111 E. Commercial Street
Willits, California 95490
Tel | 707.459.4601
Fax | 707.459.1562
www.cityofwillits.org
WILLITS CITY COUNCIL
AGENDA
APRIL 10, 2024 | 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 input from the audience. If there is a matter of business on the agenda that you are interested in, you may address the Council when this matter is considered. If you wish to speak on a matter that is not on the agenda, you may do so at this time. In order for everyone to be heard, please limit your comments to three (3) minutes per person. The Brown Act regulations do not allow action to be taken on audience comments in which the subject is not listed on the agenda.
Members of the public are asked to observe the rules of decorum. While the City Council welcomes public criticism of policies, procedures, programs, or services of the agency; behavior that disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting and that includes, but is not limited to use of profanity, slurs, yelling from the audience, threatening remarks, physically threatening conduct, or physical or verbal displays of disrespect, will not be tolerated and the individual will be removed immediately.
3. PUBLIC MATTERS
a. None.
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. March 27, 2024
6. MONTHLY ACTIVITY REPORTS
Matters that do not require action by the City Council but are of public interest. a. None.
7. COMMISSIONS, AGENCIES AND AUTHORITIES
The Willits City Council meets concurrently as the City of Willits Planning Commission & City of Willits Successor Agency.
Willits City Council Agenda – April 10, 2024.
8. CITY MANAGER REPORTS AND RECOMMENDATIONS
a. Proposed ARPA Projects. A list of projects for the City Council to consider before adopting the final budget allocation plan – [see attached documents]. b. Verbal Reports – No Action.
9. DEPARTMENT RECOMMENDATIONS (ACTION ITEMS)
a. None.
10. DEPARTMENT MONTHLY REPORTS – (presented at the second meeting of each month) a. Airport. b. Community Dev. c. Finance. d. Police Dept. e. Services & Facilities. f. Utilities.
11. CITY COUNCIL ANNOUNCEMENTS, COMMUNICATIONS AND REPORTS
12. GOOD & WELFARE
13. CLOSED SESSION NOTICE
a. Conference with Labor Negotiator Pursuant to Government Code §54957.6 – Agency Negotiator: Brian Bender City Manager and Patrick Clark, Patrick Clark Consulting. Employee Organization(s): International Brotherhood of Electrical Workers (IBEW), Willits Police Officers Association (WPOA), and Management Team.
b. Pursuant to Government Code §54957 – Public Employee (Annual) Performance Evaluation – City Manager. Phase III.
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 5th day of April 2024.
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) 459-7113 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. 111 E. COMMERCIAL STREET
WILLITS, CALIFORNIA 95490
(707) 459-4601 TEL
(707) 459-1562 FAX
WILLITS CITY COUNCIL
MINUTES
WEDNESDAY, MARCH 27, 2024
Mayor Rodriguez called a regular meeting of the City Council to order at 6:31 p.m., in Council Chambers. The meeting was preceded by the pledge to the flag.
Roll Call: Councilmembers Larry Stranske, Greta Kanne, and Mayor Saprina Rodriguez were present. Absent councilmembers Strong and Gonzalez.
Also present were staff members: Brian Bender, City Manager; Cathy Moorhead, Assistant City Manager; Jim Lance, City Attorney; Dusty Duley, Community Development Director; Manuel Orozco, Finance Director; Davey Bowles, Building Official; Walter Kolon, Services and Facilities Director; Conner Stack, City Planner; Chris Dewey, Interim Police Chief; Anthony Castillo, Willits Police Dispatcher; Rodrigo Avalos, Willits Police Acting Sargent; Jamie Cary, Willits Police Officer; Chris Dendy, Community Service Officer; and Delores Pedersen, City Clerk.
2. Public Communications
Virgina Stranske thanked the Services and Facilities Department for installing the new stop signs on Pine St.
Josh Gravier, Tribal Administrator of the Sherwood Band of Pomo Indians, provided an update on the funding that they are attempting to acquire in order to explore the option of having a water line drawn to the East Side Road development. A hydro study will be performed in April.
Members of the Sherwood Valley Band of Pomo Indians spoke in support of having a water line drawn to the property on East Side Road.
3. Public Matters
a. Presentation of a Proclamation: National Telecommunicator’s/Dispatch Appreciation Week, April 7th – 13th.
Mayor Rodrigues read the Proclamation Recognizing April 7th – 13th as National Telecommunicator’s/Dispatch Appreciation Week. The Proclamation was accepted by Dispatcher Anthony Castillo.
Interim Police Chief Dewey expressed his appreciation for the recognition of the Police Dispatchers and all of the work that they do to keep the community and the Willits Police Officers safe.
b. Little Lake Fire District Monthly Update – (written report).
Willits City Council Minutes of March 27, 2024 Page 2 of 6
4. Enactment of Ordinances
None presented.
5. Consent Calendar
The following item(s) are recommended for approval or denial, as follows:
a. City Council Minutes:
i. Special Meeting – February 14, 2024
ii. Special Meeting – March 13, 2024
iii. Regular Meeting – March 13, 2024
Public Comment: None presented.
Moved by Stranske/Seconded by Kanne and carried 3/0 - with Strong and Gonzalez absent to approve Consent Calendar item(s) (a).
6. Monthly Activity Reports
a. Business License Activity Report – February 2024.
7. Commissions, Agencies and Authorities
None presented.
8. City Manager Reports and Recommendations+
a. Year 2023 Performance Review of City Council Goals.
City Manager Bender gave an update on the 2023 Performance Review of the City Council Goals that were adopted in 2021. Staff will continue on with the 2021 Goals, in 2025 staff will have Goal Setting Meetings with Council to adopt new goals. Councilmember Stranske asked for clarification on items being listed multiple times on the Adopted Goals List and the 2024 Work Plan. City Manager Bender responded that there were times that a goal was brought to council multiple times as a continuance or at the request by council to have them brought back at a later date. Councilmember Stranske was unaware of item 1.2 – Retaining a Tax Attorney.
City Manager Bender responded that the item was brought up during a time when the City did not have a Finance Director and the city was concerned about what would happen with Measure K, and the budgets, this was guidance and instruction from the City Council to look at the City’s fiscal health. Councilmember Stranske inquired why “Hire a Finance Director” was on the goals list being that we have one.
City Manager Bender responded that the list is the Goals that were approved in April 2021, and they were not modified only updated as to the status. Councilmember Stranske asked about the goal in Community Development to recruit a City Planner and a Grants Manager.
City Manager Bender responded that staff accomplished 50% of this goal. The City hired a City Planner but had difficulties recruiting a Grants Manager. Some of the grant management and grant attainment responsibilities have been filtered out throughout the organization and are not nested into one position at this time. Councilmember Stranske asked about the goal to explore the option of acquiring the Justice Center from Mendocino County. The City has been attempting to do this for many years, is this an attempt to have it be successful? City Manager Bender responded that he has been working on this goal since it was adopted, and it has been difficult to coordinate with County Officials. The County appears at times to want to move forward with discussions and other times the county backs away. This goal is still being actively pursued behind the scenes.
Willits City Council Minutes of March 27, 2024 Page 3 of 6 Mayor Rodriguez expressed her appreciation for the staff that have being working very hard to stay true to the goals that were put forward. Councilmember Kanne expressed concern over the Council’s ability to set priorities.
Ms. Kanne does not feel that the priorities set forth in the goals are not the same that the Willits Citizens have. The City Council and staff have not set priorities within the goals list. How does the City Council indicate to staff, within the goals list, what the real priorities are?
City Manager Bender responded that during the budgeting process the City Council needs to refer to the goals list to assist with allocation of funds to the priority goals.
Mr. Bender suggested that when the City Council and staff are looking to set goals in 2025, they condense some of the goals on the current list to allow for staff to focus on the resources, skills, and talent that the City has available within the organization. Councilmember Stranske expressed concern over projects that have been mentioned and have not been done. Mr. Stranske stated that the Van Hotel and Wood Street Parking Lot lighting have been concerns for many years.
Public Comment: Moriah McGill, Grants Analyst for Northern Circle Indian Housing Authority, suggested adding a column to the Goals List that identifies potential funding sources.
b. Verbal Reports – No Action.
i. Mendocino County Museum and the proposed transition towards a communitybased foundation.
City Manager Bender briefed the City Council on the County’s proposed transition towards a community-based foundation for the Museum. The County Ad Hoc Committee is expressing the need for the City of Willits to provide financial support for the Museum. The county has requested that the city create a position in the Parks Department that would be responsible for maintaining the Museum. Mayor Rodriguez would like to have an analysis of the City’s financial contribution, in the form of the property that the Museum is on, to the County Museum.
Councilmember Kanne responded that a County Supervisor requested that the City use Measure K funds to fund the Museum.
Mayor Rodriguez added that she would not support using Measure K Funds to fund the Museum.
Councilmember Stranske noted that he would like the Third District Supervisor that keeps stating that Willits needs to fund the Museum, to step up. ii. Willits Center for the Arts Update.
March 16th City Manager Bender with Assistant City Manager Moorhead attended the Willits Center for the Arts Board meeting, stating their current lease has expired.
Mr. Bender reported that they will look into accommodating building maintenance through a new lease. Concerns listed were Energy Efficiency and Security. It was requested that the Board provide quarterly updates at City Council meetings. Councilmember Kanne reported that the lack of the elevator that was taken out has had an impact on those that use the upstairs portion of the Arts Center. City Manager Bender reported that the City could accommodate having an Elevator put in, but it would take money from another General Fund activity. Mayor Rodriguez would like to see this item come before the Measure K Committee with the cost to have an elevator put in, she feels this falls under deferred maintenance and is in line with what Measure K Funds was meant to be used for.
City Manager Bender introduced the City’s new City Planner, Conner Stack.
Willits City Council Minutes of March 27, 2024 Page 4 of 6 Mr. Stack reported that on April 27th the Community Development department is hosting the event, Clean Canvas, in Bud Snyder Park. The Clean Canvas event is the first non-infrastructure event of the Caltrans Clean California Grant. It is the liter abatement education and art appreciation workshop requirement, done through a series of educational booths (litter abatement education) and chalk painting (art appreciation).
Councilmember Kanne suggested that Mr. Stack contact the County Transportation Department to invite them to have an informational booth. They have been very helpful with roadside cleanups, and they run the Adopt a Road Litter Removal Program.
Mayor Rodriguez added that Mendocino Transit Authority (MTA) is doing something similar in Ukiah. Maybe MTA could participate in the Clean Canvas event as well.
Public Comment: None presented.
9. Department Recommendations (Action Items)
a. Adopt a Resolution Accepting the Construction of the Rodeo Grounds Bathroom and Concession Stand Repair Project, Project# 2023-06, and Authorizing the Filing of the Notice of Completion. The Completed Project Totaled $277,291.71 – Contract amount of $248,848 and $28,443.71 of change orders.
Presenting staff member: Davey Bowles, Building Official.
Public Comment: None presented.
Moved by Kanne/Seconded by Rodrigues and carried 2/1 with Strong and Gonzalez absent and Stranske dissenting to adopt Resolution No. 2024-13 accepting construction of the Rodeo Grounds Bathroom and Concession Stand Repair Project, Project No. 2023-06 and authorizing filing the Notice of Completion. b. Adopt a Resolution Approving an Amendment to the Professional Services Agreement with GHD for Environmental, Engineering, Project and Construction Management Services to Support the City Rail with Trail Project for an Additional $182,683 Using State Coastal Conservancy Grant Funds
Presenting staff member: Dusty Duley, Community Development Director. Mayor Rodriguez expressed concern over a possible conflict of interest because her property is 200 feet away from the project. City Attorney Lance suggested that Mayor Rodriguez request an opinion from the FPPC whether there is a conflict of interest. Mayor Rodriguez inquired if it was necessary for her to recuse herself. Mr.
Lance responded that under the Political Reform Act, being that there are only three councilmembers in attendance at the meeting, her vote is necessary, and her attendance is required.
Community Development Director Duley presented a PowerPoint presentation on the Rail Trail Project.
Public Comment: None presented.
Moved by Stranske/Seconded by Kanne and carried 3/0 with Strong and Gonzalez absent to adopt Resolution No. 2024-14 approving an amendment in the amount $182,683 to the Professional Services Agreement with GHD for Professional Willits City Council Minutes of March 27, 2024 Page 5 of 6 Environmental, Engineering, Project Management and Construction Management Services and authorize the City Manager to execute the agreement.
10. Department Monthly Reports – (presented at the second meeting of each month). a. Airport – No further comments.
b. Community Development Department
There is a correction to the number of Building Permits issued in the department report. The numbers that are reported first are from February and the numbers on the side are numbers from January.
c. Finance – No further comments.
d. Police Department
Interim Police Chief Dewey reported that Dispatcher Castillo completed his sixmonth probation. Currently the City has one recruit, Alex Garza, attending the Police Academy at College of the Redwoods, it is expected that he will graduate in May 2024. One more recruit, Donovan Shively, will start the Police Academy in April, with expectations that he will graduate in August. Chris Dendy, Community Service Officer, has completed his training.
Councilmember Kanne asked if there was a reason for the drastic difference in the calls for service based on last years and this year’s numbers. Interim Police Chief Dewy responded that it could be that last year’s weather could have made the difference, it may have been sunny and this year it was raining, or it could have been due to staffing.
e. Services & Facilities
Services and Facilities Director Kolon reported that the W. Mendocino Sidewalk will be replaced and the trees that are causing the damage are being removed starting the week of April 1, 2024. 150 feet of sidewalk is being replaced and a new ADA ramp will be installed. This is all being paid for by the owner of the Rexall Building. PG&E is looking into what needs to be done to add lighting in the Wood Street Parking lot. If electrical cannot be put in, solar lighting is an option. Building Official, Davey Bowles, reported that on February 21st the City was issued a warrant by the Superior Court of Mendocino County. The warrant was served on February 21st and City Staff entered the building; Mr. Bowles documented the condition of the hotel. On Friday, March 22nd a Notice of Substandard Building was filed as well as a 60-day Notice to Abate.
f. Utilities – No further comments.
No action taken.
11. City Council Announcements, Communications and Reports Councilmember Stranske
Thanked the City Council and staff for accommodating him while he was recovering from knee surgery.
Mayor Rodriguez
Mendocino Transit Authority (MTA) - Performed a favorable Evaluation of Executive Director.
Public Comment: None presented.
Willits City Council Minutes of March 27, 2024 Page 6 of 6 No action taken.
12. Good & Welfare
None presented.
City Council Convened to Closed Session at 8:35 p.m.
13. Closed Session Notice
a. Conference with Legal Counsel - existing litigation (CA Govt. Code §54956.9 (d)(1)); in the matter of Craig Anthony Gelber vs City of Willits, et al, Case No. 3-23-cv-00681- JSC, United States District Court for the Northern California District.
The City Council reconvened to open session at 9:07 p.m. with no action to report from Closed Session.
14. Adjournment
Mayor Rodriguez declared the meeting adjourned at 9:08 p.m. _____________________________
SAPRINA RODRIGUEZ, Mayor
City Council for the City of Willits
ATTEST:
__________________________
DELORES PEDERSEN
City Clerk
1 Date: April 10, 2024
To: Honorable Mayor and Council Members
From: Brian P. Bender, City Manager
Subject: Agenda Item #8a
Item 8a:
Staff presents for review by the City Council, a list comprised of seventeen projects eligible for funding with the American Rescue Plan Act (ARPA) monies received by the City. The amount received is approximately $1.1-million and the City needs to obligate the monies by December 31st of this year and fully expend by December 31, 2026.
The qualified categories are broad and extend from large-scale capital utilities projects to public facilities and revenue recovery. The City can also use the funds to support community-based organizations and planning/community engagement programs. Despite the range of applicable uses, the most significant prohibited use is to apply the monies as a match for pending and/or received federal grants.
Through initial discussions with Councilmembers, a selection process eliminated twelve projects from the first proposal as there was unanimous agreement not to proceed forward with them.
The list also contains an item not originally presented to the Council (W. Van Lane Pedestrian Improvements) as Community Development sought its inclusion after the first Council involvement.
The list has a combined total of $1,952,000 of projects (roughly $900K over the received amount) and is attempt to fairly distribute the monies to address organizational/community needs that fail to attract necessary attention when composing budgets. In other words, these are items that unfortunately just do not sway enough commitment, but still have merit. As noted, the list surpasses the received monies and requires a reduction although Items #7 & #10 are composed of nested projects, and these can be paired back to lower their overall costs.
Memorandum 111 E. Commercial Street
Willits, California 95490
Tel | 707.459.4601
Fax | 707.459.1562
www.cityofwillits.org
C i t y M a n a g e r ’ s O f f i c e
8a
2 The shaded boxes to the left of the table notes the support or lack thereof the members had for the remaining projects. The +/- symbol indicates where members did not have a strong opinion either for or against the project and were not ready to completely remove it from contention.
Staff is asking the Council to cut the list down to a working budget of $1-million thereby allowing staff to refine the costs to ensure they are aligning with the proposals. From there, staff will return the list to the Council with an implementation schedule and supporting Resolution at a future meeting.
ATTACHMENTS
Proposed ARPA Projects Table.
1 Project Description Endorsement Cost Department
1. Carnegie Library Building Condition
Assessment (BCA) to inspect
and report on the current
condition of the structure.
Staff
recommendation.
$6 Per square
foot.
Approximately
7,500 square
feet.
Services & Facilities
Total: $45K
2. City Hall Interior Upgrade wiring and lighting
(install LEDs).
Staff
Recommendation.
$10K Services & Facilities
Total: $10K
3. Council Chambers Repair front wall (termite
damage).
Staff
Recommendation.
$15K Services & Facilities
Total: $15K
4. Community Cent. Install new flooring and buff
& seal concrete.
CIP listed.
Adopted City
Council goal.
$60K Services & Facilities
Lighting. CIP listed.
Adopted City
Council goal.
$5K Services & Facilities
Storage space/room for
table & chairs.
Staff
recommendation.
$4K Services & Facilities
Texture and paint backwall. Staff
recommendation.
$2K Services & Facilities
Total: $71,000
5. Community
Services
Provide financial support to
community-based
organizations: (1) Senior
Center; (2) Willits
Community Services; (3) Our
Daily Bread; (4) Economic
Dev & Finance Corporation.
Staff
recommendation.
Tied to the FY
2022-24 Budget
allocation.
$25K per
Organization.
Administration
Total: $100K
6. Highway 20 Park
Gateway Sign.
Install a gateway sign to
promote the community.
City Council. Approximately
$30K.
Services & Facilities
Total: $30K
7. Land Use Plan
Recommendation
Implementation
Review adopted plans and
select viable elements for
implementation. The
proposal is to set aside up to
$500K.
City Council
adopted goal. Staff
recommendation.
Variable based
on selected
projects.
Community
Development
Total: Up to $500K
Yes: Two
No: One
+/-: Two
Yes: One
No: One
+/-: Three
Yes: Two
No: Two
+/-: One
Yes: Three
No: One
+/-: One
Yes: Five
No: Zero
+/-: Zero
Yes: One
No: One
+/-: Three
Yes: Three
No: Two
+/-: Zero
Proposed ARPA Projects | 04.10.24
2 Project Description Endorsement Cost Department
8. Level 2 (or Level
3) Energy Audits
of all Buildings
including Water
and Wastewater
Facilities.
An assessment of how the
buildings/facilities can
improve their performance
through a review of base
building systems and
equipment that use energy,
such as lighting systems,
HVAC units, service hot
water, plug load and the
building envelope.
Adopted City
Council goal. Staff
recommendation.
Approximately
$0.35 to $0.50
per square foot.
Services & Facilities
Total: Unknown
9. Parks/Trail Service
Vehicle (Side by
Side).
Vehicle to allow staff to
efficiently access all portions
of parks and the Redwood
Trail.
Staff
recommendation.
$15K And
another $5K for
a utility trailer.
Services & Facilities
Total: $20K
10. Rec Grove Facility
Improvements
Replace existing kitchen,
stage, and other amenities
to use the E. Commercial
Street Corridor Master Plan
recommendations as a
starting point.
Adopted City
Council goal. E.
Commercial Street
Corridor Master
Plan
recommendation.
Approximately
$500K to $750
K.
Services & Facilities
Total: $500K-$750K
11. Seasonal
Decorations
Light pole mounted to
replace the existing (aged)
decorations.
Staff
recommendation.
Approximately
$500 per
decoration for
thirty poles.
Services & Facilities
Total: $15K
12. School & Wood
Streets Parking
Lot Light
Installation
Install six light poles with
mounted fixtures to enhance
safety and security.
Willits Main Street
Corridor
Enhancement Plan
recommendation.
Approximately
$25K per pole
for complete
installation.
Services & Facilities
Total: $150K
13. Urban Forestry
Ordinance
Compose an Urban Forestry
Ordinance.
Adopted City
Council goal.
$125K. Community
Development
Total: $125K
14. Urban Forester Retain an urban forester to
provide recommendations
for the care and
management of City trees.
Temporary appointment not
to exceed two-years.
Adopted City
Council goal.
$50K per year. Community
Development/Services
& Facilities
Total: $100K
Yes: Two
No: Two
+/-: One
Yes: Two
No: Three
+/-: Zero
Yes: Three
No: Two
+/-: Zero
Yes: Four
No: One
+/-: Zero
Yes: Five
No: Zero
+/-: Zero
Yes: Three
No: Zero
+/-: Two
Yes: Four
No: One
+/-: Zero
3 Project Description Endorsement Cost Department
15. WiFi Installed at
Parks
Installation of a WiFi
network at parks(s) to allow
the public to have internet
access.
Staff
recommendation.
$6K For one
hotspot
installation with
a monthly
licensing fee of
up to $100.
Services & Facilities
Total: $6K plus
ongoing
licensing fees.
16. Willits Lions Club To renovate and upgrade the
“The Scout Hut” at Rec
Grove Park.
Submitted request. $15K Services & Facilities
Total: $15K
17. West Van Lane
Pedestrian
Improvements
To create a pedestrian
friendly corridor with
plantings and architectural
elements.
Composed Plan. Unknown. Community
Development
Total: Unknown
Yes: Two
No: Three
+/-: Zero
Yes: Two
No: Zero
+/-: Three