL FIRE - Cooperative Fire
Local Government Program
2024/2025 Dispatch Agreement Costing Guide
2024/2025 New Dispatch Agreement Recommended Cost Calculator SUGGESTED AGREEMENT TOTAL - Included: Direct Costs (Salary, Uniforms, Training) and Indirect Costs (Hardware, Software, and support) Agency Call Volume
2020 4,057
2021 4,381
2022 5,657
2023 6,405
2024 7,928
5-Year Total 28,428
Average 5,686
2024/2025 Per Call I $ 77.88 I
Suggested Number of Communication Operators
Communication Operators 2.3
Suggested Agreement Cost
Suggested Total Annual
Agreement Total $ 442,794.53
Methodology Standards
NFPA 1061, NFPA 1221,and NFPA 1225, and Statewide Call Volume were utilized in the development.

NFPA 1061: Standard for Public Safety Telecommunications Personnel Professional Qualifications NFPA 1221: Standard for the Installation, Maintenance, and Use of Emergency Services Communications Systems NFPA 1225: Standard for Emergency Services Communications NFPA 1221: 7.3.1 There shall be a minimum of two telecommunication on duty and present in the communication center at all times.

NFPA 1221: 7.4.2.2 (listed below), 90 percent of [fire] alarm processing shall be completed within 64 seconds and 95 percent of [fire] alarm processing shall be completed within 106 seconds.

Exceptions: (1) Joint responses with law enforcement (involving weapons) (2) Hazardous materials incidents (3) Technical rescue
Methodology Supporting Links
https://emsa.ca.gov/cemsis-dashboards/
https://www.calhr.ca.gov/labor-relations/Documents/MOU%2020190701-20230701-bu07.pdf https://nasemso.org/wp-content/uploads/2020-National-EMS-Assessment Reduced-File-Size.pdf INSTRUCTION: Enter the annual call volume into the yellow cells above. The call volume will be averaged to allow for a forecasted agreement total. The 5-year average will be multiplied by the per-call cost for an agreement total. This agreement total does not include the administrative fee. This will would be included in the quarterly billing.
*The Per Call suggested rate is base on BU07 negotiated rates along with annual hardware costs, which are subject to change.

Attachement 2

Agenda Item No: 8.i.

MEETING DATE/TIME: 7/16/2025

ITEM NO: 2025-829

AGENDA SUMMARY REPORT
SUBJECT: Authorize City Manager to Award Contract for the Fairgrounds Storm Drain Replacement Project, Specification 25-02, to Ghilotti Construction Company Inc, as the Apparent Low Bidder in the Amount of $591,204, Upon the City Manager Completing Negotiation of a Satisfactory Agreement with the Redwood Empire Fairgrounds ("Fairgrounds") Sharing Costs of Construction and Other Matters Concerning the Ongoing Use and Maintenance of the Storm Drain and Related Facilities, and Approve All Necessary Budget Amendments.

DEPARTMENT: Public Works PREPARED BY: Myles Fisette, Purchasing Manager PRESENTER: Tim Eriksen, Public Works Director/City Engineer ATTACHMENTS:

1. Bid Tabulation Spec 25-02 Fairgrounds Storm Drain Replacement

2. Ghilotti Bid
Summary: Council will consider authorizing the City Manager to award a contract to Ghilotti Construction Company Inc. in the amount of $591,204 for the Fairgrounds Storm Drain Replacement Project, Specification 25-02 upon completing negotiation of a satisfactory agreement with the Ukiah Fair Grounds sharing costs of construction and other matters concerning the ongoing use and maintenance of the storm drain and related facilities, and approval of all necessary budget amendments.

Background: In March 2014, City Staff presented an item to the City Council concerning the storm drain that runs through and services the Fairgrounds. The storm drain system was originally installed as a joint effort between the City of Ukiah and the Fairgrounds, with construction occurring in or shortly after 1962.

Since its installation, the storm drain has reached the end of its expected service life and is now exhibiting deterioration typical of infrastructure of this age. At the time the issue was brought to City Staff in 2014, a small sinkhole had developed in the western upper dirt parking lot near State Street. Following extensive discussions regarding maintenance responsibility, the City took the lead and hired a professional civil engineer to design a replacement system for the aging storm drain infrastructure. Design efforts continued for several years; however, the engineer was ultimately unable to complete the project due to impending development by the Fairgrounds. There was a proposed project on the upper parking lot that was important to avoid storm drain pipe realignment. The exact location was undetermined and the final pipe alignment was never determined.

Recently, the Fairgrounds staff have raised concerns with the deterioration of the pipe. Given that the proposed development still had not occurred, City Staff agreed to revisit and complete the design plans that had been initiated nearly a decade earlier.

Discussion: On June 4, 2025, Council instructed Staff to proceed with a Request for Bid. The Request for Bid was released on June 5, 2025, and was advertised in the Ukiah Daily Journal and posted to Bidnet Direct and the City website.

The City received nine (9) construction bids for this project (Attachment 1). Ghilotti Construction Company Inc. was the lowest responsible bidder with a bid amount of $591,204. A copy of Ghilotti Construction Company

Inc.'s bid is provided (Attachment 2).

Staff reccomends that pursuant to Public Contract Code Section 22034(c) the City Council authorize the City Manager to award the contract to Ghilotti Construction Company Inc.upon the City Manager completing negotiation of a satisfactory agreement with the Ukiah Fairgrounds sharing costs of construction and other matters concerning the ongoing use and maintenance of the storm drain and related facilities.

Funding for the project is anticipated to come from a combination of CalTrans Local Partnership Program (LPP) formulaic funds, contributions from the Fairgrounds, and City Special Project Reserve resources. Staff further requests Council authorization to process any necessary budget amendments based on the negotiated cost-sharing agreement, calculated from the low bid amount plus a 10% contingency, without the need to return to Council for additional approval.

Recommended Action: Authorize the City Manager to award a contract for the Fairgrounds Storm Drain Replacement Project, Specification 25-02, to Ghilotti Construction Company Inc., as the apparent low bidder in the amount of $591,204, upon completion of a satisfactory agreement with the Fairgrounds regarding costsharing and ongoing maintenance of the storm drain and related facilities; and authorize the City Manager to execute all necessary budget amendments based on the negotiated cost-sharing arrangement, including a 10% contingency, without the need for further Council approval.

BUDGET AMENDMENT REQUIRED: Yes
CURRENT BUDGET AMOUNT: $0
PROPOSED BUDGET AMOUNT: $0
FINANCING SOURCE: City Special Project Reserve Fund/CalTrans LPP Formulaic Funds/Fairground Funds REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Andrew Stricklin, Senior Engineer; Seth Strader, Management Analyst II – Public Works
STRATEGIC PLAN (SP): SP 2A - Continue the development and maintenance of a comprehensive Capital Improvement Plan that considers the climate impacts of those improvements.

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

Item # Description UOM QTY Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total Unit Price Item Total 1 MOBILIZATION LS 1 $14,500.00 $14,500.00 $30,000.00 $30,000.00 $13,000.00 $13,000.00 $7,300.00 $7,300.00 $17,398.15 $17,398.15 $75,000.00 $75,000.00 $32,400.00 $32,400.00 $20,000.00 $20,000.00 $124,000.00 $124,000.00 2 TRAFFIC CONTROL LS 1 $15,200.00 $15,200.00 $10,000.00 $10,000.00 $5,000.00 $5,000.00 $12,555.00 $12,555.00 $25,000.00 $25,000.00 $25,000.00 $25,000.00 $12,237.00 $12,237.00 $8,000.00 $8,000.00 $10,000.00 $10,000.00 3 POTHOLING LS 1 $17,000.00 $17,000.00 $8,000.00 $8,000.00 $20,000.00 $20,000.00 $7,360.00 $7,360.00 $20,000.45 $20,000.45 $12,000.00 $12,000.00 $23,310.00 $23,310.00 $18,000.00 $18,000.00 $13,000.00 $13,000.00 4 TEMPORARY REMOVE/REINSTALL FENCING LS 1 $16,000.00 $16,000.00 $10,000.00 $10,000.00 $7,500.00 $7,500.00 $3,880.00 $3,880.00 $15,000.50 $15,000.50 $25,000.00 $25,000.00 $17,650.00 $17,650.00 $4,000.00 $4,000.00 $12,000.00 $12,000.00 5 24" ADS N12 STORM DRAIN LF 462 $126.00 $58,212.00 $90.00 $41,580.00 $135.00 $62,370.00 $150.00 $69,300.00 $145.95 $67,428.90 $110.00 $50,820.00 $153.00 $70,686.00 $250.00 $115,500.00 $345.00 $159,390.00 6 24" RCP STORM DRAIN (CLASS IV) LF 100 $246.00 $24,600.00 $300.00 $30,000.00 $305.00 $30,500.00 $250.00 $25,000.00 $450.50 $45,050.00 $300.00 $30,000.00 $435.00 $43,500.00 $390.00 $39,000.00 $530.00 $53,000.00 7 30" ADS N12 STORM DRAIN LF 177 $187.00 $33,099.00 $254.00 $44,958.00 $170.00 $30,090.00 $200.00 $35,400.00 $161.45 $28,576.65 $135.00 $23,895.00 $270.00 $47,790.00 $230.00 $40,710.00 $284.00 $50,268.00 8 36" ADS N12 STORM DRAIN LF 1098 $211.00 $231,678.00 $100.00 $109,800.00 $182.00 $199,836.00 $250.00 $274,500.00 $184.50 $202,581.00 $140.00 $153,720.00 $119.00 $130,662.00 $230.00 $252,540.00 $340.00 $373,320.00 9 36"X36" JUNCTION BOX EA 1 $4,900.00 $4,900.00 $17,800.00 $17,800.00 $8,500.00 $8,500.00 $7,620.00 $7,620.00 $4,407.35 $4,407.35 $11,000.00 $11,000.00 $10,939.00 $10,939.00 $11,100.00 $11,100.00 $13,000.00 $13,000.00 10 48"X48" JUNCTION BOX EA 3 $9,000.00 $27,000.00 $8,000.00 $24,000.00 $9,000.00 $27,000.00 $9,611.00 $28,833.00 $6,590.75 $19,772.25 $14,000.00 $42,000.00 $11,000.00 $33,000.00 $14,000.00 $42,000.00 $13,000.00 $39,000.00 11 48" STORM DRAIN MANHOLE EA 1 $8,375.00 $8,375.00 $20,000.00 $20,000.00 $10,000.00 $10,000.00 $7,456.00 $7,456.00 $4,226.60 $4,226.60 $13,000.00 $13,000.00 $19,602.00 $19,602.00 $15,000.00 $15,000.00 $14,500.00 $14,500.00 12 4'X6' JUNCTION BOX EA 2 $15,500.00 $31,000.00 $5,500.00 $11,000.00 $12,000.00 $24,000.00 $13,971.00 $27,942.00 $11,865.75 $23,731.50 $24,000.00 $48,000.00 $10,885.00 $21,770.00 $27,000.00 $54,000.00 $13,500.00 $27,000.00 13 CONNECT EXISTING 8"-18" SD TO NEW JUNCTION BOX EA 3 $2,600.00 $7,800.00 $2,840.00 $8,520.00 $1,500.00 $4,500.00 $3,400.00 $10,200.00 $5,063.05 $15,189.15 $12,000.00 $36,000.00 $2,767.00 $8,301.00 $3,300.00 $9,900.00 $10,000.00 $30,000.00 14 CONNECT NEW 24" TO EXISTING JUNCTION BOX EA 2 $1,200.00 $2,400.00 $7,500.00 $15,000.00 $3,500.00 $7,000.00 $4,200.00 $8,400.00 $10,119.05 $20,238.10 $12,000.00 $24,000.00 $3,900.00 $7,800.00 $4,000.00 $8,000.00 $10,000.00 $20,000.00 15 CONNECT NEW 30" SD TO EXISTING MANHOLE EA 1 $2,200.00 $2,200.00 $8,500.00 $8,500.00 $5,500.00 $5,500.00 $5,300.00 $5,300.00 $16,759.20 $16,759.20 $13,000.00 $13,000.00 $5,330.00 $5,330.00 $11,000.00 $11,000.00 $11,000.00 $11,000.00 16 CONNECT EXISTING 12" SD TO NEW 24" RCP PIPE EA 1 $1,200.00 $1,200.00 $13,000.00 $13,000.00 $2,143.00 $2,143.00 $3,400.00 $3,400.00 $17,474.15 $17,474.15 $11,000.00 $11,000.00 $4,500.00 $4,500.00 $7,000.00 $7,000.00 $11,000.00 $11,000.00 17 SLURRY FILL AND ABANDON STORM DRAIN LS 1 $15,000.00 $15,000.00 $13,500.00 $13,500.00 $23,037.00 $23,037.00 $7,300.00 $7,300.00 $19,488.60 $19,488.60 $9,500.00 $9,500.00 $13,145.00 $13,145.00 $8,500.00 $8,500.00 $13,000.00 $13,000.00 18 REMOVE EXISTING STORM DRAIN AND JUNCTION BOXES LS 1 $7,500.00 $7,500.00 $65,000.00 $65,000.00 $11,092.00 $11,092.00 $11,000.00 $11,000.00 $29,916.55 $29,916.55 $12,500.00 $12,500.00 $26,789.00 $26,789.00 $25,000.00 $25,000.00 $11,000.00 $11,000.00 19 REMOVE AND DISPOSE REDWOOD TREE (APPROX. DBH 60 INCHES) EA 2 $4,180.00 $8,360.00 $7,500.00 $15,000.00 $9,881.00 $19,762.00 $20,000.00 $40,000.00 $9,547.50 $19,095.00 $9,000.00 $18,000.00 $44,800.00 $89,600.00 $3,400.00 $6,800.00 $12,000.00 $24,000.00 20 CLEAR & GRUBB EX. BRUSH IN PIPELINE ROUTE AND DITCH LS 1 $17,500.00 $17,500.00 $16,142.00 $16,142.00 $8,427.00 $8,427.00 $6,000.00 $6,000.00 $18,082.15 $18,082.15 $60,000.00 $60,000.00 $36,704.00 $36,704.00 $8,000.00 $8,000.00 $22,000.00 $22,000.00 21 GRADING AND SOIL REMOVAL CY 1,200 $23.00 $27,600.00 $46.00 $55,200.00 $38.00 $45,600.00 $45.00 $54,000.00 $34.25 $41,100.00 $50.00 $60,000.00 $96.00 $115,200.00 $74.00 $88,800.00 $117.00 $140,400.00 22 RUBBER DUCKBILL CHECK VALVE 36” EA 1 $15,000.00 $15,000.00 $16,000.00 $16,000.00 $18,678.00 $18,678.00 $19,056.50 $19,056.50 $26,517.50 $26,517.50 $17,000.00 $17,000.00 $20,218.00 $20,218.00 $20,000.00 $20,000.00 $25,000.00 $25,000.00 23 TRENCH PAVING HMA 3” TON 4 $420.00 $1,680.00 $1,875.00 $7,500.00 $1,301.00 $5,204.00 $800.00 $3,200.00 $1,095.70 $4,382.80 $3,500.00 $14,000.00 $1,670.00 $6,680.00 $2,600.00 $10,400.00 $6,000.00 $24,000.00 24 RELOCATE EXISTING 1” WATER SERVICE EA 2 $1,700.00 $3,400.00 $2,500.00 $5,000.00 $4,501.00 $9,002.00 $5,000.00 $10,000.00 $375.00 $750.00 $5,000.00 $10,000.00 $4,316.00 $8,632.00 $6,300.00 $12,600.00 $12,000.00 $24,000.00 Sub: Work: Sub: Work: Sub: Work: Sub: Work: Sub: Work: Sub: Work: Sub: Work: Sub: Work: Sub: Work:

FAMILY TREE SERVICE CLEAR + GRUB

JOHNSON'S QUALITY TREE

CARE TREE REMOVAL CELL-CRETE CORP STORM DRAIN ABANDONMENT

TRAFFIC MANAGEMENT

INTERNATIONAL TRAFFIC CONTROL OPERATION

JOHNSON'S QUALITY

TREE CARE TREE REMOVAL DAVEY TREE DEMO

ABLE FENCE COMPANY FENCING WIPF CONSTRUCTION TRUCKING

MOUNTAIN F

ENTERPRISES TREE REMOVAL

CINQUINI & PASSARINO STAKING/SURVERY

MERCER FRASER COMPANY

EUREKA, CA
$1,243,878.00
BID RESULTS - SPEC 25-02 FAIRGROUNDS STORM DRAIN REPLACEMENT BID OPENING: 2 PM, JULY 1, 2025

WESTPAC CONSTRUCTION

WINDSOR, CA
$806,445.00

GRANITE

UKIAH, CA
$835,850.00

REDWOOD VALLEY, CA
$685,002.50

STIMPEL WIEBELHAUS ASSOCIATES

REDDING, CA
$702,166.55 $794,435.00

VALLEY PAVING

REDWOOD VALLEY, CA

GHILOTTI CONSTRUCTION COMPANY

SANTA ROSA, CA
TOTAL BID: $591,204.00

JD GENERAL ENGINEERING

UKIAH, CA
$595,500.00

TERRACON CONSTRUCTION

HEALDSBURG, CA
$597,741.00

MARZ ENGINEERING
Attachment 1

Attachment 2

Agenda Item No: 13.a.

MEETING DATE/TIME: 7/16/2025

ITEM NO: 2025-807

AGENDA SUMMARY REPORT
SUBJECT: Adopt Resolution Affirming that the Proclamation of a Local Emergency Due to Conditions Caused by Atmospheric Rivers Causing Damage to Public Infrastructure Remains in Effect.

DEPARTMENT: City Manager /
Admin PREPARED BY: Traci Boyl, Senior Management Analyst PRESENTER: Traci Boyl, Sr. Management Analyst to the City Manager's Office
ATTACHMENTS:

1. Resolution 2025-07 - Ratify Proclamation

2. CC Reso 2025-26 - Ratification of Proclamation of Local Emergency

3. Continuing Atmospheric River State of Emergency July 16 2025 Summary: The City Council will consider the adoption of a Resolution affirming that the local emergency remains in effect.

Background: On February 19, 2025, the Director of Emergency Services proclaimed a local emergency pursuant to Ukiah City Code Section 5125 (Ordinance No. 995, Section 1) due to ongoing atmospheric rivers that threatened and damaged local infrastructure. And, on February 19, 2025, the Ukiah City Council approved Resolution No. 2025-07 ratifying the proclamation of a local emergency affecting the City (Attachment 1).

California Government Code section 8630(c) requires the Local Emergency Proclamation be reviewed and renewed no more than every 60 days. On June 4th, 2025, the City Council adopted Resolution 2025-26 affirming the proclamation of the continuing local emergency (Attachment 2).

Discussion: To ensure compliance with applicable law, and due to the fact that the effect of saturated soil conditions from the previous storm season continue to threaten public infrastructure, Staff recommends the City Council reaffirm that the local emergency remains in effect. Though the rainy season has ended and there is no longer a present threat of severe storms, the conditions caused by the storm events that necessitated a declaration of a local emergency are still present and must be mitigated.

Therefore, Staff recommends Council adopt a Resolution (Attachment 3) affirming that the local emergency remains in effect.

Recommended Action: Adopt a resolution affirming that the declaration of a local emergency remains in effect.

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT:

FINANCING SOURCE:

REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.:

COORDINATED WITH: Darcy Vaughn, City Attorney's Office
STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

RESOLUTION NO. 2025-07XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH RATIFYING FEBRUARY 19, 2025 PROCLAMATION OF A LOCAL EMERGENCY
WHEREAS:

1. On February 19, 2025, under the authority in Ukiah City Code Section 5125 (Ordinance No. 995,§1), the Director of Emergency Services proclaimed the existence of a local emergency as a result of conditions created by ongoing Atmospheric Rivers affecting the City of Ukiah (“City”) beginning February 5th, and conditions still exists. A true and correct copy of the Resolution Proclaiming Existence of a Local Emergency is attached hereto as Exhibit A and incorporated herein by this reference; and

2. While heavy rainfall has stopped, soils are saturated, and heavy run-off continues threatening additional damage to PZ1-N water tank and the newly acquired Western Hills road system, all of which threaten to continue or create local emergency conditions; and

3. The City Council has reviewed Exhibit A and concurs with the findings in the Proclamation; and

4. The City Council will review this declaration at its next regular meeting, occurring not more than 14 days from the date the Resolution Proclaiming Existence of a Local Emergency is ratified by this resolution;
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby ratifies the proclamation of a “local emergency” by the Director of Emergency Services and proclaims and orders that said local emergency shall be deemed to continue to exist until its termination is proclaimed by the City Council. The City Council shall review the need for continuing the local emergency at least once every 14 days until its termination is proclaimed by the City Council.

BE IT FURTHER RESOLVED that the City Council hereby proclaims and orders that during the existence of a local emergency, the powers, functions, and duties of the Director of Emergency Services and the emergency organization of the City shall be those prescribed by (1) state law, (2) City ordinances and resolutions adopted by the City Council and (3) the City Operational Area Emergency Plan, as approved by the City Council.

BE IT FURTHER RESOLVED that a copy of this declaration shall be forwarded to the County of Mendocino Office of Emergency Services (OES) with a request that OES forward the Resolution to California Office of Emergency Services for concurrence of a local emergency.

PASSED AND ADOPTED this 19th day of February, 2025, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________________
Douglas F. Crane, Mayor
ATTEST:
______________________________
Kristine Lawler, City Clerk
Councilmembers Rodin, Criss, Orozco, Sher, and Mayor Crane None
None
None
ATTACHMENT 1

Exhibit A

A RESOLUTION PROCLAIMING EXISTENCE OF A LOCAL EMERGENCY DUE TO ONGOING

ATMOSPHERIC RIVERS CAUSING DAMAGE TO PUBLIC INFRASTRCTURE WHEREAS, Ukiah City Code Section 5125 (Ordinance No. 995, Section 1) empowers the Director of Emergency services to proclaim the existence or threatened existence of a local emergency when said city is affected or likely to be affected by a public calamity; and WHEREAS, on Friday, February 4, 2025, the City of Ukiah experienced another Atmospheric River event, resulting in localized flooding within the city and surrounding areas; and WHEREAS, the Director of Emergency Services of the City of Ukiah does hereby find that conditions of extreme peril to the safety or persons and property arose within the City, caused by severe winter storms; and
WHEREAS, although the City took immediate action to prepare for and respond to the storm, including monitoring streets and clearing storm drains, repositioning public safety resources as necessary, providing the public with preparedness communication, and attending Mendocino County's operational call, the conditions caused damage beyond the control and resources of City personnel; and
WHEREAS, while the storm was short-lived, it brought significant heavy rain to already saturated soil, leading to severe damage to public infrastructure, including a landslide near Pressure Zone 1 North (PZ1-N) water tank located above the City's golf course, requiring emergency repair to prevent additional damage to the tank and caused additional slides on the newly-acquired Western Hills property damaging roads and culverts there; and WHEREAS, while the County did not experience significant damage, the City's reported damage meets the State's required threshold for requesting financial support; and.

WHEREAS, declaring a local emergency enables the City to pursue State and Federal assistance. including reimbursement for eligible emergency response costs under the California Disaster Assistance Act and potential Federal Emergency Management Agency aid if a federal disaster is declared.

NOW, THEREFORE, IT IS HEREBY PROCLAIMED that a local emergency now exists throughout the City of Ukiah.

IT IS FURTHER PROCLAIMED AND ORDERED that during the existence of said local emergency the powers, functions, and duties of the emergency organization of this City shall be those prescribed by state law and ordinances and resolutions of this City, and that this emergency proclamation shall expire in 7 days after issuance unless confirmed and ratified by City Council =�::::fy :f�k::, �, By: 5je s,�<=,,_ -

Attachment 2

RESOLUTION NO. 2025-

A RESOLUTION CONTINUING THE RATIFICATION OF A PROCLAMATION OF A LOCAL

EMERGENCY DUE TO CONDITIONS CAUSED BY ATMOSPHERIC RIVERS CAUSING

DAMAGE TO PUBLIC INFRASTRUCTURE AND AFFIRMING THAT THE LOCAL

EMERGENCY REMAINS IN EFFECT
WHEREAS, on February 19, 2025, the Director of Emergency Services proclaimed a local emergency pursuant to Ukiah City Code Section 5125 (Ordinance No. 995, Section 1) due to ongoing atmospheric rivers which threatened and damaged local infrastructure; and WHEREAS, on February 19, 2025, the Ukiah City Council approved Resolution No. 2025-07 ratifying the proclamation of a local emergency affecting the City; and WHEREAS, on April 16, 2025, the Ukiah City Council approved Resolution No. 2025-15 continuing ratification of the proclamation of a local emergency affecting the City; and WHEREAS, on June 4, 2025, the Ukiah City Council approved Resolution No. 2025-26 continuing ratification of the proclamation of a local emergency affecting the City; and WHEREAS, Government Code section 8630(c) requires the Local Emergency Proclamation be reviewed every 60 days; and
WHEREAS, the local emergency remains in effect due to the fact that saturated soils and associated conditions caused by atmospheric rivers during the past storm season continue to threaten public infrastructure.

NOW THEREFORE BE IT RESOLVED by the City Council of the City of Ukiah reaffirms that a local emergency remains in effect due to the previous atmospheric rivers and continuing associated damage to public infrastructure.

BE IT FURTHER RESOLVED that a copy of this declaration shall be forwarded to the County of Mendocino Office of Emergency Services (OES) with a request that OES forward the Resolution to California Office of Emergency Services.

PASSED AND ADOPTED this 16th day of July, 2025, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Douglas F. Crane, Mayor
ATTEST:

Kristine Lawler, City Clerk
Attachment 3

Agenda Item No: 13.b.

MEETING DATE/TIME: 7/16/2025

ITEM NO: 2025-806

AGENDA SUMMARY REPORT
SUBJECT: 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.

DEPARTMENT: Water Resources PREPARED BY: Sean White, Water Resources Director PRESENTER: Sage Sangiacomo, City Manager
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
Summary: Council will receive a status report on the contract with Diamond D Construction for the emergency repair of the Western Hills mudslide at the City water tank and consider approving continued work.

Background: During the major rain event on February 4-5, a mudslide occurred in the western hills, settling at the base of a City water tank referred to at Pressure Zone 1-North (PZ1-N). Due to the muddy conditions, slope of the hillside, and specialized nature of the repairs, City crews determined that a professional contractor would be required to perform the work. Additionally, significant rain was forecast for the following days, causing concern that the water tank and hillside would potentially be compromised if emergency repairs did not commence immediately.

On February 19, 2025, City Council approved a Resolution approving the procurement without public bidding of construction services to repair the mudslide at the City water tank in the western hills (Attachment 1).

Discussion: Staff worked with the Procurement Department to assess availability and obtain proposals from local contractors. Diamond D Construction was available to begin immediately and was determined to be qualified to do the work (Attachments 2 and 3).

Work to temporarily remediate the site began on February 7th and was completed on February 12th. Work involved removing material at the toe of the slope that had built up against the tank and removing material perched immediately above the tank. Due to the extremely wet condition of the site, only material within the reach of an excavator could be graded or removed. A small ditch was also cut in the hillside above the tank to redirect runoff.

The slide area was then tarped to protect it from rainfall. City Staff also added jute netting to other portions of the site to further protect the hillside. See Attachment 4 for pictures of remediation efforts.

Once the area has dried, further grading will be required. To fully stabilize, this site will require a geotechnical investigation and plan, followed by extensive earthwork.

Staff is requesting the Council's approval to continue using the emergency contract with Diamond D Construction, LLC.

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 PZ1-N.

BUDGET AMENDMENT REQUIRED: TBD
CURRENT BUDGET AMOUNT:

PROPOSED BUDGET AMOUNT:

FINANCING SOURCE: Water Fund; 82027113-80230-18234
REVENUE: YES / No GRANT: YES / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: PO 48757-00
COORDINATED WITH: Sage Sangiacomo, City Manager; Sean White, Water Resources Director STRATEGIC PLAN (SP):

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

Attachment 1

Attachment
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Attachment 4

Agenda Item No: 14.a.

MEETING DATE/TIME: 7/16/2025

ITEM NO: 2025-826

AGENDA SUMMARY REPORT
SUBJECT: Adopt Resolution Initiating Proposition 218 Process to Adjust Sewer Service Rates and Receive Presentation of 2025 Sewer Utility Financial Plan (Anticipated to be Heard at the Start of the Meeting) .

DEPARTMENT: Finance PREPARED BY: Dan Buffalo, Finance Director PRESENTER: Mark Hildebrand, Hildebrand Consulting
ATTACHMENTS:

1. City of Ukiah 2025 Sewer Rate Study Presentation, 7-16-25

2. City of Ukiah 2025 Sewer Financial Plan draft 7.10.25 (002)

3. Resolution - 218 Initiation

4. City Prop 218 Notice 7-16-25 - final
Summary:

The City’s sewer utility has undergone a comprehensive financial review by Hildebrand Consulting to evaluate its current and projected financial position. The study recommends a series of rate adjustments to build financial reserves, fund ongoing operations, address new cost allocations, and maintain infrastructure. Mark Hildebrand, with Hildebrand Consulting, will present the findings and recommendations of the 2025 Sewer Rate Study. Staff requests Council authorization to begin the Proposition 218 process by mailing the required notices and scheduling a public hearing for September 17, 2025.

Background: The City of Ukiah is responsible for the operation and maintenance of its sewer utility, which is funded entirely through service charges paid by customers. As a self-supporting enterprise fund, the sewer utility must generate sufficient revenue to cover operational costs, system maintenance, debt service, and capital improvements, while maintaining adequate reserves.

Over the past several years, the sewer fund has experienced increased pressure due to unanticipated capital costs, higher insurance premiums, lower-than-expected connection fee revenues, and higher operating costs resulting from significant inflationary pressures. In response, the City engaged Hildebrand Consulting to prepare a financial plan and rate study to ensure the continued fiscal sustainability of the sewer enterprise, as well as to align with best practices of reviewing and adjusting rates every five years. The City is currently in year five of the last review and adjustment schedule.

Discussion:

The financial plan developed by Hildebrand Consulting incorporates current and projected operating costs, debt obligations, capital improvement needs, and recommended reserve levels. Given those factors, the study found that current rates are not sufficient to meet the utility’s funding requirements and recommends a series of moderate rate increases to:
• Rebuild depleted operating reserves to meet the City’s reserve policy of 25% of annual operating costs (approx. $1.8 million);

• Establish a new capital reserve target of $1.3 million; • Address increased insurance and operating costs;
• Support repayment of a $2.0 million internal loan to stabilize reserves; • Account for a decline in connection fee revenue and increased recycled water cost allocations.

The proposed rate structure has been developed to be proportional to the cost of service, as required under Proposition 218. No changes to customer classes or fundamental rate design are proposed—only rate adjustments phased in over the next five years.

The consultant’s presentation (Attachment 1) will provide details of the 2025 Sewer Financial Plan report (Attachment 2), cost drivers, and proposed rate adjustments. Staff recommends initiating the Proposition 218 process by adopting the attached resolution (Attachment 3) and noticing rate payers, which includes mailing notices to all affected customers and property owners at least 45 days prior to the public hearing scheduled for September 17, 2025. A draft of this notice is attached as Attachment 4. The notice will be provided in Spanish as well.

If no majority protest is received, Staff will return to Council in September with a recommendation to adopt the proposed rates, with the first increase taking effect on October 1, 2025.

Recommended Action: Adopt a resolution initiating the Proposition 218 process for proposed adjustments to sewer service rates, including authorizing the mailing of notice to affected property owners and customers, and setting a public hearing date for September 17, 2025.

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: Sean White, Water Resources Director; Sage Sangiacomo, City Manager STRATEGIC PLAN (SP):N/A
CLIMATE INITIATIVES (CI):N/A
GENERAL PLAN ELEMENTS (GP):N/A

2025 Sewer Financial Plan
Study
Final Recommedation
July 16, 2025
Attachment 1

2 Agenda

1. General Utility Rate Setting

2. Sewer Enterprise Financial Plan

3. Proposed Rate Adjustments

4. Project Schedule
Attachment 1

The Rate Setting Process
Compares the revenues of the utility to its
expenses to determine the overall level of rate
adjustment
Equitably allocates the revenue requirements
between the various customer classes of service
Design rates for each class of service to meet
the revenue needs of the utility, along with any
other rate design goals and objectives
Revenue Requirements
Cost-of-Service
Rate Design
3 Attachment 1

4 Legal Requirements
for Setting Water Rates In California
Proposition 218 (Article XIIID, Section 6 of California Constitution) • Revenues shall not exceed funds required to provide service; nor used for another purpose
• Amount shall not exceed the proportional cost of the service attributable to the parcel
• Service must be actually used or immediately available • Approval process includes 45-day notice, public hearing, and written majority protest. Does not require a voting process (unlike taxes).

Attachment 1

5 Regional Survey
Monthly Bill for Single Family Homes with 6.0 HCF of monthly water usage Attachment 1

6 Reserve Policies
In addition to protecting the City against unforeseen circumstances, Reserve policies also contribute towards the City’s credit rating.

The City’s Operating Reserve policy requires the sewer utility to maintain cash reserves of at least 25 percent of operating expenses (currently equal to about $1.8 million).

The Study recommends that the City work towards developing a Capital Reserve policy of $1.3 million (based on average annual capital spending). This reserve will help the City absorb any spikes in capital spending or unforeseen infrastructure failure.

Attachment 1

Revenue
FY2024/25 Budget
7 Rate Revenue $5,746,000
Non-Rate Revenue
Connection Fees $274,000
Interest Earnings $1,000
Operating Revenue $1,000
District Reimbursement of Costs $2,722,000
Total: $8,744,000
Attachment 1

Operating and Debt Expenses
FY2025/26 Budget
* Does not include capital spending 8
*
Salaries and Benefits $2,160,000
Professional Services $1,047,000
Operating Supplies $248,000
Utilities and Chemicals $1,008,000
Recycled Water $653,000
Other Operating Costs $598,000
Billing $177,000
Internal Allocation $2,115,000
Debt Service $2,472,000
Total Budget: $10,478,000
Salaries and Benefits

20.6%
Professional Services

10.0%
Operating Supplies

2.4%
Utilities and Chemicals

9.6%
Recycled Water

6.2% Other Operating Costs

5.7%
Billing

1.7%
Internal
Allocation

20.2%
Debt Service

23.6%
Attachment 1

Historical and Projected Capital Spending
9 Recent average Capital:
$2.8M
Forecasted Average Capital:
$1.3M
Attachment 1

Capital Spending Plan
10 Project Name City District FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 1 AWTCCB Cover 49.7% 50.3% $150,000
2 IPS Liner Replacement 49.7% 50.3% $60,000
3 Replace Water/Sewer Operations Call Truck 49.7% 50.3% $45,000 4 Replace Water/Sewer Operations Lead Worker Truck 49.7% 50.3% $45,000 5 Digester Rehabilitation and Methane Scrubber 49.7% 50.3% $1,500,000 6 Replace Ford Ranger 49.7% 50.3% $90,000
7 Vichy Springs Lift Station Upgrade 0.0% 100.0% $400,000 8 New Sodium Hypochlorite Tanks 49.7% 50.3% $100,000
9 Bisulfite Tank 49.7% 50.3% $100,000
10 Solids Conveyor 49.7% 50.3% $950,000
11 Replace Water/Sewer Operations Call Truck 49.7% 50.3% $45,000 12 WWTP Service Truck 49.7% 50.3% $90,000
13 Septage Receiving Station 49.7% 50.3% $1,200,000
14 Total2: $0 $1,290,000 $3,245,000 $90,000 $150,000
15 After Inflation: $0 $1,342,000 $3,510,000 $101,000 $175,000 16 Total Paid By City: $0 $667,000 $1,530,000 $50,000 $87,000 17 Total Paid By District: $0 $675,000 $1,980,000 $51,000 $88,000 1 Percentages based on current cost sharing ratios. These values may change with future updates. 2 Expressed in 2025 dollars
Cost Sharing1
Attachment 1

11 Rate Increase Drivers

1. Need to build reserves after an unplanned spike in recent capital spending

2. Substantial increase in insurance costs

3. New allocation of Recycled Water costs (operations and debt service)

4. Lower connection fee revenue than previously expected Attachment 1

Financial Forecast & Proposed Rate Revenue Increases
Internal loan* for $2.0 million required to build reserves 12 * Assumes 5% interest and a 13-year repayment schedule, with interest-only for first three years FY2025 FY2026 FY2027 FY2028 FY2029 FY2030 FY2031 FY2032 FY2033 FY2034 Proposed Rate Revenue Increases: 6.0% 4.0% 4.0% 4.0% 4.0% 4.0% 4.0% 4.0% 4.0% Debt Coverage Ratio: 0.82 1.33 1.29 1.25 1.32 1.50 1.57 1.65 1.73 1.83 Internal Loan Proceeds: $2.0M
Proposed Projected
$0
$1
$2
$3
$4
$5

RESERVES
($M)
Projected Fund Balance Reserve Targets
$0
$2
$4
$6
$8
$10
$12
$14
$16
FY2025 FY2026 FY2027 FY2028 FY2029 FY2030 FY2031 FY2032 FY2033 FY2034 Total Revenue / Expenses
($M)
Expenses
Revenues
Non Rate Revenue
Operating Expenses
Debt Service
Existing Rate Revenue
Cash Capital
Additional Rate Revenue
Debt Service
Attachment 1

13 Proposed Rates
Current
Rates
October 1,
2025
July 1,
2026
July 1,
2027
July 1,
2028
July 1,
2029
Monthly Service Charge*: $59.71 $63.29 $65.82 $68.45 $71.19 $74.04 Consumptions Rate (per HCF)
Residential: $4.32 $4.58 $4.76 $4.95 $5.15 $5.36
Commerical 1: $4.32 $4.58 $4.76 $4.95 $5.15 $5.36
Commercial 2: $4.71 $4.99 $5.19 $5.40 $5.62 $5.84
Commercial 3: $9.39 $9.95 $10.35 $10.76 $11.19 $11.64
Commercial 4: $12.49 $13.24 $13.77 $14.32 $14.89 $15.49 * Service Charge is per dwelling unit for residential and per ESSFU for commercial accounts (with a minimum charge of 1 ESSFU)
Attachment 1

14 Year 1 Monthly Bill Impacts for Single Family Homes
HCF Current Proposed Increase
Low Water User 3 $72.67 $77.03 $4.36
Average Water User 6 $85.63 $90.77 $5.14
High Water User 12 $111.55 $118.25 $6.70
Attachment 1

15 Regional Survey
Monthly Bill for Single Family Homes with 6 HCF of monthly water usage Attachment 1

16 • Final recommendation to Council on July 16th
• Mail Prop 218 Notifications
• Conduct Public Hearing on September 17th
• Implement first rate increase on October 1st, 2025
Next Steps
Attachment 1

2025 Sewer Financial Plan
Draft Report
July 10, 2025
Attachment 2

Mr. Daniel Buffalo
Finance Director
City of Ukiah
300 Seminary Ave
Ukiah CA, 95482
Re: 2025 Sewer Financial Plan
Dear Mr. Buffalo,
Hildebrand Consulting is pleased to present this 2025 Sewer Financial Plan (Financial Plan) for the City of Ukiah’s Sewer Enterprise. We appreciate the assistance provided by you and all of the members of the City staff who participated in the study.

If you or others at the City have any questions, please do not hesitate to contact me at:
[email protected]
(510) 316-0621
We appreciate the opportunity to be of service to the City and look forward to the possibility of doing so again in the near future.

Sincerely,
Mark Hildebrand
Hildebrand Consulting, LLC
Enclosure
Attachment 2

City of Ukiah
2025 Sewer Financial Plan Table of Contents
1 TABLE OF CONTENTS

1. INTRODUCTION AND SUMMARY .................................................................................................................. 2

1.1. SEWER UTILITY BACKGROUND............................................................................................................................ 2

1.2. STUDY BACKGROUND....................................................................................................................................... 2

1.3. STUDY OBJECTIVES .......................................................................................................................................... 2

1.4. STUDY METHODOLOGY..................................................................................................................................... 3

2. SEWER ENTERPRISE FINANCIAL PLAN ........................................................................................................... 4

2.1. FINANCIAL PLAN ASSUMPTIONS ......................................................................................................................... 4

2.2. PROJECTED CUSTOMER GROWTH ....................................................................................................................... 4

2.3. SEWER FUND STRUCTURE ................................................................................................................................. 5

2.4. SEWER FUND BEGINNING FUND BALANCES .......................................................................................................... 6

2.5. RESERVE TARGETS ........................................................................................................................................... 6

2.6. REVENUES...................................................................................................................................................... 7

2.6.1. Current Rate Revenue ....................................................................................................................... 7

2.6.2. Connection Fee Revenue ................................................................................................................... 7

2.6.3. Non-Rate Revenues........................................................................................................................... 8

2.7. EXPENSES ...................................................................................................................................................... 9

2.7.1. Operating and Debt Expenses........................................................................................................... 9

2.7.2. Cost Escalation Assumptions...........................................................................................................10

2.7.3. Capital Improvement Program .......................................................................................................10

2.8. PROPOSED RATE STRATEGY .............................................................................................................................11

3. CONCLUSION ..............................................................................................................................................13

LIST OF FIGURES
Figure 1: Sewer Enterprise Revenue Categories (Budget FY 2024/25)......................................... 8 Figure 2: Sewer Enterprise Operating & Debt Expenses (Budget FY 2024/25)............................. 9 Figure 3: Sewer Enterprise Historical and Forecasted Capital Spending .................................. 10 Figure 4: Sewer Enterprise 10-Year Cash Flow Projection.......................................................... 12 Attachment 2

City of Ukiah
2025 Sewer Financial Plan Table of Contents
2 LIST OF TABLES
Table 1 – Proposed Sewer Rate Schedule................................................................................... 12

LIST OF SCHEDULES
Schedule 1 – Sewer Enterprise Projected Operating and Debt Expenses Schedule 2 - 6-Year Capital Spending Projections
Schedule 3 - Sewer Enterprise Cash Flow Pro Forma
Attachment 2

City of Ukiah
2025 Sewer Financial Plan List of Acronyms
1 List of Acronyms
AWWA American Water Works Association
CIP capital improvement program
DCR debt service coverage ratio
ESSFU equivalent sewer service flow unit, a measure of sewer utility service based on the estimated volume of wastewater from an average residential dwelling FY fiscal year (which ends on June 30)
hcf hundred cubic feet (i.e. 748 gallons)
MG million gallons
WEF Water Environment Federation
WWTP Wastewater treatment plant
Attachment 2

City of Ukiah
2025 Sewer Financial Plan Introduction
2 1. INTRODUCTION AND SUMMARY
Hildebrand Consulting has been retained by the City of Ukiah (City) to conduct an update to the financial plan for the City’s Sewer Enterprise. This report describes in detail the assumptions, procedures, and results of the study, including conclusions and recommendations.

1.1. SEWER UTILITY BACKGROUND
The City of Ukiah is located within the Ukiah Valley and owns the collection system within a portion of its jurisdictional boundaries and a wastewater treatment plant (WWTP). The City shares costs with the Ukiah Valley Sanitation District (District) associated with the operation, maintenance, and rehabilitation of the sewer collection system and the WWTP, including debt service for the 2020 Refunding Bond.

1.2. STUDY BACKGROUND
The City’s last formal sewer rate study was a financial plan update that was conducted in 2024 (2024 Rate Study1
), which addressed the revenue requirement of the City’s sewer enterprise.

The 2024 Rate Study recommended a one-time sewer rate increase of 14 percent.

1.3. STUDY OBJECTIVES
The purpose of this Study is to develop new 10-year projection of operating and capital expenses in order to create a financial plan, including a rate 5-year rate schedule for the period from Fiscal Year 2025/26 through Fiscal Year 2029/30, which will generate sufficient revenue 1 City of Ukiah 2024 Sewer Financial Plan, Hildebrand Consulting, April 24, 2020 Attachment 2

City of Ukiah
2025 Sewer Financial Plan Introduction
3 to meet the Sewer Enterprise’s financial and service obligations for ongoing operation and maintenance, debt service, and capital improvements while maintaining prudent reserves.

1.4. STUDY METHODOLOGY
This Study applied methodologies that are aligned with industry standard practices for rate setting as laid out in the AWWA M1 Manual, and applicable law, including California Constitution Article XIII D, Section 6(b), commonly known as Proposition 218.

The Study began with a review of the Sewer Enterprises’ current financial dynamics and the latest available data for the utilities’ operations. A multi-year financial management plan was then developed to determine the level of annual rate revenue required to cover projected annual operating expenses, debt service (including coverage targets), and capital cost requirements while maintaining adequate reserves. This portion of the Study was conducted using MS Excel©-based financial planning models which were customized to reflect financial dynamics and latest available data for the City’s operations in order to develop a long-term financial management plan, inclusive of projected annual revenue requirements and corresponding annual rate adjustments.

While this Study did not include an update to the cost-of-service analysis (COSA), a comprehensive COSA was completed as part of a comprehensive rate study in 2020 (“2020 Joint Rate Study”) 2.
2 City of Ukiah and Ukiah Valley Sanitation District 2020 Joint Sewer Rate Study, Hildebrand Consulting, April 24, 2020
Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
4 2. SEWER ENTERPRISE FINANCIAL PLAN
This section presents the 2025 Financial Plan for the City’s Sewer Enterprise, including a description of the source data, assumptions, and City’s financial policies. The City has provided Sewer Enterprise actual spending data for FY 2023/24 and budgeted financial information for FY 2024/25 and FY 2025/26, including recent actual operating costs, budgeted operating costs, and forecasted capital spending. City staff also assisted in confirming other assumptions and policies, such as reserve targets and escalation rates for operating costs (all of which are described in the following subsections).

The Sewer Enterprise’s rate revenue requirement is the amount of revenue needed from sewer rates to cover planned operating, maintenance, debt service, and capital program costs with consideration of other revenues and financial reserves.

2.1. FINANCIAL PLAN ASSUMPTIONS
The financial plan is an annual cash flow model. As a cash flow model, it differs from standard accounting income statements, and balance sheets. This update to the Sewer Enterprise financial plan reflects the FY 2025/26 budgeted expenses and estimated financial conditions as of the beginning of the fiscal year. The financial plan also reflects the Sewer Enterprise’s debt service obligations and capital improvement program, as identified by City staff, during the planning period that extends through FY 2033/34. The financial plan is based on the best available information and reasonable assumptions; future estimates have been reviewed with staff and are believed to be reasonable.

2.2. PROJECTED CUSTOMER GROWTH
This Study assumes that the annual growth rate will average 0.64 percentforthe next 10 years.

This rate is based on recent historical connection fee revenue and assumes that the same pace of revenue will continue for the planning period. The customer growth rate is relevant to this financial plan to the extent that (1) an increase in the customer base results in an increase in Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
5 rate revenue and (2) growth results in connection fee revenue that can contribute to funding capital projects.

2.3. SEWER FUND STRUCTURE
The City’s sewer utility is comprised of five funds that are used to manage the sewer utility’s use of funds in a transparent manner. The following describes the purpose of each fund and how this Study’s financial plan model reflected the use of those funds.

Fund 840 – The Sewer Operating Fund is the primary operating fund of the City’s sewer utility and tracks most operating and maintenance expenditures that are shared by the City and the District. Fund 840 also collects all revenue (including rate revenue) that is designated for the City.

Fund 841 – The Sewer Debt Service Fund is used to track all existing debt and is used as a “clearing fund” to allocate those costs, as appropriate, to Fund 840.

Fund 842 – The Sewer Rate Stabilization Fund holds reserves, including reserves that are conditions for debt.

Fund 843 – The Sewer Connection Fee Fund holds funds from connect fee revenues, reserves, which are restricted for the purpose of paying for growth-related sewer system capital projects.

Fund 844 – The Sewer Capital Reserve holds unrestricted funds for the use of paying for encumbered capital projects.

While the financial plan model for this Study was developed with an understanding of these funds, the model did not attempt to replicate the internal movement of all moneys between funds.

Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
6 2.4. SEWER FUND BEGINNING FUND BALANCES
The financial plan model is based on the fund structure currently used by the City. The starting cash balance in all funds associated with the Sewer Enterprise at the beginning of FY 2024/25 was about $584 thousand, which includes the Operating Fund (Fund 840) and the Rate Stabilization Fund (Fund 842). The Sewer Enterprise’s other funds (i.e., the Connection Fee Fund (Fund 843) and the Sewer Capital Reserve Fund (Fund 844)) had a balance of zero on July 1, 2024.

2.5. RESERVE TARGETS
Reserves for utilities are cash balances that are maintained in order to (a) comply with contractual obligations (e.g. bond covenants), (b) protect the utility from unexpected financial events, and/or (c) accommodate operational and capital program cash flow needs. Often multiple reserves are maintained, each with a specific function. In addition to the direct benefits of financial stability, reserves can help utilities obtain higher credit rankings, which can then help qualify the utility for cheaper debt. Credit rating agencies evaluate utilities on their financial stability, which includes adherence to formally adopted reserve targets.

The City has adopted financial management policies which include guidance with respect to reserve levels. The City’s policies call for City enterprise funds (including the sewer utility) to maintain a minimum working capital balance of at least 25 percent of operating expenses. The primary purpose of this balance is to set aside funds to maintain cash balances sufficient to pay expenses as needed and to provide for unanticipated or emergency expenses that could not be reasonably foreseen during the preparation of the budget.

The City’s financial policies also require that fund balances and retained earnings should be sufficient to meet debt service reserve requirements, reserves for encumbrances, funding requirements for projects approved in prior years that are carried forward and established rate stabilization reserves.

In addition to the City’s existing reserve policies, this study recommends that the City establish a capital reserve target which would create a funding cushion which would help Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
7 manage the inherent volatility of capital spending and would also provide cash in the event of catastrophic infrastructure failure. It is recommended that this reserve target be built over time and ultimately reach a level equal to an average year of capital spending (about $1.2 million in the current financial plan).

The above policy and recommendations are consistent with Consultant’s industry experience for similar systems.

2.6. REVENUES
The following addresses the various forms of revenue received by the Sewer Enterprise.

2.6.1. CURRENT RATE REVENUE
Rate revenue is the revenue generated from customers for sewer service. All customers pay a fixed monthly Service Charge and a Consumption Rate. Residential customers pay a Service Charge for each dwelling unit while Commercial customers will pay a Service Charge for each “equivalent sewer service flow unit”3 (ESSFU). The Consumption Rate for all customers is determined by multiplying the account’s winter water usage by the respective Consumption Rate for the customer classification (which accounts for sewer strength). Water usage is measured in hundreds of cubic feet (“HCF”) which is equal to 748 gallons.

This financial plan uses budgeted rate revenue for FY 2025/26 as a baseline. Projected rate revenues for the 10-year planning period are listed in Schedule 3.

2.6.2. CONNECTION FEE REVENUE
The City charges a connection fee to new development as a condition for connecting to the sewer system. By law (see California Government Code 66013), connection fee revenue is required to be used “solely for the purposes for which the charges were collected” (i.e., 3 ESSFUs are calculated based on water usage from the previous winter. A minimum of one (1) ESSFU is assigned to each commercial account.

Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
8 growth-related capital projects). The City uses available connection fee revenues to pay growth-related capital projects and debt service. The sewer fund’s current debt service includes amounts borrowed to expand the system; therefore, Sewer connection fees are eligible to contribute to debt service payments.

2.6.3. NON-RATE REVENUES
In addition to rate revenue and connection fee revenue, the Sewer Enterprise is reimbursed by the District for its portion of operating costs and debt service on the 2020 Refunding Bond (see Section 1.1) and the City also collects miscellaneous fees and interest earnings on investments. Estimates of future interest income were calculated annually based upon estimated average fund balances and historic effective return on cash and invested funds (0.5% in this case). Projections of all other non-rate revenues were based on FY 2023/24 actual revenues.

All revenues for the District are depicted below and detailed in Schedule 3.

Figure 1: Sewer Enterprise Revenue Categories (Budget FY 2024/25) Rate Revenue

65.7%
Connection Fees

3.1%
Interest Earnings

0.01%
Operating Revenue

0.01%
District
Reimbursement
of Costs

31.1%
Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
9 2.7. EXPENSES
The following subsections describe current and projected Sewer Enterprise expenditures.

2.7.1. OPERATING AND DEBT EXPENSES
The Sewer Enterprise’s expenses include operating and maintenance expenses, debt service, and capital spending. Capital spending is addressed separately in Section 2.7.3. Future operating and maintenance expenses were projected based upon the budgeted expenditures from FY 2025/26 and adjusted for inflation (see Section 2.7.2). The three largest cost categories include employee costs, debt service, and the internal allocation for support services provided by other City departments. The Sewer Fund’s primary debt obligation is the 2020 Refunding Bond. The City also pays a portion of the City’s 2022 Lease Revenue Bond.

Major budgeted expense categories for FY 2025/26 are depicted in Figure 2. Budgeted and projected operating and maintenance costs as well as debt service expenses are listed in detail in Schedule 1.

Figure 2: Sewer Enterprise Operating & Debt Expenses (Budget FY 2025/26) Salaries and Benefits

20.6%
Professional Services

10.0%
Operating Supplies

2.4%
Utilities and Chemicals

9.6%
Recycled Water

6.2% Other Operating Costs

5.7%
Billing

1.7%
Internal
Allocation

20.2%
Debt Service

23.6%
Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
10 2.7.2. COST ESCALATION ASSUMPTIONS
Annual cost escalation factors for the various types of expenses were developed based upon a review of historical inflation trends, published inflation forecasts, industry experience, and discussions with City staff. During the projection period, all operating expenses are projected to increase at 4.0 percent per year, with the exception of insurance which is projected to increase at the rate of 7.0 percent. These inflation assumptions are slightly higher than longterm historical inflation rates in order to reflect recent inflation trends.

2.7.3. CAPITAL IMPROVEMENT PROGRAM
Figure 3 shows that from FY 2020/21 through FY 2024/25 the City has spent an average of about $2.8 million per year for capital projects to rehabilitate or improve the sewer system. The forecasted average spending from FY 2025/26 through FY 2028/29 is about $1.2 million.

Starting in FY 2029/30 this financial plan assumes that the annual capital spending will be $1 million (in 2025 dollars).

Figure 3: Sewer Enterprise Historical and Forecasted Capital Spending Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
11 2.8. PROPOSED RATE STRATEGY
All of the above information was entered into a financial planning model to produce a projection of revenue requirements.While the scope of this Study examines a 10-year financial planning horizon, the proposed rate increase is limited to a 5-year rate schedule (FY 2025/26 through FY 2029/30) since cost projections become increasingly less reliable over time and a new rate study will be needed after 5 years (if not sooner).

Based on the previously discussed financial data, assumptions, policies, this Study proposes the rate increases shown in Figure 4. The proposed rate increases are larger than those forecasted by the 2024 Rate Study due to (1) an unexpected 4.5 percent decrease in rate revenue in FY 2023/24, (2) higher capital spending than previously forecasted, and (3) lower connection fee revenue than expected in FY 2024/25.

Schedule 3 (cash flow proforma) shows a recommended a rate revenue increase of 6 percent in Year 1 (FY 2026) and 4 percent annual rate increases over the subsequent four years. These recommendations are summarized graphically in Figure 4.

This approach is predicated on the Sewer Fund receiving a $2.0 million internal loan in order to meet its reserve targets. The described rate increases, as well as strategic use of the Rate Stabilization Fund (see Row 23 of Schedule 3) will allow the Sewer Enterprise to keep its debt coverage ratio (DCR) above 1.25 every year.

Given that it is too late to implement a rate increase on July 1, 2025, it is recommended that the first rate increase be implemented on October 1, 2025. Subsequent rate increases are proposed to occur on the first day of each fiscal year (July 1). The proposed schedule of rates is provided in Table 1. The basis for the existing rate structure was established by the 2020 Joint Rate Study.

Attachment 2

City of Ukiah
2025 Sewer Financial Plan Financial Plan
12 Figure 4: Sewer Enterprise 10-Year Cash Flow Projection Table 1 – Proposed Sewer Rate Schedule
FY2025 FY2026 FY2027 FY2028 FY2029 FY2030 FY2031 FY2032 FY2033 FY2034 Proposed Rate Revenue Increases: 6.0% 4.0% 4.0% 4.0% 4.0% 4.0% 4.0% 4.0% 4.0% Debt Coverage Ratio: 0.82 1.33 1.29 1.25 1.32 1.50 1.57 1.65 1.73 1.83 Internal Loan Proceeds: $2.0M
Proposed Projected
$0
$1
$2
$3
$4
$5

RESERVES
($M)
Projected Fund Balance Reserve Targets
$0
$2
$4
$6
$8
$10
$12
$14
$16
FY2025 FY2026 FY2027 FY2028 FY2029 FY2030 FY2031 FY2032 FY2033 FY2034 Total Revenue / Expenses
($M)
Expenses
Revenues
Non Rate Revenue
Operating Expenses
Debt Service
Existing Rate Revenue
Cash Capital
Additional Rate Revenue
Debt Service
Current Rates
October 1,
2025
July 1,
2026
July 1,
2027
July 1,
2028
July 1,
2029
Monthly Service Charge*: $59.71 $63.29 $65.82 $68.45 $71.19 $74.04 Consumptions Rate (per HCF)
Residential: $4.32 $4.58 $4.76 $4.95 $5.15 $5.36
Commerical 1: $4.32 $4.58 $4.76 $4.95 $5.15 $5.36
Commercial 2: $4.71 $4.99 $5.19 $5.40 $5.62 $5.84
Commercial 3: $9.39 $9.95 $10.35 $10.76 $11.19 $11.64
Commercial 4: $12.49 $13.24 $13.77 $14.32 $14.89 $15.49 Proposed
Attachment 2

City of Ukiah
2025 Sewer Financial Plan Conclusion 1
13 3. CONCLUSION
This 2025 Sewer Financial Plan finds that the Sewer Fund needs to increase sewer rates and issue new debt immediately in order to avoid a negative fund balance and reestablish healthy cash reserves. The proposed 5-year schedule of rate increases will support the sewer fund’s increases in operating costs, its capital program and the new debt service.

The sewer rate increases need to be adopted in accordance with Proposition 218, which will require a detailed notice describing the proposed sewer rates to be mailed to each affected property owner or customer at least 45 days prior to conducting a Public Hearing to adopt the rates.

This Report used methodologies that are aligned with all applicable laws (including California’s Proposition 218), as well as industry standard practices for rate setting as promulgated by the AWWA and WEF.

Attachment 2

City of Ukiah
2025 Sewer Financial Plan Schedules 1

SCHEDULES
_____________________________________________________
Schedule 1: Sewer Enterprise Projected Operating and Debt Expenses Schedule 2: 6-Year Capital Spending Projections
Schedule 3: Sewer Enterprise Cash Flow Pro Forma
Attachment 2

City of Ukiah
2025 Sewer Financial Plan Schedules 1
Schedule 1
Budgeted and Projected Cash Outflows Schedule 1
Budget Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast Forecast FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 FY 2031 FY 2032 FY 2033 FY 2034 1 REGULAR SALARIES & WAGES $1,385,300 $1,472,600 $1,531,500 $1,592,800 $1,656,400 $1,722,700 $1,791,700 $1,863,300 $1,937,800 $2,015,400 2 OVERTIME SALARIES & WAGES $75,000 $80,000 $83,200 $86,500 $90,000 $93,500 $97,300 $101,200 $105,200 $109,500 3 STAND-BY SALARIES & WAGES $29,000 $33,000 $34,300 $35,600 $37,100 $38,600 $40,200 $41,800 $43,400 $45,100 4 RETIREMENT (PERS) $173,600 $169,900 $176,600 $183,700 $191,100 $198,700 $206,700 $215,000 $223,600 $232,500 5 PERS UNFUNDED LIABILITY $328,500 $383,400 $414,700 $431,300 $448,600 $466,500 $485,100 $504,600 $524,700 $545,700 6 INSURANCE $308,800 $314,000 $326,600 $339,600 $353,200 $367,300 $382,000 $397,300 $413,200 $429,700 7 WORKERS COMP $98,700 $98,700 $102,700 $106,700 $111,000 $115,500 $120,000 $124,900 $129,900 $135,100 8 MEDICARE $19,100 $20,400 $21,300 $22,100 $23,000 $23,900 $24,900 $25,900 $27,000 $28,000 9 CELL PHONE STIPEND $5,100 $4,300 $4,600 $4,700 $4,900 $5,100 $5,300 $5,600 $5,700 $5,900 10 CONTRACTUAL SERVICES $429,400 $449,500 $467,500 $486,100 $505,600 $525,800 $546,800 $568,600 $591,400 $615,100 11 COMPLIANCE STUDIES $2,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 12 LEGAL SERVICES/EXPENSES $0 $5,000 $5,200 $5,400 $5,600 $5,800 $6,100 $6,300 $6,600 $6,800 13 SECURITY SERVICES $1,300 $1,300 $1,400 $1,400 $1,500 $1,500 $1,600 $1,600 $1,700 $1,800 14 SUPPLIES $170,000 $140,000 $145,600 $151,400 $157,500 $163,800 $170,300 $177,100 $184,300 $191,600 15 POSTAGE $400 $400 $400 $400 $400 $500 $500 $500 $500 $500 16 SMALL TOOLS $32,000 $42,000 $43,700 $45,400 $47,200 $49,100 $51,100 $53,200 $55,300 $57,500 17 LAB SUPPLIES $15,000 $15,000 $15,600 $16,200 $16,900 $17,500 $18,200 $19,000 $19,700 $20,500 18 BACKGROUND & PHYSICALS $2,500 $2,500 $2,600 $2,700 $2,800 $2,900 $3,000 $3,100 $3,300 $3,400 19 SOFTWARE $11,800 $12,300 $12,800 $13,200 $13,800 $14,400 $14,900 $15,500 $16,100 $16,800 20 COMPUTER AND TECHNOLOGY $6,500 $8,000 $8,300 $8,600 $9,000 $9,300 $9,700 $10,100 $10,500 $10,900 21 TELEPHONE $9,200 $9,200 $9,600 $10,000 $10,300 $10,700 $11,200 $11,600 $12,100 $12,600 22 PG&E $70,000 $80,000 $83,200 $86,500 $90,000 $93,600 $97,300 $101,200 $105,300 $109,500 23 UTILITIES $441,100 $468,000 $486,700 $506,200 $526,400 $547,500 $569,400 $592,100 $615,800 $640,500 24 EQUIPMENT MAINTENANCE & REPAIR $425,000 $420,000 $436,800 $454,200 $472,400 $491,300 $511,000 $531,400 $552,700 $574,800 25 LAB EQUIP-REPAIR & MAINT. $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 26 EXTERNAL SERVICES $35,000 $65,000 $67,600 $70,300 $73,100 $76,000 $79,100 $82,200 $85,500 $88,900 27 FUEL & FLUIDS $60,000 $50,000 $52,000 $54,000 $56,200 $58,500 $60,800 $63,300 $65,800 $68,500 28 BUILDING MAINT. & REPAIR $96,000 $96,000 $99,800 $103,900 $108,000 $112,300 $116,800 $121,500 $126,300 $131,400 29 EQUIPMENT RENTAL - PRIVATE $13,000 $13,000 $13,500 $14,100 $14,600 $15,200 $15,800 $16,400 $17,100 $17,700 30 FACILITY MAINTENANCE & REPAIR $0 $2,500 $2,600 $2,700 $2,800 $2,900 $3,000 $3,200 $3,300 $3,400 31 LEARNING AND DEVELOPMENT $42,000 $37,000 $38,500 $40,000 $41,600 $43,300 $45,000 $46,900 $48,700 $50,600 32 MEMBERSHIPS & SUBSCRIPTIONS $3,500 $3,500 $3,700 $3,800 $3,900 $4,100 $4,200 $4,400 $4,600 $4,800 33 TREATMENT PLANT CHEMICALS $378,200 $460,200 $478,600 $497,800 $517,700 $538,400 $559,900 $582,300 $605,600 $629,800 34 GARAGE LUBRICANTS & PARTS $4,000 $500 $500 $500 $600 $600 $600 $600 $700 $700 35 PROPERTY TAXES PAID $8,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 36 FEES $43,200 $43,200 $44,900 $46,700 $48,500 $50,500 $52,500 $54,600 $56,700 $59,000 37 GRANTS ISSUED $35,000 $36,400 $37,900 $39,400 $40,900 $42,600 $44,300 $46,100 $47,900 $49,800 38 PURCHASING ALLOCATION $46,300 $44,000 $45,700 $47,600 $49,400 $51,400 $53,500 $55,600 $57,900 $60,300 39 PURCHASING - BUYER SERVICES $10,100 $10,100 $10,500 $11,000 $11,400 $11,900 $12,300 $12,800 $13,300 $13,900 40 BILLING & COLLECTION ALLOCATIO $200,200 $191,500 $199,100 $207,000 $215,400 $223,900 $232,900 $242,200 $252,000 $262,000 41 RENT ALLOCATION $16,500 $16,500 $17,200 $17,800 $18,600 $19,300 $20,100 $20,900 $21,700 $22,600 42 BUILDING MAINTENANCE ALLOCATIO $9,100 $8,600 $9,000 $9,300 $9,700 $10,100 $10,500 $10,900 $11,300 $11,800 43 IT ALLOCATION $119,000 $113,000 $117,600 $122,300 $127,100 $132,300 $137,500 $143,000 $148,800 $154,700 44 CORP YARD ALLOCATION $246,900 $246,900 $256,800 $267,000 $277,700 $288,800 $300,400 $312,400 $324,900 $337,900 45 INSURANCE ALLOCATION $1,003,000 $1,132,400 $1,211,700 $1,296,500 $1,387,300 $1,484,400 $1,588,300 $1,699,500 $1,818,500 $1,945,700 46 GARAGE ALLOCATION $120,200 $114,100 $118,700 $123,500 $128,400 $133,500 $138,800 $144,400 $150,200 $156,200 47 DISPATCH $30,700 $29,200 $30,400 $31,600 $32,900 $34,200 $35,500 $37,000 $38,400 $40,000 48 ADMIN & OVERHEAD ALLOCATION $378,400 $359,500 $374,000 $389,000 $404,400 $420,500 $437,400 $454,800 $473,100 $491,900 49 TRANSFER TO FUND 830 $300,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 Debt Service
50 2022 Refunding Bond $1,989,000 $1,983,000 $1,978,000 $1,971,000 $1,966,000 $1,960,000 $1,953,000 $1,948,000 $1,942,000 $1,936,000 51 2022 Lease Revenue Bonds $178,000 $178,000 $178,000 $396,000 $397,000 $395,000 $396,000 $396,000 $396,000 $395,000 52 $9,404,600 $9,463,600 $9,801,200 $10,353,500 $10,707,900 $11,075,200 $11,462,500 $11,869,900 $12,296,100 $12,741,800 Attachment 2

City of Ukiah
2025 Sewer Financial Plan Schedules 1
Schedule 2
5-year Sewer Capital Spending Schedule Schedule 2
Project Name City District FY 2025 FY 2026 FY 2027 FY 2028 FY 2029 1 AWTCCB Cover 49.7% 50.3% $150,000
2 IPS Liner Replacement 49.7% 50.3% $60,000
3 Replace Water/Sewer Operations Call Truck 49.7% 50.3% $45,000 4 Replace Water/Sewer Operations Lead Worker Truck 49.7% 50.3% $45,000 5 Digester Rehabilitation and Methane Scrubber 49.7% 50.3% $1,500,000 6 Replace Ford Ranger 49.7% 50.3% $90,000
7 Vichy Springs Lift Station Upgrade 0.0% 100.0% $400,000 8 New Sodium Hypochlorite Tanks 49.7% 50.3% $100,000
9 Bisulfite Tank 49.7% 50.3% $100,000
10 Solids Conveyor 49.7% 50.3% $950,000
11 Replace Water/Sewer Operations Call Truck 49.7% 50.3% $45,000 12 WWTP Service Truck 49.7% 50.3% $90,000
13 Septage Receiving Station 49.7% 50.3% $1,200,000
14 Total2
: $0 $1,290,000 $3,245,000 $90,000 $150,000
15 After Inflation: $0 $1,342,000 $3,510,000 $101,000 $175,000 16 Total Paid By City: $0 $667,000 $1,530,000 $50,000 $87,000 17 Total Paid By District: $0 $675,000 $1,980,000 $51,000 $88,000 1 Percentages based on current cost sharing ratios. These values may change with future updates. 2 Expressed in 2025 dollars
Cost Sharing1
Attachment 2

City of Ukiah
2025 Sewer Financial Plan Schedules 1
Schedule 3
Sewer Enterprise Cash Flow Proforma Schedule 3
Budget Budget Forecast Forecast Forecast Forecast Forecast Forecast Forecast FY2025 FY2026 FY2027 FY2028 FY2029 FY2030 FY2031 FY2032 FY2033 1 Rate Revenue Increase: 6.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% Rate Revenue
2 Service Charge Revenue $5,746,000 $6,819,000 $7,272,000 $7,610,000 $7,963,000 $8,333,000 $8,720,000 $9,125,000 $9,549,000 3 Change due to growth & use $0 $44,000 $47,000 $49,000 $51,000 $54,000 $56,000 $59,000 $62,000 4 Increase due to rate adjustments $0 $307,000 $291,000 $304,000 $319,000 $333,000 $349,000 $365,000 $382,000 Non-Rate Revenues
5 Interest Earnings $1,000 $7,000 $8,000 $4,000 $9,000 $13,000 $13,000 $13,000 $14,000 6 Connection Fees $274,000 $438,000 $438,000 $438,000 $438,000 $438,000 $438,000 $438,000 $438,000 7 Operating Revenue $1,000 $0 $0 $0 $0 $0 $0 $0 $0
8 District Reimbursement (excluding capital) $2,722,000 $3,674,000 $3,784,000 $3,954,000 $4,153,000 $4,306,000 $4,498,000 $4,701,000 $4,914,000 9 Total Revenue $8,744,000 $11,289,000 $11,840,000 $12,359,000 $12,933,000 $13,477,000 $14,074,000 $14,701,000 $15,359,000 O&M Costs
10 Salaries and Benefits $2,010,000 $2,160,000 $2,262,000 $2,353,000 $2,447,000 $2,545,000 $2,646,000 $2,752,000 $2,862,000 11 Professional Services $999,000 $1,047,000 $1,089,000 $1,132,000 $1,178,000 $1,225,000 $1,274,000 $1,325,000 $1,378,000 12 Operating Supplies $281,000 $248,000 $258,000 $268,000 $279,000 $290,000 $302,000 $314,000 $326,000 13 Utilities and Chemicals $889,000 $1,008,000 $1,049,000 $1,090,000 $1,134,000 $1,179,000 $1,227,000 $1,276,000 $1,327,000 14 Recycled Water $300,000 $653,000 $665,000 $678,000 $691,000 $704,000 $718,000 $733,000 $748,000 14 Other Operating Costs $602,000 $598,000 $622,000 $647,000 $673,000 $700,000 $728,000 $757,000 $787,000 15 Billing $186,000 $177,000 $184,000 $191,000 $199,000 $207,000 $215,000 $224,000 $233,000 16 Internal Allocation $2,019,000 $2,115,000 $2,234,000 $2,360,000 $2,493,000 $2,634,000 $2,784,000 $2,943,000 $3,112,000 17 Total Operating Expenses $7,286,000 $8,006,000 $8,363,000 $8,719,000 $9,094,000 $9,484,000 $9,894,000 $10,324,000 $10,773,000 Capital Costs
18 Total Capital Spending $0 $1,342,000 $3,510,000 $101,000 $175,000 $1,825,000 $1,265,000 $1,316,000 $1,369,000 19 Existing Debt Service $2,478,000 $2,472,000 $2,467,000 $2,678,000 $2,674,000 $2,666,000 $2,660,000 $2,655,000 $2,648,000 20 City Funded Capital Projects (cash) $0 $667,000 $1,530,000 $50,000 $87,000 $907,000 $1,265,000 $1,316,000 $1,369,000 21 District Funded Capital Projects (cash) $0 $675,000 $1,980,000 $51,000 $88,000 $918,000 $0 $0 $0 22 Internal Loan Repayment $100,000 $100,000 $100,000 $100,000 $259,000 $259,000 $259,000 $259,000 $259,000 22 Total Capital and Debt Expenses $2,578,000 $3,239,000 $4,097,000 $2,828,000 $3,020,000 $3,832,000 $4,184,000 $4,230,000 $4,276,000 Other Sources
23 Use of/(Transfer to) Rate Stabilization Fund $570,000 $0 ($300,000) ($300,000) ($300,000) $0 $0 $0 $0 24 Total Revenue Requirement $7,864,000 $11,245,000 $12,460,000 $11,547,000 $12,114,000 $13,316,000 $14,078,000 $14,554,000 $15,049,000 25 Beginning Year Balance (all funds*) $584,000 $1,464,000 $1,508,000 $888,000 $1,700,000 $2,519,000 $2,680,000 $2,676,000 $2,823,000 26 Surplus/(Shortfall) $880,000 $44,000 ($620,000) $812,000 $819,000 $161,000 ($4,000) $147,000 $310,000 27 End of Year Balance $1,464,000 $1,508,000 $888,000 $1,700,000 $2,519,000 $2,680,000 $2,676,000 $2,823,000 $3,133,000 28 Reserve Target $1,822,000 $2,002,000 $2,091,000 $2,180,000 $2,774,000 $3,371,000 $3,729,000 $3,836,000 $3,948,000 Debt Coverage Calculations
29 Total Revenue Available for Debt Service $2,028,000 $3,283,000 $3,177,000 $3,340,000 $3,539,000 $3,993,000 $4,180,000 $4,377,000 $4,586,000 30 Total Yearly Parity Debt Payment $2,478,000 $2,472,000 $2,467,000 $2,678,000 $2,674,000 $2,666,000 $2,660,000 $2,655,000 $2,648,000 31 Debt Coverage Ratio 0.82 1.33 1.29 1.25 1.32 1.50 1.57 1.65 1.73 * includes restricted connection fee funds and bond proceeds Attachment 2

RESOLUTION NO. 2025-XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH INITIATING THE PROPOSITION 218 PROCESS FOR PROPOSED ADJUSTMENTS TO SEWER SERVICE RATES AND SETTING

A PUBLIC HEARING DATE
WHEREAS, the City of Ukiah operates a sewer utility enterprise that is funded entirely by customer charges and must generate sufficient revenue to cover its operating, maintenance, capital, and debt service costs; and
WHEREAS, the City has engaged Hildebrand Consulting to prepare a comprehensive financial plan and rate study for the sewer utility in order to assess the adequacy of existing rates and recommend any necessary adjustments; and
WHEREAS, the rate study identifies the need for a series of rate increases to address operating and capital funding needs, including rebuilding reserves, responding to increased operating costs due to inflationary pressures, higher insurance costs, and a new allocation of Recycled Water Program expenses; and
WHEREAS, Article XIII D, Section 6 of the California Constitution (Proposition 218) requires that property owners and customers be notified of proposed increases to property-related charges, such as sewer service rates, and be given the opportunity to protest those increases through a written protest process; and
WHEREAS, Proposition 218 requires that a notice of the proposed rate increase be mailed at least 45 days in advance of a public hearing at which the City Council will consider adoption of the proposed rates.

NOW, THEREFORE, BE IT RESOLVED that:

1. Initiation of Proposition 218 Process: The City Council hereby initiates the Proposition 218 protest process for proposed adjustments to sewer service rates, consistent with the recommendations presented in the 2025 Sewer Rate Study prepared by Hildebrand Consulting.

2. Public Hearing Scheduled: A public hearing is hereby scheduled for September 17, 2025, at 5:15 PM, at a regular meeting of the City Council, to consider the proposed sewer rate adjustments and to receive and tabulate written protests from property owners and customers, as required by Proposition 218.

3. Notice to be Mailed: City staff is authorized and directed to prepare, print, and mail the required Proposition 218 notice of the proposed sewer service rate adjustments to all affected property owners and customers of record no later than August 2, 2025, which is at least 45 days before the scheduled public hearing.

4. Public Availability: The 2025 Sewer Rate Study shall be made available for public inspection during regular business hours at the City Clerk’s Office and posted on the City’s website.

Attachment 3

AYES:

NOES:

ABSENT:

ABSTAIN:

Douglas F. Crane, Mayor
ATTEST:

Kristine Lawler, City Clerk
PASSED AND ADOPTED this 16th day of July, 2025, by the following roll call vote:

DRAFT
City of Ukiah
Notice of Public Hearing on Proposed Rates for Sewer Service Charges September 17, 2025 at 5:15 pm
Ukiah Civic Center
300 Seminary Ave, Ukiah, CA, 95482
The City of Ukiah will hold a public hearing on a proposed rate schedule for Sewer Rates.

The City’s sewer utility provides sewer
collection, treatment and disposal services
for nearly 3,600 residential and business
accounts located within a portion of the
City jurisdictional boundaries. The City’s
sewer utility collects and treats wastewater
at the City’s wastewater treatment plant.

These sewer services are essential to
protecting public health and the
environment and maintaining a high
quality of life.

The City of Ukiah charges Sewer Rates to
each property that is connected to the
City’s sewer system. The City uses these
funds to operate the collection and
treatment systems, and to pay for effluent
and biosolids disposal.

WHY INCREASE RATES NOW?
Higher than anticipated inflation and
significant, unforeseen capital outlays for
infrastructure improvements have
impacted the sewer enterprise reserves and
maintenance costs. An increase in rate
revenue is necessary at this time in order to
pay for existing operating costs and to
increase capital reinvestment in the sewer
collection system and the wastewater
treatment plant.

In order to meet the sewer utility’s current
expenses, the City is proposing increases to
the Sewer Rates over the next five years.

The proposed rates are designed to meet
the current cost of operations as well as the
annual capital budget for sewer assets.

HOW WERE RATES CALCULATED?
The proposed Sewer Rates were calculated
using methodologies that are aligned with
industry standard practices for rate setting
and all applicable laws, including
California Constitution Article VIII D,
Section 6 (commonly known as
Proposition 218). The revenue
requirements for the City sewer utility
were based on a financial plan that
integrated operational, debt and capital
funding needs.

Residential users will continue to pay a
fixed monthly Service Charge on a perdwelling basis in addition to a Consumption Rate based on the average
monthly water used during the prior winter
months of January through March.

Commercial users will be charged a
monthly Service Charge for each
“equivalent sewer service flow unit”
(ESSFU), which is a measure of the
average winter water use of residential
dwelling units. The ESSFU assignment for
a Commercial user will be calculated based
on the user’s average monthly water
consumption during the previous winter
(with a minimum of one (1) ESSFU per
commercial account). The Consumption
Rate for Commercial users is determined
by multiplying the account’s average
winter water usage by the respective rate
for the Commercial customer’s
classification (which accounts for sewer
strength).

HOW MUCH OF AN INCREASE?
Under this proposal, rate revenue from the
Sewer Service Charge will increase 6%
overall on October 1, 2025, then 4% each
July 1 of 2026, 2027, 2028, and 2029. The
proposal involves no structural changes to
the rates, but simply and update to the
existing structure given cost increases and
the need to build reserves.

For complete details, the 2025 Sewer
Financial Plan Report is available at:
http://www.cityofukiah.com/utilityservices/.

For more information on proposed Sewer
Rates, please call:
(707) 463-6228
or email: [email protected]

HOW TO PARTICIPATE
Proposition 218 establishes a protest
process for the public to follow if they
wish to oppose the rates.

Written protests on the proposed Sewer
Rates must be received prior to the
close of the Public Hearing on
September 17, 2025 and may be hand
delivered during the hearing, mailed or
delivered to:

Kristine Lawler
City Clerk
300 Seminary Ave, Ukiah, CA, 95482
E-mail protests are not accepted.

Written protests on the proposed Sewer
Rates must identify the owner(s) or
tenant of the property and provide the
property address. Only one protest per
affected parcel will be considered. If
written protests are presented by owners
from a majority of affected parcels, the
City cannot approve the proposed rate.

Attachment 4

DRAFT
The City of Ukiah is proposing a multi-year sewer rate adjustment schedule for all residential and commercial (non-residential) customers. The proposal will be considered by the City Council at a Public Hearing on September 17, 2025. If approved, the sewer rate adjustments will commence October 1, 2025. You are receiving this notification in compliance with California Constitution Article XIII C and D (commonly known as Proposition 218), which requires that all impacted property owner(s) are mailed notice of proposed rate increases at least 45 days prior to a public hearing.

Proposed Sewer Rate Schedule
Your Sewer Rates pay all costs necessary to operate and maintain the City’s sewer collection, treatment, and disposal infrastructure. The proposed Sewer Rates will help enable the City to provide reliable and dependable wastewater collection and treatment service while protecting our streams, creeks, rivers, navigable waterbodies and public health.

Please be advised that pursuant to Government Code Section 53759(d) there is a 120-day statute of limitation for any challenge to the new, increased or extended fee or charge.
------------------------------------------------------------------------------------------------------------------------------------------------------------------ City of Ukiah
300 Seminary Ave
Ukiah, CA 95482
IMPORTANT NOTICE – Sewer Rate Increase

PUBLIC HEARING NOTICE
Attachment 4

Agenda Item No: 14.b.

MEETING DATE/TIME: 7/16/2025

ITEM NO: 2025-830

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

DEPARTMENT: City Clerk PREPARED BY: Araceli Sandoval, Deputy City Clerk PRESENTER: Kristine Lawler, City Clerk
ATTACHMENTS:

1. Resolution 2021-52

2. Applications

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

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

There are currently two vacant seats on the Planning Commission:
• One unexpired term previously held by Thao Phi, which has been noticed since October 2024. • One expired term previously held by Angie Grainger, which has been noticed since July 2024.

Notices of the vacancies have been posted on the City’s website, in the display case in front of the Civic Center, at the Ukiah Library, and published in the Ukiah Daily Journal.

Discussion: Staff recommends that Council review the applications (Attachment 2), interview the applicants if there are any questions, then make the nomination and adopt the resolution (Attachment 3) making the following appointments to the Planning Commission: Devery Montano to a term ending July 16, 2029; and Jacob Brown to fill the unexpired term of Thao Phi, with an expiration date of February 1, 2027. The candidates have been consulted and have concurred with these positions as stated. If appointed by the City Council, Devery Montano and Jacob Brown could be seated at their first Planning Commission meeting on July 23, 2025.

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

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A

PROPOSED BUDGET AMOUNT: N/A
FINANCING SOURCE: N/A
REVENUE: No GRANT: No
PREVIOUS CONTRACT/PURCHASE ORDER NO.: N/A
COORDINATED WITH: Craig Schlatter, Community Development Director STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

RESOLUTION NO. 2021-52

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

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

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

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

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

Applicant Statements:

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

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

3. Council can ask questions for specific candidates.

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

Discussion:

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

Ranking:

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

The lowest score equals the top rank.

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

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

ATTACHMENT 1

Appointment:

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

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

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

AYES:

NOES:

ABSTAIN:

ABSENT:

Juan V. Orozco, Mayor
ATTEST:

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

RANKING FORM
Councilmember Name:

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

RESOLUTION NO. 2025-XX

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

WHEREAS, pursuant to Ordinance 1211, members of the Planning Commission shall be appointed by a majority of the City Council, each to serve at the will of the City Council up to a term of four (4) years; and WHEREAS, Thao Phi resigned on October 21, 2024, leaving an open term expiring on February 1, 2027; and WHEREAS, Angie Grainger resigned on June 2024, leaving an open term that expired on April 7, 2025; and WHEREAS, the vacancies were posted online, in the glass case in front of the Civic Center, at the Ukiah Library, and published in the Ukiah Daily Journal; and
WHEREAS, the City Clerk’s office received two applications from Devery Montano and Jacob Brown, with no other applications having been received; and
WHEREAS, the City Council met on July 16, 2025, reviewed the applications and asked any questions that they may have had for the applicants.

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

PASSED AND ADOPTED this 16th day of July, 2025, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_______________________________
Douglas F. Crane, Mayor
ATTEST:
__________________________________
Kristine Lawler, City Clerk
BOARD/

COMMISSION

NAME POSITION TERM EXPIRATION
Planning Commission Devery Montano Commissioner July 16, 2029 Planning Commission Jacob Brown
(filling the unexpired term of Thao Phi) Commissioner February 1, 2027 Attachment 3

Agenda Item No: 14.c.

MEETING DATE/TIME: 7/16/2025

ITEM NO: 2025-763

AGENDA SUMMARY REPORT
SUBJECT: Adoption of a Resolution Amending Resolution 2024-09 to Revise the Diversity and Equity Committee Membership Composition.

DEPARTMENT: City Manager /
Admin PREPARED BY: Traci Boyl, Senior Management Analyst PRESENTER: Traci Boyl, Sr. Management Analyst
ATTACHMENTS:

1. Resolution 2024-09 - Modifying Diversity and Equity Standing Committee

2. 2025-07-01 Diversity and Equity Committee

3. Resolution 2025 - Amending Resolution 2024-09 to Revise the Diversity and Equity Committee Membership Structure
Summary: Staff recommends adopting a resolution amending Resolution 2024-09, which currently governs the structure and role of the Diversity and Equity Committee, to reduce the total number of committee seats from eleven (11) to seven (7). This amendment preserves the committee’s purpose, including its role as a DEI ambassador body, while improving meeting consistency and maintaining inclusive representation.

Background: In 2020, the Ukiah City Council adopted Resolution 2020-59, establishing an 11-member Diversity and Equity Standing Committee tasked with developing an Equity Action Plan. The Committee successfully developed the plan, which was adopted through Resolution 2022-01. In 2024, the initiatives outlined in the Action Plan were incorporated into the City Council’s Strategic Plan through Resolution 2024-09 (Attachment 1), at which time the Committee’s role shifted to serving as ambassadors in the community.

Since the incorporation of the plan into the City Council’s Strategic Plan, City staff have diligently tracked and continued implementing the various initiatives outlined in the plan. As a result, the Committee’s workload has decreased significantly, which has contributed to a noticeable decline in meeting attendance. From 2020 to 2022, only three members per year missed three or more meetings. Since 2023, that number has doubled, with six members missing three or more meetings each year. In 2025, two out of the three scheduled meetings have already been canceled due to lack of quorum.

Additionally, filling vacant seats has become increasingly difficult. The Committee currently has four open seats, including one that has remained vacant for over a year. For reference, a Committee roster is attached (Attachment 2).

Discussion: Frequent absenteeism and longstanding vacancies have made it difficult to convene and conduct the work effectively. Therefore, Staff recommends adopting a resolution (Attachment 3) modifying Resolution 2024-09 to reduce the number of seats from eleven (11) to seven (7), to strengthen quorum reliability while preserving diverse representation and ensuring the Committee's ongoing active role as Diversity, Equity, and Inclusion (DEI) ambassadors in our community.

Staff recommend the following committee composition:

Two (2) City Councilmembers

Five (5) at-large community members, each representing one of the nine distinct demographic groups as follows: individuals and families who are low income; persons with physical or mental disabilities; persons from the LGBTQA community; members of Native American tribes and communities in Mendocino County; members of the Hispanic/Latino community; persons of color; people whose primary language is not English; youth ages 21 and younger; and seniors 65 years and older.

While an applicant may identify with multiple groups (e.g., being both a senior and someone whose primary language is not English), they would select only one demographic group to represent on their application. We would not accept more than one member representing the same demographic group, nor would we accept multiple applications for representation of the same group.

Recommended Action: Adopt a resolution amending Resolution 2024-09 to revise the Diversity and Equity Committee membership composition and reduce the number of seats from eleven (11) to seven (7).

BUDGET AMENDMENT REQUIRED: N/A
CURRENT BUDGET AMOUNT: N/A
PROPOSED BUDGET AMOUNT:

FINANCING SOURCE:

REVENUE: Yes / No GRANT: Yes / No
PREVIOUS CONTRACT/PURCHASE ORDER NO.:

COORDINATED WITH: Marianne Aranda, Sr. Recreation Coordinator; Darcy Vaughn, City Attorney's Office STRATEGIC PLAN (SP)SPSP 3C - Instill diversity, equity, and inclusion as essential core elements of policymaking, accountability, and delivery of City services.

CLIMATE INITIATIVES (CI):

GENERAL PLAN ELEMENTS (GP):

RESOLUTION NO. 2024- 09

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH MODIFYING THE DIVERSITY

AND EQUITY STANDING COMMITTEE
WHEREAS:

1. The population of the City of Ukiah and the larger community living in the Ukiah Valley who work and shop in the City of Ukiah consist of a diversity of demographic groups, including individuals and families who are low income, persons with physical or mental disabilities, persons from the LGBTQ+ community, members of Native American tribes and communities in Mendocino County, members of the Hispanic/ Latino community, persons of color, people whose primary language is not English, youth 21 years and younger, and seniors 65 years and older; and

2. These different demographic groups face unique barriers to accessing employment and municipal services and have different needs affecting their receipt of municipal services than the general population; and

3. Other demographic groups exist in this area which are not specifically identified in this resolution, but the identified groups are believed to be the most substantial of such groups; and

4. If other such groups are identified as significant as a result of the Committee' s work or otherwise, the membership of the Committee can be expanded to include them in the future; and

5. The City has established a standing committee of the City Council, known as the Diversity and Equity Standing Committee, which is an advisory body reporting to the City Council and to the City Manager and City Department Heads, as a means to adopt written objectives to improve diversity and equity in the City' s workforce and in the provision of municipal services; develop a written Action Plan to achieve those objectives; implement and oversee the Action Plan; provide an annual review and update to the City Council on the Committee' s progress; and propose revisions to the plan as necessary.

NOW, THEREFORE BE IT RESOLVED as follows:

1. MEMBERSHIP; APPOINTMENT
The Equity and Diversity Standing Committee (" Committee") shall consist of eleven ( 11) members.

The members shall consist of two members of the City Council and one member from each of nine organizations in the City of Ukiah or the Ukiah Valley, including Redwood and Potter Valleys, which serve or represent: ( 1) Persons with lived experience of poverty ( currently or formerly living at or below the poverty level); ( 2) Persons with physical or mental disabilities; ( 3) Persons from the LGBTQ+ community; ( 4) Native American tribes and communities in Mendocino County; ( 5) Persons from the Hispanic/ Latino community; ( 6) Persons of color ( 7) Persons whose primary language is not English; ( 8) Youth 21 years and younger; and ( 9) Seniors 65 years or older. In addition, committee members must either reside or work in the City of Ukiah. Members shall be appointed by the City Council based on written applications submitted by deadlines established by the City Council and any oral interviews the City Council may elect to conduct.

Attachment 1

2. TERM OF OFFICE; VACANCIES
A. Terms of Office. All appointments to the Committee shall be for a term of two ( 2) years during which the member serves and the will and pleasure of the City Council. Appointments to fill vacancies during a term of office shall be filled as provided in Section 1. The person appointed shall serve for the remainder of the term of that vacancy. Members whose terms expire may be reappointed to serve subsequent terms.

B. Vacancies. Vacancies may occur as a result of the member' s death or incapacity, resignation, no longer residing or working in the City, termination by the City Council with or without cause or failure of a member to attend three ( 3) meetings in any consecutive four-month period without the prior approval of the Committee.

3. DUTIES OF THE COMMITTEE
Having developed and implemented its two- year Action Plan and incorporated DEI priorities into the City' s major planning documents and strategic plan, the Committee shall now have the following responsibilities:

1. To continuously assess the impact of the City' s DEI efforts within the community and make recommendations regarding City programs, policies, and services as necessary.

2. To serve as ambassadors promoting diversity, equity, and inclusion within the community and representing the City' s commitment to these values.

3. To raise public awareness about the City' s commitment to DEI initiatives and values by sharing information about City programs, policies, employment opportunities, and services through social media channels, email, and word of mouth.

4. EXPENSES OF MEMBERS; NO COMPENSATION
The members of the Committee shall receive no compensation or reimbursement for expenses.

5. CHAIRPERSON; OFFICERS
The Committee shall elect a presiding officer to preside at special and regular meeting. City staff assigned by the City Manager shall provide support services, including preparation and posting of agendas, preparing minutes, staff reports and other documents as required for the conduct of the Committee' s business.

6. COMMITTEE GOVERANCE.

A. Brown Act. The Committee shall comply with the Brown Act. Upon the first appointment of its members, it shall establish a meeting date and time for regular meetings and a procedure for placing items on its agendas. Special meetings may be called by the Chairperson, City staff assigned to assist the Committee or by the Committee during a regular or special meeting.

B. Parliamentary procedure. The Committee shall adopt any rules it considers necessary for the orderly conduct of its meetings which may, but are not required to, use all or any portion of Robert's Rules of Order or the City Council rules for conducting City Council meetings.

PASSED, ADOPTED and APPROVED this 31 day of April 2024 by the following vote on roll call vote:

AYES: Councilmembers Rodin, Orozco, Sher, Crane, and Mayor Duenas NOES: None
ABSTAIN: None
ABSENT: None
Jose Du nas, Mayor
ATTEST:

Kristine Lawler, City Clerk

7/1/2025
Diversity and Equity Standing Committee Board Contact Person: Traci Boyl - 467-5720 Established: Resolution No. 2020-59: There is hereby created a Standing Committee of the City Council known as the Equity and Diversity Standing Committee, which is an advisory body reporting to the City Council and to the City Manager and City Department Heads City Dept. Affiliation: City Manager's Office Membership: The Equity and Diversity Standing Committee (“Committee”) shall consist of eleven (11) members. The members shall consist of two members of the City Council and one member from each of nine organizations in the City of Ukiah or the Ukiah Valley, including Redwood and Potter Valleys, which serve or represent: (1) Persons with lived experience of poverty (currently or formerly living at or below the poverty level); (2) Persons with physical or mental disabilities; (3) Persons from the LGBTQ+ community; (4) Native American tribes and communities in Mendocino County; (5) Persons from the Hispanic/Latino community; (6) Persons of color (7) Persons whose primary language is not English; (8) Youth 21 years and younger; and (9) Seniors 65 years or older. In addition, committee members must either reside or work in the City of Ukiah. Members shall be appointed by the City Council based on written applications submitted by deadlines established by the City Council and any oral interviews the City Council may elect to conduct.

Term: A.Terms of Office. All appointments to the Committee shall be for a term of two (2) years during which the member serves and the will and pleasure of the City Council. Appointments to fill vacancies during a term of office shall be filled as provided in Section 1. The person appointed shall serve for the remainder of the term of that vacancy. Members whose terms expire may be reappointed to serve subsequent terms.

B. Vacancies. Vacancies may occur as a result of the member’s death or incapacity, resignation, no longer residing or working in the City, termination by the City Council with or without cause or failure of a member to attend three (3) meetings in any consecutive four-month period without the prior approval of the Committee.Appointed By: Committee members must either reside or work in the City of Ukiah. Members shall be appointed by the City Council based on written applications submitted by deadlines established by the City Council and any oral interviews the City Council may elect to conduct. Meets: TBD Function: Committee members will evaluate the impact of the City’s DEI efforts and recommend changes to City programs, policies, and services as needed.

They will act as ambassadors, promoting diversity, equity, and inclusion and representing the City’s commitment to these values. Additionally, they will raise public awareness about DEI initiatives by sharing information on City programs, policies, job opportunities, and services through various communication channels. (See other side for roster)
Attachment 2

RESOLUTION NO. 2025-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH AMENDING RESOLUTION 2024- 09 TO REVISE THE DIVERSITY AND EQUITY COMMITTEE MEMBERSHIP STRUCTURE WHEREAS, in 2020, the Ukiah City Council adopted Resolution 2020-09 establishing an eleven (11) member Diversity and Equity Standing Committee (“Committee”), tasked with developing an Equity Action Plan, which was successfully completed and adopted through City Council Resolution 2022- 01; and
WHEREAS, in 2024, the Equity Action Plan initiatives were incorporated into the City’s Strategic Plan by adoption of City Council Resolution 2024-09, and the role of the Committee Members transitioned to serving as Diversity, Equity, and Inclusion (“DEI”) ambassadors within the community; and
WHEREAS, City staff have continued to track and implement the initiatives outlined in the Equity Action Plan since its incorporation into the City Council’s Strategic Plan; and WHEREAS, since that time, the Committee’s workload has significantly decreased, contributing to reduced meeting attendance; and
WHEREAS, vacancies on the Committee have become increasingly difficult to fill; and WHEREAS, reducing the number of seats on the Committee will increase quorum reliability while preserving diverse representation and ensuring the Committee's ongoing active role as DEI ambassadors in our community.

NOW, THEREFORE, IT IS HEREBY RESOLVED that:

The Equity and Diversity Standing Committee ("Committee") shall consist of seven (7) members. The members shall consist of two (2) members of the City Council and five (5) members representing organizations in the City of Ukiah or the greater Ukiah Valley, including Redwood and Potter Valleys, which serve or represent one (1) of the nine (9) distinct demographic groups as follows: (1) Persons with lived experience of poverty (currently or formerly living at or below the poverty level); (2) Persons with physical or mental disabilities; (3) Persons from the LGBTQ+ community; (4) Native American tribes and communities in Mendocino County; (5) Persons from the Hispanic/Latino community; (6) Persons of color; (7) Persons whose primary language is not English; (8) Youth 21 years and younger; and (9) Seniors 65 years or older. In addition, committee members must either reside or work in the City of Ukiah. Members shall be appointed by the City Council based on written applications submitted by deadlines established by the City Council and any oral interviews at the discretion of the City Council.

PASSED AND ADOPTED this 16th day of July, 2025, by the following roll call vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Douglas F. Crane, Mayor
ATTEST:

Kristine Lawler, City Clerk
Attachment 3

Agenda Item No: 14.d.

MEETING DATE/TIME: 7/16/2025

ITEM NO: 2025-808

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

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

1. 2025 City Council Special Assignments and Ad Hocs
Summary: City Council members will provide reports and updates on their committee and ad hoc assignments. If necessary, the Council may consider modifications.

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

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

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

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

BUDGET AMENDMENT REQUIRED: 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: N/A
STRATEGIC PLAN (SP): N/A
CLIMATE INITIATIVES (CI): N/A
GENERAL PLAN ELEMENTS (GP): N/A

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 Center300 Seminary Ave.Ukiah, CA 95482
Civic Center300 Seminary Ave.Ukiah, CA 95482
Reviews City investments, policies, and strategies
Crane
Orozco - AlternateAlan Carter, Treasurer
Dan Buffalo, Director of Finance; 463-6220 [email protected] Disaster Council
Shall meet a minimum of once a year at a time and place designated upon call of the chair Place designated upon call of the chair or, if she/he is unavailable or unable to call such meeting, the first vice chair and then the City Manager or her/his designee.

Office of Emergency Management
300 Seminary Ave. Ukiah, CA 95482467-5720 - 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 Center300 Seminary Avenueconference room 5
IWPC Staff P.O. Box 1247Ukiah, CA 95482391-7574 - Candace Horsley Develops coordination for water resources and current water rights: Potter Valley project - Eel River Diversion RodinOrozco - Alternate
Sean White, Director of Water Resources; 463-5712 [email protected] North Coast Opportunities (NCO) 4th Wednesday of month, 2 p.m. Alternating locations - Ukiah and Lakeport Governing Board ChairNorth Coast Opportunities413 North State StreetUkiah, CA 95482 Assist low income and disadvantaged people to become self reliant Neil Davis Neil Davis, Community Services Director; 467-5764
[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 RoadUkiah, CA
County Executive Office501 Low Gap Rd., Rm. 1010Ukiah, CA 95482463-4441 GSA serves as the Groundwater Sustainability Agency in the Ukiah Valley basin 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 Annexconference room #5411 West Clay St.Ukiah, CA 95482 Civic Center300 Seminary Ave.Ukiah, CA 95482
To coordinate activities and policy development with the City's 1st District Supervisor 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 Annexconference room #5411 West Clay St.Ukiah, CA 95482 Civic Center300 Seminary Ave.Ukiah, CA 95482
To coordinate activities and policy development with the County's 2nd District Supervisor 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 Chambers501 Low Gap RoadUkiah, CA
Executive Director367 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] Schlatter, Director of Community Development; 463-6219; [email protected] Mendocino County Local Area Formation Commission (LAFCO) 1st Monday of month, 9:00 a.m. Board of Supervisors Chambers Executive Director
200 S. School Street, Ste. 2Ukiah, CA 95482463-4470
Required by legislation - planning spheres of influence, annexation, service areas, and special districts RodinCrane - Alternate for both city seat
members on Commission
Craig Schlatter, Director of Community Development; 463-6219; [email protected] Updated: 6/10/2025
Attachment 1

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 Director241 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
Tom Corning, Police Chief; 463-6254;
[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: 6/10/2025

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]
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: 6/10/2025