Willits City Council
February 22, 2023

111 E. Commercial Street
Willits, California 95490
Tel | 707.459.4601
Fax | 707.459.1562
www.cityofwillits.org

WILLITS CITY COUNCIL
AGENDA
FEBRUARY 22, 2023 | 6:30 PM | CITY COUNCIL CHAMBERS

1. OPENING MATTERS
a. Call to Order. | b. Pledge to Flag. | c. Roll Call.

2. PUBLIC COMMUNICATIONS
The City Council welcomes participation in its meetings. Comments shall be limited to three (3) minutes per person so that everyone has an opportunity to address the Council. To expedite matters and avoid repetition, whenever any group of persons wishes to address the Council on the same subject matter, the Mayor may request the group appoints a spokesperson. This item is limited to matters under the jurisdiction of the City Council, which are not on the posted agenda. Public criticism of the City Council, Commission, Boards and Agencies will not be prohibited. The City Council will take no action.

3. PUBLIC MATTERS
a. Little Lake Fire District Department Update.
b. Proclamation – Women’s History Month.

4. ENACTMENT OF ORDINANCES
a. None.

5. CONSENT CALENDAR
The City Council considers matters listed under the Consent Calendar as routine. The Council will take action with a single motion and roll call vote. A Councilmember may request the removal of an item(s) from the Consent Calendar for separate discussion and subsequent action.

The following items as presented are before the City Council for approval or denial:
a. City Council Minutes:
i. February 8, 2023.

6. MONTHLY ACTIVITY REPORTS
Matters that do not require action by the City Council but are of public interest. a. Building Department Summary Report January 2023.

7. COMMISSIONS, AGENCIES AND AUTHORITIES
The Willits City Council meets concurrently as the City of Willits Planning Commission & City of Willits Successor Agency.

8. CITY MANAGER REPORTS AND RECOMMENDATIONS
a. Adopt a Resolution Approving an Agreement with Mike Smith for a Ground Lease Agreement at Ells Field/Willits Municipal Airport.
b. Adopt a Resolution to Implement an Athletic Field Use Policy. c. Informational update on the community’s unhoused.

Willits City Council Agenda – February 22, 2023

d. Verbal Reports – No Action.

9. DEPARTMENT RECOMMENDATIONS (ACTION ITEMS)
a. Adopt a Resolution to Approve the Agreement with Springbrook Software to Acquire their Springbrook System to Support the City’s Information Management Needs in Finance, Human Resources and Utility Billing.

Presenting Staff Member: Manuel Orozco, Finance Director. b. Adopt a Resolution to Approve the Mid-Year Budget Adjustment for the Fiscal Year 2022-23 as Provided in Exhibits A and B.

Presenting Staff Member: Manuel Orozco, Finance Director. c. Adopt a Resolution Awarding a Contract to BAS Roofing, Inc., for the Replacement of the Roof at City Hall and the Art Center, for a Total not to Exceed Amount of $109,550 and Authorize the City Manager to Execute Contract Documents and Change Orders up to 15- Percent of the Total Amount of Construction.

Presenting Staff Member: Andrea Trincado.
d. Informational Discussion on General Plan Amendment No. Gpa-22-01, Zoning Amendment No. Zc-22-01, and Boundary Line Adjustment No. Bla-22-04.

Presenting Staff Member: Dusty Duley.

10. DEPARTMENT MONTHLY REPORTS
a. Airport. b. Community Dev. c. Engineering. d. Finance. e. Police Dept. f. Public Works. g. Utilities.

11. CITY COUNCIL ANNOUNCEMENTS, COMMUNICATIONS AND REPORTS

12. GOOD & WELFARE

13. CLOSED SESSION NOTICE
a. None.

14. ADJOURNMENT
Right to Appeal - Persons who are dissatisfied with the decisions of the City Council may have the right to a review of that decision by a court. The City has adopted Section 1094.6 of the Code of Civil Procedure, which generally limits to 90- days, the time within an individual and/or entity may judicially challenge the decisions of the City Boards and Agencies.

I hereby certify under penalty of perjury under the laws of the State of California that I posted the foregoing Agenda on the bulletin board at the main entrance of the City of Willits City Hall, located at 111 East Commercial Street, Willits, California, not less than 72 hours prior to the meeting set forth on this Agenda.

Dated this 17th day of February, 2023.

Delores Pedersen, City Clerk
Americans with Disabilities Act (ADA) Compliance
If you need assistance to attend or participate in a City Council meeting, please contact the City Clerk’s office at (707) 459-7121 or Fax (707) 459-1562. Notification at least 48-hours prior to the meeting will assist the City Clerk in assuring the implementation of reasonable accommodations to provide accessibility to the meeting. Our meeting room is wheelchair accessible and ADA parking is available.

Additional Meeting Information for Interested Parties
Materials related to an item on this Agenda submitted to the Willits City Council, Planning Commission, or Community Development Agency after distribution of the agenda packet are available for public inspection at City Clerk’s office at 111 E. Commercial Street, Willits, during normal business hours, Monday through Thursday 9 AM to 5:30 PM.

Little Lake
Fire PROTECTION District
__________________________________________________________________________________________________ 74 E. Commercial St. Willits, California 95490 William Carter (707)459-6271 Fire Chief
02/14/2023
City Council Meeting:
02/22/2023
Fire Department Update
Calls to Service: 78 calls during the month of January.

Creekside Cabins Update: At last contact all but a 3 or 4 residents have left the property. With the temporary bridge removal, construction crews were ordered to bring the creek back to its natural state.

This has left no walking path into the property, we will continue to monitor the situation.

Around the Fire House
Interviewing a Willits High School student for a temporary school to work program. Students perform various duties around the stations and receive fire/rescue training from the staff and the volunteers.

The student is paid and insured by the the school program.

Training
Members completed their CPR/First Aid training. We will be moving into our Wildland training, in preparation for 2023 Fire Season.

With the completion of his National Registry Exam, FF Kroh has been added to our list of EMT’s.

The Department is hosting this month’s County Fire Chiefs Academy. The cadets will be participating in Fire Extinguisher use and function training. These academy classes are held at multiple departments around the county. We kicked off the academy last month with Building Construction and Fire Behavior training. This includes live fire training in our Burn Room located at Station 541, on Baechtel Road.

Cadets learn different types of construction methods and how they are affected by fire. The live fire component demonstrates the environment, extreme temperatures, and smoke behaviors firefighters experience during structure fires.

Little Lake
Fire PROTECTION District
__________________________________________________________________________________________________ 74 E. Commercial St. Willits, California 95490 William Carter (707)459-6271 Fire Chief
Equipment
No new updates on our ordered equipment. We did get Utility 5402’s new slip-in pump installed and operational. Hopefully, our new Type 3 and new UTV are in quarter’s mid-April.

William Carter
Fire Chief, LLFPD

3b
Proclamation
WOMEN’S HISTORY MONTH
39th ANNUAL WOMEN’S HISTORY GALA CELEBRATION
WHEREAS, in March 1983 the first Women’s History Gala Celebration in Mendocino County was held in the Anderson Valley High School. Thereafter, each year it has been held in the City of Ukiah with the March 5th Celebration marking its 39th anniversary; and WHEREAS, the Mendocino Women’s Political Coalition (MWPC) presents the Women’s History Gala Celebration with AAUW-Ukiah.

WHEREAS, the aforementioned women’s organizations continue to work to increase and acknowledge the roles of women at all levels of community and public service, and to become knowledgeable about issues that affect their equality and to foster networks that extend and expand the creative, social, and political strength of women; and WHEREAS, promoting and celebrating the equality and achievements of all women continue to be at the core of this 2023 celebration of Women’s History, and the tradition of the annual Women’s History Gala Celebration is to recognize and honor particular women who exemplify each year’s designated theme for contributions in their communities through their fields of work; and
WHEREAS, on Sunday, March 5, 2023, the public is invited to attend the 39th Annual Women’s History Gala Celebration at 12 PM, at the Saturday Afternoon Clubhouse. Women to be honored who embody this year’s theme, “Celebrating the Women Who Write Our Stories” are Ellen Weed, Dot Brovarney, Sarah Reith, Corine Pearce, and Buffie Schmidt; and THEREFORE, The Willits City Council does hereby join other communities in the nation in proclaiming the month of March to be Women’s History Month and to recognize and celebrate the 39th Anniversary of the Women’s History Gala Celebration on March 5, 2023.

IN WITNESS WHEREOF, I have hereunto set my hand and cause the Seal of the CITY OF WILLITS to be affixed this 22nd day of February 2023. ________________________________________
Greta Kanne, Mayor
City Council of the City of Willits
ATTEST:
____________________________________
Delores Pedersen
City Clerk
111 E. COMMERCIAL STREET
WILLITS, CALIFORNIA 95490
(707) 459-4601 TEL
(707) 459-1562 FAX

WILLITS CITY COUNCIL

MINUTES
WEDNESDAY, FEBRUARY 8, 2023
Mayor Kanne called a regular meeting of the City Council to order at 6:30 p.m., in Council Chambers. The meeting was preceded by the pledge to the flag.

Roll Call: Councilmembers Madge Strong, Gerardo Gonzalez, Larry Stranske, Saprina Rodriguez, and Mayor Greta Kanne were present.

Also present were staff members: Brian Bender, City Manager; Cathy Moorhead, Assistant City Manager; Jim Lance, City Attorney; Fabian Lizarraga, Police Chief; Manuel Orozco, Finance Director; Scott Herman, Public Works Director; and Delores Pedersen, City Clerk.

2. Public Communications
 Jane McCabe wanted to commend the city on how they keep up the parks and the athletic fields. Commented on the Willits Economic Localization (WELL) Building Community Event that was held at the Little Lake Fire Department on Sunday February 5th. Mentioned her concerns for the unhoused residents of Willits. Ms. McCabe believes the community needs a warming Center.
 Lynesha Macias, owner of Good Vybz (a business in Laytonville), and Maria Fierro of Taqueria Jalos asked the Council to reconsider the Food Truck Ordinance. Ms. Macias also expressed her concerns regarding the homelessness in the community.  Monkey Wrench Owner, Shannon Germann, brought her concern of the theft that is happening in town and feels the police do not follow through on the calls that are made to the police department. Councilmember Gonzalez directed Ms. Germann to speak to the Police Chief. Chief Lizarraga responded that the laws for Juveniles have changed over the last two or three years, the Police Departments are not allowed to speak to a minor that has been accused or is suspected of a crime. The Police Department will take the documentation report, this will then be filed with the District Attorney’s Office and Probation, it is then decided if there is enough there to file charges. Crimes that have been considered serious in the past, shop lifting, minor thefts are now considered very low-grade misdemeanors. If adults are arrested on a misdemeanor, the jail will not accept them, so they are given a ticket with a notice to appear in court. The frustration is felt by the Police Department as well.
 Councilmember Strong asked that the council facilitate a discussion on how to address the homelessness in the city. Mayor Kanne supports this being on a future agenda. It was decided that discussion would be had with City Manager Bender when he returns from his Conference the week of February 13th, about what the best way to address this issue is.

3. Public Matters
a. Proclamation – National Black History Month.

Mayor Kanne read the Proclamation Recognizing National Black History Month.

Public Comment: None Presented

4. Enactment of Ordinances
Willits City Council Minutes of February 8, 2023 Page 2 of 4 None presented.

5. Consent Calendar
The following item(s) are recommended for approval or denial, as follows:
a. City Council Minutes:
i. January 25, 2023
ii. January 26, 2023
Public Comment: None presented.

Moved by Gonzalez/Seconded by Stranske and carried unanimously to approve Consent Calendar item(s) (a).

6. Monthly Activity Reports
Matters that do not require action by the City Council but are of public interest. a. Business License Activity for January 2023.

7. Commissions, Agencies and Authorities
None presented.

8. City Manager Reports and Recommendations
a. Verbal Reports – No Action.
 Scott Herman, Public Works Director reminded council of the Flushing that will be starting the week of February 13th and go until the end of April.  Mr. Herman also reported on a broken valve fitting that needs to be replaced across the street from Safeway, will be working with Wipf Construction to get this completed. When this is done, water would need to be shut off at the Safeway Complex, as well as the Archway Properties. To help ease the impact on the businesses this will be done at night.
 Assistant City Manager Moorhead announced that Federal Emergency Management Agency (FEMA) would have an Emergency Response Center at the Community Center starting Saturday, February 18, 2023, through February 24, 2023, community members and business owners are able to come and fill out an application for a Disaster Loan to repair damage to their property that was caused by the recent severe storms.

Public Comment: None presented.

9. Department Recommendations (Action Items)
None Presented.

10. Department Monthly Reports
None Presented

11. City Council Announcements, Communications and Reports Councilmember Strong
 Sonoma Clean Power – Rates are 5% below PG&E when you bundle everything. The City of Willits and Mendocino County only have 70% of household enrolled. Sonoma Clean Power is working with 3 different groups on a Geo Zone, to take advantage of geothermal power.
 Economic Development & Financing Corporation (EDFC) – Meets February 9, 2023.  Mendocino Solid Waste Management Authority (MSWMA) – Meets February 16, 2023.

Councilmember Rodriguez
Willits City Council Minutes of February 8, 2023 Page 3 of 4  Expressed her concern regarding the teen violence in the community. What can the City Council do in our community to improve this?
 Chief Lizarraga responded that the PD is trying to make more of a presence at the schools, the sporting events and to start building some bridges of communication and trust with the youth in the city.

Councilmember Stranske
 Attended a Rails with Trails meeting that was brought forth by two Attorney’s that are property rights advocates, opposing the trail.

Councilmember Gonzalez
 Local Agency Formation Commission (LAFCo) – Meets March 6, 2023  Tobacco Ad Hoc – The Tobacco Retail Ordinance Group will be bringing this back to the council for discussion. City Manager Bender responded that City Attorney Lance is working on a revised ordinance and the city will need to enter into an agreement with the county for enforcement.

Mayor Kanne
 Mayor’s meeting – Councilmember Strong was nominated as the city representative for Sonoma Clean Power. Vice Mayor Gonzalez was nominated as the city representative for LAFCo.
 Mendocino Council of Governments (MCOG) – Elected new officers. Supervisor Gerrity is the Chair. Mayor Norval is Vice Chair. There are three new MCOG members. Covelo is putting in a two-mile pedestrian trail that will run parallel to main street. MTA is moving forward with specifications for new sights for a new transit station.

Public Comment: None presented.

No action taken.

12. Good & Welfare
 Councilmember Strong - Willits Economic Localizations (WELL) Building Community Event at the Little Lake Fire House was standing room only.  Vice Mayor Gonzalez - attended the Sober Grad Jambalaya event to raise money for Sober Grad.

Adjourned to Closed Session at 7:37 p.m.

13. Closed Session Notice
a. Pursuant to Government Code §54957 – Public Employee (Annual) Performance Evaluation – City Manager.

Council reconvened to open session at 8:44 p.m. with no action to report from Closed Session.

14. Adjournment
Mayor Kanne declared the meeting adjourned at 8:44 p.m.

Willits City Council Minutes of February 8, 2023 Page 4 of 4 _____________________________
GRETA KANNE, Mayor
City Council for the City of Willits
ATTEST:
__________________________
Delores Pedersen
City Clerk
Permit Summary Report (Total Fees Paid)
Current Month
January 2023
Month Last Year
January 2022
Current Yr-To-Date
7/1/2022 - 1/31/2023
Last Yr-To-Date
7/1/2021 - 1/31/2022
Building
Count 2 6 30 41
Total Fees $73.73 $3,158.19 $56,986.57 $52,101.94
Fees Paid $73.73 $3,158.19 $56,986.57 $52,101.94
Total Valuation 1,700.00 146,000.00 5,189,132.36 3,635,457.40 Total Square Feet 2,700 4,684 6,351 52,689
Administrative $0.00 $858.81 $13,924.79 $15,474.66
BSF $2.00 $9.00 $221.00 $180.00
Building Department (OTC Permit Fees) $0.00 $0.00 $270.00 $216.00 Building Department (Permit Fees) $68.35 $2,058.30 $30,692.89 $29,635.34 Building Miscellaneous Fees $0.00 $0.00 $3,483.60 $141.00 GPM $2.38 $204.40 $7,185.73 $5,549.99
SMIP Commercial $0.50 $16.24 $1,007.63 $725.78
SMIP Residential $0.50 $11.44 $200.93 $179.17
Demolition
Count 0 0 3 0
Total Fees $0.00 $0.00 $1,205.98 $0.00
Fees Paid $0.00 $0.00 $1,205.98 $0.00
Total Valuation 0.00 0.00 101,700.00 0.00
Total Square Feet 0 0 0 0
Administrative $0.00 $0.00 $0.00 $0.00
BSF $0.00 $0.00 $1.00 $0.00
Building Department (OTC Permit Fees) $0.00 $0.00 $0.00 $0.00 Building Department (Permit Fees) $0.00 $0.00 $1,062.10 $0.00 Building Miscellaneous Fees $0.00 $0.00 $0.00 $0.00
GPM $0.00 $0.00 $142.38 $0.00
SMIP Commercial $0.00 $0.00 $0.00 $0.00
SMIP Residential $0.00 $0.00 $0.50 $0.00
Electrical
Count 1 2 16 19
Total Fees $167.20 $349.58 $2,077.43 $6,675.68
Fees Paid $167.20 $349.58 $2,077.43 $6,675.68
Total Valuation 2,500.00 14,800.00 64,580.00 359,142.93 Total Square Feet 0 0 0 0
Administrative $0.00 $65.00 $0.00 $1,266.06
BSF $1.00 $2.00 $16.00 $27.00
Building Department (OTC Permit Fees) $162.00 $258.00 $1,446.00 $1,746.00 Building Department (Permit Fees) $0.00 $0.00 $506.70 $3,041.23 Building Miscellaneous Fees $0.00 $0.00 $0.00 $0.00
GPM $3.50 $20.72 $90.41 $502.80
SMIP Commercial $0.70 $3.36 $13.30 $83.13
SMIP Residential $0.00 $0.50 $5.02 $9.46
Grading
Count 0 0 0 0
Total Fees $0.00 $0.00 $0.00 $0.00
Fees Paid $0.00 $0.00 $0.00 $0.00
Total Valuation 0.00 0.00 0.00 0.00
Total Square Feet 0 0 0 0
Administrative $0.00 $0.00 $0.00 $0.00
BSF $0.00 $0.00 $0.00 $0.00
Building Department (OTC Permit Fees) $0.00 $0.00 $0.00 $0.00 Building Department (Permit Fees) $0.00 $0.00 $0.00 $0.00 Building Miscellaneous Fees $0.00 $0.00 $0.00 $0.00
GPM $0.00 $0.00 $0.00 $0.00
SMIP Commercial $0.00 $0.00 $0.00 $0.00
SMIP Residential $0.00 $0.00 $0.00 $0.00
Mechanical
Count 0 0 7 1
Total Fees $0.00 $0.00 $870.18 $228.65
Fees Paid $0.00 $0.00 $870.18 $228.65
Total Valuation 0.00 0.00 70,054.90 5,000.00
6a
To
tal SquareFeet0000
Administrative$0.00$0.00$0.00$0.00
BSF$0.00$0.00$7.00$1.00
BuildingDepartment(OTCPermitFees)$0.00$0.00$756.00$108.00 BuildingDepartment(PermitFees)$0.00$0.00$0.00$111.25
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$0.00$0.00$98.08$7.00
SMIPCommercial $0.00$0.00$0.00$1.40
SMIPResidential $0.00$0.00$9.10$0.00
Plumbing
Count0124
Total Fees$0.00$83.34$169.62$367.29
FeesPaid$0.00$83.34$169.62$367.29
Total Valuation0.00600.003,300.0044,300.00
Total SquareFeet0000
Administrative$0.00$0.00$0.00$0.00
BSF$0.00$1.00$2.00$5.00
BuildingDepartment(OTCPermitFees)$0.00$81.00$162.00$243.00 BuildingDepartment(PermitFees)$0.00$0.00$0.00$44.85
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$0.00$0.84$4.62$62.02
SMIPCommercial $0.00$0.00$0.00$11.42
SMIPResidential $0.00$0.50$1.00$1.00
Re-Roof
Count302317
Total Fees$281.94$0.00$2,384.64$1,701.14
FeesPaid$281.94$0.00$2,384.64$1,701.14
Total Valuation22,800.000.00306,718.00170,737.70
Total SquareFeet0017,56929,066
Administrative$0.00$0.00$0.00$54.00
BSF$3.00$0.00$25.00$16.00
BuildingDepartment(OTCPermitFees)$243.00$0.00$1,917.00$1,350.00 BuildingDepartment(PermitFees)$0.00$0.00$0.00$0.00
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$31.92$0.00$403.82$244.77
SMIPCommercial $1.96$0.00$10.02$24.84
SMIPResidential $2.06$0.00$28.80$11.53
SewerLateral Inspection
Count0000
Total Fees$0.00$0.00$0.00$0.00
FeesPaid$0.00$0.00$0.00$0.00
Total Valuation0.000.000.000.00
Total SquareFeet0000
Administrative$0.00$0.00$0.00$0.00
BSF$0.00$0.00$0.00$0.00
BuildingDepartment(OTCPermitFees)$0.00$0.00$0.00$0.00
BuildingDepartment(PermitFees)$0.00$0.00$0.00$0.00
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$0.00$0.00$0.00$0.00
SMIPCommercial $0.00$0.00$0.00$0.00
SMIPResidential $0.00$0.00$0.00$0.00
Solar
Count01177
Total Fees$0.00$384.66$7,759.54$3,463.76
FeesPaid$0.00$384.66$7,759.54$3,463.76
Total Valuation0.0022,000.00346,663.85165,202.00
Total SquareFeet0000
Administrative$0.00$0.00$138.20$0.00
BSF$0.00$1.00$21.00$11.00
BuildingDepartment(OTCPermitFees)$0.00$350.00$7,100.00$3,200.00 BuildingDepartment(PermitFees)$0.00$0.00$0.00$0.00
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$0.00$30.80$457.83$231.28
SMIPCommercial $0.00$0.00$0.00$0.00
SMIPResidential $0.00$2.86$42.51$21.48
Total Count6109889
Total Fees$522.87$3,975.77$71,453.96$64,538.46
Total FeesPaid$522.87$3,975.77$71,453.96$64,538.46
Total Valuation27,000.00183,400.006,082,149.114,379,840.03 Total SquareFeet2,7004,68423,92081,755
Total Administrative$0.00$923.81$14,062.99$16,794.72
Total BSF$6.00$13.00$293.00$240.00
Total BuildingDepartment(OTCPermitFees)$405.00$689.00$11,651.00$6,863.00 Total BuildingDepartment(PermitFees)$68.35$2,058.30$32,261.69$32,832.67 Total BuildingMiscellaneousFees$0.00$0.00$3,483.60$141.00 Total GPM$37.80$256.76$8,382.87$6,597.86
Total SMIPCommercial $3.16$19.60$1,030.95$846.57
Total SMIPResidential $2.56$15.30$287.86$222.64
Item No. 8a
Meeting Date: February 22, 2023

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Brian Bender, City Manager
Agenda Title: ADOPT A RESOLUTION APPROVING AN AGREEMENT WITH MIKE SMITH FOR A GROUND LEASE AGREEMENT AT ELLS FIELD/WILLITS MUNICIPAL AIRPORT.

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 10 Min Summary of Request: Staff is requesting City Council approval to enter into a Ground Lease Agreement with Hawk Eye Aerial for a 40-year term at the Willits Airport. On January 26, 2022, the Council approved the construction of a 60 by 80-foot hangar for use by Mike Smith south of existing structures.

Mr. Smith intends to maintain ownership of the hangar and use it as a base for his wildfire observation & scouting business. Mr. Smith currently rents three separate hangars and wants to consolidate all the aircraft in one structure to ease maintenance and repairs during the off-season.

In late January the City received notice from the FAA approving the improvement with approval conditions as set forth in the FAA Advisory Circular 150/5370-2, Operational Safety on Airport During Construction.

Importantly, for facility operational safety, the structure needs to have markings and/or lighting in accordance with (Buildings, Structures, Antennas, etc.) Chapter 4 and 5 of the Advisory Circular 70/7460-1M, Obstruction Marking and Lighting.

Recommended Action: Adopt the accompanying Resolution to approve a 40-year Ground Lease Agreement with Hawk Eye Aerial (Mike Smith) at the Willits Municipal Airport.

Alternative(s): None.

Fiscal Impact: Annual rent of $620 will add to the Airport Fund. The City will also receive income from the Agreement’s fuel flow fee provision.

Personnel Impact: Minimal.

Reviewed by: City Manager City Attorney City Clerk Finance Director Human Resources Risk
Council Action: Approved Denied Other: ________________________________________ Records: Agreement Resolution #_________ Ordinance #_________ Other _________ 1 GROUND LEASE AGREEMENT - AIRPORT PROPERTY

BETWEEN THE CITY OF WILLITS AND MIKE SMITH
THIS LEASE AGREEMENT is made and entered into this 1st day of March, 2023, by and between the CITY OF WILLITS, a municipal corporation of the State of California, hereinafter called "CITY", and MIKE SMITH individually and doing business as HAWK EYE AERIAL, a Sole Proprietorship, hereinafter called "TENANT." CITY and TENANT are hereinafter collectively referred to as the "PARTIES."

WITNESSETH
WHEREAS, CITY is the owner of certain real property in the County of Mendocino State of California, known as the Willits Municipal Airport (hereinafter the "AIRPORT") which is being used for airport purposes; and
WHEREAS, TENANT desires to lease 4,800 square feet of land at the AIRPORT from the CITY, at the location described on Exhibit A, to construct a 60’ x 80’ hangar building subject to approval by the CITY; and
WHEREAS, THE WILLITS CITY COUNCIL at the January 26, 2022 Council meeting considered the request to construct the proposed hangar and through a vote of four to one (with one member dissenting), adopted the Resolution authorizing the project; and
WHEREAS, THE PARTIES desire to enter into this single lease agreement setting forth all terms and conditions of TENANT'S occupation of the premises described on Exhibit A, together with the terms and conditions of TENANT'S proposed occupation of the additional land for the construction and occupancy of a hangar building at the location described on Exhibit A to commence March 1, 2023. The location of the land and improvements as described on Exhibit A are collectively hereinafter referred to as the "PREMISES." The total square footage of land comprising the PREMISES and as described within Exhibit A is 4,800 square feet.; and
WHEREAS, it is the mutual intent and desire of the PARTIES to enter into this Lease Agreement for the lease of the PREMISES at the AIRPORT in accordance with the terms and conditions hereinafter setforth.

NOW THEREFORE, in consideration of the mutual covenants, terms, provisions and conditions hereinafter set forth:

1. Description of Property.

CITY hereby leases to TENANT and TENANT hereby leases from CITY on the terms and conditions set forth herein, all that portion of the CITY owned AIRPORT real property collective referred to herein as the PREMISES and as described within Exhibit A attached hereto and incorporated herein by this reference.

2. Term.

Subject to any other provision for termination set forth herein, this lease agreement shall be for a period of 40 years commencing on March 1, 2023 and terminating March 1, 2063, unless either extended or 2 sooner terminated as provided herein. TENANT shall have the option to extend this lease agreement for two five-year periods, with the rent for such periods to be calculated in accordance with Paragraph 3 below.

However, unless that option is timely declared, in writing and provided by TENANT to CITY on or before the date which is six months prior to the expiration of the then-current term, but no earlier than one year prior to the expiration of the then-current term, tenant shall have waived right to exercise the option to extend the term.

3. Rent.

Rent for the leased PREMISES which TENANT hereby agrees to pay to CITY at City Hall, 111 E.

Commercial Street, Willits, California, is calculated as follows:

A. Initial Rent. Commencing on March 1, 2023, through February 28, 2024, rent shall be the sum of Five Hundred and Sixty Two Dollars and 45/100, $562.45 per year (the “INITIAL RENT”) based upon the city’s current Master Fee Schedule.

B. Rent Adjustments. Effective March 1, 2024, and March 1st of each successive year of this lease (including any year during an extension term, if exercised), a new monthly rent shall be determined based upon the following adjustment:
(1) For the purpose of this adjustment, the index to be used for adjusting the rent shall be the San Francisco Area Consumer Price Index (CPI-U), Department of Labor, U.S. Bureau of Labor Statistics (“The Index”) for the month of or nearest March 1st of each year. (2) Effective each March 1st during the term of this lease agreement, commencing March 1, 2024, the annual rent shall be increased by a percentage equal to the annual percentage change in the The Index.

The change in rent shall be determined by comparison of the figure for the previous March 1, of the current year.
(3) In no event shall this calculation cause a reduction in the base rent payable during the preceding year.

C. Late Charges.

Rent payments, and other charges and costs authorized hereunder including fuel flowage fees, not received by CITY by the tenth day of the month for other charges and costs, and by March 10th of year for rent, are subject to a late penalty, without notice to TENANT, of one and one-quarter percent (1.25%) per month.

4. Use Purposes/Access.

Except as otherwise provided herein, TENANT shall occupy under this lease that portion of the PREMISES at the location described on Exhibit A, comprising approximately 4,800 square feet.

TENANT covenants to construct and occupy a CITY approved steel hangar building on the portion of the PREMISES described within exhibit A for the sole purpose of aircraft storage, routine service, maintenance, and repair of any and all present and future aircraft owned or leased by TENANT. TENANT shall not use or permit the PREMISES or any part thereof to be used as a primary operating base/headquarters/main office etc. for a purely non-aeronautical related business or enterprise, nor allow use of such property by employees of such non-aeronautical business, or for the storage of any parts, supplies and equipment related to non- aeronautical business.

During the term of this lease agreement, all improvements constructed on the leased property by TENANT shall be owned by TENANT until expiration of this lease agreement or until earlier termination of this lease agreement as hereinafter provided. Any improvements constructed by TENANT are subject to Paragraph 5 of this lease agreement and construction is not permissible until the CITY has approved the 3 building plans and specifications. TENANT shall not, however, remove any improvements from the leased property, nor waste, destroy or modify any improvements except as may be permitted by this lease agreement. Ownership and/or disposition of all such improvements upon expiration or sooner termination as provided for in Paragraph 5 as appropriate.

5. Termination; Ownership of Improvements.

This lease agreement shall terminate at the end of the term hereof, and TENANT shall have no right or interest in the PREMISES or improvements thereon. The hangar and any other improvements affixed to the PREMISES before or after execution of this lease shall thereupon become the property of the CITY at no cost to the CITY. TENANT agrees to execute a Bill of Sale transferring all rights, interests and ownership of the BUILDING to CITY. Said hangar shall be given over to CITY free of any encumbrances, liens, claims or demands of any nature whatsoever.

6. Costs of Lease Agreement.

TENANT shall promptly pay all reasonable costs, expenses and utilities, including, but are not limited to, gas, electricity, telephone, water, sewer and refuse collection services. TENANT also agrees to reimburse CITY for any and all reasonable expenses CITY incurs in modifying existing utilities for TENANT’S benefit relating to possession and use of the Premises. The possessory interest created by this Lease Agreement may be subject to taxation, and TENANT may be subject to the payment of taxes levied on such interest. TENANT is solely responsible for the timely payment before delinquency of any possessory interest taxes and any other tax, levy or assessment upon the PREMISES, the aircraft, TENANT’S personal property, improvements, and fixtures upon the Premises. Failure to pay such taxes is a material breach of this Lease Agreement. Such breach will be considered effective 30 days after written notice, of any delinquency, to TENANT.

7. Maintenance and Repair of Airport Property and Leased PREMISES.

CITY will operate and maintain the AIRPORT facility for general aviation purposes in compliance with applicable FAA requirements.

TENANT shall, at his sole cost and expense, keep and maintain the PREMISES, and any stored personal property, regardless of ownership, and all portions thereof, safe and sanitary and shall keep the property clean and free of weeds, debris and other unsightly or unsafe matter including, but not limited to, containers and paraphernalia connected with aircraft operations, maintenance and repair, and shall properly dispose of all debris and other waste matter which may accumulate. TENANT shall provide proper metal containers with proper covers for the temporary keeping of solid or liquid waste on the property. TENANT agrees to prevent any and all lubricants and cleaning and striping materials from contacting the pavement and storm water runoff system. In connection with TENANT'S permitted use of the property, it is expressly understood and agreed that no aircraft are to be dismantled other than inside the hangar and no outside storage of disassembled aircraft or aircraft parts shall be permitted. TENANT agrees to maintain the property in an acceptable manner as may be required of all other tenants by the Airport Manager. CITY reserves the right to require the paved apron to be cleared of all aircraft for use by others during special events, without compensation toTENANT, including but not necessarily limited to an annual airshow and such otherspecial activities as may be determined by the CITY.

8. Compliance with Laws.

TENANT agrees to not use, or permit said property to be used for any unlawful purpose or for any purpose. TENANT shall not commit nor suffer to be committed any waste upon the property, or any public or private nuisance or other act or thing which may disturb the quiet enjoyment of any other tenant of the 4 Willits Municipal Airport of which the property is a part. TENANT shall, at its sole expense, promptly observe and comply with all laws, orders, regulations, rules, ordinances, and requirements now in force or which may hereafter be in force of Federal, State, County and City governments or other lawful governmental bodies or any of their departments, bureaus or officers having jurisdiction over the property or any of the activities conducted thereon. TENANT agrees to observe and obey during the term of this lease agreement all laws, ordinances, rules and regulations now in effect or promulgated in the future by CITY and/or by any other proper authority having jurisdiction over the conduct of operations at the Willits Municipal Airport. TENANT shall do all things which may be required or be deemed necessary on account of the use by TENANT of said property, and TENANT shall and does agree to pay, at its sole cost and expense, all fines, penalties, damages, costs, and expenses that may in any manner arise out of or be imposed because of the failure of TENANT to comply with this paragraph. TENANT shall defend and does hereby agree to save CITY harmless from any damage, injury or loss suffered by reason of any breach by TENANT of this Paragraph 8.

9. Environmental Indemnification by Tenant.

TENANT agrees to indemnify, defend by counsel acceptable to CITY and hold CITY, its appointive and elective boards, commissions, officers, employees, volunteers and agents (hereinafter "City Personnel") harmless from and against any and all claims, damages, penalties and attorney's fees which may be imposed upon or incurred by or asserted against CITY and/or City Personnel by any other party or parties (including governmental entities), in connection with any environmental conditions or the remediation of any environmental conditions, or any environmental noncompliance arising out of, resulting from, or attributable to, the alleged unlawful discharge of any toxic or hazardous substances at the AIRPORT or other CITY property or the exposure of any person to environmental conditions, resulting from activities of TENANT or TENANT'S agents, representatives, employees or independent contractors.

10. Assignment.

TENANT shall not assign this lease agreement or any interest therein and shall not sublet the premises or any portion thereof or any rights or privileges appurtenant thereto or suffer any other person (agents and servants of CITY excepted) to occupy or use the said property or any portion thereof without the prior written consent of CITY. Consent to one assignment, subletting, occupation or use by another person shall not be deemed to be consent to any subsequent assignment, subletting, occupation or use by another person.

Any such assignment or subletting without such prior written consent shall be void and shall at the option of CITY terminate this lease agreement. This lease agreement shall not, nor shall any interest therein, be assignable astoTENANT'S interest by operation of law without the prior written consent of CITY. TENANT agrees that in the event all or substantially all of TENANT'S assets are placed in the hands of a receiver or trustee and such receivership or trusteeship continues for a period of thirty (30) days, or should TENANT make an assignment for the benefit of creditors, or be finally adjudicated bankrupt, or should TENANT institute any proceeding under the Bankruptcy Act as the same now exists or any amendment thereof which may hereafter be enacted, or any other act relating to the subject of bankruptcy wherein TENANT seeks to be adjudicated bankrupt, or to be discharged of his debts, or to effect a plan of liquidation, composition or reorganization, or should any involuntary proceedings be filed against TENANT under any such bankruptcy by pleading or default, then this lease agreement or any interest in and to the property shall not become an asset in any such proceedings, and in any such event and in addition to any and all rights and remedies of CITY hereunder or by law provided, it shall be lawful for CITY to declare the term hereof ended and for CITY to re-enter the property and take possession thereof and remove all persons therefrom, and TENANT shall have no claim thereon or hereunder.

11. Abandonment.

TENANT shall not vacate or abandon the property described herein at any time during the term hereof. If 5 TENANT should abandon, vacate or surrender said property or be dispossessed thereof by processof law or otherwise, any personal property belonging to TENANT and left on said property shall be deemed to be abandoned at the option of CITY.

12. Binding on Successors.

The covenants, terms, and conditions herein contained shall, subject to the provisions as to assignment, apply to and bind the heirs, successors, executors, administrators and assigns of all the parties hereto and all such parties shall be jointly and severally liable hereunder.

13. Waiver.

The waiver by CITY of any breach of any term, covenant, or condition herein contained shall not be deemed to be a waiver of such term, covenant, or condition or any subsequent breach of the same or any other term, covenant, or condition herein contained. The subsequent acceptance of rent hereunder by CITYshall not be deemed to be a waiver of any preceding breach by TENANT of any term, covenant, or condition of this lease agreement, other than the failure of tenant to pay the particular rental so accepted, regardless of CITY'S knowledge of such preceding breach at the time of acceptance of such rent.

14. Right of Entry/Photograph.

CITY reserves the right to enter upon the property at a reasonable time for the purpose of making any inspection it may deem expedient or desirable for the proper enforcement of any terms, conditions, provisions, and covenants of this lease agreement. Unless in times of emergency, neither the CITY nor CITY’s tenants at the airport will access the property or the hangar to be constructed thereon unless and until: (a) the CITY has provided TENANT with at least 48 hours’ prior written notice of its desire to access or photograph the property or hangar, and (b) the parties have agreed to a mutually convenient time for such photograph or access.

15. Alterations: Removal or Additions.

TENANT shall not make or allow to be made any additions or alterations on said property or any part thereof, without approval of CITY of the plans and specifications therefor first had and obtained. Any additions to or alterations of said property except installation of movable furniture and or trade fixtures shall become at once a part of the realty and shall belong to CITY.

TENANT shall keep the property free from any liens arising out of any work performed, materials furnished, or obligations incurred by TENANT. In the event that TENANT desires to make any alterations or improvements, plans and specifications thereof shall be submitted to CITY and, if authorized, completion thereof shall be made to the satisfaction of CITY.

16. Insurance.

Prior to commencement of occupation or construction, Tenant shall obtain, provide, and continuously maintain at its own expense during the term of the Agreement, and shall require any and all sub-tenants and subconsultants to obtain and maintain, policies of insurance of the type and amounts described below and in form satisfactory to the City.

Minimum Scope and Limits of Insurance
Tenant shall maintain limits no less than:
 $1,000,000 General Liability (including operations, products and completed operations) per 6 occurrence, $1,000,000 general aggregate, for bodily injury, personal injury and property damage, including without limitation, blanket contractual liability. Coverage shall be at least as broad as Insurance Services Office (ISO) Commercial General Liability coverage form CG 00 01. General liability policies shall be endorsed using ISO form CG 20 10 to provide that the City and its officers, officials, employees, and agents shall be additional insureds under such policies.  $1,000,000 Aircraft Liability insurance with a minimum limit of $1,000,000 per accident and aggregate covering liability for bodily injury (including death), passenger liability, and property damage liability. Aircraft Liability policies shall be endorsed to provide that the City andits officers, officials, employees, and agents shall be additional insureds under such policies.  $1,000,000 Automobile Liability combined single limit per accident for bodily injury or property damage at least as broad as ISO Form CA 00 01 for all activities of Tenant arising out ofor in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles. Automobile Liability policies shall be endorsed to provide that the City and its officers, officials, employees, and agents shall be additional insureds under such policies.  Worker’s Compensation as required by the State of California and $1,000,000 Employer’s Liability per accident for bodily injury or disease, if applicable to Tenant’s operations. Tenant shall submit to the City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of the City, its officers, agents, employees, and volunteers.
 Property insurance against all risks of loss to any Tenant improvements or betterments.Policy should be for full replacement cost with no coinsurance penalty provision.  Contractors’ Pollution Legal Liability and/or Asbestos Legal Liability and/or Errors and Omission if project involves environmental hazards) with limits no less than $2,000,000 per occurrence or claim, and $2,000,000 policy aggregate.

If the pollution coverage is written on a claims-made coverage form:

1. The retroactive date must be shown, and this date must be before the execution date of the contract or the beginning of contract work.

2. Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of contract work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective, or start of work date, the Contractor must purchase extended reporting period coverage for a minimum of five (5) years after completion of contract work.

4. A copy of the claims reporting requirements must be submitted to the CITY for review.

5. If the services involve lead-based paint or asbestos identification/remediation, the Contractors Pollution Liability policy shall not contain lead-based paint or asbestos exclusions. If the services involve mold identification/remediation, the Contractors Pollution Liability policy shall not contain a mold exclusion, and the definition of Pollution shall include microbial matter, including mold.

Maintenance of Coverage
Tenant shall procure and maintain, for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection withthe performance of the Work hereunder by Tenant, his agents, representatives, employees, subtenants or subconsultants as specified in this Agreement.

Proof of Insurance
Tenant shall provide to the CITY certificates of insurance and endorsements, as required, as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers’ compensation. Insurance certificates and endorsements must be approved by the CITY prior to commencement of performance. Current evidence of insurance shallbe kept on file with the CITY at all times during the term of this Agreement. Agency reserves the right to require complete, certified copies of all required insurance policies, at any time.
7 Acceptable Insurers
All insurance policies shall be issued by an insurance company currently authorized by the Insurance commissioner to transact business of insurance in the State of California, with an assigned policyholders’ Rating of A- (or higher) and a Financial Size Category Class VII (or larger), in accordance with the latest edition of Best’s Key Rating Guide.

Waiver of Subrogation
All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against the CITY, its elected or appointed officers, agents, officials, employees and volunteers, or shall specifically allow TENANT, or others providing insurance evidence in compliance with these specifications, to waive their right of recovery prior to a loss. TENANT hereby waives its own right of recovery against the CITY and shall require similar written express waivers and insurance clauses from each of its subconsultants or subtenants.

Enforcement of Contract Provisions (non estoppel)
TENANT acknowledges and agrees that any actual or alleged failure on the part of the Agency to inform TENANT of non-compliance with any requirement imposes no additional obligations on the CITY, nor does it waive any rights hereunder.

Specifications not Limiting
Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If Tenant maintains higher limits than the minimums required above, the entity shall be entitled to coverage at the higher limits maintained by Tenant.

Notice of Cancellation
Tenant agrees to oblige its insurance agent or broker and insurers to provide to the City with thirty (30) calendar days’ notice of cancellation (except for nonpayment for which ten (10) calendar days’ notice is required) or nonrenewal of coverage for each required coverage.

Self-insured Retentions
Any self-insured retentions must be declared to and approved by the City Manager. The City reserves the right to require that self-insured retentions be eliminated, lowered or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved by the City Manager.

Timely Notice of Claims
Tenant shall give the City prompt and timely notice of claims made or suits instituted that arise out of or result from Tenant’s performance under this Agreement, and that involve or may involve coverage under any of the required liability policies.

Additional Insurance
Tenant shall also procure and maintain, at its own cost and expense, any additional kindsof insurance, which in its own judgement may be necessary for its proper protection and prosecution of the Work.

17. Taxes.

TENANT shall take notice that the property interest created herein may be subject to taxation and the party 8 in whom the possessory interest is vested (TENANT) may be subject to payment of property taxes on such interest. TENANT shall be responsible for and shall pay all possessory interest tax which may be assessed or levied, if any, on the property.

18. Hold Harmless Agreement.

TENANT shall indemnify, defend, and hold harmless the CITY, its appointive and elective boards, officers, commissions, employees, agents, and volunteers (“City indemnities”) harmless from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, , including reasonable legal counsels’ fees and costs of litigation (“claims”),arising out of TENANT'S occupation and use of the property or any one or more persons directly employed by or acting as agents for TENANT or as contractors of TENANT, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City indemnities are made a part to any action, lawsuit, or other adversarial proceeding arising from TENANT’S occupation and use of said property, TENANT agrees to and shall defend City indemnities, or at the City’s option, reimburse the City indemnitees their costs of defense, including reasonable legal counsels’ fees, incurred in defense of such claims. CITY does not and shall not waive any rights against TENANT which it may have by reason of this hold harmless agreement, by reason of acceptance by CITY or deposit with CITY by TENANT of any insurance policies or certificates of insurance described in Paragraph 17 hereof, and provided further that this hold harmless agreement shall apply to all damages and claims for damages of every kind suffered or alleged to have been suffered by reason of any of TENANT'S operations, whether or not such insurance policies have been determined to be applicable to any of such damages or claims for damages, and is deemed to include any damages or injuries to CITY, CITY'S property, officers or employees.

19. Breach of Lease Agreement.

In the event of any breach of this lease agreement by TENANT, and after the cure period as provided herein below, TENANT is still in breach and it has not been cured, CITY, besides other rights or remedies it may have, shall have the immediate right of re-entry and may remove all persons and property from the PREMISES. Such property may be removed and stored in a public warehouse or elsewhere at the cost of and for the account of TENANT. Should CITY elect to re-enter as herein provided, or should CITY take possession pursuant to legal proceedings or pursuant to any notice provided for by law, CITY may either terminate this lease agreement or may, from time to time, without terminating this lease agreement, re-let said property or any part thereof for such term or terms and at such rental or rentals and upon such other terms and conditions as CITY, in its sole discretion, may deem advisable with the right to make alterations and repairs to the said property. Rentals received by CITY from such re-letting shall be applied first to payment of any indebtedness other than rent due hereunder from TENANT to CITY; second, to payment of rent due and unpaid hereunder; third, to payment of any cost of such re-letting, and fourth, to the payment of the cost of any alterations and repairs to the property. The residue, if any, shall be held by CITY and applied to payment of future rent as the same may become due and payable hereunder. Should such rent received from such re-letting during any period be less than that agreed to be paid during that period by TENANT hereunder, then TENANT shall pay such deficiency to CITY. Such deficiency shall be calculated and paid monthly. No such re-entry or taking possession of said premises by CITY shall be construed as an election on its part to terminate this lease for any breach. In addition to any other remedy it may have, CITY may recover from TENANT all damages it may incur by reason of such breach, including the cost of recovering the property and including the worth at the time of such termination, of the excess, if any, of the amount of rent and charges equivalent to rent reserved in this lease agreement for the remainder of the stated term over the then reasonable rental value of the stated term.

The failure or delay by TENANT to perform any term or provision of this lease agreement constitutes a default under this lease agreement. TENANT shall immediately commence to cure, correct or remedy such failure or delay, and shall complete such cure, correction or remedy within thirty (30) days from the date 9 written notice of such default is sent to TENANT by CITY. During any period of cure, correction or remedy, TENANT shall not be in default.

CITY shall give written notice of default to TENANT, specifying the default alleged by the CITY.Except as required to protect against further damages, and except as otherwise expressly provided above, the CITY may not institute proceedings against the TENANT in default until thirty (30) calendar days aftergiving such notice. Failure or delay in giving such notice shall not constitute a waiver of any default, nor shall it change the time of the default.

Except as otherwise expressly provided in this lease agreement, any failure or delay by CITY in asserting any of its rights or remedies as to TENANT'S default shall not operate as a waiver of such right or remedies or deprive CITY of its right to institute and maintain any actions or proceedings which it may deem necessary to protect, assert or enforce any such rights or remedies.

Whenever the CITY delivers any notice or demand to the TENANT with respect to any breach or default by the TENANT under this lease agreement, the CITY shall at the same time deliver a copy of suchnotice or demand to each holder of record of any security interest authorized by the CITY under this lease agreement. Each such holder shall (insofar as the rights of the CITY are concerned) have the right at its option, within forty-five (45) calendar days after receipt of the notice, to cure or remedy, or to commence to cure or remedy, any such default and to add the cost thereof to the security interest debt and the lien on its security interest. Nothing in this lease agreement shall be deemed to permit or authorize such holder to undertake or continue the construction or completion of any building or related improvements (beyond the extent necessary to conserve or protect the improvements or construction already made) without first having expressly assumed the TENANT'S obligations to the CITY by written agreement satisfactory to the CITY.

In that event, the holder must agree to complete, in the manner provided in this lease agreement, that portion of the Project or related improvements to which the lien or title of such holder relates and must submit evidence satisfactory to the CITY that it has the qualifications and financial ability to perform such obligations.

20. Attorney Fees.

In any action or proceeding by either party to enforce this lease agreement or any provision thereof, the prevailing party shall be entitled to recover all costs incurred and its reasonable attorney fees.

21. Non-Discrimination.

TENANT, and its personal representatives, successors in interest, and assigns, as part of the consideration hereof does hereby covenant and agree as a covenant running with the property, that:
a. No person on the grounds of race, color, creed, sex, religion or national origin shall be excluded from participation, denied the benefits of, or be otherwise subjected to discrimination in the use of the facilities;
b. In the construction of any improvements on, over, or under such land and the furnishing ofservices thereon, no person on the grounds of race, sex, color, creed or national origin shall be excluded from participation in, denied the benefit of, or otherwise be subjected to discrimination; c. TENANT shall use the property in compliance with all other requirements imposed by or pursuant to Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of theSecretary, Part 21, Non-discrimination in Federally assisted programs of the Department of Transportation - Effectuation of Title VI of the Civil Rights Act of 1964, and as said Regulations may be amended; 10 d. Notwithstanding any other provisions of thislease agreement, in the event of breach of any of the above nondiscrimination covenants, the City of Willits shall have the right to terminate this lease agreement and to re-enter and repossess said property and the facilities thereon, and hold the same as if said lease agreement had never been made or issued.

22. Self-Fueling of Aircraft and On-Site Fuel Storage.

Subject to TENANT'S obligation for payment to CITY of fuel flowage fees pursuant to paragraph 23 of this lease, TENANT is authorized to self-fuel aircraft that it may own or lease and that are stored on the leased premises. TENANT is authorized to install one above-ground aircraft fuel bulk storage tank on the leased premises the capacity of which shall not exceed 12,500-gallons. TENANT must provide sufficient fuel tank specifications and a tank installation site plan to the City of Willits Building Division to verify that all building and fire code, safety and environmental requirements are met prior to issuance of a tank installation permit. “Truck-to-Truck” deliveries of fuel whereby fuel is temporarily transferred, upon the AIRPORT property or the adjacent CITY owned parking lot, from a supplier's fuel truck another fuel truck for delivery to TENANT is prohibited.

23. Fuel Flowage Fee.

TENANT shall pay a Fuel Flowage Fee for all aircraft fuel brought onto the Willits Municipal Airport for fueling TENANT'S aircraft in the amount of the annual rates and charges established by City Council Resolution. The Fuel Flowage Fee for the fiscal year beginning July 1, 2023 is $.25 cents per gallon.

TENANT shall provide the Airport Operations Manager with copies of all bulk fuel delivery invoices within five days of TENANT’s receipt of such invoices from the fuel provider. Flowage Fees will be added to TENANT'S monthly rent invoice.

CITY OF WILLITS:

By: GRETA KANNE, Mayor
ATTEST: APPROVED AS TO FORM:

DELORES PEDERSEN, City Clerk JAMES LANCE, City Attorney TENANT:
___________________

MIKE SMITH,
Individually and doing business as
Hawk Eye Aerial
Madrone Ct.x x
x
x
x x
2060
2056 2057 2058 2059
2055
2060
2054
2056
2057
2058
2059 2
7460-1
1 2
3 4

BUILDING DATA
39° 27' 09.31"N 123° 22' 26.93"W

MSL AGL
2,077 18 5
6 MSL AGL
39° 27' 09.10"N 123° 22' 25.88"W 2,082 23
39° 27' 09.02"N 123° 22' 26.89"W 2,082 23
1 3
Site El. Site El.
2,059'
Latitude Longitude Latitude Longitude
Smith Hangar
(October 2022)
39° 27' 09.39"N 123° 22' 25.91"W
39° 27' 08.80"N 123° 22' 25.83"W
39° 27' 08.72"N 123° 22' 26.85"W
18 18
18 Prepared By: www.meadhunt.com Ells Field - Willits Municipal Airport FEET
100'
0 Site elevation source:

LACO Associates.
(September 19, 2022).
2,059'
2,059'
2,059'
2,059
2,077 2,059
2,077
2,077
4 6 5
EXHIBIT "A"
Resolution No. 2023-__ Page 1 of 1 February 22, 2023
RESOLUTION NO. 2023-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS APPOVING A GROUND LEASE AGREEMENT WITH MIKE SMITH AT WILLITS MUNICIPAL AIRPORT-ELLS FIELD.

WHEREAS, the City of Willits owns and operates Willits Municipal Airport-Ells Field occupying 91-acres that supports general aviation activities; and WHEREAS, the Willits Municipal Airport contains City owned hangars that are leased to tenants for aviation purposes, and two other privately, owned structure housing an aviation repair service and air ambulance service; and
WHEREAS, on January 26, 2022, the Willits City Council authorized the construction of a 60 by 80-foot, privately owned hangar for Mike Smith on the Willits Airport Property south of existing facilities, providing that the City received authorization from the Federal Aviation Administration (FAA); and
WHEREAS, on January 23, 2023, the City of Willits received notification from the FAA that they do not object with conditions to the construction of the hangar that was described in the proposal submitted by Mead & Hunt; and
NOW, THEREFORE, BE IT RESOLVED that the City Council approves an agreement with Mike Smith for a Ground Lease Agreement at the Willits Municipal Airport with a forty-year term commencing on March 1, 2023, with an annual base fee of $620, and authorizes the City Manager to sign the agreement.

The above and foregoing Resolution was introduced by Councilmember seconded by Councilmember , and passed and adopted at a regular meeting of the City Council of the City of Willits, held on the 22nd day of February, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ATTEST:
_____________________________
______________________________
GRETA KANNE, Mayor
City Council of the City of Willits

DELORES PEDERSEN
City Clerk
Item No. 8b
Meeting Date: 02/22/23

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Brian Bender, City Manager
Agenda Title: ADOPT A RESOLUTION TO IMPLEMENT AN ATHLETIC FIELD USE POLICY.

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 15 minutes Summary of Request: The City does not have a policy to respond to requests to reserve athletic fields.

Reservation of fields, establishing priority, and expectations for restroom maintenance have been implemented throughout the years in an informal fashion. This informal approach served the City historically, however due to ever increasing popularity of youth sports, the lack of a policy created scheduling conflicts, miscommunications between groups, and disorder for organizations as they prepare for approaching seasons.

The need to remove any ambiguities and improve the efficiency of reserving fields, provided impetus to compose the Athletic Field Use Policy. The Policy establishes the responsibility of the City to individually review each request for a field and issue an approval. It is intent of the City to accommodate as many use groups as possible by assigning user groups specific fields. However, the City acknowledges on occasions when demands exceed field capacity, the City anticipates any and all groups to negotiate scheduling adjustments to accommodate the interests of each group. In a situation when the groups are unable to reach an amicable solution, the City will decide the field allocation.

The Policy contains the following elements:

1. Criteria for resident and non-residents use.

2. Criteria for profit and non-profit use.

3. Creates a process to make field reservations.

4. Fees.

5. Establishing a priority system for field use.

6. General rules & regulations.

Attached are the Athletic Field Use Policy and Map of Designated Athletic Fields.

Recommended Action: Adopt the accompanying Resolution to implement the Athletic Field Use Policy as submitted.

Alternative(s): Instruct staff to present a different policy with agreed upon revisions.

Fiscal Impact: The Policy as configured, will generate several hundred dollars per year for Parks in the General Fund.

Personnel Impact: Coordination between the City Clerk and Public Works Superintendent.

Reviewed by: City Manager City Attorney City Clerk Finance Director Human Resources Risk
Council Action: Approved Denied Other: ________________________________________ Records: Agreement Resolution #_________ Ordinance #_________ Other _________ 1 ATHLETIC FIELD USE POLICY
The City of Willits Athletic Field Use Policy establishes guidelines to ensure that City-owned, Citymaintained and City–managed park and athletic field facilities are utilized for recreational, athletic, cultural, educational, social and community service functions that meet the needs and interests of the community and that permitted users are fully informed of the City’s rules that govern their use.

Purpose
To establish policies and procedures governing the use of City parks and fields. o To ensure Willits residents have priority access to fields. o To incorporate “turf recovery period” to maintain safe, quality grass fields. o To provide for a variety of activities reflecting the athletic preferences of Willits residents. o To collect fees for the use of fields, in support of their ongoing maintenance. o To ensure that decisions regarding the use of City parks and athletic fields balance the interests of the neighborhoods, sports organizations and residents of Willits. o To ensure that appropriate uses are permitted on appropriate fields.

The City will issue an approval for exclusive field use and encouraged for any repetitive, organized use of athletic fields maintained or managed by the City. Exclusive use of a field requires making an advance reservation and is subject to fees, potential security deposit and insurance requirements.

Residency Verification
A resident is a person residing within the city limits of the City. A copy of proof of residency must be attached to the application at the time of submission. Acceptable forms of proof of residency:
driver’s license, utility or phone bill.

Willits Non-Profit Verification
The City of Willits provides affordable facility use rates for qualifying Willits non-profit organizations. To achieve non-profit resident status, at least 51-percent of the overall percentage of residents in both the participants and board members must be Willits residents. Team and board rosters with participant’s addresses must be submitted with an application for non-profit residency status. Willits Nonprofit Rate is available for Willits-based nonprofit organizations.

Proof of nonprofit status is required, and a Willits address must be used on all correspondence 111 E. Commercial Street
Willits, California 95490
Tel | 707.459.4601
Fax | 707.459.1562
www.cityofwillits.org
2 associated with the rental. To qualify for the nonprofit rate, your organization’s name and address must be on the check or charge card. The organization must identify one authorized agent to make reservations by filling out the “Field Rental Application.” • Non-selective membership
Groups or organizations are considered to have a non-selective membership if they have a policy in which everyone plays regardless of ability.
• Selective membership
Groups or organizations are considered to have a selective membership if inclusion on the team or playing time is based on the participant’s ability.

Process for Obtaining Usage Approval
Field space usage requests are accepted through a seasonal process. The City will approve a request after the submission of an application with all required documents, applicable fees are paid, insurance requirements are met (if applicable) and approval has been granted. Acceptable payment options include cash, check, MasterCard, Visa and Discover. Users must be 18 years of age to make a reservation.

The City has exclusive discretion in scheduling City fields. An application must be submitted a minimum of ten business days prior to the requested use date. Payment is due in full at the time the approval is issued.

To apply for an Athletic Field Usage, an applicant must submit a field rental application to the City Clerk. Field rental applications can be found online at www.cityofwillits.org ,at City Hall, or by requesting a form from the City Clerk, who may be contacted at 707.459.7113.

Fees
Facility Willits Nonprofit Resident Non-Resident
Main Game Field $25 three-month season $30 three-month season $50 three-month season Main Baseball Diamond $25 three-month season $30 three-month season $50 three-month season Practice/Secondary Field $15 three-month season $20 three-month season $25 three-month season  The fees for a Willits nonprofit for non-seasonal usage is $10 per event for the Main Fields and $5 per event for Practice/Secondary Fields.
 The fees for a Resident non-seasonal usage is $7 per event for the Main Fields and $5 per event for Practice/Secondary Fields.
 The fees for a Non-resident usage is $10 per event for the Main Fields and $7 per event for Practice/Secondary Fields.

Priority
The following are the field use priority rules for awarding use (in order of priority):

1. Programs and activities administered by the City or School(s). 3 2. Willits nonprofit (≥51-percent serving residents) with volunteer coaches/staff and nonselective membership*. a. Youth
b. Adult

3. Willits nonprofit (≥51-percent serving residents) with volunteer coaches/staff and selective membership*.
a. Youth
b. Adult

4. All other rentals.
∗ If two or more non-profit youth organizations are requesting fields with equivalent eligibility overlap, the groups shall first work together to resolve the issue through compromise. If the issue cannot be resolved by the groups, the City Manager will use good judgment in determining the field allocation for the season.

In these cases, priority consideration shall be given in the order stated below:

1. The organization with a history of past field use on specific fields will have first priority.

2. A program providing a service that does not currently exist (does not duplicate a program already available).

3. Timely receipt of field use request and required accompanying materials.

Willits Non-Profit Groups Sport Season Priority
• Traditional sports seasons have priority use over select/shoulder seasons. • Spring sports (baseball, softball, lacrosse) have priority use from February 1st – May 31st. • Fall sports (soccer, football) have priority use from August 1st – November 30th. • Shoulder season for baseball/softball includes June 15th – July 31st for teams that qualify for playoffs.
• Shoulder season for soccer includes July 1st – July 31st for pre-season practices.

Field Draw Process for Residents/Nonresidents
The following criteria will be used to determine the order of all other rentals at the start of the application period.
a. If multiple applications are received, a drawing will take place to determine the order in which each applicant will be served. The person drawing the lowest number will receive approval preference. All applications must be submitted electronically or in-person at least 24-hours prior to the drawing time. Drawings will take place at 8:30 AM on the first day of the application period.
b. Applications received after the drawing.

Reservation Cancellations, Changes and Modifications
It is the responsibility of the permitted organization to notify the City Clerk immediately when an approved date is no longer needed. Cancellations must be submitted to the City Clerk at least ten business days in advance of the scheduled use date to be entitled to a refund. If cancellation is received less than ten business days before the reservation, fees will be forfeited. 4 If it rains on the date of reservation, a full refund will be available. It is the permittee’s responsibility to request a refund from the City for any reserved dates which are rained out or closed. Refunds will be issued in the same form of payment, except cash payments, they will receive a City issued check. Refund requests must be received within ten business days following the last reservation date.

Changes to reservations including location, date or time, must be made in writing, submitted and received by the City Clerk at least ten business days in advance of the scheduled use date. The City does not guarantee field availability for requested changes.

Insurance Liability
A valid insurance certificate may be required for use of any City Field. The insurance certificate must afford two million dollars ($1,000,000.00) of general liability coverage per occurrence and four million dollars $2,000,000.00) aggregate and contain the following information:
• General liability coverage (property and bodily injury) as evidenced by an insurance certificate with an Additional Insured Endorsement naming the City of Willits where applicable.

Sexual abuse and molestation coverage is required for all rentals that have oversite and supervision of minors. Coverage limits need to be at least $1,000,000 per occurrence or $2,000,000 aggregate and listed.

Use of fields will not be permitted unless a valid insurance certificate has been received.

General Rules & Regulations
All City of Willits Municipal Codes/Regulations apply to all City maintained fields.

1. Field users are required to observe all City of Willits park regulations.

2. The City is not responsible for accidents, injury, illness or loss of group or individual property.

3. Field use and activity is limited to the times and dates indicated on the approval. Any changes
are subject to availability and approval by the City.

4. The City reserves the right to require copies of documentation, including but not limited to, game and practice schedules at any time during the duration of an approval and take other measures to verify that fields are being used as permitted.

5. The City has the right to assign staff to supervise the rental.

6. Non-reserved fields/areas may be used by anyone on a drop-in basis.

7. Approvals cannot be transferred or assigned to any other person, group or organization for any reason.

8. Users must pick up and remove any trash generated by their activity, including items from participants and spectators.

9. Good Neighbor Policy - Complaints from surrounding neighborhood residents as to the permittee’s activity noise level, litter and debris, and/or disregard of parking regulations may lead to the cancellation of the approval or reservation and the denial of facility use in the future.

10. The misuse of City facilities or the failure to conform to facility regulations, established policies (including the Field Closed Policy) and procedures or any other Federal, State, or 5 local law, rule, regulation or ordinance shall be sufficient grounds for the immediate revocation of the approval and/or the denial of any future applications. No refund will be granted.

11. The City reserves the right to cancel an approved reservation due to maintenance needs, overuse of the facility, unsafe conditions, or due to a conflict with a City event. In these cases, all attempts will be made to provide a minimum of ten (10) business days advanced notice and to provide an alternate location for the group’s scheduled practice, game or activity. In the event of an emergency, when only short or no notice can be provided, groups must cooperate with the request to not use the facility or risk loss of current approval and denial of future use. If there are no alternate facilities available, a full refund will be given.

12. All motor vehicles must park in marked stalls in the parking lots or legally on side streets, or be subject to citation. No unauthorized vehicles shall enter park premises, drive on turf, grounds, playfields or paved walkways.

13. No person shall use an athletic field when closed either for excess rainfall or for field maintenance or any other reason.

15. All dogs must be on a leash and owners must clean up after their dogs.

16. Alcohol prohibited on the field.

17. Food vendors are not allowed in City Parks or in City Park parking lots without approval from City Clerk and may require additional documentation and fees.

18. Smoking is prohibited in all public parks.

19. Athletic fields may be lined by permission only.

20. Gambling is prohibited at all City properties.

Field Use Rules
Your cooperation is needed to preserve the turf on City fields by following these rules:

1. Field use, especially sports practices, should be conducted in a manner so that play will take place on different sections of the turf, thus reducing excessive turf wear and damage to any one area. Rotate use of areas (e.g. use middle of turf area for drills one day and sides of the field the following day), and when possible, stay off the fringe or bare areas to limit erosion and further damage.

2. Follow pre- and post-use prep instructions posted at the sites. Leagues are expected to use equipment and materials provided for that purpose and located at each field in a storage shed.

3. City personnel has the final approval regarding the playability of the field due to adverse weather conditions and/or severe field conditions. These determinations/decisions are not negotiable.

4. Use of any equipment must be stated on the application and in the Special Request section.

Remove all equipment after use each day. No equipment shall be allowed to be left unattended on City property without prior written approval of the City.

5. Do not overcrowd fields by scheduling multiple games in reserved areas. Allow a safe distance between fields for safe passage of spectators and participants.

6. Report hazards on City property to the City Clerk.

7. Report maintenance and hazard emergencies (e.g., broken water lines, gushing sprinkler heads, restroom facilities, etc.) promptly to Willits Police Department at 707.459.6122 who will inform the appropriate personnel. When you make the call be prepared to fully identify yourself, your location and the specific nature of the emergency or hazard. 6 8. Groups witnessing misuse of fields by other scheduled or unscheduled users are encouraged to contact Willits Police Department at 707.459.6122. It is the authorized entity’s responsibility to be sure that all coaches and parents understand and enforce this policy.

9. City personnel has the authority to close fields due to unsafe field conditions.

Use of Special Equipment and Field Lining
When submitting a request for a field approval please indicate the type of equipment (portable toilets, shade structures, tables, chairs, soccer goals, cones, inflatables or specialized equipment, etc.) that will be used for your event and the location of where it will be placed on the field. If you are planning to line the field, please include the layout of the field, dimensions and how it will be lined per location.

Athletic fields may be lined by approval only. Water soluble spray paint is the only permitted means of lining a field. No fields are permitted to be lined by means of Round Up, Dolomite or other herbicide, which can permanently burn lines into the field.

Turf Recovery and Field Closures
City maintained sports fields receive a great deal of play throughout the year, and Public Works strive to maintain them in a safe, usable and attractive condition. To that end, most fields are closed every winter from December through February and temporarily throughout the year as weather and/or site conditions dictate. Limiting field use by seasonal/temporary field closures or restricting permitting is one component of a comprehensive turf management program.

You may call the City Clerk to determine the status of fields and to report any conditions that may need attention. Field conditions are monitored daily by City staff throughout the year.

Requests for Storage and Modifications to City Facilities Organizations making special requests (e. g. requests for storage space or placement of storage buildings, improvements and/or modifications of any kind to City facilities, etc.) shall make all special requests in writing. Please contact the City Clerk for further details about making a request.

The City retains full discretion to impose requirements and conditions on any such request, which may include but are not limited to insurance and indemnification.

Use and Care of Storage at City Facilities
For those groups who have been approved for use of City and group installed storage at City facilities, the following rules will apply.

1. User group shall not store any items outside of designated storage areas. User group shall not keep or store any hazardous materials or any article or item that would be considered hazardous by a responsible insurance company.

2. User group shall not create a nuisance or unreasonably interfere with the use of the park or with the comfort and safety of any person in the park or adjacent property.

3. User group shall make no alterations to City facilities without written consent of City.

4. User group is responsible for any damage to City property that occurs during user group’s use of City facilities. City is not responsible for any loss or damage due to fire, theft, pests, water, wind, earthquake, or any cause whatsoever to the property of user group, nor is City required to carry any insurance to cover same.
7 5. City has the right to enter the facility at any time without notice to user group to inspect, make repairs or for any other reason deemed necessary by City.

6. If keys are issued to the user group for access to City facilities, the following rules will apply. • Keys will be provided for specific date range and keys must be returned to City by deadline otherwise future approvals will not be issued. • User group will be charged for any lost keys and costs to re-key facilities because of lost keys if deemed necessary by City staff.
• Damaged keys will be replaced by City when damaged keys are returned to City. If the damaged key is not returned to the City, it will be considered lost.

DESIGNATED ATHLETIC FIELDS

CITY OF WILLITS
MAIN
GAME
FIELD

BASEBALL

DIAMOND
#1

PRACTICE

SECONDARY
#3

BASEBALL

DIAMOND
#2

PRACTICE

SECONDARY
#1

PRACTICE

SECONDARY
#2
Resolution No. 2023- February 22, 2023
RESOLUTION NO. 2023-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS TO IMPLEMENT AN ATHLETIC FIELD USE POLICY.

WHEREAS, the City of Willits encourages the use of City owned and maintained athletic facilities by athletic associations, community groups, and other organizations that provide recreational opportunities for residents of Willits and surrounding communities; and WHEREAS, the City of Willits currently does not have a policy regarding the reservation of athletic fields maintained by the City; and
WHEREAS, the lack of a policy has become problematic with the increase of youth sports in the community; and
WHEREAS, the popularity of youth sports increased the demand on City maintained fields resulting in scheduling conflicts among various organizations; and WHEREAS, the attached Athletic Field Use Policy establishes criteria and process for user groups and organizations to reserve athletic fields in a systemic manner; and NOW, THEREFORE, the City Council of the City of Willits accepts the attached Athletic Field Use Policy and authorizes City staff to implement the Policy starting on February 23, 2023.

The above and foregoing Resolution was introduced by Councilmember __________ seconded by Councilmember ____________ and passed and adopted at a regular meeting of the City Council of the City of Willits, held on the, 22nd day of February 2023, by the following vote:

AYES:

NOES:

ABSENT:
______________________________
GRETA KANNE, Mayor
City Council of the City of Willits
ATTEST:
_______________________________

DELORES PEDERSEN
City Clerk
Item No. 9a
Meeting Date: February 22, 2023

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Manuel Orozco, Finance Director
Agenda Title: ADOPT A RESOLUTION TO APPROVE THE AGREEMENT WITH SPRINGBROOK SOFTWARE TO ACQUIRE THEIR SPRINGBROOK SYSTEM TO SUPPORT THE CITY’S INFORMATION MANAGEMENT NEEDS IN FINANCE, HUMAN RESOURCES AND UTILITY BILLING.

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 15 min.

Summary of Request: The City of Willits has been utilizing the ACS Governmental Financial Software system since the fiscal year of 1995 and the ability to continue to utilize the system has become difficult due to the system’s limited functionality. In October of 2022, City staff sent out a Request for Proposals for the procurement of a replacement Financial Software System. The City Reviewed four proposals for a new system.

Analysis: After a thorough evaluation by staff, utilizing multiple Departments, staff determined that the Springbrook Software System was the best choice for the City. The software presenters were able to establish the functionality and capabilities of their system to the satisfaction of the staff by providing a comprehensive demonstration that allowed staff to evaluate and select Springbrook among all the financial software systems presented.

The functionality of the Springbrook Software System will provide the Finance and Human Resources Departments a system that will provide comprehensive Financials, Payroll Needs, Human Resources functions, Accounts Payable, Accounts Receivable and Utility Billing needs for the entire City.

Introducing a new system will be a major undertaking, requiring large amounts of staff time, affecting all Departments. Although staff will work toward the implementation of a June 30th additional time may be necessary to complete the process.

This project will be instrumental in the satisfaction of the following goals as adopted on April 28th, 2021:
• Administrative Goal 1.1 Adopt annual balanced budgets.:

The development of a new system will allow for easier capability of developing and adopting annual balanced budgets.
• Administrative Goal 1.3 Develop a plan to replenish reserves.:

The development of a new system will assist staff in implementing a policy that will identify and automatically apply remaining funding toward reserve accounts as implemented in policy that will occur before the end of the fiscal year of 2022-2023
• Community Development Goal 1.3 Seek grants and other funding sources.:

By utilizing a system that has project accounting in its core, staff will be able to freely develop projects that will track funding and provide comprehensive reports to grant funding agencies. This will assist staff in more effectively acquiring and administering grants. • Police Department Goal 1.4 Continue to implement an Equipment Replacement Program and upgrade facilities as resources permit.:

The new accounting software system will enable staff to implement Internal Service Funds for Vehicle/Equipment, Infrastructure and Technology replacement. Internal Service Funds will earmark funding in small amounts over the years that will create a smoothing affect toward replacement costs so that planned replacement does not become financially jarring to the budget process. • Public Works Goal 1.1 Develop and implement a capital improvement Plan (CIP) covering a fiveyear period that prioritize projects according to necessity while identifying timing and funding.:

By implementing a five-year CIP plan fund assignments can be utilized to ensure proper funding of CIP project costs for future fiscal years.

Full implementation of the Springbrook Software system is expected to cost $64,320.00 and the annual product subscription is expected to cost $34,290. Project implementation will commence upon the signing of this agreement.

Recommended Action: Staff recommends approving the accompanying Resolution to increase the budget and enact the contract for the Springbrook system because it is the best approach to modernizing the City’s information systems in Human Resources, Finance, and Utility Billing.

Alternative(s): Not approve the recommended action and continue to utilize the ACS System.

Fiscal Impact: The Springbrook Software system is expected to cost $64,320.00 and the Annual Product Subscription is expected to cost $34,290.

Reviewed by: City Manager City Attorney Assistant City Manager City Clerk Finance Director Human Resources Risk Manager
Council Action: Approved Denied Other: ________________________________________ Records: Agreement Resolution #_________ Ordinance #_________ Other _________ Order Form: Q-06892-1
Date: 10/12/2022, 2:13 PM
Expires On: 1/10/2023
Phone: (866) 777-0069
Email: [email protected]
Ship To:

Brian Bender
Willits, CA - City of
111 E. Commercial Street
Willits, California 95490
[email protected]
Bill To:

Willits, CA - City of
111 E. Commercial Street
Willits, California 95490
Account Manager E-mail Phone Number Payment Terms
Bea Williams [email protected] (503) 820-6272 Net 30 Annual Product Pricing
PRODUCT RATE QTY DISC (%) NET PRICE
Accounts Receivable Subscription USD 3,800.00 1 10.000 USD 3,420.00 OpenGov Integration Subscription USD 5,500.00 1 10.000 USD 4,950.00 Project Management Subscription USD 4,500.00 1 10.000 USD 4,050.00 Purchase Orders Subscription USD 4,250.00 1 10.000 USD 3,825.00 Finance Suite Subscription USD 12,900.00 1 10.000 USD 11,610.00 Payroll Subscription USD 7,150.00 1 10.000 USD 6,435.00 Annual Product Pricing Total: USD 34,290.00
Estimated Professional Services
PRODUCT DESCRIPTION LIST PRICE NET PRICE QTY DISC % NET PRICE Standard Professional
Services
Standard Professional
Services
USD 189.00 USD 160.00 15 15.344 USD 2,400.00
Standard Professional
Services
Standard Professional
Services
USD 189.00 USD 160.00 22 15.344 USD 3,520.00
Standard Professional
Services
Standard Professional
Services
USD 189.00 USD 160.00 15 15.344 USD 2,400.00
Standard Professional
Services
Standard Professional
Services
USD 189.00 USD 160.00 150 15.344 USD 24,000.00
Standard Professional
Services
Standard Professional
Services
USD 189.00 USD 160.00 200 15.344 USD 32,000.00
Estimated Professional Services Total: USD 64,320.00
Grand Total: USD 98,610.00
* excludes applicable sales tax

Order Details
Customer Name: Willits, CA - City of
Customer Contact: Brian Bender
Governing Agreement(s): This Order Form is governed by the applicable terms found at:

MSA: https://sprbrk.app.box.com/v/sprbrk-saas-terms
MLA: https://sprbrk.app.box.com/v/sprbrk-onpremise-terms Professional Services: https://sprbrk.app.box.com/v/sprbrk-svcs-terms Term(s): 3 Years
Order Terms
In the event of an inconsistency between this Order Form, any governing agreement, purchase order, or invoice, the Order Form shall govern as it pertains to this transaction.
• This Order Form shall become effective as of the last date of signature (the "Effective Date"). • Order Start Date: Software Licenses, Subscriptions, Maintenance, and Hosting commence upon the earlier of a) date of delivery* or log-in to hosted software to Customer; or b) 60 days after Order Form Effective Date. • Subscriptions, Maintenance, Hosting, and Support (“Recurring Services”) continue from the Order Start Date through the term listed in this Order Form (or if not listed, one (1) year). • Orders for Recurring Services auto-renew unless the Customer or Springbrook provides a written notice of non-renewal at least sixty (60) days before the end of the Order Term. • Subscription Service fees and any Recurring Services will be subject to an automatic annual increase by not more than five percent (5%) of the prior year’s Subscription Service fees ("Standard Annual Price Increase").
• Any Software Licenses or Hardware are one-time non-refundable purchases. • CivicPay Online Subscription fee and CivicPay IVR Subscription fee are subject to increase at per account rate, based on actual accounts.
• CivicPay IVR Message Block Subscriptions expire upon the earlier exhaustion of the Message Block or twelve (12) months from the Order Start Date. Upon expiration, Message Blocks automatically renew. * The date of delivery of software to the Customer is the date the software is made available to the Customer, either by delivery of software or delivery of first log-in to a hosted environment, which may be either a test or production environment. This date of delivery is frequently earlier than the dates professional services are completed, the Customer completes user acceptance testing, the Customer distributes additional logins to end-users, and the Customer go-live in a production environment.

Invoice Timing and Delivery
Invoices are delivered electronically via e-mail to the billing contact on file for the Customer. Customer invoices are issued for the full amount of software and services purchased as follows:

Products Ordered Invoice Timing
Estimated Professional Services,
On-Site Professional Services, and
Travel Expenses*:

Monthly, in arrears for services in the prior month unless specified in Special Terms.

Fixed Fee Professional Services: The Effective Date of this Order Form unless specified in Special Terms.

Print Services and Transaction Fees: Monthly, in arrears for transactions in the prior month.

Hardware and One-Time Licenses: Upon the Effective Date of this Order Form.

Software Licenses, Subscriptions,
Maintenance,
and Hosting (New):

Annually in advance upon Order Start Date.

Software Licenses, Subscriptions,
Maintenance, and Hosting
(Renewal):

Sixty (60) days in advance of the Order Start Date.

Software Subscriptions, Maintenance,
and Hosting (Add-Ons):

Upon delivery of the product, order will be pro-rated to sync with the existing anniversary billing date and will renew annually thereafter.

Software Subscriptions (Migrations): Upon delivery of the product, order will be synced with the existing anniversary billing date and will renew annually thereafter unless specified in the Special Order Terms. This order replaces and supersedes any previously executed order as it relates to the products listed within this order. Upon delivery of new product, customer will receive a prorated credit for any prepaid, unused maintenance fees that will be applied to the customer’s first invoice.
* Professional Services pricing is based on expected hours using Springbrook’s standard implementation methodology. Actual hours and billings may vary from this estimate. Please note that only when project costs exceed $5,000 of this estimate, a signed change order will be required to continue work. Changes under $5,000 will continue to be delivered and billed accordingly. On-site Professional Services will be subject to a daily minimum rate irrespective of hours on-site. All travel costs associated with on-site travel will be billed as incurred.

Special Order Terms
Special Order Terms (if any):

By signing, both parties agree to the terms and conditions set forth in this agreement. * If the Customer requires a PO number on invoices, the Customer must provide Springbrook with the PO number and a copy of the PO prior to invoice issuance. If a PO number is not provided prior to the invoice issuance date, invoices issued on this Order Form will be valid without a PO reference.

Springbrook Holding Company, LLC Willits, CA - City of
Signature:_________________________ Signature:__________________________ Name (Print):________________________ Name (Print):________________________ Title:_______________________________ Title:______________________________ Date:_______________________________ Date:_______________________________ Purchase Order # (if required)________________________

Resolution No. 2023- Page 1 of 1 February 22, 2023
RESOLUTION NO. 2023-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS APPROVING THE

AGREEMENT WITH SPRINGBROOK SOFTWARE TO ACQUIRE THEIR SPRINGBROOK SYSTEM TO SUPPORT THE CITY’S INFORMATION MANAGEMENT NEEDS IN FINANCE, HUMAN RESOURCES AND UTILITY BILLING.

WHEREAS, on September 14, 2022, Requests for Proposals for a new accounting software also known as an Enterprise Resource Planning (ERP) Software system including Implementation Services for the City of Willits; and
WHEREAS, the City of Willits received four proposals which were evaluated based on criteria advertised in the RFP including software functionality, implementation methodology and approach, vendor capability and background, technology, and total cost of ownership; and WHEREAS, the top three candidates after the RFP evaluation were further evaluated in software demonstrations with a focus on software, implementation, and cost of ownership; and WHEREAS, the staff selection panel, comprised of four City staff members from Finance, Human Resources, Public Works, and Administration recommends the proposal from Springbrook Software, which includes implementation services and annual product pricing; and WHEREAS, staff recommends that the City approve the contract listed as Exhibit A in the amount not to exceed $167,190 for the entire ERP implementation and software subscription for three-year Springbrook Software License and Services Agreement; NOW, THEREFORE, BE IT RESOLVED that the Willits City Council does hereby authorize and approve the City of Willits selects the Springbrook proposal for the Accounting Software of the City, at a total three-year project cost not to exceed $167,190, consisting of implementation services contract with Springbrook Software, at a cost not to exceed $64,320, and a three-year software licenses and support contracts with Springbrook Software, in an amount not to exceed $102,870
The above and foregoing Resolution was introduced by Councilmember ______seconded by Councilmember ______, and passed and adopted at a regular meeting of the City Council of the City of Willits, held on the 22nd day of February, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ATTEST:

GRETA KANNE, Mayor
City Council of the City of Willits

DELORES PEDERSEN
City Clerk
Item No. 9b
Meeting Date: February 22, 2023

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Manuel Orozco, Finance Director
Agenda Title: ADOPT A RESOLUTION TO APPROVE THE MID-YEAR BUDGET ADJUSTMENT FOR THE FISCAL YEAR 2022-23 AS PROVIDED IN EXHIBITS A AND B.

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 25 min.

Summary of Request: The City Council adopted the Biennial Budget for FY 2022-24 on June 27, 2022.

As part of the budget process, Departments were directed to review their budgets at Mid-Year and were asked to identify operational issues or changes that would impact the remainder of the fiscal year. The proposed amendments are being brought forward for Council consideration today.

A specific appropriation is an act by which a named sum of money is set apart in the treasury and made available for the payment of claims or demands. The City may accomplish this by adopting a budget or passing an appropriations ordinance or resolution. If a proposed appropriation exceeds the amount estimated in the budget for such an expenditure, the City Council should amend the budget to allow for such an appropriation, except where the legal authority to make such amendments was delegated by the Council.

In addition to reviewing the Mid-Year Budget appropriations, staff also took the time to review the current state of the encumbrances that carried over from the prior year. These appropriations carry over from the prior year as the obligation continues even though the next year has begun.

Adjustments made in the Encumbrance section of the General ledger are listed in Exhibit B.

Recommended Action: Staff recommends the City Council authorizes the Director of Finance adjust appropriations for FY 2022-23 within various accounts as incorporated in Exhibit A.

Alternative(s): Do not approve the recommended actions.

Fiscal Impact: As listed in both Exhibits A and B.

Personnel Impact: N/A.

Reviewed by: City Manager City Attorney Assistant City Manager City Clerk Finance Director Human Resources Risk Manager
Council Action: Approved Denied Other: ________________________________________ Records: Agreement Resolution #_________ Ordinance #_________ Other _________ 1 of 5
City of WillitsMid Year Budget AdjustmentFiscal Year 2022‐2023Based of Biennial Budget of 2022‐2024 Activity / Project:

Account String Description Increase / (Decrease) Notes
100.1016.2110.000 Utilities < 10K (10,000) Reduce Appropriation 100.1097.3050.000 Contingency (16,000) Reduce Appropriation 100.1098.5001.000 Operating Tranfer Out 16,000 Transfer of funding 100.1016.8202.000 Operating Tranfer Out 10,000 Transfer of funding 400.4000.8202.000 Operating Tranfer In 26,000 Funding to cover Expense 400.4000.4003.327 Art Center Roof 26,000 Increase Appropriation Activity / Project:

Account String Description Increase /(Decrease) Notes
500.5000.5001.000 Operating Tranfer Out 20,000 Increase Appropriation to T/O 410.5000.8202.000 Operating Tranfer In 20,000 Increase Appropriation to T/I 410.5001.4003.000 Airport Fence 20,000 Increase Appropriation for Exp Activity / Project:

Account String Description Increase /(Decrease) Notes
100.1050.2081.030 Other Contracts 2,960 Fronteer Days Cleanup Storm 100.1050.7250.000 Misc. Revenue 2,960 Fronteer Days Cleanup Storm Exhibit A
Art Center Roof
Airport Fence ‐ Use of Fund Balance
Fronteer Days Storm Cleanup
2 of 5
City of WillitsMid Year Budget AdjustmentFiscal Year 2022‐2023Based of Biennial Budget of 2022‐2024 Exhibit A
Activity / Project:

Account String Description Increase /(Decrease) Notes
401.5013.4003.326 PW trenchiing Project Swr to Pw 60,000 Use of Fund Balance 501.5013.5001.000 Transfer Out 60,000 PW trenchiing Project Swr to Pw 401.5013.8202.000 Tranfer In 60,000 PW trenchiing Project Swr to Pw Activity / Project:

Account String Description Increase /(Decrease) Notes
100.1097.3050.000 Contingency (21,610) Reduce Appropriation 100.1020.2081.030 Other Contracts 21,610 Video Upgrade Station Security Activity / Project:

Account String Description Increase /(Decrease) Notes
201.2010.4002.000 Variable Message Board (LSR offset) 15,500 Use of Fund Balance Relocating IT to PD (Including Trenching to PW & Cable) ‐ Use of Fund Balance Fund 503 Police Upgrade in IT
SB‐1 Variable Message Board
3 of 5
City of WillitsMid Year Budget AdjustmentFiscal Year 2022‐2023Based of Biennial Budget of 2022‐2024 Exhibit A
Activity / Project:

Account String Description Increase /(Decrease) Notes
503.5033.2081.030 Various Contract increases 81,000
Cross Connection Program ($36,000) & SCADA Maintenance
($20,000) & Integration ($25,000)
503.5033.5001.000 Transfer out 150,000 Increase Transfer Use Fund Balance 403.5031.4003.317 R&U Wtr Main on Trestle 150,000 Increased proj costs ‐ easements & project scope 503.5034.2081.030 Engineering staff allocations 50,000 Increased contractural engineering services Activity / Project:

Account String Description Increase /(Decrease) Notes
100.1021.1018.000 Uniform Budget 3,357 Increase budget for Uniforms 100.1021.2081.000 Other Contracts 3,471 Increase budget for Dispatch 100.1097.3050.000 Contingency (6,828) Reduce Contingency to cover cost Activity / Project:

Account String Description Increase /(Decrease) Notes
202.2020.4003.026 Blosser Lane Project (1,096,824) Move Appropriation to proper place 202.2020.5001.000 T/O Blosser Lane Project 1,096,824 Transfer out to project home 400.4000.4003.114 Blosser Lane Project 1,096,824 Increase Appropriation ‐ Project Home 400.4000.8202.000 T/I Blosser Lane Project 1,096,824 increase Appropriation Transfer In Various Project increases ‐ Use of Fund Balance Fund 503 Water 4 of 5
City of WillitsMid Year Budget AdjustmentFiscal Year 2022‐2023Based of Biennial Budget of 2022‐2024 Exhibit A
Activity / Project:

Account String Description Increase /(Decrease) Notes
100.1001.2108.000 Leadership Training 20,000 Increase appropriation for one time exp. 100.1097.3050.000 Contingency (8,247) Move Appropriation to cover 100.1030.3050.000 Misc Expense (11,753) Move Appropriation to cover Activity / Project:

Account String Description Increase /(Decrease) Notes
100.1011.2081.000 Other Contracts 150,000 Increase using ARRA Funding ‐ Computers & Servers Activity / Project:

Account String Description Increase /(Decrease) Notes
503.5033.4003.053 Morris Dam Valve Replacement (23,000) Move Appropriations from savings to cover contracts 503.5033.2081.030 Other Contracts 23,000 Savings from Morris Dam Valve Replacement Leadership TrainingFinancial Software / Server Implementation Use leftover Appropiation to cover engineering cost increase City of Willits
Encumbrance Listing Carryover from prior year
Fiscal Year 2022‐2023 Encumbrance carryover
Account String Description Current Increase
/(Decrease) Notes
100.1002.2061.020 OTHER PROFESSIONAL SVCS                   10,000 100.1003.2081.030 OTHER CONTRACTS                   94,952 Auditor Contracts 100.1007.2050.000 DUES AND SUBSCRIPTIONS                      2,988 100.1010.2055.000 OFFICE EXPENSE                         701 100.1010.2081.030 OTHER CONTRACTS                   66,674 100.1022.2101.032 TRAINING SUPPLIES                      7,127 100.1040.2101.045 OTHER SPEC DEPARTMENTAL EXP                         701 100.1041.4003.326 REPLACE FUEL PUMPS PW YARD                      2,407 100.1042.2044.000 VEHICLE OPERATIONS                      2,899 100.1042.2081.030 OTHER CONTRACTS                 161,993 100.1050.4003.000 STRUCTURES AND IMPROVEMENTS                   22,485 201.2011.2081.030 OTHER CONTRACTS                   11,000 202.2020.2061.012 ARCHITECTURAL & ENGINEERING                   25,000 202.2020.2081.030 OTHER CONTRACTS                 200,023 Consulting Contracts for Streets Engineering 202.2020.4002.003 TILT TRAILER                      2,280 202.2020.4003.007 PAVEMENT PRESERVATION                   14,081 202.2020.4003.025 ANNUAL STRIPING                   26,697 202.2020.4003.026 BLOSSER LANE              1,096,824             (1,096,824) Already accounted for in the Midyear 213.2133.2081.030 OTHER CONTRACTS                   83,289 265.2650.2081.030 OTHER CONTRACTS                   18,262 400.4000.4003.007 RAIL TRAIL PROJECT                 900,000                (340,000) Adjust for current allocation involving pre‐planning 400.4000.4003.326 REPLACE FUEL PUMPS PW YARD                      2,407 400.4000.4004.000 VEHICLE REPLACEMENT                   12,185 410.5001.4003.319 AIRPORT FENCE PROJECT                   39,210 450.1050.4003.406 PARK REHAB‐SP CMPLX IMP P68                   66,437 500.5001.2041.000 EQUIPMENT MTCE & SUPPLIES                      6,187 501.5011.4002.003 TILT TRAILER                      2,280 501.5011.4003.326 REPLACE FUEL PUMPS PW YARD                      2,407 501.5013.2045.000 MAINT BUILDING & GROUNDS                      8,000 501.5014.2081.030 OTHER CONTRACTS                 196,543 503.5030.2061.000 WATERSHED CONSERVATION                   15,550 503.5030.2081.030 OTHER CONTRACTS                   60,324 503.5031.4002.002 TILT TRAILER 2,280
503.5031.4003.326 REPLACE FUEL PUMPS PW YARD                     2,407 503.5031.4004.000 PW VEHICLE 16,117
503.5032.4003.000 INFRASTRUCTURE & IMPROVEMNTS                   22,640 503.5033.2081.030 OTHER CONTRACTS                   34,274 503.5033.4003.004 REPLACEMENT FILTER SCREENS                   33,380 503.5034.2081.030 OTHER CONTRACTS                187,694 651.0651.2199.000 OTHER SVCS AND SUPPLIES                   15,874 3,476,580            (1,436,824)
2,039,756 Remaining Encumbrance
Fiscal Year 2022‐2023 Encumbrance carryover
Exhibit B
Resolution No. 2023-XX Page 1 of 1 February 22, 2023
RESOLUTION NO. 2023-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS AUTHORIZING AND

APPROVING THE DIRECTOR OF FINANCE TO ADJUST THE APPROPRIATIONS FOR FY 2022-23 WITHIN VARIOUS ACCOUNTS AS INCORPORATED IN EXHIBITS A AND B.

WHEREAS, the City Council of the City of Willits adopted the FY 2022-24 Biennial Budget on June 27, 2022 and maintains the authority to amend the budget; and WHEREAS, the Departments were directed to review their budgets in conjunction with the annual mid-year review and were asked to identify operational changes that would impact the remainder of the fiscal year; and
WHEREAS, the City Manager has reviewed and recommended the operational changes to be brought forward to the City Council for consideration; and WHEREAS, the restricted funds would only be used in a manner consistent with restrictions; and
WHEREAS, appropriation changes in Exhibit A would not exceed the appropriations limit for the 2022-23 Fiscal Year; and
WHEREAS, adjustments to the encumbrances as presented in Exhibit B are within the legal authority of the City Council to change; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Willits that the foregoing recitals are true and correct and that it does hereby authorize and approve the Finance Director to adjust appropriations for FY 2022-23 within various accounts as incorporated in both Exhibits A and B.

NOW, BE IT FURTHER RESOLVED that the Director of Finance is authorized to make any administrative adjustments necessary to process the amendments in accordance with generally accepted accounting principles.

The above and foregoing Resolution was introduced by Councilmember ______ seconded by Councilmember ______, and passed and adopted at a regular meeting of the City Council of the City of Willits, held on the 22th day of February, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ATTEST:

GRETA KANNE, Mayor
City Council of the City of Willits

DELORES PEDERSEN
City Clerk
Item No. 9c
Meeting Date: February 22, 2023

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Andrea Trincado, Project Manager
Agenda Title: ADOPT A RESOLUTION AWARDING A CONTRACT TO BAS ROOFING, INC., FOR

THE REPLACEMENT OF THE ROOF AT CITY HALL AND THE ART CENTER, FOR A TOTAL NOT TO EXCEED AMOUNT OF $109,550 AND AUTHORIZE THE CITY MANAGER TO EXECUTE CONTRACT DOCUMENTS AND CHANGE ORDERS UP TO 15-PERCENT OF THE TOTAL AMOUNT OF CONSTRUCTION.

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 10:00 Summary of Request: City Hall and the Art Center are both in urgent need of a roof replacement. Staff reached out to multiple roofing contractors to obtain quotes for the work; however, BAS Roofing, Inc., was the only responsive contractor. The work will include the full replacement of all roofing materials on both roofs, except the sheath (plywood boards beneath the roofing materials). The work at City Hall will also include the replacement of all 25 skylights and flashing.

A resolution and quotes for the three components of work (Art Center roof, City Hall roof, and City Hall skylights) are attached for Council’s review.

The proposed contract is for a not to exceed amount of $109,550, with a contingency of 15-percent.

Recommended Action: Adopt the accompanying Resolution approving a construction contract with BAS Roofing, Inc., for the replacement of roofs at City Hall and the Art Center, for a not to exceed amount of $109,550, and authorize the City Manager to execute contract documents and change orders up to 15-percent of the total amount of construction.

Alternative(s): None.

Fiscal Impact: Sufficient funds were budgeted for the City Hall roof and skylight replacement; however, the Art Center roof repair was not anticipated when preparing the FY22/23 Budget. Therefore, the midyear Budget Amendment includes an adjustment of $26,000 to cover the cost for the roof replacement for the Art Center.

Personnel Impact: Some staff time will be necessary to administer the contract and project.

Reviewed by: City Manager City Attorney Assistant City Manager City Clerk Finance Director Human Resources Risk Manager
Council Action: Approved Denied Other:
________________________________________
Records: Agreement Resolution #_________ Ordinance #_________ Other _________
Ca Lie. # 927007
Office: (707) 462-4514
B.A.S. ROOFING INC.
425 POMO DRIVE
UKIAH, CA. 95482

PROPOSAL AND ACCEPTANCE
PROPOSAL SUBMITTED TO: [email protected] DATE: PHONE:

W.C&G.L
Insured
CITY OF WILLITS [email protected] January 10, 2022 Andrea Trincado (707) 459-7126 ADDRESS: JOB NAME:
111 East Commercial Street City Hall
CITY, STATE, ZIP: JOB LOCATION:

Willits, CA. 95490 111 East Commercial Street, Willits, CA. 95490 RE-ROOF - COMPOSITION SHINGLE/ FLAT ROOF-71 squares- the permit and final inspection are included in this quote

1. Remove all existing shingle roofing down to the sheathing and haul away for disposal leaving existing Modified Bitumen roofing on ribs

2. Inspect existing sheathing for dry rot, damaged wood and poor nailing/ repair as necessary (see note below)

3. Supply and install a Modified Bitumen torch down material over existing Modified Bitumen roof on ribs

4. Supply and install a FT Synthetic Platinum high performance underlayment over sheathing on pitched roof

5. Supply and install a 9" starter strip with a glue line around the outer edge of the roof deck

6. Supply and install a Pabco Premier (30 yr) dimensional asphalt shingle over the new underlayment and starter (this product carries a limited lifetime warranty and weighs 260 lbs. per square install - Class A fire rated)

7. Supply and install a new galvanized metal flashing on all pipes/paint to match shingle color

8. Clean jobsite of all roofing debris and haul away for disposal

9. 5 year guarantee on all workmanship
NOTE: Wood repair, if any, will be billed separately at $7.00 ft. This will be discussed with the property owner prior to repair work OPTIONS: 1. Supply and install a Pabco Prestige (50 yr) dimensional asphalt shingle ADD $1,800.00 __ ( initial to accept)
(this product carries a limited lifetime warranty and weighs 300 lbs. per square installed - class A fire rated) *** Quote update includes additional cost of insurances and material increases.

We are a licensed, bonded and insured business. Certificates of Liability and Worker's Compensation Insurance are available on request CALIFORNIA ONLY: NOTICE TO OWNER: Contractors are required by law to be licensed and regulated by the Contractors State License Board, Any questions concerning a contractor may be referred to the Registrar of the Board whose address is: Contractors State License Board 9835 Goethe Board Sacramento, Ca. 95827 WE PROPOSE: hereby to furnish materials and labor - complete in accordance with the above specifications, for the amount of:

FIFTY EIGHT THOUSAND THREE HUNDRED DOLLARS---------------------------------------------$58 ,
300.00
Payment as follows:

Progress payment number one $19,000.00 due on day 5. Progress payment number two $19,000.00 due on day ten.

Balance of contract ($20,300.00 plus and change order costs) due within three days of roofing completion.

All material is guaranteed lo be as specified.all work is to be completed in a workmanlike manner according to standing practices, Any alterations or deviations from the above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents, or delays beyond our control. Owner to carry fire, tornado.and other necessary insurances. Our workers are fully covered by workers compensation Insurance.

This contract becomes binding after 72 hours of signing. There is a 25% cancellation fee if canceled (negotiable� ' / ,
Authorized Signature �\ JY� I /
NOTE: This proposal may be withdrawn by us If not accepted within 30 days ACCEPTANCE OF PROPOSAL: The above prices, specifications and conditions are satisfactory and accepted.

You are aut�orized to do the work as specified. Payment will be made as outlined above.

Date of Acceptance ___________ _ Signature ________________ _

EXHIBIT A
Ca Lie. # 927007
Office: (707) 462-4514
B.A.S. ROOFING INC.
425 POMO DRIVE
UKIAH, CA. 95482

PROPOSAL AND ACCEPTANCE
PROPOSAL SUBMITTED TO: [email protected] DATE: PHONE:

W.C&G.L
Insured
CITY OF WILLITS [email protected] January 10, 2022 Andrea Trincado (707) 459-7126 ADDRESS: JOB NAME:
111 East Commercial Street City Hall
CITY, STATE, ZIP: JOB LOCATION:

Willits, CA. 95490 111 East Commercial Street, Willits, CA. 95490 SKYLIGHTS -- the permit and final inspection are included in this quote

1. Supply and install 25 custom Velux flat glass skylights (2x5) with flashings OPTIONS: 1. Supply and install 25 custom double dome curb mount acrylic (clear over white) skylights (2x5) with flashings DEDUCT $10,000.00 __ (Initial to accept)
*** Skylight pricing valid through April 1, 2023
We are a licensed, bonded and insured business. Certificates of Liability and Worker's Compensation Insurance are available on request CALIFORNIA ONLY: NOTICE TO OWNER: Contractors are required by law to be licensed and regulated by the Contractors State License Board. Any questions concerning a contractor mav be referred to the Reqistrar of the Board whose address is: Contractors State License Board 9835 Goethe Board Sacramento, Ca. 95827 WE PROPOSE: hereby to furnish materials and labor - complete in accordance with the above specifications, for the amount of:

TWENTY FIVE THOUSAND DOLLARS----------------------------------------------------------------$25, 000. 00
Payment as follows:

Progress payment number one $18,750.00 due on delivery of skylights. Payment number two $6,250.00 due on project completion.

All material is guaranteed to be as specified.all work is to be completed in a workmanlike manner according to standing practices. Any alterations or deviations from the above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents, or delays beyond our control. Owner to carry fire, tornado.and other necessary insurances. Our workers are fully covered by workers compensation Insurance.

This contract becomes binding after 72 hours of signing. There is a 25% cancellation fee if canceled (negotiable).

Authorlzed Signatu,e �; M 7_ ¾
NOTE: This proposal may be withdrawn by us if not accepted within 30 days ACCEPTANCE OF PROPOSAL: The above prices, specifications and conditions are satisfactory and accepted.

You are authorized to do the work as specified. Payment will be made as outlined above.

Date of Acceptance ___ � _______ _ Signature ________________ _

EXHIBIT A
Ca Lie. # 927007
Office: (707) 462-4514
PROPOSAL SUBMITTED TO:

B.A�S. ROOFING INC.
425 POMO DRIVE
UKIAH, CA. 95482

PROPOSAL AND ACCEPTANCE
DATE: PHONE:

W.C&G.L
Insured
Kenan O'Shea [email protected] November 22, 2022 (707) 841-7913 ADDRESS: JOB NAME:

Center For the Arts
CITY, STATE, ZIP: JOB LOCATION:
71 E. Commercial Street, Willits, CA. 95490
RE-ROOF - COMPOSITION SHINGLE-38 squares - the permit and final inspection are included in this quote

1. Remove all existing roofing(1 layer) down to the sheathing and haul away for disposal (if additional layers are found ADD $1,900.00 per layer (initial to accept) J

2. Inspect existing sheathing for dry rot, damaged wood and poor nailing/ repair as necessary (see note below)

3. Supply and install a FT Synthetic Platinum high performance underlayment over sheathing

4. Supply and install a 2x2 edge metal around the outside perimeter edge of the roof frame

5. Supply and install a 9" starter strip with a glue line around the outer edge of the roof deck

6. Supply and install a Pabco Premier (30 yr) dimensional asphalt shingle over new underlayment and starter (this product carries a limited lifetime warranty and weighs 260 lbs. per square install - Class A fire rated)

7. Supply and install shingle trim at the ridge

8. Supply and install a new galvanized metal flashing on all pipes / paint to match shingle color installed

9. Clean jobsite of all roofing debris and haul away for disposal

10. 5 year guarantee on all workmanship
NOTE: Wood repair, if any, will be billed separately at $7.00 ft. This will be discussed with the property owner prior to repair work OPTIONS: 1. Supply and install a Pabco Prestige (50 yr) dimensional asphalt shingle ADD $1,520.00 __ (initial to accept) (this product carries a limited lifetime warranty and weighs 300 lbs. per square Installed - class A fire rated)

2. Sup-ply and install 66 feet of vented ridge ADD $425.00 __ (initial to accept)

3. If no tear off DEDUCT $5,000.00 __ (initial to accept) We are a licensed, bonded and Insured business. Certificates of Llablllty and Worker's Compensation Insurance are available on request CALIFORNIA ONLY: NOTICE TO OWNER: Contractors are required by law to be licensed and regulated by the Contractors State License Board. Any questions concerning a contractor may be referred to the Registrar of the Board whose address is: Contractors State License Board 9835 Goethe Board Sacramento, Ca. 95827 WE PROPOSE: hereby to furnish materials and labor - complete In accordance with the above specifications, for the amount of:

TWENTY SIX THOUSAND TWO HUNDRED FIFTY OOLLARS-----------------------------$26,250.00 Payment as follows:

Payment is due in full wilb.in 3 days of the roofing installation completion All material is guaranteed to be as specified.all work is to be completed in a workmanlike manner according to standing practices. Any alterations or deviations from the above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents, or delays beyond our control. Owner to carry fire, tornado.and other necessary insurances. Our workers are fully covered by workers compensation Insurance.

This contract becomes binding after 72 hours of signing. There is a 25% cancellation fee if canceled (negotiable).

Authorized Signature __________________ _
(Brian Schlerf)
NOTE: This proposal may be withdrawn by us If not accepted within 30 days ACCEPTANCE OF PROPOSAL: The above prices, specifications and conditions are satisfactory and accepted.

You are authorized to do the work as speclfled. Payment will be made as outlined above.

II / -
7/ Date of Acceptance ___ --' ()V

EXHIBIT A
Resolution No. 2023- February 22, 2023
RESOLUTION NO. 2023-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS AWARDING A CONTRACT TO BAS ROOFING, INC. FOR ROOF REPLACEMENTS AT CITY HALL AND THE ART CENTER FOR A TOTAL NOT TO EXCEED AMOUNT OF $109,550 AND AUTHORIZE THE CITY MANAGER TO EXECUTE CONTRACT DOCUMENTS AND CHANGE ORDERS UP TO 15- PERCENT OF THE TOTAL CUMULATIVE AMOUNT OF CONSTRUCTION.

WHEREAS, City Hall and the Art Center roofs have reached the end of their useful life and are in urgent need of replacement; and
WHEREAS, staff requested quotes from multiple contractors to perform the work; and WHEREAS, BAS Roofing, Inc. was the only qualified contractor to provide a quote; and WHEREAS, the BAS provided three separate quotes for the necessary repairs, and individual amounts are as follows: City Hall roof replacement - $58,300, City Hall skylights $25,000, and the Art Center roof replacement - $26,250, bringing the total cumulative costs of the work to $109,550; and
WHEREAS, BAS Roofing, Inc. has been working with their insurance carrier to obtain the insurance limits required by the City; and
WHEREAS, staff recommends Council award a contract to BAS Roofing, Inc., for the not to exceed amount of $109,550;
NOW, THEREFORE BE IT RESOLVED, that City Council of the City of Willits awards a construction contract to BAS Roofing, Inc., for a not to exceed amount of $109,550, for the replacement of the roofs at City Hall and the Art Center;
BE IT FURTHER RESOLVED, that the City Council authorizes the City Manager to execute contract documents and contract change orders up to 15-percent of the total cumulative amount of construction.

The above and foregoing Resolution was introduced by Councilmember seconded by Councilmember , and passed and adopted at a regular meeting of the City Council of the City of Willits, held on the 22nd day of February 2023, by the following vote:

AYES:

NOES:

ABSENT:

ATTEST:
__________________________
__________________________
GRETA KANNE, Mayor
City Council of the City of Willits

DELORES PEDERSEN
City Clerk
Item No.9d
Meeting Date: February 22, 2023

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Dusty Duley, Community Development Director
Agenda Title: INFORMATIONAL DISCUSSION ON GENERAL PLAN AMENDMENT NO. GPA-22-01, ZONING AMENDMENT NO. ZC-22-01, AND BOUNDARY LINE ADJUSTMENT NO. BLA-22-04.

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 30 min_ Summary of Request: Sanhedrin Timber Company is requesting a General Plan Amendment (GPA), corresponding Zone Change (ZC) and Boundary Line Adjustment (BLA) application to support expansion of an existing log yard operation onto Assessor Parcel Numbers 108-040-11 and -18.

The BLA proposes to adjust two (2) contiguous parcels approximately 10.62 acres (APN 108-040-11) and 12.1-acres (APN 108-040-18) to result in two parcels approximately 20.5 and 2.2 acres in size.

The GPA proposes to change the current General Plan Land Use designation from Commercial-General (C/G) to Industrial-General (M/G) on the adjusted parcel 20.5-acres in size. The accompanying ZC Application seeks to rezone the current base zoning designations from Community Commercial (C-1) and Heavy Commercial (C-2) to Heavy Industrial (M-H) on the adjusted parcel 20.5-acres in size. The adjusted 2.2-acre parcel will maintain the existing C-G land use and C1 zoning designation.

Staff took the opportunity to present these items as a preliminary inquiry due to their complexity and potential effects on adjacent properties. As a preliminary inquiry, the applicants and staff are seeking comments from the Council and public that may be used to guide further design of the project. This input is being sought prior to the completion of environmental review and any future public hearing(s) for Council consideration of project approval.

Recommended Action: This item has been noticed as an informational item only and no action may be taken to approve or deny the project. Staff recommends that Council gather public input and provide any comments regarding the submitted applications and proposed operation as part of the early stages of the project evaluation process.

Alternative(s): None.

Fiscal Impact: None.

Personnel Impact: None.

Reviewed by: City Manager City Attorney Assistant City Manager City Clerk Finance Director Human Resources Risk Manager
Council Action: Approved Denied Other: ________________________________________ Records: Agreement Resolution #_________ Ordinance #_________ Other _________ GPA 22-01/ZC 22-01/BLA 22-04
FEBRUARY 22, 2023
PAGE 1
STAFF REPORT:

TO WILLITS CITY COUNCIL FOR

INFORMATIONAL DISCUSSION ON
GENERAL PLAN AMENDMENT NO. GPA-22-01
ZONING AMENDMENT NO. ZC-22-01
BOUNDARY LINE ADJUSTMENT NO. BLA-22-04

SANHEDRIN TIMBER COMPANY LLC
APPLICANT: Sanhedrin Timber Company, LLC
OWNERS: Sanhedrin Timber Company, LLC
REQUEST: Review and provide comments during the Informational Discussion on the submitted applications for a General Plan Amendment, Zoning Amendment, and Boundary Line
Adjustment to expand an existing log yard.

LOCATION: In the City of Willits, located on the east side of North Main Street, approximately 615 feet north of its intersection with Casteel Lane; Address: 23701 N. Main Street; APNs 108-040- 11 and 108-040-18.

TOTAL ACREAGE: 22.5 ± Acres
EXISTING GENERAL PLAN: Commercial General (C/G)
PROPOSED GENERAL PLAN: Industrial General (M/G), Commercial General (C/G) EXISTING ZONING: Community Commercial (C-1), Heavy Commercial (C-2) PROPOSED ZONING: Heavy Industrial (M-H), Community Commercial (C-1) ENVIRONMENTAL DETERMINATION: To be written and submitted after the Informational Meeting.

RECOMMENDATION: No Action. Review the submitted applications. Council members may provide comments regarding the submitted
applications and proposed operation as part of the early stages of the project evaluation process.

BACKGROUND
INFORMATIONAL DISCUSSION:

This Informational Discussion has been proposed to give an opportunity for the Willits City Council and public to review the submitted applications and provide comments on the proposed elements of the project applications. Staff determined, with applicant concurrence, that an Informational Discussion may assist the City Council, staff and the applicants with the review process for the proposed project. This Informational Discussion is intended to present the early stages of the project’s evaluation process for review to the City Council. While the City Council is not required to provide feedback at this time, it is an opportunity for council members to do so.

GPA 22-01/ZC 22-01/BLA 22-04
PAGE 2
RELATED APPLICATIONS:

Past planning entitlements have been approved for the project site including Zoning Text Amendment ZTA90-3 and Zone Change ZC-90-3. The approved Zone Change, ZC-90-3, amended the Zoning Map of APN 108-040-11 from Community Commercial (C-1) to Heavy Commercial (C-2). The approved Zoning Text Amendment ZTA-90-3 amended Chapter 17.24.030 of the Willits Municipal Code to include the 34A Use Group, Indoor Wholesaling and Storage, as a conditional use in the Heavy Commercial (C-2) zone. A Preapplication PAC 20-01 was submitted to allow for a similar log yard expansion project on APN 108-040- 11, subsequently, a Zone Change application (ZC 21-01) and General Plan Amendment application (GPA 21-01) were submitted and withdrawn. Other applications submitted and withdrawn associated with APN 108-040-11 include Zone Change ZC 17-02, and General Plan Amendment GPA 17-02, both applications proposed a change from commercial to residential land use designation to create a 45-lot subdivision. No land entitlements are associated with the existing timber log yard operation by North Fork Lumber Company located at the address 3 Casteel Lane in Willits.

PROJECT DESCRIPTION:

This project is comprised of the following components, which may be subject to change and may include additional components as the formal application package is processed and heard by the City Council at a later hearing date.

1. General Plan Map Amendment: GPA 22-01

2. Zone Change: ZC 22-01

3. Boundary Line Adjustment: BLA 22-04
These application components and the underlying project are further described below.

General Plan Map Amendment: GPA 22-01:

The proposed map amendment includes amending the General Plan land use designation from Commercial General (C/G) to Industrial General (M/G) for 2 parcels, APN 108-040-11 (currently 10.62-acres) and APN 108-040-18 (currently 12.1-acres). The General Plan Map will amend a total of 20.5-acres from the existing Commercial General (C/G) land use designation to be within the Industrial General (M/G) land use designation. A portion of APN 108-040-18 will be adjusted to become 2.2-acres and will maintain the existing Commercial General (C/G) land use designation, see Attachment B.

Zone Change: ZC 22-01:

Amend the existing zoning designations for 2 parcels (APN 108-040-11 and -18). The zoning designation for APN 108-040-11 is currently Heavy Commercial (C-2) and is proposed to be Heavy Industrial (M-H).

The zoning designation for APN 108-040-18 is currently Community Commercial (C-1) and is proposed to be Heavy Industrial (M-H). A total of 20.5-acres will amend the existing commercial zoning designations to be within the Heavy Industrial (M-H) zone. A portion of APN 108-040-18 will be adjusted to become 2.2- acres and will maintain the existing Community Commercial (C-1) zoning designation, see Attachment C.

Boundary Line Adjustment: BLA 22-04:

A Boundary Line Adjustment between 2 parcels. One parcel, APN 108-040-11, is currently 10.62-acres and proposed to be 20.5-acres. The other parcel, APN 108-040-18, is currently 12.1-acres and proposed to be

2.2-acres in size. The purpose of the adjustment is to expand an existing logging operation onto the adjusted 20.5-acres. The adjusted parcel 2.2-acres in size will maintain the existing commercial land use/zoning designations and will be used for light administrative automotive traffic to access the proposed log yard operation, see Attachment D.

Underlying Project:

The underlying project proposes to expand the Sanhedrin Timber Log Yard uses (“Project”) on an adjacent, proposed 22.5-acre project site. Specific uses would consist of the following:

1. Expanded log yard operation: Anticipated log yard expansion would include new log storage, new water storage, truck parking, and the use of an existing office to support the proposed operation.

Associated development would include 12 new log decks, multiple onsite access roads and GPA 22-01/ZC 22-01/BLA 22-04
PAGE 3
drainage ditches, installing 3 fire hydrants, 4 water tanks (10,000 gallons per tank), and 2 new ponds (1 million and 500,000 gallons) for irrigation and fire suppression use. An existing 18-unit storage structure and unmaintained tennis courts would be removed to increase the available water and log storage area. New log decks will be approximately 250-300 feet in length and 30 feet in height (average 150,000 square feet per deck). Vegetation removal and grading activities will facilitate the construction of rocked log storage areas, internal access roads/access points, new ponds, and the office-parking area. Internal gravel access roads will be maintained, upgraded, and/or constructed to connect the existing log yard to the proposed project site, this includes upgrades and construction of drainage crossings. A recirculating log irrigation system will be used to wet the log decks, a series of new return ditches will collect and transport water back to the new storage pond. The existing (4) wells will be plumbed to the new storage ponds. The water usage is anticipated to be up to 80,000 gallons per day (gpd) between July-October and approximately 40,000 gpd during May, June, and November; the total annual water usage will be around 41.5- acre-feet or 13.5 million gallons. Daily operations will be consistent with the existing log yard operation, including log transport to and from the site, log remanufacturing, loading of bark/byproducts, lumber trailer staging, and site maintenance. During peak-delivery periods, a maximum of 65-70 incoming trucks per day are anticipated. The hours of operation for the existing log yard are dependent on the time of year. Hours of operation will range, typically from 6:00am to 5:00pm with occasional peak delivery times from 5:30am to 7:00pm. The proposed use, an expanded timber log yard, is categorized within Use Group 34b, Outdoor Wholesaling and Storage (Chapter 17.06). Use Group 34, Wholesaling, Storage, and Distribution, is a principally permitted Use Group within the Heavy Industrial (M-H) zoning district (Chapter 17.28.020).

2. Maintain existing commercial land use: Approximately 2.2-acres will be adjusted from APN 108- 040-18 to be maintained with the Commercial General (C-G) and Community Commercial (C1) land use and zoning designations. Light administrative automotive traffic associated with the expanded timber operation is proposed on the adjusted 2.2-acre parcel. An existing unimproved driveway, with access from North Main Street, is located on a portion of North Main street that is currently owned by Caltrans and is in the process of dedicating to Mendocino County.

ENVIRONMENTAL REVIEW
PURPOSE:

An environmental analysis will be required to be conducted in accordance with the California Environmental Quality Act (CEQA) to evaluate potential environmental impacts associated with the proposed project.

Under CEQA, a project is defined as an activity that may cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Although there is no physical development proposed at this time, it is reasonably foreseeable that the proposed project would result in physical changes to the site. Specifically, the amendment to the existing General Plan Land Use and Zoning designations would allow for the future development of industrial uses onsite, including the expansion of an existing log yard. The CEQA analysis will be subject to public and agency review and comment. Staff analysis will focus on key issues such as water usage, fire safety, truck traffic, land use compatibility, noise, biological resources, and land use alternatives. Furthermore, at the time a future development application is received which is subject to discretionary review, the City will determine the adequacy of the environmental analysis as it relates to the proposed development of the site or whether an addendum, supplemental, or other CEQA analysis is warranted. See Attachments A-D for a detailed description of the proposed log yard expansion and operation.

PROJECT SETTING
SITE CHARACTERISTICS:

The parcel (APN 108-040-11), commonly referred to as Quail Meadows, was previously developed with a campground and RV park, 2 tennis courts, self-storage units, and a manager’s residence with attached laundry area, showers, and bathrooms. It appears that the RV park and campground were not in use after 2013. Structures currently existing on the site include a 1,526 square foot converted office, 18-unit selfstorage, 2 unmaintained tennis courts, and 2 wells. The office space will be used by employees of the GPA 22-01/ZC 22-01/BLA 22-04
PAGE 4
expanded log yard operation including 4 existing full-time staff, 1 new full-time Log Procurement Manager, and 1 new seasonal employee. The self-storage units and unmaintained tennis courts are proposed to be removed to allow for development of a 500,000-gallon storage pond, log deck expansion, 2 fire hydrants, and installation of four (4) 10,000-gallon water tanks with pressure pumps. The existing driveway is proposed as a secondary site-access road for trucks.

The vacant parcel (108-040-18) is currently undeveloped except for an existing well, unimproved internal access roads, and an unimproved driveway with access from North Main Street. The existing access road is located on a portion of North Main street that is currently owned by Caltrans and is in the process of being dedicated to Mendocino County. The log yard expansion proposes a new 1-million-gallon storage pond, 3-4 log decks, 1 fire hydrant, and well pump lines on this parcel. An existing, unimproved driveway with access from North Main Street, will be used for automotive (non-truck) traffic associated with the operation.

The existing timber log yard is operating at the address 3 Casteel Lane located on APN 005-030-42. The existing operation is located on a total of 10 parcels. Based on satellite imagery, it appears that the log yard operation began around 2013. At the existing log yard, there are 12 existing log decks, approximately 250- 300 feet in length and 20 feet in height. A fourth well and additional water tank are located on the existing log yard site. A mobile, self-contained, 1,000-gallon fuel tank is currently located at the operation site and is proposed to be relocated near the entrance of the Quail Meadows parcel (APN 108-040-11).

The proposed project site is approximately 22.5-acres and is located in the northern portion of the City, approximately 40 feet west of the existing rail corridor. Trees are located along the eastern property lines adjacent to the rail corridor and distributed throughout the parcels and project site.

Tree removal is proposed on APNs 108-040-11 and -18 to expand the log yard operation. Existing site access is provided by Casteel Lane, connected to North Main Street. A paved driveway located approximately 615 feet north of Casteel Lane, connected to North Main Street, is proposed as a secondary site-access road for trucks.

ADJACENT LAND USES AND ZONING:

The site is bounded by vacant land to the north and east of the site, an existing log yard and Willits High School to the south, a self-storage facility to the west, and residential units to the west, across N. Main Street. The rail corridor, which is planned to become a recreational trail, known as the Great Redwood Trail, borders approximately 575 feet of the existing timber log yard and 1,300 feet of the eastern proposed project property line. The table below, as well as indicate adjacent General Plan and Zoning Designations.

GENERAL PLAN ZONING LOT SIZES USES
NORTH County County 2+ acres Vacant
EAST County,
M-G
County,
MH
5 -10-acres Vacant, Willits Redwood Company
Timber Mill

SOUTH M-G,
PS
MH,
PF

0.1 – 16-acres Existing Sanhedrin Timber Log Yard,
Willits High School

WEST C-G,
R-L
C2
R1-B-L,

0.25–4.5-acres GlenMark Self-Storage Units
Residential: single-family and other
dwelling units
SERVICES:

Access: North Main Street
Fire District: Little Lake Valley Fire District
Water: On-site Wells (4) Total and City of Willits
Sewer: City of Willits
School District: Willits Unified School District
GPA 22-01/ZC 22-01/BLA 22-04
PAGE 5

REFERRAL AGENCY COMMENTS
The project was referred to the agencies/departments listed in the table below.

REFERRAL AGENCIES NOT RETURNED “NO COMMENT” COMMENTS
City Manager X
City Engineering Department. X
City Building Division X
City Public Works Department X
City Sewer/Water Department X
City Police Department X
Willits Unified School District X
Little Lake Fire District X
Air Quality Management District X
California Department of Fish and Wildlife X
Caltrans, District 1 X
Mendocino County DOT X
North Coast RWQCB X
Northwest Information Center - SSU X
Sherwood Valley Rancheria Band of Pomo
Indians X
Middletown Rancheria Band of Pomo Indians X
Manchester/Point Arena Band of Pomo
Indians X
Torres Martinez Desert Cahuilla Indians X
County Department of Environmental Health X
The project was also referred in accordance with AB 52 and SB 18 to Native American Tribes including the Coyote Valley Band of Pomo Indians, Guidiville Indian Rancheria, Hopland Band of Pomo Indians, Cahto Tribe, Manchester Band of Pomo Indians, Noyo River Indian Community, Potter Valley Tribe, Redwood Valley Band of Pomo Indians, Robinson Rancheria, Round Valley Reservation, Scotts Valley Band of Pomo, Pinoleville Pomo Nation, Sherwood Valley Band of Pomo Indians, Sherwood Valley Rancheria of Pomo, Yokayo Tribe, Torres Martinez Desert Cahuilla Indians, and Middletown Rancheria of Pomo Indians California. It is expected that additional responses to the notification or requests to consult on the project will be received prior to a future hearing date.

COMMENTS RECEIVED
As of the date of the Informational Discussion, the City received one comment letter on the merits of the project from a referral agency, the Mendocino County DOT, dated December 5th, 2022. This letter requested a condition be added that requires the lumber company to obtain an encroachment permit for a commercial driveway approach at any access points.

RECOMMENDATION
No Action. This item has been noticed as an informational item only and no action may be taken to approve or deny the project. Staff recommends that Council gather public input and provide any comments regarding the submitted applications and proposed operation as part of the early stages of the project evaluation process.

LIST OF ATTACHMENTS:

A. Location Map
B. General Plan Land Use Map
C. Zoning Display Map
D. Site Plan
GPA 22-01/ZC 22-01/BLA 22-04
PAGE 6
______________ _______________________________________

DATE LEILONI SHINE

CONTRACT PLANNER
______________ _______________________________________

DATE DUSTY DULEY

COMMUNITY DEVELOPMENT DIRECTOR
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Mendocino County Farm Bureau
303-C Talmage Road • Ukiah, CA. 95482 • (707) 462-6664 • Email: [email protected] Affiliated with the California Farm Bureau Federation and the American Farm Bureau Federation February 17, 2023
Willits City Council Members: Gerardo Gonzalez, Larry Stranske, Madge Strong, Saprina Rodriguez, Greta Kanne
City Of Willits
111 E. Commercial Street
Willits, CA 95490
Ph# 707 459 4601
Re: Letter of support for North Fork Lumber Company’s zoning and general plan amendment Mendocino County Farm Bureau is a non-profit membership driven organization representing farmers, ranchers, and the farming and ranching economy of Mendocino County. Many of our members are involved in the Mendocino County commercial forestry economy as tree farmers, loggers, foresters, truckers, and mill owners. These members represent an important share of our county economy providing good paying jobs, yield tax payments to the county, and an economic multiplier effect that benefits many private businesses that are not directly involved in commercial forestry, including businesses that exist in Willits.

The Mendocino County Farm Bureau Board of Directors has taken a position in support of the North Fork Lumber Company’s proposal to expand their log yard in Willits which requires a city zoning, and general plan amendment. There has been a chronic challenge for Mendocino County tree farmers to find profitable markets for Douglas fir logs. This has resulted in compromises in forest health where Douglas is often left when it should be harvested, because it is commonly harvested with a marginal profit, or a loss. North Fork Lumber, and their Willits log yard offer a popular alternative. North Fork also has a reputation as a good company to do business with. They would buy more Douglas fir logs if they had more room to store logs for the Summer months when trucks are in short supply for the haul to Eureka.

Willits has the strategic advantage of being on the Hwy 101 corridor, is connected to the coast by Hwy 20, and East on Hwy 162 to Covelo. As a result, Willits is in the ideal location for a Douglas fir log facility because it is located at the potential center of the Mendocino County Douglas fir economy with ready access to logs, services, well paid high quality labor, and lumber markets in the Bay area.

Thank you for your consideration.

Sincerely,
George Hollister
President
1 Monthly Achievements & Activities
• Released the RFQ for airport consultants with a response deadline of February 23rd. Staff will then review the packets and schedule interviews.
• Held a tenant meeting on January 19th with Jim Lance participating. • Coordinating with the FAA to amend the Airport Capital Improvement Plan (AICP) to obtain funding for additional enhancements.
• Graded the parking lot with holes filled, replaced parking blocks, and hung a new that is now illuminated by a fixed solar light.
• Exploring the option of retaining a third-party assessment of the facility as a response to the recent inquiries regarding its compliance with FAA and Caltrans guidelines. • Received the approval from FAA authorizing the construction of a new hangar by Mike Smith. • Mead & Hunt submitted the proposal for REACH’s new hangar to the FAA.

Project Updates
• Pilot Shack’s restroom and new decking are anticipated to be completed by the end of February.

Thomas Gallups has dedicated each day of the last month to this project and has done a tremendous job! Thank you.
• Reviewing renovation options to the Pilot Lounge including the creation of a small office to accommodate City staff.
• Received notification that Fuel Island parts should be arriving by the end of February.

Staffing Items
• No items to report.

Budget Status
• No items to report.

Focus for Next Month
• Fuel Island installation.
• Continued grounds maintenance.

Airport Monthly
January 2023 | Report
1 Monthly Achievements & Activities
• Issued eight Building Permits.
• Opened three Code Enforcement cases.
• Closed two Code Enforcement cases.
• Twelve active Code Enforcement cases.

Project Updates
• The City Rail with Trail project is currently in the design phase. Staff is partnering with the Great Redwood Trail Agency to hold a public open house in Willits to present the trail project and gather input. Topics of discussion may include trail amenities, design features, gateway treatments, and other opportunities to enhance the trail and support usership by all ages. A public open house is scheduled for the evening of March 23rd between 6 and 8 pm in the Community Center. Project team is developing information to post on Facebook, City website, print in local paper and otherwise advertise the project open house. Folks are welcome to RSVP by going to https://www.eventbrite.com/e/great-redwood-trail-grt-community-workshopwillits-tickets-530691541687 • Staff continues to contact Caltrans weekly requesting action on the City’s application to establish highway signage to direct motorists to downtown Willits. Signage is to be located at the northern Highway 101 interchange and Highway 20 Park. Staff anticipates an audience with Caltrans in February to support the advancement of the City’s signage requests. • Staff and consultants are working hard on the General Plan Land Use Element update. The project advisory committee held their 1st meeting on January 30th. Committee is comprised of key City staff, two Council members, tribal representatives, school district, chamber of commerce, and various other community, industry and business leaders. Lack of housing continues to be the most common subject of discussion. Next advisory committee meeting is to be scheduled around early March. A Public meeting is tentatively scheduled to occur around the end of March.

Staffing Items
• Department is currently seeking a qualified Code Compliance Officer. Information can be found on the City’s website. https://cityofwillits.org/219/Employment-Opportunities Community Development January 2023 | Report
2 Budget Status
• No items to report.

Focus for Next Month
• Flood Emergency Response Plan.
o Finalize Plan and schedule for Council meeting (delayed stems from change in the consultant’s staff).
• General Plan LUE Update and SOI Amendment.
o Infrastructure and service needs report.
o Develop exhibits for LAFCO/County coordination.
o Develop landowner land use change interest form.
o Coordination with Safety Element Update.
• Willits Rail with Trail Project
o Explore opportunity for additional funding with State Coastal Conservancy. o Habitat Mitigation and Monitoring Plan.
o Develop materials for and promote the Public Outreach Meeting to occur on March 23rd. • Recruit Code Compliance Officer.
• Vacant Commercial Building Registration Program.
• Airport Consulting Services RFQ.
• City EV Charging Station Status Update.
1 Monthly Achievements & Activities
• Groundwater Resiliency Improvement Project.
o LACO Associates is finalizing the specifications for procurement of the tank. Site improvement plans are also being developed. Tank installation is expected in late summer. o Submitted Annual report to RWQCB in compliance with the 401 Permit for the mitigation and monitoring of temporary impacts to wetlands post construction. Submitted an amendment to the 401 Permit to include additional areas that experienced temporary impacts due to construction vehicles.
• Groundwater Monitoring Program.
o A task order was issued to EBA Engineering to prepare an annual report per the Groundwater Operational Use Policy. The Annual Report will chart out the data collected from the groundwater monitoring transducer to show trends of use and recovery. EBA will also provide data management services and upload periodic readings to the CASGEM portal. • West Mendocino Rehabilitation Project.
o Tall Tree Engineering is designing the first phase of the project for construction this year. Phase I will concentrate on improving drainage in the vicinity. Construction is planned for this summer. • Grant Funding.
o LACO is preparing a grant application for the next round of ATP funding. The proposed project for nomination will be the rehabilitation of Baechtel Road. Grant application is due June 2023. o Developing project scope for the 2024 Annual Pavement Preservation Project to prepare project nomination for Local Partnership grant application.
o IRWM/Proposition 1 Grant Funding – LACO has submitted a Project Monitoring Report, which needs to be approved prior to submitting a reimbursement request for construction of the Groundwater Resiliency Improvement Project.
• City Hall/Art Center Roof Repair.
o Contract for the work to Council on February 22nd. Work is scheduled for March, weather permitting.
• Solar Array Project.
o The City received an extension on the Power Resiliency Grant due to the delay with the roof repair. RFP will be re-released with new project conditions with construction projected in June of 2023, after the roof has been replaced.
• Traffic Study.
o Fehr & Peers has been selected for a contract to conduct a traffic study per the direction of the Traffic Safety Committee. A kick-off meeting is scheduled in late February, the report is anticipated in late March.

Engineering Report
January | 2023
2 • Landfill experienced minor storm damage. Garman Construction is working on the repair. • Ongoing support for the Rail Trail project team meeting. • Utilizing the engineering on-call contracts for:
o Wastewater Discharge Permit assistance (EBA.)
o Encroachment Permit assistance (LACO).
o Preparation of easements, project development, & plans and specification for Railroad Ave. water main relocation (SHN).
o Various other task orders issued by Community Development to support work in their department (EBA, LACO, & EBA).

Project Updates
• Annual Striping Project is expected in late spring.

Staffing Items
• No items to report.

Budget Status
• Operating within budget; however, adjustments may need to be made to increase budgets for on-call services and various projects at mid-year.

Focus for Next Month
• West Mendocino Rehabilitation Project.
• Completion of the tank procurement specifications, solicitation of quotes. • Work with SHN and City Attorney to develop an MOU between the City and affected parties the relocation of a water main on a railroad trestle in the vicinity of Railroad Avenue. • Submittal of the 2023 Pavement Preservation Project allocation to Local Assistance for the Local Partnership Program funding.
• Development of Plans and Specifications for the Pavement Preservation Project. • Traffic Safety assessment and recommendations at various locations throughout the City.

Monthly Achievements & Activities
• ERP for Financial Software replacement.
o Completed the RFP process and have selected Springbrook as our new accounting software. • Submitted Financial Transaction Report for Prior Year to the State on time.

Project Updates
• Continuing with the Fund 690 Liability Reconciliation. o Continuing deconstructing the use of Fund 690 to dump expenses in the City payroll liability fund.
o Additionally, reconciliation of accounts utilized the Fund 690 account, this still needs to be cleared.
• Fiscal Year 2020-2021 Audit continuing (Fund 690 continues to be an issue that is slowly unraveling, we are hoping for a breakthrough within the next month.) • Fiscal Year 2021-2022 Audit (on hold waiting to complete FY 2020-21). • Continuing the Cash Reconciliation for Fiscal Year 2020-21 (Fund 690 is the barrier staff is currently working on).
• Continuing with the reconcile accounts in anticipation of the Single Audit, as we meet the threshold for FY2020-21 due to the Airport Runway Project.

Staffing Items
• No items to report.

Budget Status
• Met with Department Heads to finalize the mid-year Budget amendments.

Focus for Next Month
• Complete Fiscal Year 2020-2021 and Fiscal Year 2021-2022 Audits in succession with the Auditors.
o SEFA Testing for Fiscal Year 2020-2021 and Fiscal Year 2021-2022.  Expecting the need for a Single Audit for each year.
o GASB 68 Reporting.
o Bank Reconciliation.
• Finance Committee.
o Measure K Committee development in progress. Applications are available at City Hall, Received four applications back. Will schedule time with members from Council to choose the citizen membership.

Finance Monthly
January 2023 | Report

Monthly Achievements & Activities
January 2022 January 2023
• Calls for service (CFS) 664 671
• Cases 110 81
• Arrests 63 39
• Citations 57 40
Project Updates
• Personnel participated in the celebratory birthday parade for Edie Ceccarelli on February 5th.

She had a great turnout for the parade and passersby.
• All personnel were trained in the use of the Cordico App. It was well received and we have gotten positive feedback on the resources available through the app. • Coordinating with the City Clerk to obtain the necessary estimates from facilities to get the damaged patrol vehicle repaired.

Staffing Items
• We have two recruits in two separate Police Academies. The one at the Delta College in Stockton, is set to graduate on April 4th. The other recruit at the Santa Rosa Junior College Public Safety Academy will be graduating on May 24th. We are looking forward to their joining our team after their graduations.
• We are getting applications for our vacant Dispatcher position as well as the vacant CSO spot.

We are hopeful to get viable candidates for each. We are actively recruiting for the vacant Sergeant position and are still hopeful in finding a suitable SRO candidate. • Held the first all-staff meeting of the year.
• Seeking training opportunities with a focus on community relations, team building, and sensitivity to diverse populations.

Budget Status
• No items to report.

Focus for Next Month
• Continue to look to expand on our Community Outreach. • Recruitment for Sgt., SRO, Dispatcher and CSO candidates.

Police Department
January 2023 | Report
1 Monthly Achievements & Activities
• Cleared the Parks and Sports Complex of debris and down limbs from the recent storms. The grass was mowed, and the grounds were restored.
• Removed graffiti at several locations, including the restrooms at both Recreation Grove and Snyder Park, as well as the Skate Park.
• Restored the grounds adjacent to the Dog Parks after the flooding. • Patched potholes throughout the City.
• Organized the repair of a section of failed storm drain culvert on Camp Lane. Retained Wipf Construction for the repair.
• Purchased “Flooding” and “Road Closed” advisory signs to restock the inventory. The new signs provide the ability to manage additional areas during weather events and disasters. • SHN provided an engineer’s assessment of the Rodeo Grounds bleachers. Assessment concluded the bleachers are repairable. Contacted Olenik Fencing to provide repairs and upgrade the upper portion of guardrail for safety.
• Weeded and replenished the chip beds around the trees on Main Street, and the sand between the bricks was also topped off to mitigate tripping hazards and preserve the landscape. • Assisted the Utility Department with leak repairs.
• Repaired roads where heavy rainfall had caused run off damage to pavements. • Replaced the main irrigation valve at Rec Grove.
• Replaced several street signs including faded STOP signs at various locations.

Project Updates
• Tree trimming and removal of several large oak trees along the east side of Rec Grove and within the Rodeo Grounds property that are threatening structures and could potentially cause further loss or damage has been contracted and scheduled to begin the last week of February. The trees to be removed are leaning considerably and many have large cavities at the base of the stem that indicate rot and compromised stability.
• Repairs to the Willits Arch are scheduled with Paramount Sign Contractors on February 28th.

This will be one of two visits that will be required to assess the condition of the lighting, make necessary repairs to the transformers, and replace the flag. • Additional signage, including an illuminated “STOP” sign were ordered to make the intersection between Central St. and East San Francisco Ave. safer at the recommendation of the City’s contracted engineer.

Public Works
January 2023 | Report
2 Staffing Items
• No items to report.

Budget Status
• No items to report.

Focus for Next Month
• Plan for spring and summer park improvement projects. • Planning for various storm drain repair projects.
• Assist with flushing the Water Distribution System.
• Continue monthly pothole patching and replace street signs as needed. 1 Monthly Achievements & Activities
• Repaired water service leak on North Street.
• Repaired water service line leak on McKinley Street.
• Replaced fire hydrant hit on S. Main St in front of JD Redhouse. • Removed gravel from the upper Centennial Weir (approximately five, eight-yard truckloads). • Repaired water mainline leak on S. Main Street with WIPF Construction. • Rebuilt air dryer unit and plumbing at the Groundwater Treatment Plant (GWTP) with Roger’s Machinery.
• Removed storm damaged trees and other debris from throughout the Watershed. • Repaired, rewired, and replaced faulty relay on the Filter #1 on the Sample Pump’s turbidity meter at the Surface Water Treatment Plant (SWTP).
• Assisted Utility Billing with monthly customer shut off’s, hi/low reads, and rechecking shutoffs. • Worked with JM Integration upgrading SC200 Firmware for all turbidity meters and sample pumps. These items record the values recorded to SCADA. • Replaced Clarifier Influent PH probe.
• Inspected and logged twenty-two manholes in the Wastewater Collection System. • Cleaned twenty manholes in the Collection System.
• Cleaned 2,500 linear feet of sewer mainline.
• Operators spent extra hours maintaining both the Water and Wastewater Treatment Facilities during the recent storms monitoring and maintaining flows and capacities.

Project Updates
• Reservoir Capacity: Morris 662-acre feet and Centennial 638-acre feet equates to 100-percent of full capacity (February 14th).
• January 2023 Water Usage: SWTP: 12,191,675 MG. January 2022: 11,428,951 MG.

GWTP: 5,720,00 MG. January 2022: 6,000,000 MG.

Totals: 17,911,675 MG. January 2022: 17,428,951 MG.
• Non-Potable Water Usage [Truck Fill Station]: 9,853 K/Gals. January 2022: 3,300 K/Gals. • January 2023 Wastewater Treatment Plant Flows: 117,178,221 MG.

Utilities
January 2023 | Report
2 • Completed SCADA system upgrade. The two new workstations are online with new Granstream alarm dialer system.
• Completed the repair of the solids up flow clarifier adding two support beams (LNS Welding) and Overra Construction replaced broken concrete in the stilling well at SWTP. After the structural repairs, replaced and reset clarifier Stilling Well hi/low level transducer. • LACO surveyed Centennial reservoir/spillway for the Obermeyer Inflatable Dam Project. • Started the annual Water Distribution Flushing Program.

Staffing Items
• Drew Gillespey passed Grade III Water Treatment State Exam. • Chris Viall passed Grade II Water Distribution State Exam.

Budget Status
• No items to report.

Focus for Next Month
• Replace four-inch, steel water main and services on Railroad Avenue with eight-inch C900 (in progress).
• Complete 2022 Cross Connection Program Backflow Testing repairs and sent out failed device letters (water) with John Graham Backflow Services
• Replace fifty linear feet of four-inch, steel water main in the Bittenbender Pressure Zone. • Complete a photogrammetry and topographic survey for the proposed underground project (water/sewer) replacement locations (LACO) of State St, Marin St, E. Van Ln, North St, W. Van Ln, Madrone and S. Magnolia.
• Continue the Water Distribution Annual Flushing Program.