Agenda — Willits City Council, June 12, 2024 (part 1 of 2)

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

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WILLITS CITY COUNCIL
AGENDA
JUNE 12, 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. Presentation of a Proclamation to Willits Frontier Days – Designating Western Wear Days June 21st to July 4th, 2024.

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. May 22, 2024.

6. MONTHLY ACTIVITY REPORTS
Matters that do not require action by the City Council but are of public interest. a. Business License Activity Report – May 2024.
b. Building Activity Report – May 2024.

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 – June 12, 2024.

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8. CITY MANAGER REPORTS AND RECOMMENDATIONS
a. Verbal Reports – No Action.
i. Memorial Day Car Show Recap.
ii. Master Tax Sharing Agreement.
iii. Fiscal Year 2024-2025 Budget Scheduling.

9. DEPARTMENT RECOMMENDATIONS (ACTION ITEMS)
a. Adopt a Resolution Authorizing Continuation of Municipal Operations Based upon the Biennial Fiscal Year 2022-2024 Budget.

Presenting staff member: Manual Orozco, Finance Director. b. Presentation and Acceptance of Audited Financial Statements for Fiscal Year Ending June 30, 2022.

Presenting staff member: Manual Orozco, Finance Director. c. Adopt a Resolution to Approve a Revised Injury and Illness Prevention Program that Provides all Reasonable Safeguards for Employee Heath and Safety and to Ensure Employees Perform their Assigned Tasks in a Safe Working Manner and Developing a Safety Awareness Among the Staff, Effective June 13, 2024.

Presenting staff member: Karen Stevenson, Human Resources Manager. d. Adopt a Resolution to Approve a New Workplace Violence Prevention Program that Outlines how the City will Protect Employees and Prevent Workplace Violence within Spaces Under its Control, Effective June 13, 2024.

Presenting staff member: Karen Stevenson, Human Resources Manager. e. Local Highway Safety Improvement Program (HSIP) Funding for Street Safety Improvement Projects and Authorize $5,000 from Fund 200 as the City’s Contribution (10-Percent of the Project’s Costs).

Presenting staff member: Walter Kolon, Services and Facilities Director f. Adopt a Resolution Authorizing Advertisement of the Steel Water Tank Site Improvements Project 2023-04,Phase III of the Groundwater Resiliency Improvement Project for an Amount not to Exceed $152,475.00 with a Ten Percent Contingency.

Presenting staff member: Walter Kolon, Services and Facilities Director g. Discussion and Possible Execution of an Energy Services Agreement with Syserco Energy Solutions (SES) for the Completion of a Design and Installation of a Proposed Solar Photovoltaic (P.V.) System at Selected Sites within the City Consistent with CA Government Code §§ 4217, Et Seq, for an Amount not to Exceed $4,939,000.

Presenting staff member: Leiloni Shine, Contract Planner.

10. DEPARTMENT MONTHLY REPORTS – (presented at the second meeting of each month) None presented.

11. CITY COUNCIL ANNOUNCEMENTS, COMMUNICATIONS AND REPORTS

12. GOOD & WELFARE

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.

14. ADJOURNMENT
Willits City Council Agenda – June 12, 2024.

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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 7th day of June, 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.

A PROCLAMATION OF THE WILLITS CITY COUNCIL DESIGNATING WILLITS WESTERN WEAR DAYS 98TH WILLITS FRONTIER DAYS
JUNE 21ST THROUGH JULY 4TH
, 2024
WHEREAS, Willits Frontier Days is the oldest continuous rodeo in the State of California and this year’s theme, “Cowboys and Cadillacs”, marks the 98th staging of Willits Frontier Days, an event that draws visitors from all over to celebrate Independence Day as well as our historic community; and WHEREAS, each year, this event is run solely by hardworking volunteers, with many hours dedicated to putting together this traditional event; and
WHEREAS, this annual community event instills great pride in all of us who call Willits home, past and present; WHEREAS, this past year had its challenges as contractors, Frontier Days volunteers, and City crews, pulled together to complete the repairs to facilities damaged during the December 2022 storm. The dedication shown by these groups ensured the wonderful event will take place at the Rodeo Grounds this year. Therefore, the City Council extends our gratitude to Willits Frontier Days for their patience and understanding during the construction.

NOW, THEREFORE, I, Saprina Rodriguez, Mayor of the City of Willits, along with Vice Mayor Gerardo Gonzales, Council Members, Larry Stranske, Madge Strong, and Greta Kanne do hereby proclaim June 21st through July 4th, 2024, as
“WESTERN WEAR DAYS”
in the City of Willits and encourage all who enter our community to join us in the rodeo spirit by wearing western apparel.

IN WITNESS WHEREOF, I have hereunto set my hand and cause the Seal of the CITY OF WILLITS to be affixed this 12th day of June, 2024.

Saprina Rodriguez, Mayor
ATTEST:

Delores Pedersen, City Clerk
111 E. COMMERCIAL STREET
WILLITS, CALIFORNIA 95490
(707) 459-4601 TEL
(707) 459-1562 FAX

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WILLITS CITY COUNCIL

MINUTES
WEDNESDAY MAY 22, 2024
Mayor Rodriguez 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, Larry Stranske, Greta Kanne, Vice Mayor Gerardo Gonzalez and Mayor Saprina Rodriguez were present.

Also present were staff members: Brian Bender, 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; Leiloni Shine, Contract Planner; Chris Dewey, Interim Police Chief; and Delores Pedersen, City Clerk.

2. Public Communications
 None presented.

3. Public Matters
a. Update from Third District County Supervisor John Haschak.

Supervisor Haschak reported the following:
 The Mendocino County Library is finalizing a contract with an energy consulting firm.

The first project that will be completed will be to repair the roof. There are in hopes that this will be done this summer. After the roof is complete the next project is installation of solar panels.
 The Psychiatric hospital that will be built on Whitmore Lane in Ukiah has gone out for a Request for Proposals (RFP). The deadline for the RFP’s is June 27th. There are in hopes to break ground in early August, it is expected that the project will take fourteen months to complete. This project is funded with Measure B Funds.  The Board of Supervisors are currently working on balancing the Mendocino County Budget. This will be an item on the June 4th and 5th Board of Supervisors meeting.  The board approved the special assessment ballot that will go to residents of Sherwood Road. The assessment is to create space for emergency vehicle access for Willits Creek Trail. Residents will have until July 23rd to vote on the assessment.

The assessment is $30.88 for developed property per year, and $1.39 for undeveloped property per year. Supervisor Haschak will be in Brooktrails on May 28th to do a presentation with the engineer that produced the report to explain to the residents about the assessment ballot. If the assessment passes it will be added to the resident’s property taxes next year.
 The Board of Supervisors gave approval for the Friends of the Mendocino County Museum to have the authority to make the decisions on changes that they feel need to be made to the Museum.

Willits City Council Minutes of May 22, 2024 Page 2 of 8  The Great Redwood Trail Draft Master Plan is available for viewing and comments on their website, greatredwoodtrailplan.org. Public comments will close on June 3rd.  Mayor Rodriguez inquired if there are any plans for a mental health facility in Willits, with Measure B Funds. Supervisor Haschak responded that there is no plan for a facility in Willits. The Mobile Outreach Program will continue in Willits. Mayor Rodriguez inquired if there will be any enhancement of services in the northern part of the county or will the services be staying strictly in Ukiah and on the coast? Supervisor Haschak responded that there are plans to get more services to the northern part of the county, stating that these would be great questions for the Measure B Advisory Board.
 Mendocino County had to borrow seven million dollars from Measure B to construct the behavioral health wing of the county jail. The Measure B Advisory Committee did not take action on the seven-million-dollar loan, this was a decision made by the Board of Supervisors. Councilmember Kanne requested if there could be Mobile Outreach with Willits Police to assist with mental health issues within the Willits city limits. Mr. Haschak will bring this up at the next Measure B meeting and he will also make the request to the Head of Behavioral Health.
b. Update from the Little Lake Fire District (written report).

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. May 8, 2024.

Public Comment: None presented.

Moved by Strong/Seconded by Kanne 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. Building Activity Report – April 2024.
b. Business License Activity Report – April 2024.

7. Commissions, Agencies and Authorities
None presented.

8. City Manager Reports and Recommendations+
a. Adopt a Resolution Supporting the Willits Center for the Arts’ Application to the 2024 Arts in California Parks Planning and Development Grant Application.

Public Comment: None presented.

Moved by Kanne/Seconded by Gonzalez and carried unanimously to adopt Resolution No. 2024-18 supporting the Willits Center for the Arts’ application to the 2024 Arts in California Parks Planning and Development Grant application.

Willits City Council Minutes of May 22, 2024 Page 3 of 8 b. Delegation of Authority to File and make Decisions on Applications for Disability Retirement.

Public Comment: None presented.

Moved by Strong/Seconded by Stranske and carried unanimously to adopt Resolution No. 2024-19 to delegate the authority to file and make decisions on applications for disability retirement.
c. Verbal Reports – No Action.
i. Master Tax Sharing Agreement.
 City Manager Bender reported that the Tax Sharing Agreement was not ready to present to the Board of Supervisors at their May 21st meeting due to internal County Staff raising concerns regarding applying the different formulas when properties transition out of one jurisdictions taxing formula to another. After discussions between members of the Tax Sharing Agreement Ad Hoc Committee, County Staff and Counsel that was involved as well as the four Municipalities, at this time everything has been agreed on. Concerns that were brought forth by County Staff have been addressed. There is the expectation that the Tax Sharing Agreement will be ready for the June 4th Board of Supervisors meeting. If the Board of Supervisors sign off on the agreement it will then go to the four Municipalities for signatures.  City Manager Bender reported that PG&E will report their pending outage schedule later this week.
 Next week is Public Works appreciation week.

Public Comment: None presented.

9. Department Recommendations (Action Items)
a. Adopt a Resolution amending the City of Willits Conflict of Interest Code and rescind Resolution 2008-06.

Public Comment: None presented.

Moved by Gonzalez/Seconded by Kanne and carried unanimously to adopt Resolution No. 2024-20 adopting a new Conflict of Interest Code and rescind Resolution 2008-06.
b. Adopt a Resolution Authorizing a Contract Amendment to the LACO On-call Engineering Contract and the Supporting Budget Amendment of $200,000.

Public Comment: None presented.

Moved by Strong/Seconded by Gonzalez and carried unanimously to adopt Resolution No. 2024-21 to approve Amendment #1 to the On-Call Engineering Services Contract with LACO Associates including a sustaining budget increase of $200,000.

d. Discussion and Possible Action Including Approval of Resolution Adopting the Program Guidelines and Loan Program Application for the Owner-Occupied Housing Rehabilitation Loan Program and Authorizing the Community Development Department to Implement the Owner-Occupied Housing Rehabilitation Loan Program using Permanent Local Housing Allocation (PLHA) Funding to Help Preserve Housing Stock in the City of Willits.

Willits City Council Minutes of May 22, 2024 Page 4 of 8  Dusty Duley, Community Development Director presented a Power Point presentation explaining the program.

Public Comment:
 Raghda Zachariah expressed her concern about the possible recipients having to have a lien filed against their home when they are approved for the loan program.  Sandy O’Ferrall, Grants Program Analyst for LACO Associates, wanted to clarify that the City of Willits entered into an agreement with Community Development Services (CDS) to secure the 2019, 2020 and 2021 funds, currently the city has $371,000 available. There was a five-year estimate of $553,857 but it is unknown what the funding availability will be for the 2022 and 2023 years.  Jeff Lucas of CDS responded to Ms. Zachariah’s comments. The lien is a requirement from the California Department of Housing and Community Development, this is not something that can be waived.

Moved by Kanne/Seconded by Stranske and carried unanimously to adopt Resolution No. 2024-22 authorizing the adoption of the program guidelines for the City of Willits PLHA Owner-Occupied Housing Rehabilitation Loan Program. d. Adopt a Resolution Authorizing the Advertisement of the Steel Water Main Replacement Project with the Additive Alternate of Replacing Adjacent Sewer Mains for a Combined Project Cost of $1,227,955 (Project 2023-08).
 Walter Kolon, Services and Facilities Director reported that the combined Project Cost increased to $1,265,925 based on the engineer estimate that is in the packet.

The project is funded with Water and Wastewater Enterprise funds. Mr. Kolon reported that this project will be replacing the last steel water lines within the city and will help reduce the amount of brown water occurrences.

Public Comment:

Moved by Kanne/Seconded by Rodriguez and carried unanimously to adopt Resolution No. 2024-23 authorizing an amendment to the Steel Water Main Replacement Project (Project No. 2023-08) to include the additive alternate of replacing 1,482 linear feet of adjacent sewer mains for a combined project cost of $1,265,925.
e. Discussion to Revise Municipal Code Title 12, Chapter 12.16 Sidewalks, Curbs and Gutters-Construction and Repair, to add new regulations for sidewalk repair or replacement; revising the Municipal Code to include Chapter 12.17 Requiring Willits Property Owners to Inspect and Certify Sidewalks in the Public Right-of-Way at the Time of Property Transfer.
 Leiloni Shine, Contract Planner, presented a PowerPoint presentation on the prospective Sidewalk Ordinance policy revisions and details. Ms. Shine reports that the potential Municipal Code revisions that are included but not limited to:
 Sidewalk Liability Ordinance.
 Point of Sale Ordinance for sidewalk repairs.
 General Sidewalk Repair and Maintenance requirement within the Municipal Code.
 Ms. Shine adds that in addition to these revision staff would also like to talk about establishing a Sidewalk Hardship repair program.

Willits City Council Minutes of May 22, 2024 Page 5 of 8  Councilmember Kanne commented that she likes the idea of cost sharing as identified in the PowerPoint presentation but asked if Ms. Shine was suggesting that there would be some funding source that would be identified, or would funds be taken from the General Fund or other City Funds in order to offer loans to the community? Ms. Shine responded that discussions are continuing with the Finance Director if transportation funds could be utilized for sidewalk repairs. Finance Director Orozco added that he is looking into whether sidewalks are considered as part of the road. Councilmember Kanne expressed that she would rather transportation funds not be used for sidewalk repairs, she believes the community would rather see roads repaired before sidewalks.
 Councilmember Kanne stated that the suggested six-month fee waiver is not enough time, she requests that it be updated to twelve to eighteen months, this allows homeowners the time to have work done and have the benefit of the waived fees.  Councilmember Strong asked for clarification on the difference between homes that already have sidewalks and those that do not. If a resident lives at a home with no sidewalk, will they be required to have a sidewalk installed or could there be an option for them to contribute to a fund that could be targeted to locations with more pedestrian traffic and dangerous conditions. Ms. Shine responded that the city staff could explore creating a policy that would identify the areas, based on the location and whether sidewalks exist or not, there could be different criteria for what is required. The intent is not to have a potential home seller that is in an area with no sidewalk to put a sidewalk in front of their home when there is no other home with sidewalks. If the council would want to support additional funds for general sidewalk repairs for certain areas, those areas could be prioritized. Councilmember Strong also agrees with the need for the fee waiver time period to be longer than six months.  Councilmember Stranske stated that there are homeowners that are not aware that they are responsible for the sidewalks in front of their homes and feels this is a step in the right direction to make homeowners aware that they are responsible for the sidewalks. Mr. Stranske suggests that the policy reflects that when a homeowner sells their home the requirement is to install a sidewalk.  Mayor Rodriguez inquired if there are two permits required to have a sidewalk installed, an encroachment permit and construction permit? Davey Bowles, Building Official, responded that an encroachment permit is all that is required unless the sidewalk extends onto the property, that is when a building permit would be required.  Mayor Rodriguez inquired what is the homeowner’s responsibility when it comes to trees that are not planted by them but were planted by the City, and the tree causes damage. What is the City’s responsibility when the tree causes damage to the sidewalk. Ms. Shine responded that the tree being the responsibility of the homeowner is a State Code. The City could decide to take responsibility for city trees and splitting the cost could seem reasonable. Mayor Rodriguez also asked, what if the homeowner does the sidewalk work and then decides to remove the tree due to the damage it had caused or would cause? Ms. Shine stated that the Urban Forest Ordinance addressed replanting requirements which has an appropriate species list. The list would be of the type of trees that would not lift the sidewalk in a year or cause other damage. A Tree Ordinance is where the city would be able to address tree removal and tree planting and having an arborist to identify the different issues that could occur with trees.
 Mayor Rodriguez expressed concern over the fiscal impact of the ordinance. The proposed ordinance states that the city would have the right to recover from property owners or their insurance companies a portion of the claims for injuries resulting from unsafe sidewalk conditions. Mayor Rodriguez would like to see a policy in place, that if the homeowner cannot afford to repair the sidewalk in front of their home, in place that the City can get the repair taken care of before it increases the liability to Willits City Council Minutes of May 22, 2024 Page 6 of 8 the homeowner and the City with some type of small installment plan or something of that nature.
 Councilmember Gonzalez agrees with extending the fee waiver timeframe. Mr.

Gonzalez questioned that if we notify the homeowner of needed repairs to their sidewalk, does the city still have some amount of liability if someone gets hurt after the notice has been sent to the homeowner? Jim Lance, City Attorney responded that yes, the City does, based on the California Government Torte Liability Act creates liability for City’s from dangerous conditions of public property. If there is a dangerous condition that is known or should be known by the City even if the homeowner is notified of needed repairs the City can count on being named in a claim if someone gets hurt tripping or falling on the unrepaired sidewalk.  Councilmember Kanne wanted to bring the attention to the community that the City is not trying to push off the liability of the sidewalks to individual property owners, that City liability is community liability. If the City is sued the community members are paying for that, taxpayers are paying for that, and insurance rates are going up.

This is an attempt to reduce liability for everyone.
 The following directions were given:
 Increase the Fee Waiver time frame to twenty-four months.  Insure coincides with the Uban Forestry Ordinance.
 A plan of exception as to identify which areas are rural that would pay into a sidewalk plan rather than being required to put a sidewalk in front of their home. The contributions to this plan would be used for potential loans to homeowners that cannot afford to repair the sidewalk in front of their home.  City Manager Bender added that based on the Sidewalk Assessment that is currently being done, the City can identify the areas where sidewalks are in severe state of repair, or it is not as needed because of the location of the home. This can help develop a criteria or conditions plan and if an area is designated as a high critical need there would then be a burden on the property owner. If it is in an area that does not add any connectivity value this would identify a lesser threshold for the property owner to make the improvements.

Public Comment: None presented.

10. Department Monthly Reports – (presented at the second meeting of each month). a. Airport.

City Manager Bender reported that the Federal Aviation Administration (FAA) dismissed one of the part sixteen complaints that was filed against the City. There has been a new tenant parking area set up at the airport.
b. Community Development.
 Community Development Director, Dusty Duley added that the department will be making calls to Caltrans to get the downtown Willits signs installed.  Mayor Rodriguez inquired about the timeline for potential improvements of projects identified in the Clean California Grant? Mr. Duley responded that Priority Improvements are designing and construction of a 3200 square foot Pavilion in Bud Snider Park, rehabilitation of the existing bathrooms, getting scope of work from engineer that will be paid out of the Clean California Grant that was awarded to the City. Construction is projected to begin early next year. Other improvements include solar decorative streetlights along downtown Main Street, additional lighting in Babcock Park, banner with support poles at Oak and Main Streets. Design work for banner and streetlighting is currently underway with Tall Tree Engineering, there are hopes to get these done this year. Currently in the beginning stages of planning with Caltrans and Redwood Waste Solution to establish free dump days for the Willits City Council Minutes of May 22, 2024 Page 7 of 8 community, the plan is to offer this for the next three years. There is $10,000 to support the free dump days.
 Councilmember Kanne inquired about Babcock Park fountain repair updates. Walter Kolon, Services and Facilities Director responded that fountain repairs are currently happening. The electric and epoxy sealant in the fountain is complete. There are plans to install a new pump this summer, as well as repainting and rehabbing the arch.
 Councilmember Strong inquired if there is any progress on Vacant Commercial Buildings, remediation of the Van Hotel? Mr. Duley responded that there is currently a registration program for owners to register their vacant building but many of them fail to do so. Forcing the City to have to file code enforcement on some of the vacant building owners. Many of the vacant commercial buildings are in such a state of disrepair that bringing in a business without the repairs being done, makes it that the city is unable to approve a business license for the location. Councilmember Strong inquired about the Van Hotel status. Mr. Duley responded that the owner was given two months to rectify the situation, and this has not happened, the City is now seeking legal options.
 Mayor Rodriguez inquired if there was a proposed zoning change in the area of the Library, Recreation Grove Park and the Frontier Days Rodeo Grounds. Mr. Duley with the proposed zoning change ordinance there are no zoning changes in these areas of Commercial Street.

c. Finance.

Finance Director, Manuel Orozco reports that the FY Audit 21-22 is complete, it will be brought to council at the June 12th meeting.
d. Police Department. – Nothing more to report.

e. Services & Facilities.
 Services and Facilities Director, Walter Kolon provided an update on the 2022/2023 Pavement Preservation Project. The project is running smoothly and is expected to be complete by the middle of July 2024.
 The 2023/2024 Pavement Preservation Project is currently out to bid and will be closing bids out and announcing the bid amounts on July 20, 2024, once approved will move forward with starting the project.
 Services and Facility crews are currently doing tree trimming and beautification in town in time for the events that are coming up.
 PG&E has submitted plans for installing sidewalks on Baechtel Rd, and East Hill Rd. f. Utilities.
 City Manager Bender reported that the reservoirs are 100% full.

No action taken.

11. City Council Announcements, Communications and Reports Councilmember Kanne
 Transportation Committee – Meets May 23, 2024.
 Measure K Committee – Meets May 28, 2024.
 Have heard from a couple homeowners in the Haehl Creek Subdivision that are requesting a bench in the Haehl Creek Subdivision Park.

Councilmember Strong
 Economic Development & Financing Corporation (EDFC)
Receiving more loan applications from Businesses in Mendocino County.  Mendocino Solid Waste Management Authority (MSWMA)
Willits City Council Minutes of May 22, 2024 Page 8 of 8 The May 30th special meeting will focus on hazardous waste issues. Review how program is going.
 Sonoma Clean Power – Meets on June 6th.

Councilmember Stranske
 Water/Wastewater Committee – John Grahm gave a presentation on backflow devices and the purpose for them.

Councilmember Gonzalez
 Water/Wastewater Committee – John Grahm gave a presentation to the committee on Backflow testing. A Water Rights memo written by Andrew Ramos was presented to the committee. Wastewater Treatment Maintenance Building will be coming to council to get the bid approved.

Mayor Rodriguez
 Mendocino Transit Authority (MTA) - Director is stepping away at the end of term.

Willy West of Willits will be serving as new director.

Public Comment: None presented.

No action taken.

12. Good & Welfare
 Councilmember Strong – Reported that her house mate, Mary Zellarchild is moving to Walnut Creek.
 Vice Mayor Gonzalez- Graduation and the Sober Grad events will take place on June 6th. The parade is optional.
 Councilmember Kanne – Work being done on Padula’s lot, grading and graveling to be used as a valet parking lot during the Car Show $2. Councilmember Kanne and her husband Chirs are Celebrating their 25 Wedding Anniversary tomorrow, May 23, 2024.

13. Closed Session Notice
None presented.

14. Adjournment
Mayor Rodriguez declared the meeting adjourned at 9:21 p.m. _____________________________
SAPRINA RODRIGUEZ, Mayor
City Council for the City of Willits
ATTEST:
__________________________

DELORES PEDERSEN
City Clerk
BL# Business Name Name Address Date Issued Type of Bussiness 7263 Seaside Electric Jason Friscia 32061 N Hwy 1 Fort Bragg CA, 95437 5/14/2024 Electrical Contractor
7264 Eide Bailly LLP James Ramsey
10681 Foothill Blvd Ste 300
Rancho Cucamonga, CA
91730
5/14/2024 Accounting Services
7265 Redwood Waste Soultions Inc Waste Connections Inc 351 Franklin Ave Willits, CA 95490 5/20/2024 Trash Services
7266 Sonoma Life Support American Medical Response West 930 S A St Santa Rosa, CA 95404 5/20/2024 Ambulance Services
7267 BACE Bavid Blesse 109 N Main St Willits, CA
95490 5/20/2024 Social Club
New Business License - May 2024
6a
Permit Summary Report (Total Fees Paid)
Current
Month
May 2024
Month Last
Year
May 2023
Current Yr-ToDate
7/1/2023 - 5/31/2024
Last Yr-ToDate
7/1/2022 -
5/31/2023
Building
Count 4 5 47 53
Total Fees $4,175.19 $1,283.12 $19,579.15 $85,440.95
Fees Paid $4,175.19 $1,283.12 $19,579.15 $85,440.95
Total Valuation 245,500.00 38,400.00 1,033,775.35 7,123,305.79 Total Square Feet 1,985 0 13,791 8,052
Administrative $1,492.07 $488.31 $6,947.83 $23,283.63
BSF $12.00 $5.00 $55.00 $312.00
Building Department (OTC Permit
Fees)
$0.00 $0.00 $689.00 $270.00
Building Department (Permit Fees) $2,295.50 $727.35 $10,553.47 $46,429.72 Building Miscellaneous Fees $0.00 $0.00 $0.00 $3,483.60 GPM $343.70 $53.76 $1,170.93 $9,931.37
SMIP Commercial $0.00 $6.22 $97.87 $1,505.33
SMIP Residential $31.92 $2.48 $65.05 $225.30
Demolition
Count 0 0 8 3
Total Fees $0.00 $0.00 $2,153.63 $1,205.98
Fees Paid $0.00 $0.00 $2,153.63 $1,205.98
Total Valuation 0.00 0.00 82,700.00 101,700.00
Total Square Feet 0 0 6,085 0
Administrative $0.00 $0.00 $614.56 $0.00
BSF $0.00 $0.00 $10.00 $1.00
Building Department (OTC Permit
Fees)
$0.00 $0.00 $0.00 $0.00
Building Department (Permit Fees) $0.00 $0.00 $1,391.72 $1,062.10 Building Miscellaneous Fees $0.00 $0.00 $0.00 $0.00
GPM $0.00 $0.00 $115.78 $142.38
SMIP Commercial $0.00 $0.00 $18.12 $0.00
SMIP Residential $0.00 $0.00 $3.45 $0.50
Electrical
Count 1 3 16 24
Total Fees $111.60 $339.85 $2,963.83 $3,655.27
Fees Paid $111.60 $339.85 $2,963.83 $3,655.27
Total Valuation 1,500.00 8,000.00 163,099.00 114,933.66 Total Square Feet 3,000 0 3,000 0
Administrative $0.00 $0.00 $493.78 $315.51
BSF $1.00 $3.00 $19.00 $24.00
Building Department (OTC Permit
Fees)
$108.00 $324.00 $1,646.00 $2,256.00
Building Department (Permit Fees) $0.00 $0.00 $546.25 $869.02 B
uildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$2.10$11.20$228.34$160.91
SMIPCommercial $0.00$0.00$12.96$20.56
SMIPResidential $0.50$1.65$17.50$9.27
Grading
Count0010
Total Fees$0.00$0.00$0.00$0.00
FeesPaid$0.00$0.00$0.00$0.00
Total Valuation0.000.008,000.000.00
Total SquareFeet0000
Administrative$0.00$0.00$0.00$0.00
BSF$0.00$0.00$0.00$0.00
BuildingDepartment(OTCPermit
Fees)
$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
Mechanical Count
331911
Total Fees$283.49$383.57$2,157.80$1,420.36
FeesPaid$283.49$383.57$2,157.80$1,420.36
Total Valuation19,300.0036,974.50159,520.00144,029.40
Total SquareFeet001,0000
Administrative$62.63$0.00$62.63$0.00
BSF$2.00$3.00$17.00$12.00
BuildingDepartment(OTCPermit
Fees)
$189.00$324.00$1,836.00$1,188.00
BuildingDepartment(PermitFees)$0.00$0.00$0.00$0.00
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$27.02$51.76$219.31$201.64
SMIPCommercial $0.00$0.00$3.35$0.00
SMIPResidential $2.84$4.81$19.51$18.72
Plumbing
Count0063
Total Fees$0.00$0.00$746.61$337.20
FeesPaid$0.00$0.00$746.61$337.20
Total Valuation0.000.0029,700.007,300.00
Total SquareFeet0000
Administrative$0.00$0.00$193.73$63.21
BSF$0.00$0.00$6.00$3.00
BuildingDepartment(OTCPermit
Fees)
$0.00$0.00$162.00$162.00
BuildingDepartment(PermitFees)$0.00$0.00$336.80$97.25
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$0.00$0.00$41.58$10.22
SMIPCommercial $0.00$0.00$3.52$0.00
SMIPResidential $0.00$0.00$2.98$1.52
Re-Roof
Count6104238
Total Fees$508.29$1,030.77$3,894.21$4,045.13
FeesPaid$508.29$1,030.77$3,894.21$4,045.13
Total Valuation56,317.87137,100.00472,336.87563,208.00
Total SquareFeet4,3001,50023,80020,869
Administrative$0.00$0.00$81.00$0.00
BSF$5.00$11.00$42.00$43.00
BuildingDepartment(OTCPermit$432.00$810.00$3,065.00$3,159.00 F
ees)
BuildingDepartment(PermitFees)$0.00$0.00$0.00$0.00
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$64.85$191.94$629.77$760.13
SMIPCommercial $0.78$0.00$33.07$30.71
SMIPResidential $5.66$17.83$43.37$52.29
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(OTCPermit
Fees)
$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
Count311132
Total Fees$3,168.13$544.84$6,396.87$18,165.03
FeesPaid$3,168.13$544.84$6,396.87$18,165.03
Total Valuation648,351.9928,000.00916,080.30783,685.58
Total SquareFeet0000
Administrative$2,721.97$0.00$2,821.97$2,147.06
BSF$3.00$2.00$12.00$44.00
BuildingDepartment(OTCPermit
Fees)
$350.00$500.00$3,288.08$11,850.00
BuildingDepartment(PermitFees)$0.00$0.00$0.00$2,915.70
BuildingMiscellaneousFees$0.00$0.00$0.00$0.00
GPM$85.25$39.20$251.47$1,069.66
SMIPCommercial $0.00$0.00$0.00$73.36
SMIPResidential $7.91$3.64$23.35$65.25
Total Count1722150164
Total Fees$8,246.70$3,582.15$37,892.10$114,269.92
Total FeesPaid$8,246.70$3,582.15$37,892.10$114,269.92
Total Valuation970,969.86248,474.502,865,211.528,838,162.43 Total SquareFeet9,2851,50047,67628,921
Total Administrative$4,276.67$488.31$11,215.50$25,809.41 Total BSF$23.00$24.00$161.00$439.00
Total BuildingDepartment(OTCPermit
Fees)
$1,079.00$1,958.00$10,686.08$18,885.00
Total BuildingDepartment(Permit
Fees)
$2,295.50$727.35$12,828.24$51,373.79
Total BuildingMiscellaneousFees$0.00$0.00$0.00$3,483.60 Total GPM$522.92$347.86$2,657.18$12,276.31
Total SMIPCommercial $0.78$6.22$168.89$1,629.96
Total SMIPResidential $48.83$30.41$175.21$372.85
Item No. 9a
Meeting Date: June 12, 2024

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Manuel Orozco, Finance Director
Agenda Title: ADOPT A RESOLUTION AUTHORIZING CONTINUATION OF MUNICIPAL OPERATIONS BASED UPON THE BIENNIAL FISCAL YEAR 2022-2024 BUDGET.

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

Summary of Request: The Finance Department seeks the City Council to authorize a continuation of municipal expenditures until the July 24th regular meeting when the Council will adopt the Fiscal Year 2024- 2025 Budget. The adoption of the accompanying Resolution ensures the continued funding for services and programs at existing levels.

The continuation is necessary due to the delay with the Fiscal Year 2022-2023 Audit, the continued implementation of new accounting software, and meeting availability among Council members and staff.

Currently there is a budget work session scheduled for June 13th between 9 and 11 AM and additional budget review will occur during the June 26th regular meeting. There are Finance Committees scheduled for June 19th and July 17th when the Committee will have the opportunity to review and discuss proposed budget items and offer the entire Council recommendations at the July 24th meeting.

Recommended Action: Adopt the accompanying Resolution authorizing continuation of municipal operations based upon the Biennial Fiscal Year 2022-2024 Budget.

Alternative(s): None recommended.

Fiscal Impact: Financial activities will continue in Fiscal Year 2024-25 for ongoing and routine expenditures using the budgetary framework and authorities stipulated in the Biennial 2022-24 Adopted Budget.

Personnel Impact: None.
2021 Adopted Goals: This item addresses Goal #1 for Administration…Develop and implement a longrange Fiscal Sustainability Plan for City finances in order to promote the City’s economic health by balancing revenues and expenditures to solve systemic problems.

California Environmental Quality Act: Not applicable.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS AUTHORIZING CONTINUATION OF MUNICIPAL OPERATIONS BASED UPON THE BIENNIAL 2022-2024 BUDGET.

WHEREAS, traditionally, the Willits City Council conducts hearings on its budget for the upcoming fiscal year in May and June in order to approve the budget before the beginning of the fiscal year commencing July 1st; and
WHEREAS, this year’s budget preparation encountered obstacles due to the delay of the Fiscal Year 2022-2023 Audit, the continued implementation of new accounting software, and meeting availability among Council members and staff; and WHEREAS, these delays will prevent the City Council from adopting the Fiscal Year 2024-2025 Budget prior to the beginning of the new Fiscal Year; and WHEREAS, the City seeks to remain in compliance with Government Code Section 37208 (b) Stating “Warrants or checks drawn in payment of demands certified or approved by the city clerk as conforming to a budget approved by ordinance or resolution of the legislative body need not be audited by the legislative body prior to payment”; and WHEREAS, in order to provide continuing funding for City services and programs, it is necessary to adopt a continuing appropriation and expenditure budget based upon the Biennial 2022-2024 Budget.

NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby authorize, as follows:

1. That the operating budget, exclusive of capital projects and equipment, for Biennial 2022-2024, is hereby established as the appropriation and expenditure level, until the City Council's adoption of the Budget for Fiscal Year 2024-2025.

2. City staff shall continue to process warrants in accordance with the law.

3. The Finance Director may draw warrants or checks in payment of certified payroll and other demands and certify that they comply with the proposed Budget, subject to final ratification by the City Council after the final Budget is adopted for Fiscal Year 2024- 2025. As so certified, said warrants and checks shall be deemed to comply with Government Code Section 37208.

4. This Resolution shall terminate upon adoption of an approved Budget for Fiscal Year 2024-2025.

The above and foregoing Resolution was introduced by Councilmember ____ seconded by Councilmember ____, and passed and adopted at regular meeting of the City Council of the City of Willits, held on the 12th day of June, 2024, by the following vote:

AYES:

NOES:

ABSENT:
__________________________
SAPRINA RODRIGUEZ, Mayor
Resolution No. 2024-__ Page 2 of 2 June 12, 2024
ATTEST:
_____________________________
City Council of the City of Willits

DELORES PEDERSEN
City Clerk
Item No. 9b
Meeting Date: June 12, 2024

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Manual Orozco, Finance Director
Agenda Title: PRESENTATION AND ACCEPTANCE OF AUDITED FINANCIAL STATEMENTS FOR FISCAL YEAR ENDING JUNE 30, 2022.

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

Summary of Request: The firm of Moss, Levy & Hartzheim LLP, issued an unmodified opinion on the City of Willits Financial Statements for the Fiscal Year ending June 30, 2022.

The report includes the auditors’ opinion letter, the Management Discussion and Analysis, the Financial Statements, Notes to the Financial Statements, budget to actual comparisons for the General, Sales Tax and Enterprise Funds, and the auditors’ report on internal control. The following are noteworthy:
 The ending balance in the General Fund increased by $379,469 from $3,159,013 to $3,538,482.  The Sales Tax Transportation Improvement Fund ended the year with a balance of $3,314,838 with an increase of $305,693 due to a small expense decrease in Capital Outlay.  The Sewer Enterprise Net Position decreased by $147,307 while the Net Position in the Water Enterprise increased $181,002 as indicated on Pages 25 of Financial Statements.

Please read the Management Discussion and Analysis (Pages 4-15) for an overview of the Financial Statements. The Notes to the Financial Statements (Pages 29-55) are an integral part of understanding the statements.

GASB68 requires the Financial Statements include the unfunded liability for pension accounts.

Recommended Action: Receive and accept the Report.

Alternative(s): None recommended.

Fiscal Impact: Information purposes only.

Personnel Impact: None.
2021 Adopted Goals: This action satisfies Goal #1 for the Administration Department…Develop and implement a long-range Fiscal Sustainability Plan for City finances in order to promote the City’s economic health by balancing revenues and expenditures to solve systemic problems.

California Environmental Quality Act: Not applicable.

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
4 This discussion and analysis provide an overview of the City of Willits’ financial performance for the fiscal year ended June 30, 2022. This report has been prepared in accordance with Accounting Principles Generally Accepted in the United States of America (GAAP) as established by the Governmental Accounting Standard Board (GASB). We encourage our readers to consider this information in conjunction with the information provided in the accompanying basic financial statements and notes.

FINANCIAL HIGHLIGHTS
Financial highlights of fiscal year ended June 30, 2022, include the following:

Government-wide:
 The City’s total net position was $32,510,789 as of June 30, 2022. This was an increase of $1,297,953 or 4% from the prior fiscal year. Of this total, $5,515,574 was governmental net position and $26,995,215 was business-type net position.
 Government-wide primary government revenues were $10,080,883 and were $2,003,291 or 25% more than the prior fiscal year. They include program revenues of $4,746,682 and general revenues and transfers of $5,334,201.
 Government-wide primary government expenses were $8,530,045 and were $1,391,766 or 19% more than the prior fiscal year.
 Business-type revenues were $6,692,466 including transfers and were $1,282,302 or 16% less than the prior fiscal year. They include program revenues of $6,684,966 and general revenues and transfers of $7,500.
 Business-type expenses were $6,993,467 and were $182,741 or 3% less than the prior fiscal year.

Fund Level:
 Governmental fund balances increased $2,484,803 in fiscal year 2022.  Governmental fund revenues increased $1,925,999 or 24% in fiscal year 2022.  Governmental fund expenditures increased $529,157 or 7% in fiscal year 2022.  General Fund revenues of $6,789,814 represented a $843,940 increase over the prior fiscal year.  General Fund expenditures of $6,023,228 represented an increase of $504,305 over the prior fiscal year.
 General Fund balance of $3,538,482 as of June 30, 2022, increased by $379,469 or 12% from 2021 fiscal year’s fund balance of $3,159,013.

OVERVIEW OF THE COMPREHENSIVE ANNUAL FINANCIAL REPORT
The financial section of this report consists of five parts.  Independent Auditor's Report
 Management Discussion and Analysis (Unaudited)
 Basic Financial Statements, which include: Government-Wide Financial Statements, Fund Financial Statements and Notes to Basic Financial Statements  Required Supplementary Information (Unaudited)
 Supplementary Information, which includes Combining Fund Statements The Statement of Net Position and Statement of Revenues, Expenses, and Changes in Net Position provide information about the activities of the City, presenting an aggregate view of the City’s finances. The basic financial statements also include notes explaining pertinent information in the financial statements and provide more detailed data.

The Basic Financial Statements for the District are presented as "Government-Wide" and Proprietary or Enterprise Fund financial statements. The chart below provides an overview of the major features of the financial statements.

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
5 Figure A
Major Features of City of Willits' Government-wide and Fund Financial Statements

Government-wide Statements
Fund Statements
Governmental Funds Proprietary Funds

Scope Entire City government City Activities that are not proprietary or fiduciary, such
as police, fire, and parks
Activities the City operates
similar to private businesses:
such as water and
wastewater systems.

Required financial
statements
Statement of net position Balance sheet Statement of net position

Statement of activities Statement of revenues,
expenditures, and changes in
fund balances
Statement of revenues
expenses, and changes in net
position

Statement of cash flows

Accounting basis
and measurement
focus
Accrual accounting and
economic resources
measurement focus
Modified accrual accounting
and current financial
resources measurement
focus
Accrual accounting and
economic resources
measurement focus

Type of
asset/liability
information
All assets and liabilities, both
financial and capital, and shortterm and long-term
Only assets expected to be
used up and liabilities that
come due during the fiscal
year or soon thereafter; no
capital assets or long-term
liabilities included
All assets and liabilities, both
financial and capital, and
short-term and long-term

Type of
inflow/outflow
information
All revenues and expenses
during year, regardless of when
cash is received or paid
Revenues for which cash is
received during or soon after
the end of the year;
expenditures when goods or
services have been received
and payment is due during
the fiscal year or soon
thereafter
All revenues and expenses
during year, regardless of
when cash is received or paid

Government-wide Financial Statements
The Government-wide financial statements provide a longer-term view of the City’s activities as a whole and comprise the Statement of Net Position and the Statement of Activities. The Statement of Net Position provides information about the financial position of the City as a whole, including all of its capital assets and long-term liabilities on the full accrual basis, similar to that used by corporations.

The Statement of Activities provides information about all the City’s revenues and all of its expenses, also on the full accrual basis, with the emphasis on measuring net revenues or expenses of each of the City’s programs. The Statement of Activities explains in detail the change in net positions for the fiscal year.

All of the City’s activities are grouped into governmental activities and business-type activities, as

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
6 explained below. The amounts in the Statement of Net Position and the Statement of Activities are separated into governmental activities and business-type activities in order to provide a summary of these two activities for the City as a whole.

Government-wide financial statements are prepared on the accrual basis, which mean they measure the flow of all economic resources of the City as a whole.

The Statement of Net Position and the Statement of Activities present information about the following:

Governmental Activities – All of the City’s basic services are considered to be governmental activities. These services are supported by the general City revenues such as taxes, and by specific program revenues such as user fees and charges.

Business-type Activities – The City’s enterprise activities consist of water, wastewater, solid waste and airport are reported in this area. Unlike governmental services, these services are supported by charges paid by users based on the amount of service they use.

Fund Financial Statements
The fund financial statements report on the City’s operations in more detail than the Government-wide statements and focus primarily on the short-term activities of the City’s General Fund and other governmental funds. The fund financial statements measure only current revenues and expenditures and fund balances; they exclude capital assets, long-term debt, and other long-term amounts.

The fund financial statements provide detailed information about each of the City’s most significant funds, called major funds. Major funds account for the major financial activities of the City and are presented individually, while the activities of non-major funds are presented in summary, with subordinate schedules presenting the detail for each of these other funds. The concept of major funds, and the determination of which funds are major, was established by the Governmental Accounting Standards Board (GASB) Statement No. 34 and replaces the concept of combining like funds and presenting them in total. Instead, each major fund is presented individually, with all non-major funds summarized and presented only in a single column. Subordinate schedules present detail of these non-major funds. Major funds present the major activities of the City for the fiscal year and may change from year to year as a result of changes in the pattern of the City’s activities.

The fund statements report four major governmental funds: the General Fund, Sales Tax Special Revenue Fund, Capital Projects and Gas Tax Special Revenue Fund.

The major business-type or enterprise funds are Water and Wastewater (Sewer) and two non-major enterprise funds.

Fund financial statements include governmental and proprietary funds as discussed below.

Governmental fund financial statements are prepared on the modified accrual basis, which means they measure only current financial resources and uses. Capital assets and other long-lived assets, along with long-term liabilities, are not presented in the governmental fund financial statements.

Proprietary fund financial statements are prepared on the full accrual basis and include all assets and liabilities, current and long-term.

FINANCIAL ACTIVITIES OF THE CITY AS A WHOLE
This analysis focuses on the net positions of the City as a whole. Table 1 below is a summary of the Statement of Net Position for the City as a whole combining the governmental and business-type activities.

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
7 GOVERNMENTAL ACTIVITIES
Tables 2 and 3 below focus on the City’s Governmental Statement of Net Position and Statements of Activities. 2022 2021 Dollar
Change
Percent
Change
Assets
Cash and investments 17,848,628 $ 14,647,095 $ 3,201,533 $ 22% Other assets 3,049,802 2,145,130 904,672 42%
Capital assets, net 45,145,697 46,168,075 (1,022,378) -2% Total Assets $ 62,960,300 66,044,127 $ 3,083,827 $ 5%
Deferred Outflows of Resources
Pension related 2,206,132 $ 2,113,912 $ 92,220 $ 4%
Total Deferred Outflows $ 2,113,912 2,206,132 $ 92,220 $ 4% Liabilities
Long term liabilities 29,008,592 $ 32,938,125 $ (3,929,533) $ -12% Other liabilities 1,494,598 658,559 836,039 127%
Total Liabilities $ 33,596,684 30,503,190 $ (3,093,494) $ -9% Deferred Inflows of Resources
Pension related 5,236,280 $ 264,692 $ 4,971,588 $ 1878% Total Deferred Inflows $ 264,692 5,236,280 $ 4,971,588 $ 1878% Net Position
Net investment in capital assets 24,229,841 $ 24,910,420 $ (680,579) $ -3% Restricted 5,862,434 3,926,375 1,936,059 49%
Unrestricted 2,418,514 2,376,041 42,473 2%
Total Net Position 32,510,789 $ 31,212,836 $ 1,297,953 $ 4% Table 1
City of Willits
Summary of Net Position - Total City
June 30, 2022 and 2021
(Full Accrual)
Governmental and Business-type Activities
2022 2021
Assets
Cash and investments 7,726,688 $ 5,483,431 $ 2,243,257 $ 41% Other assets 2,929,026 2,072,645 856,381 41%
Capital assets, net 3,527,416 3,406,802 120,614 4%
Total Assets 10,962,878 14,183,130 3,220,252 29%
Deferred Outflows of Resources
Pension related 1,725,712 1,653,574 72,138 4%
Total Deferred Outflows 1,653,574 1,725,712 72,138 4%
Liabilities
Long term liabilities 5,428,256 8,191,486 (2,763,230) -34% Other liabilities 869,014 253,179 615,835 243%
Total Liabilities 8,444,665 6,297,270 (2,147,395) -25%
Deferred Inflows of Resources
Pension related 4,095,998 207,051 3,888,947 1878%
Total Deferred Inflows 207,051 4,095,998 3,888,947 1878% Net Position
Net investment in capital assets 3,527,416 3,407,802 119,614 4% Restricted 5,862,434 3,926,375 1,936,059 49%
Unrestricted (3,874,276) (3,369,441) (504,835) 15%
Total Net Position $ 3,964,736 5,515,574 $ 1,550,838 $ 39% Table 2
(Full Accrual)
Governmental Activities Dollar
Change
Percent
Change
City of Willits
Summary of Net Position
June 30, 2022 and 2021

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
8 The City’s governmental net position amounted to $5,515,574 as of June 30, 2022, an increase of $1,550,838 or 39% over 2021. The City’s net position as of June 30, 2021, comprised the following:
 Cash and investments comprised $7,726,688. Substantially all of these amounts were held in short term investments in government securities, as detailed in Note 3 to the financial statements.  Other assets comprised $1,979,861 in accounts receivable $225,481 of notes receivable, $617,597 due from other funds, and $106,087 of inventory totaling $2,929,026.  Capital assets of $3,527,416, net of accumulated depreciation, which included all the City’s capital assets used in governmental activities.
 Current liabilities, including accounts payable, claims and other amounts due currently, total $869,014.
 Long-term liabilities of $5,428,256. The liability is primarily related to the City’s Net Pension Liabilities. Additional detail is shown in Table 8.
 Net investment in capital assets of $3,527,416, representing the City’s investment in capital assets used in governmental activities, net of accumulated depreciation and amounts borrowed to finance those capital assets.
 Unrestricted net position, the part of net positions that can be used to finance day to day operations without constraints net of debt covenants or other legal requirements or restrictions, was ($3,874,276) as of June 30, 2022.

The Statement of Activities presents program revenues, expenses, and general revenues. Program revenues are charges for services and grants/contributions that are generally restricted to funding all or a portion of expenses for specific services. Table 3 below summarizes the governmental revenues by program, general and transfers, and expenses.
2022 2021
Expenses
General Government 2,043,470 $ 2,549,706 $ (506,236) $ -20% Public Safety 3,792,850 2,895,666 897,184 31%
Community Development 702,454 11,722 690,732 5893%
Public Works 1,448,013 1,011,364 436,649 43%
Parks and Recreation 184,258 211,294 (27,036) -13%
Planning 359,000 418,181 (59,181) -14%
Community Services 40,346 (40,346) -100%
Total Expenses 7,138,279 8,530,045 1,391,766 19%
Revenues
Program revenues
Charges for services 768,115 809,501 (41,386) -5%
Operating grants and contributions 2,381,470 1,334,691 1,046,779 78% Capital grants and contributions 1,597,097 1,507,713 89,384 6% Total program revenues 3,651,905 4,746,682 1,094,777 30% General revenues and transfers
Taxes 4,261,739 3,894,829 366,910 9%
Use of money and property 136,224 161,308 (25,084) -16% Other revenue 936,238 446,842 489,396 110%
Transfers (77,292) 77,292 -100%
Total general revenues and transfers 4,425,687 5,334,201 908,514 21% Total Revenues and Transfers 8,077,592 10,080,883 2,003,291 25% Change in Net Position 939,313 1,550,838 611,525 65%
Net Position - Beginning of Fiscal Year 3,025,423 3,964,736 939,313 31% Net Position - End of Fiscal Year $ 3,964,736 5,515,574 $ 1,550,838 $ 39% Table 3
City of Willits
Summary of Changes in Net Postion
Governmental Activities Dollar
Change
Percent
Change
For Fiscal Years ending June 30, 2022 and 2021
(Full Accrual)

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
9 As Table 3 shows, $4,746,682, 40%, of the City’s fiscal year 2022 governmental revenue, came from program revenues and $5,334,201, or 60%, came from general revenues such as taxes and interest and transfers. Program revenues were composed of charges for services of $768,115, which included permit revenues, fees and charges used to fund expenses incurred in providing services; $2,381,470 of operating grants and contributions, which included gas tax revenues and housing and police grants; and $1,597,097 of capital grants and contributions, which relates to grants allocated for capital improvements. General revenues are not allocable to programs.

General revenues are used to pay for the net cost of governmental programs.

Governmental Revenues
Governmental revenues are primarily from taxes, $4,261,739, or 42%, with the remaining balance coming from capital grants and contributions, $1,597,097, or 16%, operating grants and contributions, $2,381,470, or 24%, charges for services, $768,115, or 8%, and $936,238, or 9% coming from other revenue, use of money and property, $136,224, or 1%. The chart below shows the relationship of the revenues.

Governmental Expenses
Governmental expenses include only current fiscal year expenses; it does not include capital outlays, which are added to the City’s capital assets. As the chart below shows, public safety, public works, and general government make up 85% of the total governmental expenses.

General
Government,
$2,043,470
Public Safety,
$3,792,850
Community
Development,
$702,454
Parks and …
Planning, $359,000
Governmental Activities Expenses
For Fiscal Year Ended June 30, 2022
Charges for services,
768,115 , 8%
Operating grants
and contributions,
2,381,470 , 24%
Capital grants and
contributions,
1,597,097 , 16%
Taxes, 4,261,739 ,
42%
Use of money and
property, 136,224 , 1%
Other revenue,
936,238 , 9%
Governmental Activities Sources of Revenue
For Fiscal Year Ended June 30, 2022

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
10 BUSINESS-TYPE ACTIVITIES
The Statement of Net Position and Statement of Activities present a summary of the City’s Business-type activities that are composed of the City’s enterprise funds. In Table 4 below, the net position of business-type activities decreased by $252,885, or 1%, in fiscal year 2022.

From the Statement of Activities, Table 5 summarizes the changes in net position for all the enterprise funds. Program revenues are $6,684,966 for the fiscal year 2022, which is $1,169,726 less than the prior fiscal year. The program revenues make up 99% of the total revenues available to fund the enterprises.

The expenses for fiscal year 2022 were $6,993,467 which was $182,741, or 3%, less than the prior fiscal year.

2022 2021
Assets
Cash and investments 10,121,940 $ 9,163,664 $ 958,276 $ 10% Other assets 120,776 73,485 47,291 64%
Capital assets, net 41,618,281 42,760,273 (1,141,992) -3% Total Assets 51,997,422 51,860,997 (136,425) 0%
Deferred Outflows of Resources
Pension related 480,420 460,338 20,082 4%
Total Deferred Outflows 460,338 480,420 20,082 4%
Liabilities
Long term liabilities 23,580,336 24,746,639 (1,166,303) -5% Other liabilities 625,584 405,380 220,204 54%
Total Liabilities 25,152,019 24,205,920 (946,099) -4%
Deferred Inflows of Resources
Pension related 1,140,282 57,641 1,082,641 1878%
Total Deferred Inflows 57,641 1,140,282 1,082,641 1878% Net Position
Net investment in capital assets 20,702,425 21,502,618 (800,193) -4% Restricted 100% -
Unrestricted 6,292,790 5,745,482 547,308 10%
Total Net Position $ 27,248,100 26,995,215 $ (252,885) $ -1% Table 4
Business-Type Activities
(Proprietary/Enterprise)
Dollar
Change
Percent
Change
City of Willits
Summary of Net Position
June 30, 2022 and 2021

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
11 The Sewer Fund operating revenues decreased by $179,218, or 5% in fiscal year 2022 and operating expenses increased by $427,925, or 15% resulting in net operating income of $60,791 for fiscal year 2022. Most of the increase in expenses is related to operations, materials and supplies and depreciation. The fund’s net position decreased by $147,307 to a new total of $11,606,379. Of this amount, $7,715,691 was net investment in capital assets and $3,890,688 was unrestricted.

The Water Fund revenues increased $210,910, or about 7% in the fiscal year 2022. Expenses increased by $283,558 or 10%. The fund's net position increased by $181,002 in the fiscal year 2022. As of June 30, 2022, the fund’s net position was $15,645,402, of which $11,849,910 was net investment in capital assets, and $3,795,492 was unrestricted.
2022 2021
Expenses
Water 3,031,263 $ 2,800,277 $ 230,986 $ 8%
Wastewater 3,569,192 4,119,253 (550,061) -13%
Solid Waste 155,270 136,417 18,853 n/a
Airport 237,742 120,261 117,481 98%
Total Expenses 7,176,208 6,993,467 (182,741) -3%
Revenues
Program revenues
Charges for services 6,660,626 6,744,148 (83,522) -1%
Operating grants and contributions 1,063,379 (1,063,379) -100% Capital grants and contributions 24,340 47,165 (22,825) n/a Total program revenues 7,854,692 6,684,966 (1,169,726) -15% General revenues and transfers
Use of money and property 35,284 (35,284) -100%
Other revenue 7,500 7,500 - 0%
Transfers 77,292 (77,292) -100%
Total general revenues and transfers 120,076 7,500 (112,576) -94% Total Revenues and Transfers 7,974,768 6,692,466 (1,282,302) -16% Change in Net Position 798,560 (301,001) (1,099,561) -138% Net Position - Beginning of Fiscal Year 26,461,995 27,248,100 786,105 3% Prior Period Adjustments (12,455) 48,116 60,571
Net Position - End of Fiscal Year $ 27,248,100 26,995,215 $ (252,885) $ -1% Business-Type Activities
(Proprietary/Enterprise) Dollar
Change
Percent
Change
Table 5
City of Willits
Summary of Changes in Net Postion
For Fiscal Years ending June 30, 2022 and 2021

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
12 ANALYSIS OF GOVERNMENTAL FUNDS
From the Fund Statement of Revenues, Expenditures, and Changes in Fund Balance, Table 6 below, summarizes the activity for the General Fund and other governmental funds. The revenues and expenditures are on a modified accrual basis and include capital outlay expenditures.

The General Fund revenues of $6,789,814 increased by $843,940 from the prior fiscal year. The change is mostly due to increased revenue from Sales Tax.

General Fund expenditures were $6,023,228, an increase of $504,305 or 9%, from the prior year.

The expenditure was mainly due to an increase in legal expenses, retirement, and other contractor costs.

As of June 30, 2022, the General Fund’s fund balance totaled $3,538,482. The unassigned portion of Fund Balance was $3,432,395 which was an increase of $379,469, or 12%, from the prior year and is due to an increase in sales and other tax revenues. 2022 2021 2022 2021 2022 2021
Revenue
Taxes $ 3,894,829 4,261,739 $ 2,751,212 $ 1,345,962 $ 7,012,951 $ 5,240,791 $ Licenses and Permits 121,039 125,921 125,921 121,039
Interest 5,012 5,806 4,497 35,257 10,303 40,269
Charges for Services 783,952 760,686 7,429 25,549 768,115 809,501 Intergovernmental 694,200 699,424 527,931 802,242 1,227,355 1,496,442 Other 446,842 936,238 936,238 446,842
Total Revenues 6,789,814 5,945,874 3,291,069 2,209,010 10,080,883 8,154,884 Expenses
Current:

General Government 2,007,424 1,383,544 1,383,544 2,007,424 Planning 418,181 359,000 359,000 418,181
Community Services 40,346 40,346
Public Safety 2,579,592 3,183,681 82,380 69,764 3,266,061 2,649,356 Public Works 262,086 394,284 1,053,729 749,278 1,448,013 1,011,364 Parks & Recreation 211,294 184,258 184,258 211,294
Community Development 183,993 518,461 11,722 702,454 11,722 Capital Outlay 717,236 252,750 252,750 717,236
Total Expenditures 6,023,228 5,518,923 1,572,852 1,548,000 7,596,080 7,066,923 426,951 766,586 1,718,217 661,010 2,484,803 1,087,961
Other Financing Sources (Uses)
Transfers In 487,117 487,117
Transfers Out (77,292) (387,117) (100,000) (487,117) (77,292) Total Other Financing Sources
(Uses) (77,292) (387,117) 387,117 (77,292)
349,659 379,469 2,105,334 661,010 2,484,803 1,010,669
2,809,354 3,159,013 4,142,884 3,481,874 7,301,897 6,291,228 Fund Balances, End of Year $ 3,159,013 3,538,482 $ 6,248,218 $ 4,142,884 $ 9,786,700 $ 7,301,897 $ Fund Balances, Beginning of Year
Net Change in Fund Balances
Excess (Deficiency) of Revenues
over Expenditures
Table 6
General Fund Other Governmental Funds Total Governmental Funds Revenue, Expenditures, and Fund Balance Summary - Governmental Funds City of Willits
For the Fiscal Years Ended June 30, 2022 and 2021

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
13 The Other governmental funds include the Sales Tax and Gas tax funds which are used to account for capital expenditures, maintenance, rehabilitation, reconstruction and construction of City streets and roads.

CAPITAL ASSETS
GASB Statement No. 34 required the City to record all its capital assets including infrastructure, which was not recorded prior to GASB Statement No. 34. Infrastructure includes roads, bridges, signals, and similar assets used by the entire population.

In fiscal year 2022, the City reported the cost of all its infrastructure assets and computed the amounts of accumulated depreciation for these assets based on their original acquisition dates. At the end of fiscal year 2022, the cost of infrastructure and other capital assets recorded on the City’s financial statements is as shown in Table 7 below.

Details on capital assets, current fiscal year additions and construction in progress can be found in the Notes under Note 5.

The City depreciates all its capital assets over their estimated useful lives, as required by GASB Statement No. 34. The purpose of depreciation is to spread the cost of a capital asset over the years of its useful life so that an allocable portion of the cost of the asset is borne by all users. Additional information on depreciable lives may be found in the Notes to the financial statements

LONG TERM DEBT AND LIABILITIES
The City issues debt financing for capital improvements primarily for water and wastewater enterprises. The long-term liabilities are employee compensated absences, Net Pension from CalPERS and Landfill Post-Closure costs. The City’s debt issues and Landfill costs are discussed in detail in Note 7 of the financial statements. The Pension liabilities are discussed in Note 12.

The City's long-term debt and liability balances as of June 30 were as follows:
2022 2021 2022 2021 2022 2021
Land $ 150,963 150,963 $ 1,804,213 $ 1,804,213 $ 1,955,176 $ 1,955,176 $ Buildings and improvements 271,436 261,821 3,749,368 883,297 4,011,189 1,154,733 Machinery and Equipment 244,257 202,718 2,028,945 10,337,095 2,231,663 10,581,352 Infrastructure 1,986,865 2,659,164 33,433,112 21,559,628 36,092,276 23,546,493 Construction in progress 574,281 252,750 602,643 176,040 855,393 750,321 Total 3,527,416 $ 3,227,802 $ 41,618,281 $ 34,760,273 $ 45,145,697 $ 37,988,075 $ City of Willits
June 30, 2022 and 2021
(Full Accrual)
Table 7
Governmental Activities Business Type Activities Total
Capital Assets (Net of Depreciation)

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
14 Total long-term debt for the City decreased by $3,836,547 composed of a $3,532,484 decrease in net pension liability, an increase of $104,937 increase in compensated absences, and decreases in outstanding debt of $409,000 from principal repayment. The City made all scheduled repayments of the current debt.

ECONOMIC CONDITION, OUTLOOK, AND ACTIVITY
During the Fiscal Year of 2021/2022, the City had multiple factors to cover. This included the COVID-19 Pandemic, which continued to impact normal citywide activities. Prior to the Pandemic, great efforts were made to reduce expenses and to live within the means of the City, this strategy was a result of the 2009 Recession and the opening of the Highway 101 Bypass that caused a “Double–Blow” forcing the City to drastically reduce spending due to less traffic on Main Street and the adjustment of local housing values.

However, in the effort to reduce expenses, the cuts exasperated problems in the quality of City streets and the range of offered services. This lack of investment led to a significant deterioration in infrastructure and the ability of the City to deliver services expected by the community. With looming deficits of pre-pandemic costs and in providing services, further stressors from COVID19 made it was necessary to introduce and pass the Measure K initiative to stabilize the City’s finances. Through a transparent and publicized campaign aimed at the citizens of Willits, expressed the need for Measure K. The community responded by passing Measure K.

These financials represent the moment in time when Measure K income began to flow into the City, and it also represents a time where major changes in administration and management were constant. Looking forward, the City will not only continue to exist but thrive given the security of the new revenue flow but also in the efforts in land use planning, financing, code enforcement, and street rehabilitation. The community will benefit from this dedication as the organization achieves the goals expressed in our Mission Statement.
2022 2021 2022 2021 2022 2021
Liabilities
Compensated Absences $ 479,393 479,663 $ 178,144 $ 73,477 $ 657,807 $ 552,870 $ Net Pension Liability 7,712,093 4,948,863 1,377,710 2,146,964 6,326,573 9,859,057 Total Liabilities 5,428,526 8,191,486 1,555,854 2,220,441 6,984,380 10,411,927 Debt
2012 Safe Drinking Water State Revolving Fund 2,436,135 2,542,054 2,436,135 2,542,054 2015 Wastewater Tax Compliance Certificates 2,576,942 2,403,861 2,403,861 2,576,942 2020 Wastewater Refunding Bonds 15,875,000 15,745,000 15,745,000 15,875,000 Total Bond and Loan Liabitlties 20,993,996 20,584,996 20,584,996 20,993,996 Landfill Post- Closure costs 881,592 881,592 881,592 881,592 Total Long-Term Liabilities and Debt 5, $ 8,191,486 428,526 $ 23,022,442 $ 24,096,029 $ 28,450,968 $ 32,287,515 $ Outstanding Long-Term Liabilities and Debt (net of debt discounts/premiums) City of Willits
Table 8
Governmental Activities Business Type Activities Total
June 30, 2022 and 2021

CITY OF WILLITS
MANAGEMENT’S DISCUSSION AND ANALYSIS
FOR THE FISCAL YEAR ENDED JUNE 30, 2022
15 CONTACTING THE CITY’S FINANCIAL MANAGEMENT
This Basic Financials are a report intended to provide citizens, taxpayers, and creditors with a general overview of the City’s finances. Questions about this report should be directed to the City of Willits, at 111 E Commercial St, Willits, CA 95490.
16 This page left intentionally blank

Resolution No. 2024-__ Page 1 of 1 June 12, 2024
RESOLUTION NO. 2024-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS TO ACCEPT THE AUDITED FINANCIAL STATEMENTS FOR THE FISCAL YEAR ENDING JUNE 30, 2022.

WHEREAS, the City of Willits retained the services of Moss, Levy & Hartzheim LLP to review and test processes and audit the financial statements of the governmental activities and business-type activities of each major fund, and the aggregate remaining funds and information for the Fiscal Year ending June 30, 2022; and
WHEREAS, the auditor has the responsibility to express opinions on the financial statements where Moss, Levy & Hartzheim LLP conducted the audit in accordance with Government Auditing Standards, issued by the Comptroller General of the United States; and WHEREAS, the auditor offered an unmodified opinion and stated that the financial statements are presented fairly and in all material respects regarding the financial position of the governmental activities and business-type activities for each major fund, and the aggregate remaining funds.

NOW, THEREFORE, BE IT RESOLVED that the Willits City Council Does hereby accept the City of Willits Annual Financial Report for the Fiscal Year ending June 30, 2022.

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 12th day of June 2024, by the following vote:

AYES:

NOES:

ABSENT:

ATTEST:
__________________________
_________________________________
SAPRINA RODRIGUEZ, Mayor
City Council of the City of Willits
DELORES PEDERSEN, City Clerk
Item No. 9c
Meeting Date: June 12, 2024

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Karen Stevenson, Human Resources Manager
Agenda Title: ADOPT A RESOLUTION TO APPROVE A REVISED INJURY AND ILLNESS

PREVENTION PROGRAM THAT PROVIDES ALL REASONABLE SAFEGUARDS FOR EMPLOYEE

HEATH AND SAFETY AND TO ENSURE EMPLOYEES PERFORM THEIR ASSIGNED TASKS IN A

SAFE WORKING MANNER AND DEVELOPING A SAFETY AWARENESS AMONG THE STAFF, EFFECTIVE JUNE 13, 2024.

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 20 Minutes Summary of Request: The City worked with CIRA to update the Injury and Illness Prevention Program to ensure the City provides safe working conditions for all employees and volunteers and to comply with Cal/OSHA regulations and occupational best practices to prevent workplace injury or illness.

This Program is a separate, stand-alone policy and provides the essential framework to identify, evaluate, and eliminate workplace safety hazards. Furthermore, this program establishes policy and procedures not only to meet these regulations, but to continually improve employee health and safety, with the ultimate goal of eliminating work-related injury and illness.

Recommended Action: Adopt the accompanying Resolution approving the revised Injury and Illness Prevention Program that establishes guidelines for all City of Willits employees to follow as a Condition of Employment, effective June 13, 2024.

Alternative(s): None.

Fiscal Impact: None.

Personnel Impact: Staff will need to familiarize themselves with the new program. 2021 Adopted Goals: This item supports Task #1 under Administration’s Goal #3…Compose a Staffing Plan that satisfies Goal #3 as a means to chart current human resource needs and for the future. The intent of the plan is to maximize human resources within the constraints of available financial means.

California Environmental Quality Act: Not applicable.

CITY OF WILLITS
Injury and Illness Prevention Program
Health & Safety Manual
For City Employees & Volunteers
Revised: May 2024
Page i Version: June 2024
Contents
Message from the City Manager............................................................................................................ 1 Section 1: Introduction........................................................................................................................... 2 Policy Statement and Program Purpose............................................................................................. 2 Department Specific Policies and Procedures.................................................................................... 2 Section 2: Assignment of Responsibilities for Implementing IIPP.......................................................... 2 City Manager...................................................................................................................................... 2 Department Heads/Managers/Police Chief....................................................................................... 2 Lead Persons/Police Sergeants........................................................................................................... 3 Department Safety Coordinator......................................................................................................... 3 City Employees................................................................................................................................... 4 Section 3: Ensuring Employee Compliance with IIPP ............................................................................. 4 City Employees................................................................................................................................... 4 City Management............................................................................................................................... 4 Section 4: Health and Safety Communication........................................................................................ 5 Communication Requirements .......................................................................................................... 5 Employee Suggestions........................................................................................................................ 5 City Safety Committee......................................................................... Error! Bookmark not defined.

City Administration E-Mails................................................................................................................ 5 Safety Information Postings............................................................................................................... 5 Departmental Communication........................................................................................................... 6 General Safety Meeting.................................................................................................................. 6 Briefings.......................................................................................................................................... 7 Section 5: Hazard Identification and Abatement................................................................................... 7 Hazard Identification.......................................................................................................................... 7 Planned Inspections ....................................................................................................................... 7 Unplanned Inspections................................................................................................................... 8 Inspection Records......................................................................................................................... 8 Hazardous Condition(s) Reports......................................................................................................... 8 Hazard Abatement ............................................................................................................................. 8 Section 6: Accident Reporting and Investigation ................................................................................... 9 Accident Reporting............................................................................................................................. 9 Serious Injury/Illness Reporting ...................................................................................................10 Flow Chart for Reporting Injury or Illness ....................................................................................11 Willits IIPP Page ii Version: June 2024
Log of Occupational Injuries & Illnesses.......................................................................................11 Accident Investigation......................................................................................................................11 Section 7: Employee Health and Safety Training .................................................................................12 Health and Safety Training for All City Employees and Volunteers .................................................12 Departmental Health and Safety Training........................................................................................12 Section 8: Overview of Supplemental Health & Safety Programs........................................................13 Section 10: Records Management .......................................................................................................16 Appendices.............................................................................................................................................1 Page i Version: June 2024
Message from the City Manager
The City of Willits management has a direct responsibility to provide all reasonable safeguards for employee health and safety. We also have a responsibility to direct and ensure that employees perform their assigned tasks in a safe working manner. Most of all, we have a responsibility to develop safety awareness among the staff.

We have instituted a formal safety and health program which, with the employees help, will succeed in providing safe, healthy and pleasant working conditions. Injury prevention is everyone's responsibility. When you have an accident, everyone loses – you, your family, your fellow workers and the City of Willits.

Everyone stands to benefit from compliance with our written safety program. The cooperation of all people in our organization is expected. The results will be worth the effort.

Please work safely. It’s good for everyone.
_______________________________________
Brian Bender, City Manager

Willits IIPP Page 2 Version: June 2024
Section 1: Introduction
Policy Statement and Program Purpose
It is the policy of the City of Willits (Willits) to provide safe working conditions for all City employees and volunteers and to comply with Cal/OSHA regulations and occupational best practices in order to prevent workplace illness and injury.

Title 8 of the California Code of Regulations, Section 3203 requires that every employer establish, implement, and maintain an effective Injury and Illness Prevention Program (IIPP). The intent of the City’s Health & Safety Manual is to establish policy and procedures not only to meet these regulations, but to continually improve employee health and safety, with the ultimate goal of eliminating work-related injury and illness.

To accomplish this goal, and as a condition of employment, City officials, management, and staff must all work together to implement this IIPP and to identify, report, and abate potential hazards to foster a safe working environment.

Department Specific Policies and Procedures
This Health & Safety Manual applies to all City employees and volunteers; however, it is not allinclusive. Each department is responsible for creating safety procedures that meet Cal/OSHA standards and address the work performed by the department and the potential hazards the performance of that work creates. Section 8 of this Manual covers the minimum supplemental safety procedures that need to be addressed by City departments.

Section 2: Assignment of Responsibilities for Implementing IIPP City Manager
The Willits City Council and its City Manager accept the overall responsibility and accountability for providing a safe and healthy workplace for its employees. The City Manager delegates the day-to-day responsibility and authority for carrying out the employee health and safety program to specific City personnel. City Administration is responsible to ensure that this document is up to date, to provide departments with the information and references to properly implement the standards established by this document, and to ensure that City departments implement the requirements contained within this document.

Department Heads/Managers/Police Chief
The City Department Heads, Managers and Police Chief have the following responsibilities:

1. Ensure that the IIPP is implemented within their department, including “supplemental safety programs” required in Section 9.

2. Develop department-specific safe work practices and requirements for the use of personal protective equipment.

Willits IIPP Page 3 Version: June 2024

3. Periodically review employee injury and illness trends. Take any necessary preventive action to control the source(s) of these accidents.

4. Be available for employees to report safety hazards or injury exposures.

5. Ensure that their department has an Emergency Plan that is designed with their department in mind and that employees are trained on the Plan.

Lead Workers/Police Sergeants
Lead Workers and Police Sergeants have the following responsibilities:

1. Implement an effective safety and health program, consistent with the requirements of this IIPP and the needs of their department or work unit.

2. Ensure that employees comply with safe and healthy work practices.

3. Instruct employees in safe work practices to be followed in daily work assignments.

4. Educate employees regarding the proper personal protective equipment required for daily work assignments and ensure that the appropriate protective equipment is available for employees.

5. Review medical, fire, earthquake, and pandemic emergency response plans specific to the department and/or project.

6. Inform and train employees in job safety and health practices involving hazardous substances used in the workplace.

7. Investigate every accident or employee report of incident to determine cause, mitigation, and prevention.

8. Perform periodic hazard inspections of the department or work area.

9. Hold periodic safety meetings with employees to present job-specific safety information and answer questions from employees regarding accident prevention.

10. Maintain records of hazard inspection and correction, communication of safe and healthy work practices, progressive discipline for a failure to follow safe work guidelines, and training.

Department Safety Coordinator
Each department is expected to assign the following responsibilities to one employee in the department (“Safety Coordinator”) and provide training for this individual to carry out their responsibilities:

1. Serve as the point of contact within the department for employee safety issues.

2. Support department management with the implementation of this Manual and safety policy and procedures within the department.

3. Assist in communicating safety issues within the department.

4. Serve as a resource regarding safety and health issues to the department.

Willits IIPP Page 4 Version: June 2024
City Employees
Employees are responsible for ensuring their own safety and the safety of others in the workplace and shall:

1. Learn and follow the standards, procedures, and safe work guidelines that apply to each job assignment.

2. Discontinue any specific activity that the employee knows could lead to injury, illness, or damage to property. In such instances employees are responsible for promptly informing their supervisor.

3. Use the prescribed personal protective equipment required for a job assignment or task as it is designed to be used.

4. Bring to their supervisor’s attention any activity, behavior, or unsafe condition that could cause injury, illness to others, or damage to property.

5. Report any occupational injury or illness, or damage to property to their supervisor before end of shift in which it occurs.

Section 3: Ensuring Employee Compliance with IIPP
City Employees
Employees are required to follow the safe work guidelines described within this Manual and their department’s safety and health procedures, participate in required safety and health training, wear required personal protective equipment, and follow all safety and health rules established by the City. The failure to do any of the above may result in disciplinary action up to and including termination of employment. Any disciplinary action would be based on City guidelines and California law.

City Management
The management of each department is required to enforce safe work guidelines, offer periodic safety training to affected employees, enforce the use of personal protective equipment, enforce the safety and health rules established by the City, recognize safe performance, and set a good example through their own behavior. Management shall encourage employees to report potential hazards in the workplace and to recognize employees for following safe work practices.

Willits IIPP Page 5 Version: June 2024
Section 4: Health and Safety Communication
Communication Requirements
The City has systems for communicating with employees on matters relating to occupational safety and health, including provisions designed to encourage employees to inform the employer of hazards at the worksite without fear of reprisal. Below is a description of the ways Willits maintains two-way communication regarding health and safety.

Employee Suggestions
Employees are required to notify their supervisor of conditions or work practices that they perceive as a potential hazard. Employees are also encouraged to submit suggestions through their department, , or directly to Human Resources to enhance workplace health and safety. In accordance with federal and state law, no employee will be retaliated against for reporting hazards or making suggestions related to health and safety.

City Administration E-Mails
Communication from City Administration is distributed through email on an as-needed basis.

Any safety and health information needed to be brought to employees’ attention will be started in this fashion and followed up by the individual departments. This communication does not prevent any employee from bringing health and safety issues of concern to the City through their department, by contacting the Human Resources Department directly, or by making an anonymous suggestion.

Safety Information Postings
Each City facility maintains bulletin boards with occupational safety and health information.

Bulletin boards are placed where employees gather periodically, such as employee break rooms, changing rooms or locker rooms. Safety and health information posted on this bulletin board consist of the following (see Table 1, next page):

Willits IIPP Page 6 Version: June 2024
Permanent Postings:

Cal/OSHA Poster, “Safety & Health Protection on the Job” Workers’ Compensation Notice regarding current insurance carrier, medical provider(s), and employee rights
Emergency Evacuation Map and Emergency Response Information Temporary Postings:

Annual OSHA Statistical Report – Annually, during February - April, Cal/OSHA Form 300A is posted for employee review.

Safety Promotional Information
Safety Posters
Any other pertinent safety communication is not required to be more urgently communicated. The safety bulletin boards may be used for safety memos and other non-critical information regarding safety, safety meetings, and minutes from safety meetings.

Departmental Communication
The operations and hazards of some departments require greater attention to frequency of safety and health communication. Each department is responsible for choosing the methods and frequency of communication that are consistent with the hazards and exposures to employees in those departments. No less than one of the following three methods shall be utilized:

General Safety Meeting
General department safety meetings are one method that meets the requirement for communication of existing, new, or revised safe work practices required in meeting employee safety communication requirements. This method requires a department/division to have periodic, department-wide, employee meetings at which employee safety and health is one topic. Such meetings are not to be held less than semi-annually when used to meet this standard. These meetings may include any of the following:
• Discussion of safety and health issues specific to department operations, safe work practices, or a project that has specific safety and health exposures; • Presentation of videos or films illustrating employee safety and health topics; • Outside speakers on employee safety and health;
Table 1 Safety & Health Postings
Willits IIPP Page 7 Version: June 2024
• Review of injury or illness trends or incidents in the department; • Solicitation of employee concerns regarding safety and health issues.

Minutes from general safety meetings shall be kept for three years.

Tailgate Meetings
Departments with maintenance and construction projects should hold tailgate meetings. This is best suited to departments with crews working at different work sites on a daily or weekly basis. Tailgate meetings are brief, formal or informal discussion of crew safety. Tailgate meetings are best when they are led by the crew supervisor and include a discussion of that week’s or day’s activity, hazards, and accident prevention critical to the safety of performing the tasks discussed.

Departments choosing this form of safety communication hold the tailgate meetings no less than every ten business days or at the start of a new project, whichever applies.

Briefings
A variation of tailgate meetings for the Public Safety Department is to comply with this Section through holding frequent “briefings.” These briefings cover both operational and safety issues affecting sworn personnel in the department.

Section 5: Hazard Identification and Abatement
Hazard Identification
Hazard identification is the responsibility of managers and supervisors as identified under Assignment of Responsibilities. Managers and supervisors of each department are responsible for identifying and abating employee safety and health hazards. The frequency of hazard identification is based upon the department’s activities and hazards. No City department is to perform hazard identification responsibilities less than annually. Acceptable hazard identification methods include:

Planned Inspections
Planned inspections are performed on a quarterly basis by one or more persons using one of the Safety Inspection forms found in the Appendix, or another form more specific to the department and/or worksite. The inspection shall focus on potential hazards that could cause employee injury or illness. Recommendations to correct any hazards shall also be identified.

Willits IIPP Page 8 Version: June 2024
Unplanned Inspections
Unplanned inspections are performed based upon need. In order to properly identify hazards, they may be performed when a new project is being started, or at the site of a previous accident or near accident, or as an impromptu review of potential worksite hazards.

Inspection Records
Inspections results are brought to management personnel. Decisions are made regarding abatement priorities for hazards (see next section) and the steps needed to correct the hazard. Hazard identification (inspections) and abatement information are required to be in writing and maintained for three (3) years.

Hazardous Condition(s) Reports
Employees are asked to report previously unrecognized hazards that could cause injury, illness, or death of an employee or to a member of the public, or damage to property.

Employees should report hazards to their supervisor, manager, or department head and expect that the hazard shall be evaluated and abated; consistent with the hazard it creates. When employees report a hazard to their supervisor, manager, or director and there is no response within five (5) working days, they may report it to the City Administration. Employees shall report hazards without any fear of reprisal and may also report hazards anonymously.

Whenever an employee reports a hazard, it is evaluated with regard to the potential injury or illness it creates. Based upon this evaluation, the hazard may be abated immediately, temporary measures may be taken until the hazard is abated fully, or the hazard may be scheduled for future abatement. In some cases, the hazard may be deemed to be insignificant, and abatement is not required. The employee reporting the hazard is always informed of the outcome of their hazard report.

Hazard Abatement
Whenever hazards, unsafe work practices, violations of OSHA or Cal/OSHA, or unsafe equipment are identified, the following steps are taken as appropriate:

1. Immediately abate the hazard and record the action;

2. Fully abate the hazard as soon as practical in accordance with the severity of the exposure and warn employees regarding the hazard until fully abated;

3. Inform the appropriate subcontractor or vendor of the hazard and request that they abate the hazard within a time frame consistent with the degree of severity the hazard creates;

4. Whenever subcontractors or vendors willfully or negligently ignore the correction of safety violations such subcontractors or vendors shall be reported to the department supervisor and/or department head.

Willits IIPP Page 9 Version: June 2024
Section 6: Accident Reporting and Investigation
Accident Reporting
All injuries and illnesses arising from, or in the course of, employment with the City, must be reported immediately to the appropriate supervisor. The supervisor and injured employee follow the City-specific injury and illness response procedures posted on the facility’s safety or employee bulletin board.

Below is a guideline to assist in the proper processing of a work-related employee injury or illness that requires the attention of a medical professional and which may or may not result in lost work hours:

1. Determine the extent and nature of the employee injury. See that immediate and proper first aid is administered if necessary.
a. If injury is very serious and requires emergency attention call 911 (ambulance or doctor) immediately. If necessary, and if you are qualified, render first aid to prevent shock, bleeding, etc.
b. Accompany injured employee to doctor if shock is apparent or if not in condition to drive alone.
c. Notify City Hall management of the nature and situation when time allows.

2. As soon as possible, when time permits (less than 24 hours after injury), give the “Workers’ Compensation Claim Form & Notice of Potential Eligibility” to the injured employee. (Form DWC I - Attachment Sample A)
a. The form should be readily available in each facility; the form is also available electronically on the shared (s) drive in Forms\PERSONNEL\Workers Comp. b. The injured employee must complete the top section (bordered in RED on the sample); give the injured employee the top page of directions and a copy of the form as a temporary receipt (last page if paper form was filled out); c. Return the remainder of the Form DWC I to Human Resources within one working day;
d. Human Resources will complete the lower section (bordered in BLUE on sample).

3. Provide the injured employee with the “Facts for Injured Workers” brochure. (Attachment Sample B)
a. The brochure should be readily available in each facility; the brochure is also available in the Human Resources Office.

4. The immediate Supervisor must complete the form “IMMEDIATE SUPERVISOR’S REPORT OF EMPLOYEE INJURY” (REMIF Form - Attachment Sample C). a. The form should be readily available in each facility; the form is also available Willits IIPP Page 10 Version: June 2024
electronically on the shared (s) drive in Forms\PERSONNEL\Workers Comp. b. Return to Human Resources as soon as possible after employee injury is taken care of by appropriate responder.

See Appendix for Workers Compensation Reporting, Processing and Documentation forms.

Serious Injury/Illness Reporting
Serious injuries/illnesses are defined as:
a. Requiring Inpatient hospitalization, regardless of the length of time, for other than medical observation or diagnostic testing,
b. Results in an employee’s loss of any portion of their body, including an eye or c. Results in any degree of permanent disfigurement, or d. .

Serious injuries, as defined above, must be reported to the Department Head and City Administration immediately upon learning of the injury/illness and to Cal/OSHA within 8 hours of learning of the injury/illness.

City Administration, with the Department Head, will make the determination regarding reporting to Cal/OSHA. The information shall be reported to the Cal/OSHA District office currently serving Mendocino County (as of the time of the writing of this document, that office is Redding).

Note: Serious injury or illness does not include any injury, illness, or death caused by the commission of a Penal Code violation, except Section 385 of the Penal code, (Section 385 of the Penal Code prohibits working within six (6) feet of a high voltage line defined as 750 volts or more with a piece of equipment capable of contacting the line) or a vehicle accident on a public street or highway.

Willits IIPP Page 11 Version: June 2024
Flow Chart for Reporting Injury or Illness

Log of Occupational Injuries & Illnesses
The City maintains an OSHA 300a Log of Occupational Injuries and Illnesses. The instructions and definition of recordable injuries and illness are on the back of the Log.

This Log is kept by calendar year. At the end of each calendar year the Log is totaled and signed by Human Resources. During the months of February, March, and April a summary form (300A) is posted on the safety bulletin board(s) for employee information regarding recordable injuries and illnesses. Each Log is kept as a record for five (5) years.

Accident Investigation
Accident investigation is utilized as one method for identifying previously unrecognized hazards.

The appropriate supervisor, using the Immediate Supervisor’s Report of Employee Injury form found in the Appendix (Sample C), performs the accident investigation. The report identifying probable causes of the injury and remedies to prevent future incidents is to be completed and provided to Human Resources.

Employee
Reports
Injury/Illness
First Aid
Treatment
Only
Medical
Treatment
Required
Is Injury
“Serious”
(As defined
above)
No
Report to
Supervisor &
HR Dept.

Immediately
City Reports
to Cal/OSHA
within 8 hrs.

Report to
Supervisor &
HR within 24
hrs.

Report to
Supervisor
Investigate
Causes of
Injury & Illness
& File Report
Within 5 days
Investigate
Causes of
Injury/Illness &
File Report
Within 5 days
Yes
Willits IIPP Page 12 Version: June 2024
The report is to be completed within five (5) days of the supervisor being notified that an accident or work-related injury or illness occurred.

At minimum, the report should contain the following information in detail:
a. What happened?
b. Why did the incident happen? (Unsafe conditions and acts leading to the event) c. What should be done to prevent reoccurrence?
d. What action has been taken?
Section 7: Employee Health and Safety Training
Employee health and safety training is paramount to an effective IIPP. All employees who are new to the City, the department, the job, or task will be provided with hazard awareness and injury and illness prevention training for the jobs and tasks that they will be performing.

Employees shall also receive training whenever new substances, processes, procedures, or equipment are introduced to the workplace and represent a new hazard or whenever a previously unrecognized hazard is identified.

Health and Safety Training for All City Employees and Volunteers All City employees are to receive, at minimum, information on the City’s IIPP and this Health and Safety Program Manual. All City employees shall receive training on hazard communication, work related injury and illness reporting, and a general overview of safe work practices. Furthermore, all City employees and volunteers must understand that:

1. No employee is expected to undertake a job until he/she has received instructions on how to do it properly and safely, and is authorized to perform the job;

2. No employees should undertake a job that appears to be unsafe;

3. No employee should use chemicals without fully understanding their toxic properties and without the knowledge required to work with them safely;

4. Mechanical safeguards must always be present and kept in place;

5. Employees are to report to a supervisor all unsafe conditions encountered during work;

6. Any work-related injury or illness suffered, however slight, must be reported to management immediately;

7. Personal protective equipment must be used when and where required, and properly maintained.

Departmental Health and Safety Training
Each City department is responsible for training employees in the hazards and prevention of injury and illness specific to that department. This training is performed when the employee is Willits IIPP Page 13 Version: June 2024
first assigned to the department, whenever an employee changes position or is assigned a new task or piece of equipment to operate and in some cases annually. Training may consist of formal training supported by audio visual aids and speakers or informal, operational instruction that identifies the proper work practices, necessary personal protective equipment, and operational hazards. See Section 8 below for the safety training requirements based upon department exposure.

Section 8: Overview of Supplemental Health & Safety Programs Beyond the Injury & Illness Prevention Program (IIPP), Cal/OSHA Title 8 requirements are exposure-based. That is, no exposure to the hazard, no requirement for City or Department policy, procedure, or training. Therefore, while the health and safety requirementsin this manual apply to all City employees, the requirementslisted below may only apply to certain departments or employees within those departments. On the following three pages is a chart outlining each Cal/OSHA Title 8 requirement with the department(s) that must have a written policy, procedure, and training plan to meet those requirements. See the next pages.

Willits IIPP Page 14 Version: June 2024
Program/Procedure: Applies To
(Department):

Content:

Asbestos-Cement Pipe
Cutting

Public Works Procedures and training for
personnel who may cut asbestoscement pipe or silica-containing materials. Includes an annual
“negative exposure assessment”
and training requirement.

Aerosol Transmissible
Disease Exposure Control
Plan
Public Safety Procedures and training addressing
the prevention of exposure to airborne pathogens associated with handling or proximity to ill citizens.

Blood-borne Pathogens
Exposure Control Plan
Public Safety, Public
Works (homeless
encampment clean-up,
parks maintenance).

Wastewater Treatment
Procedures and training addressing
the prevention of exposure to
blood-borne pathogens associated
with caring for ill citizens or
cuts/needle sticks from handling
infected syringes.

Permit-Required Confined
Space
Public Works,
Wastewater and Water
Treatment
Policy, procedure and training for
personnel who enter permitrequired confined spaces.

Electrical Work Procedure Public Safety, Public
Works, Wastewater and
Water Treatment
Procedures and training addressing
the prevention of exposure to arc
flash and references LOTO (see
below).

Emergency Response All City Personnel Provides location-specific emergency response and training
to both natural and manmade
disasters.

Excavation Procedures Public Works,
Wastewater and Water
Treatment
Procedures and training addressing
the competent person
requirements for excavations and
covers the procedures for safe
work in excavations for all
employees.

Willits IIPP Page 15 Version: June 2024
Program/Procedure: Applies To
(Department):

Content:

Fall Protection Procedures Public Works,
Wastewater and Water
Treatment
Procedures and training addressing
assessing fall exposures, use of
personal fall arrest systems,
guardrail protection, ladder usage,
and requirements for unguarded
areas.

Fire Prevention All City Facilities Location and operational-specific procedures addressing fire
prevention procedures, hot work
procedures where needed, and
responsibilities for fire suppression
maintenance.

Hazard Communication All City Personnel Procedures and training addressing the chemical exposures, use of
Safety Data Sheets (SDS), and
training.

Hazardous
Materials/Waste
Public Works,
Wastewater and Water
Treatment
Procedures and training addressing
the handling, storage and disposal
of hazardous materials/waste
(required under CUPA along with
training requirements).

Hearing Conservation Public Safety, Public
Works, Wastewater and
Water Treatment
Procedures, audiometric exams,
and training for personnel where
exposure exceed 85 dba for eight
(8) hours, per time weighted
average.

Heat Illness Procedures Public Safety, Public
Works, Wastewater and
Water Treatment
Policy, procedure and training for
those who work out of doors;
trigger temperature for
implementation is 80 degrees F;
addresses requirements for shade,
water, and emergency response.

Willits IIPP Page 16 Version: June 2024
Program/Procedure: Applies To
(Department):

Content:

Lockout/Tagout Policy &
Procedure
Public Safety, Public
Works, Wastewater and
Water Treatment
Policy, procedure, and training
regarding equipment-specific
energy control processes
(electrical, hydraulic, water,
pneumatic, kinetic, steam, gas,
thermal, and chemical energy).

Personal Protective
Equipment
Public Safety, Public
Works, Wastewater and
Water Treatment
Procedures for personal protective
equipment supported by a series of
job (or task) specific risk
assessments detailing personal
protection necessary for each job.

Repetitive Motion All City Personnel Procedures and training addressing the basic guidelines for the
prevention of repetitive motion
injuries including manual labor and
workstation ergonomics.

Respiratory Protection Public Safety, Public
Works, Wastewater and
Water Treatment
Procedures, medical evaluations,
training and fit testing required for
any personnel required to wear
respiratory protection, including
particle masks for anything other
than nuisance dust.

Zoonotics Public Safety, Public
Works
Procedures and training addressing
avoiding transmission of pathogens
from the handling of animals.

Section 10: Records Management
(1)
(2) RECORD KEEPING
(3) We are a local governmental entity and are not required to keep written records of the steps taken to implement and maintain our IIPP.
(4)
(5) Departments will maintain records of inspections and hazard reports for at least two years.

Records must include the names of those who conducted the inspection, the dates of the inspection, the identified hazards, and any corrective action taken. (6)
Willits IIPP Page 17 Version: June 2024
(7) Either the Departments or HR will maintain training records per the City’s records retention schedule. Training records must include the names of the employees trained, the topics covered in the training, the date of the training, the trainer’s identity, and the signatures of employees who attended. Forms for documentation of training and inspections are available from Human Resources. Electronic training records, where applicable, are also acceptable. (8)
(9) Employee records from medical monitoring and exposure evaluations will be preserved and maintained for the duration of employment plus thirty years. Employees and their designated representatives have a right to access relevant medical and exposure records.

CODE of SAFE PRACTICE
Willits’ employees shall follow this general code of safety practices:

1. Any employee may stop the City of Willits work without fear of retaliation if they believe the task is unsafe and must be evaluated by a supervisor or manager to determine necessary safety precautions. Report the condition to your immediate supervisor and/or Human Resources.

2. Always keep your work area clean and orderly to prevent slips, trips, or falls. When possible, avoid uneven ground and be aware of the walking surface.

3. Do not climb over fences or walls two feet or more in height. When possible, use gates or openings designed for passage. Use steps, stairs, ladders, or ramps to climb up or down work surfaces two feet or more in height or depth.

4. Equipment and Vehicles: Only use equipment in which you have been authorized and trained to operate. Supervisors are to ensure that employees are trained to operate appropriate tools/equipment. Request an equipment orientation from the manufacturer, dealer, or rental company for all rented equipment unfamiliar to you. Inspect equipment and vehicles for obvious damage and defects before use. When newly operated, leased, or rented for the first time, check critical safety items such as brakes, locks, guards, etc. Request and read the owner’s manual and use any inspection guides included with the manual.

5. Bend your knees and use your legs to lift, push, or pull objects. Use tools to help lift and transport heavy objects. When mechanical aids are not available, seek the help of others (twoperson lift) when lifting objects of heavyweight (more than 50 pounds) and/or awkward size (potential exception: jackhammers or other devices designed to be lifted by one person for short periods and distances).
ii.

1. When possible, use tools instead of hands to lift and remove lids (i.e., meters, vaults, maintenance holes, etc.). Use tools, the steel-toe of your shoe, or the instep of your foot to slide lids back in place. Avoid pinch points and getting your fingers caught. Ensure that all lids are undamaged, properly seated, and secure before leaving the site.

2. Wear all personal protective equipment (PPE) appropriate for the work area, per warning signs, task-specific procedures, or tool/equipment instructions. Use only tools and equipment that are in good working order, with guards in place and free from damage.

Willits IIPP Page 18 Version: June 2024

3. Use only those hazardous chemicals that you have been trained on and that have appropriate labeling (name and hazard warning). If a new or unfamiliar chemical or substance, refer to the SDS. Wear all personal protective equipment (PPE) appropriate for the work, per warning signs, SDS, task-specific procedures, etc. Label all secondary containers immediately after hazardous chemicals are placed inside them or when the original container label has been removed or defaced. Properly dispose of waste chemicals and containers in proper containment.

4. For all minor herbicide/pesticide applications and chemical use, follow all precautions and personal protective equipment requirements described on the herbicide/pesticide/chemical label. Check with your supervisor/manager if a Qualified Applicator Certificate or Qualified Applicator License is

5. When possible, use tools instead of hands to lift and remove lids (i.e., meters, vaults, maintenance holes, etc.). Use tools, the steel-toe of your shoe, or the instep of your foot to slide lids back in place. Avoid pinch points and getting your fingers caught. Ensure that all lids are undamaged, properly seated, and secure before leaving the site.

6. Wear all personal protective equipment (PPE) appropriate for the work area, per warning signs, task-specific procedures, or tool/equipment instructions. Use only tools and equipment that are in good working order, with guards in place and free from damage.

7. Use only those hazardous chemicals that you have been trained on and that have appropriate labeling (name and hazard warning). If a new or unfamiliar chemical or substance, refer to the SDS. Wear all personal protective equipment (PPE) appropriate for the work, per warning signs, SDS, task-specific procedures, etc. Label all secondary containers immediately after hazardous chemicals are placed inside them or when the original container label has been removed or defaced. Properly dispose of waste chemicals and containers in proper containment.

8. For all minor herbicide/pesticide applications and chemical use, follow all precautions and personal protective equipment requirements described on the herbicide/pesticide/chemical label. Check with your supervisor/manager if a Qualified Applicator Certificate or Qualified Applicator License is required.

9. Wear heavy-duty rubber gloves and boots when working with uncured concrete. Wet Portland cement can cause caustic burns, sometimes referred to as cement burns.

10. Report immediately to your supervisor:
a. On-the-job injuries or illnesses. Report all work-related injuries and illnesses to your supervisor. Supervisors will coordinate a visit to the occupational clinic. For off-hours and weekends, contact Human Resources to report the injury and seek medical advice. If immediate medical attention is needed, call 911 to receive transport to a hospital. b. Hazards, unsafe practices, close calls, malfunctioning equipment or tools, defective personal protective equipment, or policies and procedures that you believe could create or result in a dangerous situation: immediately STOP WORK to Recognize, Evaluate, and Control/Correct the Hazard(s). Report to your supervisor any situation that cannot be controlled or corrected.

11. When entering private property, request property owners to confine their dogs away from you.

If an unleashed aggressive dog approaches you, do not turn your back, step back from the dog Willits IIPP Page 19 Version: June 2024
and use a meter stick or similar item to help keep the dog at a safe distance from you.

12. Follow posted speed limits on all public roads. The speed limit inside City facilities, including plants, roads, maintenance yards, and employee parking lots, is 10 MPH. On private easement and access roads, the speed limit is 15 MPH for unpaved roads, and 30 MPH for paved roads.

Report all vehicle accidents to your supervisor immediately.

13. Mobile device use while driving is only permitted under state Law when used hands-free or paired to the vehicle. No texting is allowed while driving. (Exception: state law does provide exceptions to this restriction for Public Safety Employees. Public Safety Employees will follow their department’s procedures related to the use of mobile devices)

14. If experiencing symptoms of heat illness (fatigue, headache, dizziness, nausea, cramps, hot/dry skin, and rapid pulse), seek shade in an open-air area or an air-conditioned vehicle. If symptoms do not improve immediately or signs of heatstroke are present, call 911. a. Supervisors are required to notify their field employees of forecasted temperatures of 80 °F and above at the start of the work shift and ask them to use caution (drink up to one quart of water per hour and seek shade for at least five minutes when experiencing symptoms of heat illness: fatigue, headache, dizziness, nausea, cramps, hot/dry skin, and rapid pulse). b. Supervisors must ensure that shade and water is available near the work area (as close as practicable) at all times.
c. At temperatures of 95 °F and above, all solitary employees and crew leaders conducting excavations, remote, and grounds maintenance work must check in hourly with their supervisors to ensure employees are alert and not suffering from heat illness. Supervisors are to remind employees to drink plenty of water and give breaks as necessary. d. When forecasted temperatures exceed 105 °F, supervisors must schedule strenuous work activities during cooler times of the day, except for emergency job tasks that are necessary to be completed to avoid major service disruptions or impacts to public safety.

15. If a person(s) identifying themselves from Cal/OSHA shows up at a worksite, ask for identification and the purpose of the visit. Contact your supervisor and Department Head for direction and assistance. Do not allow permission to enter City sites or provide any documents unless directed by your supervisor or Department Head
Additional Safety Rules
Department Heads may develop specific safety rules. Such rules are subject to review by Human Resources. Upon approval, department-specific safety rules will be published for distribution to all affected employees.

Page i Version: June 2024
Appendices
Office Safety Inspection
Shop Safety Inspection
Workers Compensation Processing Form (Attachment Sample “A”) Workers Compensation Informational Brochure (Attachment Sample “B”) Workers Compensation Supervisor Report (Attachment Sample “C”) Workers Compensation 5020 form to be completed by Human Resources (Attachment Sample “D”)

OFFICE SAFETY INSPECTION FORM
INSTRUCTION:The inspector must be familiar with
department hazards, safe work practices,
and Cal/OSHA standards that pertain to the
site inspected.

HAZARD
Satisfactory (S)NeedsCorrection (NC)Action TakenDate Corrected A. Safety Equipment

1. Fire extinguishers are accessible at all times.

2. Fire Extinguishers are charged.

3. Adequate first-aid supplies are in each kit, supplies are not out of date.

4. Material handling equipment is available for use as needed.

5. Exits are unblocked and emergency lighting works.

6. Ladders and stools to reach materials are available & in good condition B. Work Surfaces

1. Work surfaces are kept dry or appropriate measures are taken to ensure that surfaces are slip-resistant.

2. Workspace is free from physical or chemical hazards.

C. Workstations

1. Chairs are fully adjustable, wheel, and floor mats are not creating hazards.

2. Keyboard and mouse are at the same height.

3. Monitor is in the same plane as the computer.

4. Top of monitor screen is at approximate level of user’s eyes.

D. Electrical

1. Extension cords and equipment have three-wire grounded plugs.

2. Extension cords and equipment are equipped with wiring insulation without breaks or taped splices.

3. Permanently placed equipment is wired with conduit and circuit breakers.

E. Hazardous Materials

1. Material safety data sheets are up to date for all hazardous materials in the workplace.

2. All hazardous materials are being used or stored in containers that are supplied with the original label.

Record of all corrections is verified by attaching work orders or other documentation regarding correction of hazards.

Name Job Title Date
Signature
Instructions for Office Inspection Form
Below are line-by-line instructions regarding how to
interpret the Office Inspection Form. Each instruction
should line up with its respective question on the form itself.

A. Safety Equipment

1. Fire extinguishers should be mounted between waist and shoulderheight and not have access to them blocked by anything.

2. Fire extinguishers should be in a “charged” condition and recharged annually. The monthly inspection should include levelof charge and condition.

3. Adequate first-aid supplies are based on the numberof personnel. Basic supplies include treatment for lacerations, eye injuries, and expected injuries based upon the operations at the location. Dated supplies should be within the use-by date.

4. Material handling equipment includes hand trucks, dollies, carts, etc., that may be required to safely move and handle supplies.

5. Emergency lighting is required whenever natural light will not be sufficient to exit the building safely (may depend upon hours of operation).

Exit signs should be visible in low light.

6. Ladders and stepstools should be readily available where they are required to reach materials. They should be in safe condition.

B. Work Surfaces

1. Work surfaces such as floor or raised work platforms should be dry or appropriate measures are taken to ensure that surfaces are slipresistant.

2. Physical or chemical hazards include tripping, slipping, items that may fall and injure workers, or chemical hazards such as poorly stored or open containers.

C. Workstations – Workstations should be evaluated whenever employees experience pain or other problems.

1. Chairs ideally should have adjustment for pan height, back height, back support, back tilt, pan tilt, and arm adjustments.

2. Keyboard and mouse should always be at the same height.

3. Workers should not have to twist to see the monitor or reach keyboard while viewing monitor.

4. Top of monitor screen should be at approximately the level of user’s eyes.

D. Electrical

1. Extension cords and equipment should be supplied with three-wire grounded plugs unless powering double insulated equipment.

2. Extension cords and equipment should not have breaks or taped splices in the insulation.

3. Permanently placed equipment should be wired with its electrical cord to an outlet, not through an extension cord.

E. Hazardous Materials

1. Material safety data sheets should be available for each hazardous material in the workplace.

2. Hazardous materials being used or stored in containers should be supplied with the original label or the original label wording.

Record of all corrections is verified by attaching work orders or other documentation regarding correction of hazards.

Name _____________ Job Title ______ Date ______________ Signature ____ Original: File Copy:

INSTRUCTION: The inspector must be familiar with department hazards, safe work practices, and Cal/OSHA
standards that pertain to the site inspected. Use
N/A if the hazard does not apply.

HAZARD
Satisfactory (S) /Needs Correction (NC)Corrective ActionDate Corrected A. Safety Equipment

1. Fire extinguishers are mounted and accessible by employees.

2. Fire extinguishers are charged,and monthly inspection marked.

3. Adequate first-aid supplies are in the first aid kit; there are no drugs.

4. Eye wash(s) work properly, are sanitary, and have covers over spray heads.

5. Lockout/Tagout keys and tags are available and stored properly.

6. Appropriate personal protective equipment is available and sanitary.

7. Material handling equipment is available for use as needed.

8. Respirators are cleaned, inspected, and stored in closed containers.

B. Exits

1. Exits are unblocked,and emergency lighting (if needed) works.

2. Aisles are free of hazards and access to exits is clear.

C. Work Surfaces

1. Work surfaces are kept dry or appropriate measures are taken to ensure that surfaces are slip-resistant.

2. Workspace is free from physical or chemical hazards.

D. Elevated Surfaces

1. Ladders are in safe condition (spreader bars, rungs, and rails).

2. Work platforms more than 30 inches high are protected by standard guardrails (guardrail at 42”, mid-rail at 21”, and toe board if needed).

3. Overhead storage is protected and not a hazard to working underneath.

4. There is permanent access to overhead storage and the area is guarded by standard guardrails; or the space inaccessible to workers.

E. Electrical

1. Extension cords and equipment have three-wire grounded plugs.

2. Extension cords and equipment are equipped with wiring insulation without breaks or taped splices.

3. Permanently placed equipment is wired through conduit and circuit breakers.

4. Circuit breakers & junction boxes have no open plugs/ broken face plates.

5. There is three (3) feet or greater clear space in front of electrical equipment.

SHOP SAFETY INSPECTION FORM

ADDITIONAL INSTRUCTIONS

ADDED DETAIL ON HAZARD
A. Safety Equipment

1. Fire extinguishers are normally mounted between waist and shoulder height. Access to them should not be blocked.

2. Fire extinguishers should be in a “charged” condition and recharged annually. The monthly inspection should include levelof charge and condition.

3. Adequate first-aid supplies are based on the numberof personnel. Basic supplies include treatment for lacerations, eye injuries, and expected injuries based upon the operations at the location.

4. Eye washes must have sufficient pressure to work properly, must be clean, and have covers over spray heads. Operate monthly.

5. For employees responsible for maintenance, cleaning, or adjusting equipment, Lockout/Tagout keys and tags must be available.

6. Personal protective equipment may include head, eye, face, body, or foot protection. Also hearing protection, dust masks,and respirators

7. Material handling equipment includes hoists, lifts, hand trucks, dollies, forklifts, pallet jacks, or hand tools to assistin moving materials.

8. Respirators must be stored in closed containers, cleaned after each use, and their cartridges must not be past the expiration date.

B. Exits

1. Emergency lighting is required whenever natural light will not be sufficient to exit the building safely (may depend upon hours of operation).

Exit signs should be visible in low light.

2. Access to exits should be at least 36 inches wide, actual requirements depend upon occupancy type and numberof personnel.

C. Work Surfaces

1. Slip resistant surfaces may include expanded metal, mats, etching floors, etc.

2. Physical hazards include holes, debris, materials, or equipment that is in the way. Chemical hazards include exposure to vapors, metal fumes, or hazardous liquids that are not fully contained.

D. Elevated Surfaces

1. Rails and rungs should be without cracks, broken parts, or excessive wear. Spreader bars should lock safely.

2. Every fixed or mobile work platform must be guarded with standard guardrails. Toe boards are required only if employees may work below.

3. Overhead storage should not become a hazard to employees working below it.

4. Overhead storage areas are required to have means of access and standard guardrails, or to prevent access and not allow storage.

E. Electrical

1. All extension cords, and any equipment not UL approved to operate without ground, must be grounded.

2. Extensions cords and wiring should be solid, without breaks or splices to the insulation.

3. Permanently placed equipment should be wired with conduit or other approved permanent wiring.

4. Circuit breakers and outlets should not have any opening exposing energized wiring.

5. All circuit breakers are required to have three feet of clearance in front of themand doors must open freely to at least 90 degrees.

INSTRUCTION: The inspector must be familiar with department hazards, safe work practices, and Cal/OSHA
standards that pertain to the site inspected. Use
N/A if the hazard does not apply.

HAZARD
Satisfactory (S)/NeedsCorrection (NC)CorrectiveActionDate Corrected F. Hazardous Materials

1. Material safety data sheets are up to date for all hazardous materials at the work site. The MSDS book contains an inventory.

2. All hazardous materials are being used or stored in containers that are supplied with the original label.

3. Flammables (> than 25 gallons, total) are stored in closed storage cabinets.

4. Compressed gas cylinders are secured. Oxygen and fuel are separated > 20 feet or 5-foot high, one-hour fire-rated wall. Empties are labeled.

5. “No smoking” is posted and enforced around flammable & combustible material.

G. Machinery & Equipment

1. All guards are in place unless machinery is correctly locked out.

2. Compressors have current permit and sign Warning May Start at Any Time.

3. Equipment and machinery is properly maintained.
4, Cranes have daily inspections and a record of quarterly inspections.

5. Grinder tool rests, stops, and plastic eye guards are correctly adjusted.

6. Service pits are guarded and provided withnon-sparking electrical equipment.

H. Vehicles & Mobile Equipment

1. Forklift operators have current certification (< 3 Years) & Operating Rules are Posted.

2. Forklifts have warning horns and are periodically inspected.

3. Manual or powered staging or man-lifts have standard guardrails.

4. All equipment with ROPS has seat belts in good condition.

5. All heavy equipment has a working back-up alarm.

I. Work Behaviors

1. Appropriate personal protective equipment is being worn.

2. Safe work practices are being followed.

3. Proper material handling and lifting techniques are used.

Record of all corrections is verified by attaching work orders or other documentation regarding correction of hazards.

Name Job Title Date
Signature Original: File Copy:

ADDITIONAL INSTRUCTIONS

ADDED DETAIL ON HAZARD
F. Hazardous Materials

1. There must be an MSDSfor each hazardous material at the work site. The MSDS binder should be easy to access and must contain an inventory.

2. Only materials in immediate use (and replaced at the end of the use or shift) may be in unlabeled containers.

3. Flammables (> than 25 gallons, total) are stored in NFPA approved, closed storage cabinets.

4. Compressed gas cylinders must be secured. Oxygen and fuel must be separated> 20 feet or 5-foot high, one-hour fire-rated wall. Empties and Full cylinders should be so labeled.

5. “No smoking” must be posted and enforced around flammable and combustible materials. Look for cigarette butts as evidenceof smoking.

Smoking areas should have ash containers.

G. Machinery & Equipment

1. Guards should cover all moving parts, drive mechanisms, and pinch points. The point of operation guard should protect the operator.

2. Compressors with more than 1 ½ cubic feet of volume or 150 PSI must have a certificate good for five (5) years and sign Warning May Start at Any Time.

3. Equipment should reflect preventive maintenance and be in safe operating condition. 4, All cranes should have daily operating inspections and a record of quarterly inspections. Those of more than three (3)ton capacity also require annual certification.

5. Grinder tool restsare to be adjusted to within ⅛of aninch of the wheel. Tool stops and plastic eye guards are to be correctly adjusted.

6. Service pits must be guarded when not used, or its unused portion guarded. Drop lights must be of a non-switching type with nooutlets in the handle.

H. Vehicles & Mobile Equipment

1. Forklift operating rules must be posted in the workplace. Operator certificate must be current, good for three (3) years.

2. Forklifts must have warning horns. Lifts should be inspected daily before use.

3. This includes rolling scaffolds, scissor lifts, man-lifts for forklifts or aerial lifts (telescoping). The latter require use of fall protection when operating.

4. Any equipment with roll-over protection requires seat belts and they are to be worn whenever operating equipment.

5. All heavy equipment and any equipment with limited rear visibility require a working back-up alarm.

I. Work Behaviors

1. May consist of head, face, eye, hand, body, foot, hearing, or respiratory protection.

2. Based upon work performed in the shop at the time of this inspection. Based also on safe work practices required in the shop.

3. May include proper body mechanics observed when lifting and/or the use of mechanical lifting devices.

Record of all corrections is verified by attaching work orders or other documentation regarding correction of hazards.

Name _____________ Job Title ______ Date ______________ Signature ____ Original: File Copy:

ATTACHMENT SAMPLE A
Employee completes this
section only. Give them a copy
after they complete this
section and HR completes the
section below
Send the form to Human
Resources and they will
complete this section as the
“employer”
ATTACHMENT SAMPLE “B”
This informational brochure is given to the
employee at the same time as the Workers
Compensation Claim Form (DWC I) form.

ATTACHMENT SAMPLE C
The immediate supervisor will
complete this form and return to HR

ATTACHMENT SAMPLE D
Human Resources will
complete this form.

Resolution No. 2024-__ Page 1 of 1 June 12, 2024
RESOLUTION NO. 2024-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS APPROVING THE REVISED INJURY AND ILLNESS PREVENTION PROGRAM.

WHEREAS, the City Council has adopted by Resolution the revised Injury and Illness Prevention Program; and
WHEREAS, staff sought guidance and direction from the California Intergovernmental Risk Authority (CIRA), as the entity serves as the City’s insurance trust and risk management partner; and
WHEREAS, the City of Willits is firmly committed to the safety of all employees and conformity with state and federal employment laws; and
NOW, THEREFORE, BE IT RESOLVED that the revised Injury and Illness Prevention Program by Resolution 2024-__ is hereby adopted by the City Council of the City of Willits.

AYES:

NOES:

ABSENT:

ATTEST:
__________________________
_________________________________
SAPRINA RODRIGUEZ, Mayor
City Council of the City of Willits
DELORES PEDERSEN, City Clerk
Item No. 9d
Meeting Date: June 12, 2024

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Karen Stevenson, Human Resources Manager
Agenda Title: ADOPT A RESOLUTION TO APPROVE A NEW WORKPLACE VIOLENCE PREVENTION

PROGRAM THAT OUTLINES HOW THE CITY WILL PROTECT EMPLOYEES AND PREVENT WORKPLACE VIOLENCE WITHIN SPACES UNDER ITS CONTROL, EFFECTIVE JUNE 13, 2024.

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 20 Minutes Summary of Request: The City worked with CIRA to establish a program to ensure the City is in compliance with Labor Code 6401.9, which will go into effect on July 1, 2024. This Program is a separate, stand-alone policy and provides the essential framework to identify, evaluate, and control workplace violence hazards. This Program establishes procedures and rules which are used to effectively reduce workplace violence for unanticipated circumstances that can be life threatening or pose a risk of significant injuries to employees or other persons.

Recommended Action: Adopt the accompanying Resolution approving the new Workplace Violence Prevention Program that establishes guidelines for all City of Willits employees to follow as a Condition of Employment, effective June 13, 2024.

Alternative(s): None.

Fiscal Impact: None.

California Environmental Quality Act: Not applicable.

CITY OF WILLITS

WORKPLACE VIOLENCE

PREVENTION PROGRAM
This program outlines how the
City of Willits will protect its
employees and prevent
workplace violence within
spaces under its controls.

Workplace Violence Prevention Program for
City of Willits
WVPP Table of Contents
PURPOSE ....................................................................................................................................................................................... 2 DEFINITIONS................................................................................................................................................................................. 2 RESPONSIBILITIES ....................................................................................................................................................................... 3 EMPLOYEE ACTIVE INVOLVEMENT ........................................................................................................................................ 4 COMPLIANCE ............................................................................................................................................................................... 4 COMMUNICATION...................................................................................................................................................................... 4 WORKPLACE VIOLENCE INCIDENT PROCEDURE & REPORTING.................................................................................... 5 HAZARD IDENTIFICATION AND EVALUATION..................................................................................................................... 6 INCIDENT INVESTIGATION........................................................................................................................................................ 8 HAZARD CORRECTION.............................................................................................................................................................. 9 TRAINING AND INSTRUCTION...............................................................................................................................................12 EMPLOYEE ACCESS to the WVPP..........................................................................................................................................13 RECORDKEEPING ......................................................................................................................................................................13 PROGRAM REVIEW...................................................................................................................................................................13 PROGRAM HISTORY.................................................................................................................................................................15 EMPLOYEE ACKNOWLEDGMENT FORM.............................................................................................................................16 ATTACHMENT A: Workplace Violence Incident Log........................................................................................................17 ATTACHMENT B: Workplace Violence Prevention Incident Report Form..................................................................18 ATTACHMENT C: Workplace Violence Prevention Program Progressive Behavior Action Guidelines............21 ATTACHMENT D: Workplace Violence Prevention Environmental Hazard Assessment & Control Checklist......................................................................................................................................................................................23 ATTACHMENT E: Active Shooter in the Workplace Procedures………………………………………………………………………26 Workplace Violence Prevention Program for
City of Willits
2 PURPOSE The purpose of the Workplace Violence Prevention Program (WVPP) is to ensure that the City of Willits provides its employees and members of the public with a place to conduct the business of this organization free of threats, threat of violence, intimidation, harassment, and acts of violence. It shall be the policy of the City of Willits to take appropriate actions to protect, as fully as possible, all employees of the organization and members of the public from acts of violence, threats, intimidation, and harassment that may occur during the performance of job duties. The City of Willits shall also take action, including involving state or local law enforcement and pursuing prosecution through judicial or other appropriate administrative remedies, when such incidents occur.

This program does not apply to employees who are teleworking from a location of their choice, which is not under the control of the City of Willits

DEFINITIONS
• Emergency - Unanticipated circumstances that can be life threatening or pose a risk of significant injuries to employees or other persons.
• Engineering controls - An aspect of the built space or a device that removes a hazard from the workplace or creates a barrier between the employee and the hazard. • Log - The Violent Incident Log required by LC section 6401.9. • Plan - The workplace violence prevention plan required by LC section 6401.9. • Threat of violence - Any verbal or written statement, including, but not limited to, texts, electronic messages, social media messages, or other online posts, or any behavioral or physical conduct that conveys an intent, or that is reasonably perceived to convey an intent, to cause physical harm or to place someone in fear of physical harm, and that serves no legitimate purpose. • Workplace violence - Any act of violence or threat of violence that occurs in a place of employment.

Workplace violence includes, but is not limited to, the following:
o The threat or use of physical force against an employee that results in, or has a high likelihood of resulting in, injury, psychological trauma, or stress, regardless of whether the employee sustains an injury.
o An incident involving a threat or use of a firearm or other dangerous weapon, including the use of common objects as weapons, regardless of whether the employee sustains an injury. o The following four workplace violence types:
 Type 1 violence - Workplace violence committed by a person who has no legitimate business at the worksite and includes violent acts by anyone who enters the workplace or approaches employees with the intent to commit a crime.
 Type 2 violence - Workplace violence directed at employees by customers, clients, patients, students, inmates, or visitors.
 Type 3 violence - Workplace violence against an employee by a present or former employee, supervisor, or manager.
 Type 4 violence - Workplace violence committed in the workplace by a person who does not work there but has or is known to have had a personal relationship with an employee. o Workplace violence does not include lawful acts of self-defense or defense of others. • Work practice controls - Procedures and rules that are used to effectively reduce workplace violence hazards.

Workplace Violence Prevention Program for
City of Willits
3 RESPONSIBILITIES
The City Manager is responsible for ensuring the implementation of an effective WVPP for their City of Willits personnel. The City of Willits will not ignore, condone, or tolerate threats of violence or workplace violence by any employee, appointed or elected official, volunteer, contractor, client, or visitor. We recognize that the responsibility for this program is shared, and responsibility has been assigned as follows:

Responsible
Persons
Job
Title/Position
WVPP Responsibility(ies) Phone # Email
Brian Bender City Manager Overall responsibility for the plan; Brian approves the final
plan and any major changes.
(707) 459-7021 bbender@cityofwillits.
org
Karen Stevenson HR Manager Responsible for employee
involvement and training;
Karen organizes safety
meetings, updates training
materials, and handles any
reports of workplace violence.
(707) 459-7176 kstevenson@cityofwilli
ts.org
Chris Dewey Police Chief Chief Dewey conducts safety
inspections, coordinates
emergency response
procedures, and communicates
with other employers about the
plan.]
707-459-7110 [email protected]
g
In addition, all locations for the City of Willits are required to maintain a WVPP in addition to the Injury and Illness Prevention Program (IIPP) as required by Cal/OSHA Title 8 Section 3203 and §6401.9. A copy of this program is available on the shared drive -> Policies.

Manager/Supervisor—Managers and supervisors are responsible for ensuring compliance with the provisions of this WVPP. As managers/supervisors are representatives of the City of Willits, they will ensure that many of the elements described in this plan are implemented as directed by leadership and HR. Some of these responsibilities include:
• Implementing the program in their work areas;
• Providing input to the Administrator regarding the program; • Participating in investigations of workplace violence reports; and • Answering employee questions concerning this program.

Employee - Employees are expected to act professionally, courteously, and responsibly at all times.

Responsibilities include:
• Complying with the program;
• Maintaining a violence-free work environment;
• Attending all training;
• Following all directives, policies, and procedures; and • Reporting suspicious persons in the area and alerting the proper authorities when necessary.

Workplace Violence Prevention Program for
City of Willits
4 EMPLOYEE ACTIVE INVOLVEMENT
The City of Willits has and will seek the active involvement of employees and authorized employee representatives in developing and implementing this plan through one or more of the following items:
• Participating in quarterly safety meetings with employees and their representatives to discuss the identification of workplace violence-related concerns/hazards, evaluate those hazards and/or concerns, and how to correct them. These meetings will occur the first day of each quarter and may involve brainstorming sessions, discussions of recent incidents, and reviews of safety procedures. • Encouraging employees to participate in designing and implementing training programs and incorporating suggestions into training materials. For example, an employee might suggest a new training scenario based on a recent incident.
• Employees are surveyed for their input and concerns associated with workplace violence program. • Management will ensure that all workplace violence policies and procedures within this written plan are clearly communicated and understood by all employees. The plan shall be in effect at all times, in all work areas, and be specific to the hazards and corrective measures for each work area and operation.

COMPLIANCE
The City of Willits is committed to ensuring that all safety and health policies and procedures involving workplace violence prevention are clearly communicated and understood by all employees. All employees are responsible for employing safe work practices, following all directives, policies, and procedures, and assisting in maintaining a safe, healthy, and secure work environment. Our system of ensuring that all employees, including supervisors and managers, comply with work practices that are designed to make the workplace more secure and do not engage in threats or physical actions that create a security hazard for others in the workplace include:

1. Training employees, supervisors, and managers as to the provisions of the City of Willits’s WVPP when hired and periodically thereafter through memos, email, staff meetings, and training.

2. Evaluating the performance of employees to ensure compliance with the WVPP.

3. Recognizing employees who demonstrate work practices that promote the WVPP in the workplace by

4. Providing training and/or Employee Assistance Program (EAP) services to employees whose compliance is deficient with the WVPP.

5. Disciplining employees for failure to comply with WVPP in accordance with the City of Willits’s disciplinary process, as found in the Personnel Policies and Procedures Manual.

6. Providing employees with access to this written WVPP.

Additionally, employees will not be threatened with adverse action or retaliated against in any way if they refuse to report to or leave a workplace or worksite because they have a reasonable belief that it is unsafe. Employees who state they are not coming to work because they don’t feel it’s safe will need to explain the threat in detail so the City of Willits can investigate and take corrective actions.

Employees will not be prevented from accessing their mobile or other communication devices to seek emergency assistance, assess the safety of a situation, or communicate with a person to verify their safety.

COMMUNICATION
We recognize that open, two-way communication between our management team, staff, and other employees about workplace violence issues is essential to a safe and productive workplace. The following communication system is designed to facilitate a continuous flow of workplace violence prevention information between management and staff in a form that is readily understandable by all employees and consists of one or more of the following:
• New employee orientation that includes workplace violence prevention policies and procedures Workplace Violence Prevention Program for
City of Willits
5 • Periodic annual review of our WVPP with all employees no later than July 31st of each year. • Training programs to address specific aspects of workplace violence prevention and security unique to our location, such as the following: Workplace Violence Prevention training via Vector Solution, City of Willits Workplace Violence Prevention handout
o You can reach out to Human Resources for more information. • Posting and distributing workplace violence prevention information • Reporting workplace violence/security hazards or threats of violence (speak with your supervisors first; if that isn't possible, speak with Human Resources.
• Effective communication between employees, managers, and supervisors about security and violence concerns, including translation where appropriate.
• Protecting employees who report incidents of workplace violence from retaliation by the person making the threats.
o The City of Willits will immediately take the appropriate action, such as removing the person making the threats from the work area until the situation is resolved. For serious threats or acts of violence, Security and/or local law enforcement will be called via (707) 459-6122 or 911. • A system for workers to anonymously inform management about workplace security and violence concerns Anonymous notifications can be made by leaving a sealed envelope in the HR Director, Assistant City Manager, City Manager, or any other department head level’s mailbox. • Addressing security issues at our workplace violence prevention and/or team meetings

WORKPLACE VIOLENCE INCIDENT PROCEDURE & REPORTING
Responding to Actual or Potential Workplace Violence Emergencies In the event of an actual or potential workplace violence emergency, Any City of Willits Employee will alert employees of the presence, location, and nature of the workplace violence through the following methods:
• By using the City’s panic button system, calling 911, or calling the Willits Police Department Dispatch Center.

When any employee becomes aware of an actual or potential workplace violence emergency, they shall notify the City of Willits Police Department Dispatch Center or their supervisor.

Employees shall implement the run, hide, and fight protocols where appropriate. Evacuation routes and sheltering locations will be communicated to affected staff. If employees are not able to evacuate or shelter in place, they are authorized to take all reasonable actions necessary to fight or subdue an active shooter or assailant. (See attached Workplace Violence – Active Shooter Procedures) Employees can obtain help from staff assigned to respond to workplace violence emergencies such as security personnel or by calling the following number (707) 459-6122 If no security personnel are located at the worksite, employees shall call 911 to report the incident and request assistance from law enforcement.

Emergencies and Reporting a Crime
For immediate assistance in an emergency that is not associated with a service call, contact emergency services or law enforcement by calling 911. For immediate assistance in an emergency associated with a service call in progress, follow internal procedures for requesting immediate backup assistance by notifying local law enforcement. Employees should also notify their supervisor, manager, and the Administrator as soon as possible.

Reporting Workplace Violence Concerns
Employees who witness or experience threats of violence or workplace violence can report the incident through their chain of command or directly to Human Resources. Employees may report anonymously and without fear Workplace Violence Prevention Program for
City of Willits
6 of reprisal by submitting the incident in writing through interoffice mail.

Restraining Orders
Employees or other personnel affiliated with the City of Willits who have an active restraining order issued against another person that includes the workplace are encouraged to provide a copy of the restraining order to their supervisor and the Administrator. Supervisors who receive notification of a restraining order that includes the workplace will meet with the Administrator to decide what actions, if any, need to be initiated.

HAZARD IDENTIFICATION AND EVALUATION The City of Willits will perform workplace hazard assessment for workplace security in the form of periodic inspections. Periodic inspections to identify and evaluate workplace security hazards and threats of workplace violence are performed by the following observer(s) in the following areas of our workplace:

Observer Name: Area:

City Department Heads Area of responsibility
Workplace Violence Prevention Program for
City of Willits
7 The “Workplace Violence Prevention Environmental Hazard Assessment & Control Checklist” (Attachment D) can be used to assist with the security assessment. Inspections are performed according to the following schedule:
• Frequency – twice a year, in January and July.
• Upon initial establishment of a WVPP
• When new, previously unidentified security hazards are recognized • When occupational injuries or threats of injury occur Additionally, the City of Willits will review all submitted/reported concerns of potential hazards, which may trigger an inspection. These submittals/reports could originate from a variance sources, including the system the City of Willits has implemented for employees and authorized employee representatives to anonymously inform management about workplace violence hazards of threats of violence without fear of reprisal/retaliation.

Examples of reporting sources:
• Direct reports to supervisors, manager, or HR
• Voicemail/email/text messages
• Providing to a Department Heads, Human Resources, Assistant City Manager, or City Manager’s in-box with a sealed anonymous letter
Periodic inspections for security hazards consist of the identification and evaluation of workplace security hazards as well as changes in workplace practices, which may require an assessment for more than one type of workplace violence will occur in January and July of each year. The following table lists what hazards should be included when assessing different types of workplace violence.

Inspection Workplace Security Hazards Include Assessing:

Type I
(Workplace violence
committed by a person
who has no legitimate
business at the
worksite, and includes
violent acts by anyone
who enters the
workplace or
approaches)
• The exterior and interior of the workplace for its attractiveness to robbery or other criminal acts.
• The need for security surveillance measures, such as mirrors or cameras. • Posting of signs notifying the public that limited cash is kept on the premises.
• Procedures for employee response during a robbery or other criminal act. • Procedures for reporting suspicious persons or activities. • Posting emergency telephone numbers for law enforcement, fire, and medical services, where employees have access to a telephone with an outside line.
• Limiting the amount of cash on hand and using safes for large amounts of cash, or armor car pickup.
• Building alarm systems and Crime Prevention through Environmental Design.
• Other: Including landscaping, lighting, ingress/egress, and building design Type II
(Workplace violence
directed at employees
by customers, clients,
patients, students,
inmates, or visitors.)
• Access to, and freedom of movement within, the workplace. • Adequacy of workplace security systems, such as door locks, security windows, physical barriers, and restraint systems.
• Frequency and severity of threatening or hostile situations that may lead to violent acts by persons who are service recipients of our establishment.
• Employee’s skill in safely handling threatening or hostile service recipients.

Workplace Violence Prevention Program for
City of Willits
8 • Effectiveness of systems and procedures to warn others of a security danger or to summon assistance, e.g., alarms or panic buttons. • Use work practices such as "buddy" systems for specified emergency events.
• The availability of employee’s posted escape routes
Type III
(Workplace violence
against an employee
by a present or former
employee, supervisor,
or manager.)
• How effectively our establishment's workplace violence prevention policy has been communicated to employees, supervisors, or managers.
• How effectively our establishment’s management and employees communicate with each other.
• Our employees’, supervisors’, and managers' knowledge of the warning signs of potential workplace violence.
• Access to, and freedom of movement within, the workplace by nonemployees, including former employees or persons with whom one of our employees is having a dispute.
• Frequency and severity of worker reports of incidents of physical or verbal abuse by managers, supervisors or other employees. • Any prior violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace. • Employee progressive disciplinary procedures.

Type IV
(Workplace violence
committed in the
workplace by a person
who does not work
there, but has or is
known to have had a
personal relationship
with an employee.)
• How effectively our establishment's workplace violence prevention policy has been communicated to employees, supervisors, or managers. • How effectively our establishment's management and employees communicate with each other.
• Our employees', supervisors' and managers' knowledge of the warning signs of potential workplace violence.
• Access to, and freedom of movement within, the workplace by nonemployees, including former employees or persons with whom one of our employees is having a dispute.
• Frequency and severity of worker reports of incidents of physical or verbal abuse by managers, supervisors or other employees. • Any prior violent acts, threats of physical violence, verbal abuse, property damage or other signs of strain or pressure in the workplace.

INCIDENT INVESTIGATION
We have established the following policy for investigating incidents of workplace violence. Our procedures for investigating incidents of workplace violence, which include threats and acts of violence, consist of:
• Visiting the scene of an incident as soon as possible. • Interviewing involved employees and witnesses.
• Reviewing security footage of existing security cameras, if applicable. • Examining the workplace for security risk factors associated with the incident, including any previous reports of inappropriate behavior by the perpetrator.
• Determining instigating or causative factors of the incident. • Taking corrective action to prevent similar incidents from occurring.

Workplace Violence Prevention Program for
City of Willits
9 • Reviewing all previous incidents.
• Recording the findings and ensuring corrective actions are taken. • Obtaining any reports completed by law enforcement.

The “Workplace Violence Incident Log” (Attachment A) will be used for every workplace violence incident. Staff who are charged with completing this log will take every effort to ensure that no personal identifying information is recorded or documented in the written investigation report. This includes information that would reveal identification of any person(s) involved in a violent incident, such as names, addresses, email addresses, telephone numbers, social security numbers, or other information that, alone or in combination with other publicly available information, would reveal a person’s identity. The log will be used to capture:
• The date, time, and location of the incident.
• The workplace violence type or types involved in the incident. • A detailed description of the incident.
• A description of each individual who committed the act(s) of violence, including whether the perpetrator was a client or customer, family or friend of a client or customer, stranger with criminal intent, co-worker, supervisor or manager, partner or spouse, parent or relative, or other. • A description of circumstances at the time of the incident, including, but not limited to, whether the victim was completing usual job duties, working in poorly lit areas, rushed, working during a low staffing level, isolated or alone, unable to get help or assistance, working in a community setting, or working in an unfamiliar or new location.
• A description of where the incident occurred, such as in the workplace, parking lot, or other area outside the workplace.
• A classification of the type of incident, including, but not limited to, whether it involved any of the following:
o Physical attack without a weapon such as biting, choking, grabbing, hair pulling, kicking, punching, slapping, pushing, pulling, scratching, spitting, or other attack. o Attack with a weapon or object such as a firearm, knife, or other object. o Threat of physical force or threat of the use of a weapon or other object. o Sexual assault or threat, including rape, attempted rape, physical display, or any other unwanted verbal or physical sexual contact.
o Animal attack.
o Other.
• A description of the consequences of the incident, including, but not limited to:
o Whether security or law enforcement was contacted and a description of their response. o Actions taken to protect employees from a continuing threat or from any other hazards identified as a result of the incident.
o Information about the person completing the log, including their name, job title, and the date completed.

HAZARD CORRECTION
Work practice controls will be used to correct unsafe work conditions, practices, or procedures that threaten the security of employees.

Work practice controls are defined as procedures, rules, and staffing that are used to effectively reduce workplace violence hazards. Work practice controls may include, but are not limited to:
• Appropriate staffing levels;
• Provision of dedicated safety personnel (i.e. security guards); • Employee training on workplace violence prevention methods; and • Employee training on procedures to follow in the event of a workplace violence incident.

Workplace Violence Prevention Program for
City of Willits
10 Corrective actions will be implemented in a timely manner based on the severity of the hazard, documented, and dated.

If an imminent hazard exists that cannot be immediately abated without endangering worker(s) and/or property, all exposed workers will be removed from the situation except those necessary to correct the existing condition.

Workers who are necessary to correct the hazardous conditions will be provided with the necessary protection.

The following tables provide sample corrective actions that can be implemented.

Type Corrective Measure
Type I
(Workplace
violence
committed by a
person who has
no legitimate
business at the
worksite, and
includes violent
acts by anyone
who enters the
workplace or
approaches)
• Make the workplace unattractive to robbers and other criminal acts. • Improve lighting around and at the workplace.
• Provide emergency buttons to workers and install emergency alarms at the workplace.
• Establish a safe room with a lockable door.
• Utilize security guards and surveillance measures such as cameras or mirrors to monitor the exterior and interior workplace.
• Follow reporting procedures for notifying designated employees of suspicious persons or activities.
• Post emergency telephone numbers for law enforcement, fire, and medical services where employees have access to a telephone with an outside line. • Post signs to notify the public that limited cash is kept on the premises. • Limit cash on hand and use time-access safes and armored car services for large amounts of cash.
• Provide training on emergency action procedures for employees, supervisors, and managers.
• Use alarm systems and access control systems.
• Apply Crime Prevention through Environmental Design practices.

Type II
(Workplace
violence
directed at
employees by
customers,
clients,
patients,
students,
inmates, or
visitors.)
• Control access to the workplace and freedom of movement within it, consistent with City of Willits necessity.
• Ensure adequate workplace security/access control systems, such as door locks, security windows, physical barriers, and restraint systems. • Provide worker training in recognizing and handling threatening or hostile situations that may lead to violent acts by persons who are service recipients of our establishment.
• Place effective systems to warn others of a security danger or to summon assistance, e.g., alarms or panic buttons.
• Provide procedures for a "buddy" system for specified emergency events. • Ensure adequate emergency escape routes.

Type III &
Type IV
(Type III -
Workplace
violence
against an
• Communicate effectively the City of Willits's workplace violence prevention policy to all employees, supervisors, and managers.
• Improve the effectiveness with which our establishment's management and employees communicate with each other.
• Increase employees, supervisors', and managers' awareness of the warning signs of potential workplace violence.
• Control access to and freedom of movement within the workplace by non- Workplace Violence Prevention Program for
City of Willits
11 employee by a
present or
former
employee,
supervisor, or
manager.)
(Type VI -
Workplace
violence
committed in
the workplace
by a person
who does not
work there, but
has or is known
to have had a
personal
relationship
with an
employee.)
employees, including recently discharged employees or persons with whom one of our employees is having a dispute.
• Provide counseling to employees, supervisors, or managers who exhibit behavior that represents strain or pressure, which may lead to physical or verbal abuse of co-workers.
• Ensure all reports of violent acts, threats of physical violence, verbal abuse, property damage, or other signs of strain or pressure in the workplace are handled effectively by management and that the person making the report is not subject to retaliation by the aggressor.
• Ensure worker disciplinary and discharge procedures address the potential for workplace violence.
• Apply crime prevention measures through environmental design and administrative measures, including, but not limited to:
o Well-lighted areas
o Security/controlled access to work area
o Requirement for employees to visibly display employee ID badge at all times while in a Department facility
o Utilization of code words (recognized by co-workers) to indicate help is needed
o Visitor sign-in
o Visitor badges
o Well-lighted parking lots and area surrounding the building o Buddy system for walking to car or locations away from the building o Security cameras
o Bullet-resistant glass
o Mounted area mirrors
o Onsite security guards
o Eliminate hiding places in areas surrounding the building, i.e. overgrown shrubs, dark areas
o Panic buttons
o Locks on restroom doors
o Removal of sharp objects from view that could be used as a weapon (offices with public access)
o Caller ID on phones
o Field staff check in (cell phones)
o Cash locked in vault or secure safe
Critical Post-Incident Follow Up
It is important to follow up after an incident has occurred and corrective actions are implemented. This includes checking the status of affected employees and reviewing the effectiveness of both current and recently selected corrective actions.

Short-term:
• Contact each affected employee – whether or not the employee is on or off duty – to inquire regarding their current status and need for mental health intervention, as well as to assess the need for work accommodation or work site adjustment, within two days of the incident. Additional follow-ups should be conducted one week following the incident, and a follow-up within two weeks following the incident Workplace Violence Prevention Program for
City of Willits
12 will be made at the discretion of Human Resources and the immediate supervisor. • In partnership with mental health professionals, provide critical incident debriefing to affected and potentially affected employees within two days of the incident. • Offer an opportunity for subsequent critical incident debriefings for affected employees within two weeks of the incident.
• Assign a liaison to provide emotional support to victims' families and to assist in City of Willits-related matters.

Long-term:
• Ensure the recovery of the most affected personnel is monitored. • Provide training or assistance for Managers and Supervisors for supporting employees’ return-to-work experiences, including being sensitive to employees' grief reactions around anniversaries of the event, holidays, and criminal justice/civil proceedings.
• Consider the need for follow-up debriefing.
• Consult with appropriate mental health professionals to provide support to employees who continue to experience severe or persistent difficulties for two weeks following the incident. • Establish a liaison to assist victims and their families in the City of Willits resources and benefits to which they are entitled.
• Conduct an assessment of the department's response to the incident. Discuss any modifications to the procedures with appropriate City of Willits’s staff and incorporate beneficial changes into the program.

TRAINING AND INSTRUCTION
All employees, including managers, will be provided with training and instruction on general and job-specific workplace violence practices. These sessions may include presentations, discussions, and practical exercises.

Training and instruction will be provided no later than July 31st of each year.as follows:
• Upon the establishment of a WVPP
• During the onboarding period for new employees
• Annually to all employees to ensure understanding of and compliance with the plan • Whenever a new or previously unrecognized workplace violence hazard has been identified and when changes are made to the plan (training may be targeted in scope to specifically address the new workplace violence hazard or changes to the plan)
The City of Willits will provide its employees with training and instruction on the definitions listed in this plan, in addition to the training topics listed below no later than July 31st of each year:
• Specific WVPP and crime-prevention training for the City of Willits’s Crime/WVPP Administrator to develop and maintain the policies and procedures
• Explanation of the WVPP, including measures for reporting any violent acts or threats of violence • Key definitions associated with this program
• Instructions for reporting violent incidents or concerns to the organization and/or law enforcement without fear of reprisal
• Recognition of workplace security hazards unique to employee’s jobs and the corrective measures the organization has implemented
• The completion of the Workplace Violence Incident Log (Attachment A) and instructions for obtaining copies of the log
• Training for identifying risk factors associated with the four types of workplace violence • Measures to prevent workplace violence, including procedures for reporting workplace security hazards or threats to managers and supervisors
Workplace Violence Prevention Program for
City of Willits
13 • Strategies for defusing hostile or threatening situations • Training for recognizing alerts, alarms, or other warnings about emergency conditions and identifying escape routes/locations for sheltering
• Measures to summon others for assistance
• Routes of escape
• Disclosure of emergency medical care to be provided in the event of a violent act towards an employee
• Post-event trauma counseling for employees desiring such assistance EMPLOYEE ACCESS to the WVPP
The City of Willits ensures the WVPP plan shall be formalized in writing and be made easily available and accessible to employees and authorized employee representatives. This includes the following:
• Whenever an employee or designated representative requests a copy of the written WVPP, we will provide the requester with a printed copy of the WVPP, unless the employee or designated representative agrees to receive an electronic copy.
• We will provide unobstructed access through a City of Willits server or website, which allows employees to review, print, and email the current version of the written WVPP. Unobstructed access means the employee, as part of their regular work duties, predictably and routinely uses electronic means to communicate with management or co-employees.

RECORDKEEPING
An effective recordkeeping system helps in selecting the appropriate level of controls to prevent the recurrence of violent incidents and in determining appropriate training. Records should be kept up-to-date and will be maintained in accordance with the following retention schedule:

1. Records of workplace violence hazard identification, evaluation, and correction shall be created and maintained for a minimum of five years.

2. Training records shall be created and maintained for a minimum of one year and include: training dates; contents and/or a summary of the training sessions; names and qualifications of persons conducting the training; and names and job titles of all persons attending each training session.

3. Violent incident logs required by subdivision (d) of California Labor Code (LC) 6401.7 and LC 6401.9 shall be maintained for a minimum of five years.

4. Records of workplace violence incident investigations conducted pursuant to subparagraph (K) of paragraph (2) of subdivision (c) shall be maintained for a minimum of five years. These records shall not contain “medical information,” as defined in subdivision (j) of Section 56.05 of the Civil Code.

5. All records required by this subdivision shall be made available to the Division of Occupational Safety and Health upon request for examination and copying.

All records required by paragraphs (1) to (3), inclusive, shall be made available to employees and their representatives, upon request and without cost, for examination and copying within 15 calendar days of a request.

PROGRAM REVIEW
The City of Willits WVPP will be reviewed for effectiveness:
• At least annually.
• When a deficiency is observed or becomes apparent.

Workplace Violence Prevention Program for
City of Willits
14 • After a workplace violence incident.
• As needed.

To obtain the active involvement of employees and authorized employee representatives in reviewing the plan’s effectiveness, review and revision of the WVPP will include the procedures listed in the “EMPLOYEE ACTIVE INVOLVEMENT” section of this WVPP. Additionally, the following actions will take place during each review:
• Review of incident investigations and the Violent Incident Log • Assessment of the effectiveness of security systems, including alarms, emergency response, and security personnel availability (if applicable)
• Review of established risk mitigation policies/procedures to ensure violent risks are being properly identified, evaluated, and corrected, with any necessary revisions implemented promptly and communicated to all employees
Workplace Violence Prevention Program for
City of Willits
15 PROGRAM HISTORY
Action Date Notes
Implemented 06/12/2024 WVPP was reviewed and adopted
Reviewed
Workplace Violence Prevention Program for
City of Willits
16 EMPLOYEE ACKNOWLEDGMENT FORM
I, (print name), hereby acknowledge that I have received, read, and understand the City of Willits Workplace Violence Prevention Program. I agree to conform to all the City of Willits directives, policies, and procedures described in this program. I understand that my failure to follow these can result in disciplinary action as outlined in the employee handbook. I further understand that:
• It is my responsibility to comply with this program and aid in maintaining a violence-free work environment through attending required training and;
• I am encouraged to report suspicious persons in the area to my immediate supervisor and alerting the proper authorities when necessary.
__________________________________________________________________ _______________________________________ (Signature of Employee) (Date)
__________________________________________________________________ _______________________________________ (Signature of Manager) (Date)
Workplace Violence Prevention Program for
City of Willits
17 ATTACHMENT A:

Workplace Violence Incident Log
CIRA WPV Log
Example.xlsx
Workplace Violence Prevention Program for
City of Willits
18 ATTACHMENT B:

Workplace Violence Prevention Incident Report Form
Part I through Part VI should be completed by the designated person based on information provided by the employee(s) involved in the incident. If any of this information includes private/sensitive data, please maintain confidentiality of affected parties/employees and handle information according to Human Resource protocols.

PART I - NATURE OF INCIDENT - (check all that apply)
 Behavioral Observation  Physical with Injury  Written  Electronic  Physical without Injury  Other: _______________________________  Harassment  Threat _______________________________________  Information Only  Verbal _______________________________________ Date of incident: ______________________________________________ Approximate Time: ________________________  AM  PM PART II – INCIDENT DIRECTED AT
Person(s): ___________________________________________________________________________________________________________________________________ Building: _____________________________________________________________________________________________________________________________________ Address: _____________________________________________________________________________________________________________________________________ PART III – INCIDENT INITIATED BY
Person(s): ___________________________________________________________________________________________________________________________________  Male  Female  Other Classification: ___________________________________________ PART IV – TYPE / LOCATION INCIDENT OCCURRED

1. Type of Contact:  In-person  Telephone  Mail  Observation  Recording  Electronic Mail  Fax  Other:
____________________________________________________________________________________________________________________________________________

2. Was the employee alone? Yes No

3. Location of Incident:  Workplace  Employee Residence  Other: __________________________________________ Address/Location ___________________________________________________________________________________________________________________

4. What Type of Incident was it?
 Type I - workplace violence committed by a person who has no legitimate business at the worksite and includes violent acts by anyone who enters the workplace or approaches workers with the intent to commit a crime.
 Type II - workplace violence directed at employees by customers, clients, patients, students, inmates, or visitors.
 Type III - workplace violence against an employee by a present or former employee, supervisor, or manager.
 Type IV - workplace violence committed in the workplace by a person who does not work there but has or is known to have had a personal relationship with an employee.

5. Were any threats made before the incident occurred?  Yes  No If yes, describe threat(s): _________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________ Workplace Violence Prevention Program for
City of Willits
19 PART IV – TYPE / LOCATION INCIDENT OCCURRED (Cont.)

6. Did the employee(s) ever report to the department that they were threatened, harassed, or suspicious that the attacker may become violent?  Yes  No

7. Was the perpetrator a stranger, client/patient, co-worker, or otherwise familiar person?  Yes  No

8. Was a weapon used?  Yes  No
If yes, what type of weapon? ___________________________________________________________________________

9. Were there injuries?  Yes  No
If yes, who was injured?
Name: _______________________________________________________________________ Phone: _______________________________________________ Injury Description: __________________________________________________________________________________________________________________ Name: _______________________________________________________________________ Phone: _______________________________________________ Injury Description: __________________________________________________________________________________________________________________ Name: _______________________________________________________________________ Phone: _______________________________________________ Injury Description: __________________________________________________________________________________________________________________

10. Were there witnesses(s) to the incident?  Yes  No If yes, who?
Name: _______________________________________________________________________ Phone: _______________________________________________ Address: _______________________________________________________________________________________________________________________________ Name: _______________________________________________________________________ Phone: _______________________________________________ Address: _______________________________________________________________________________________________________________________________

11. Description of observation, threat, incident, or activity (Continue on a separate sheet if necessary) _________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________

PART V - ACTION TAKEN-REPORTING
Workplace Violence Prevention Program for
City of Willits
20 1. What actions did the supervisor or manager take?
____________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________

2. Law enforcement or other outside agencies contacted?  Yes  No Agency Name: _______________________________________________________________________________________________________________________ Case Number (if applicable): ____________________________________________________________________________________________________

3. Were Employee Assistance Program (EAP) services provided? If yes, describe: ______________________________________________________________________________________________________________________ PART VI – POST-INCIDENT ASSESSMENT

1. Were there any other physical injuries or psychological incidents related to this incident not previously reported?  Yes  No
If yes, describe: ______________________________________________________________________________________________________________________

2. If a prior report to the department was made that they were threatened, harassed, or suspicious that the attacker may become violent, what actions, if any, were taken? ____________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________

3. Did the worker ever receive training in workplace violence issues?  Yes  No If yes, describe: ______________________________________________________________________________________________________________________

4. What were the main factors that contributed to the incident? ____________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________

5. Was critical incident stress debriefing and post-trauma counseling services provided?  Yes  No
If yes, describe: ______________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________

6. What can be done to prevent future?
____________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________ Workplace Violence Prevention Program for
City of Willits
21 ATTACHMENT C:

Workplace Violence Prevention Program
Progressive Behavior Action Guidelines
Behavior
Level Behaviors Manager/Supervisor's Guidelines for Action Level I The employee may:

Show signs of increasing stress, perhaps involving
negative changes in behavior
Observe, ask if the employee how they are doing, and
document
Show signs of a deterioration in work performance Engage employee in conversation to gain insight into behavior, document
Show signs of increasingly unkempt appearance Carefully offer help Show signs of alcohol or substance abuse
Report concerns, if continuing, to next higherlevel supervisor, seek consultation from your HR Team and EAP consulting services for
managers/supervisors.

Show signs of distress over personal or workplace
problems
"act strange" or "unusual" by appearing
confrontational, argumentative, stressed, anxious,
withdrawn or secretive
Behavior is such to cause concern for person's own
well-being or possibly others
Level II The employee may:

Make veiled threats to harm Report concerns to next higher-level supervisor before any effort to engage person
Intimidate others Engage person in conversation, if appropriate, to gain insight into potential for violent behavior and
document.

Have a history of violent behavior and lose temper
easily Consult with next higher level of administration as Be chronically disgruntled, inflexible follow-up
Refuse to take responsibility for problems or actions
Seek consultation from your Personnel Office
Find faultwith and blame others
Have a deep sense of entitlement
Have an obsession with weapons and empathy with
those who resort to violence
Behavior
Level Behaviors Manager/Supervisor's Guidelines for Action Workplace Violence Prevention Program for
City of Willits
22 Level III The employee may:

Make blatant threats to harm others and/or destroy
property
Warn those who may be in immediate danger
Carry a weapon on campus Immediately report behavior to next higher-level authority and press for quick intervention
Engage in aggressive behavior such as verbal abuse,
physical "in your face" posturing
If employee is present and seriously acting- out, call 9- 1-1 and ask for assistance
Level IV The employee:

Is violent toward others or property Displays overt
acts of violence or out-of- control behavior
Call 9-1-1 for immediate assistance.

Attempt to get others out of harms' way.

May or may not use a weapon or cause death Inform next higher-level authority.

Workplace Violence Prevention Program for
City of Willits
23 ATTACHMENT D:

Workplace Violence Prevention
Environmental Hazard Assessment & Control Checklist
This checklist can help evaluate the workplace and job tasks to see what situations may place employees at risk of assault. It is not confined to a single industry or occupation but can be used for any workplace.

Adapt the checklist to fit your own needs. It is very comprehensive, and not every question will apply to your workplace. Write “N/A” in the NOTES column. Add any other questions you think are important.

RISK FACTORS FOR WORKPLACE VIOLENCE
Cal/OSHA and NIOSH have identified the following risk factors that may contribute to violence in the workplace. If you have one or more of these risk factors in your workplace, there may be a potential for violence.

Question Yes No Notes
Do employees have contact with the public?
Do they exchange money with the public?
Do they interact with visitors (such as a front
desk receptionist, checkout clerk, service desk,
etc.)
Do they work alone?
Do they work late at night or during early
morning hours?
Is the workplace often understaffed?
Is the workplace located in an area with a high
crime rate?
Do employees enter areas with a high crime
rate?
Do they ever perform duties that could upset
people (deny benefits, turn off utilities, collect
debts, confiscate property, etc.)?
Do they deal with people known or suspected to
have a history of violence, special needs, mental
illness?
Do any employees or supervisors, or
clients/customers have a history of assault,
verbal abuse, harassment, or other threatening
behavior?
Are employees told and trained on who is
responsible for security?
Other Risk Factors (Describe):

INSPECTING WORK AREA
Workplace Violence Prevention Program for
City of Willits
24 You or your workplace violence/crime prevention committee should now begin a “walk around” inspection to identify potential security hazards. This inspection can tell you which hazards already well controlled, and what control measures are need to be added. Not all of the following questions can be answered through simple observation. You may also need to talk to employees or investigate in other ways.

General Actions
Question All
Areas
Some
Areas
Few
Areas
No
Areas Note/Follow-up Action
Are nametags, ID cards required for
employees (omitting personal
information such as home address)?
Are employees notified of past violent
acts in the workplace?
Are there trained security personnel,
accessible to employees in a timely
manner?
Is there established liaison with the
local police department?
Are bullet-resistant windows or similar
barriers used when money is
exchanged with the public?
Are areas where money is exchanged
visible to others who could help in an
emergency? (For example, you can see
cash register areas from outside)?
Other Observations:

INSPECTING EXTERIOR BUILDING AREAS
Question Yes No Notes
Do employees feel safe walking to and from the
workplace?
Are the entrances to the building clearly visible
from the street?
Is the area surrounding the building free of
bushes or other hiding places?
Is security personnel provided outside the
building?
Is video surveillance provided outside the
building?
Is there enough lighting to see clearly outside
the building?
Are all exterior walkways visible to security
personnel?
Other Observations:

INSPECTING PARKING AREAS
Question Yes No Notes
Workplace Violence Prevention Program for
City of Willits
25 Is there a nearby parking lot reserved for
employees only?
Is the parking lot attended or otherwise secured?
Is the parking lot free of blind spots and is
landscaping trimmed back to prevent hiding
places?
Is there enough lighting to see clearly in the
parking lot and when walking to the building?
Are security escorts or “buddy system” available
to employees walking to and from the parking
lot?
Other Observations:

SECURITY MEASURES
Question In
Place
Should
Add N/A Notes
Physical barriers (plexiglass partitions,
bullet resistant customer windows, etc.)?
Security cameras or closed-circuit TV in
high-risk areas?
Panic buttons?
Alarm systems?
Door locks?
Internal telephone system to activate
emergency assistance?
Telephones with an outside line
programmed for 911?
Two-way radios, pagers, or cellular
telephones?
Security mirrors (e.g. convex mirrors)?
Secured entry (e.g. “buzzers”)?
Personal alarm devices?
“Drop safes” to limit amount of cash on
hand?
Broken windows repaired promptly?
Security systems, locks, etc. tested on a
regular basis and repaired promptly
when necessary?
Other Observations:

Checklist Completed by: _______________________________________________________________ Date: __________________________ Workplace Violence Prevention Program for
City of Willits
26 ATTACHMENT E:

Active Shooter in the Workplace Procedures
Understandably this is a sensitive topic. Hopefully this is something that City employees will never encounter. However, we live in a crazy world and being prepared could save lives.

There is no best response during these types of situations, but maintaining a run, hide, fight mindset can increase the odds of surviving. Unless otherwise directed by law enforcement or other emergency personnel, the decision to stay or leave is something best determined by each individual.

The natural human reaction is to be startled, feel fear and anxiety, and even experience initial disbelief and denial. While personal safety is the primary consideration in any emergency, helping others to safety increases the chances of survival for all potential victims. Helping others may be as simple as rallying others to “Follow me!” or performing immediate first aid in safer areas.

A) Run
If it is safe to do so, the first course of action that should be taken is to run. If possible, exit the building through the safest route and proceed to a designated assembly location. • Have an escape route and plan in mind.
• Leave personal belongings behind.
• Evacuate regardless of whether others agree to follow. • Help others escape if possible.
• Do not attempt to move the wounded.
• Keep your hands visible.

Call 911 when safe to do so. Be prepared to provide as much information as you can to dispatchers or law enforcement.

B) Hide
If running is not a safe option hide in as safe a place as possible where the walls might be thicker and have fewer windows. Hiding may be the only option. In addition, occupants should do the following:
• Hide in an area out of the shooter’s view.
• Lock the doors and/or barricade them with heavy furniture, if possible. • Close and lock windows.
• Turn off lights.
• Silence all electronic devices.
• Remain silent.
• Look for other avenues of escape.
• Identify anything you could use as weapons.
• When safe to do so silently communicate with first responders. • Remain in place until given an all clear by identifiable law enforcement.

C) Fight
Workplace Violence Prevention Program for
City of Willits
27 If neither running nor hiding is a safe option, consider trying to disrupt or incapacitate the shooter by using aggressive force and items in your surroundings such as fire extinguishers, chairs, etc. To be clear, confronting an active shooter is never a requirement for any employee. How an individual chooses to respond if directly confronted by a shooter is up to them. • Fight as a last resort and only when your life is in imminent danger. • Attempt to incapacitate the shooter.
• Act with as much aggression as possible.
• Improvise weapons or throw items at the active shooter. • Commit to your actions…your life depends on it.

Remember there is strength in numbers; use the elements of surprise, speed and violence.

D) Things to remember when law enforcement arrives:
• Remain calm and follow instructions.
• Put down any items in your hands and raise your hands and spread your fingers. • Keep hands visible at all times.
• Avoid pointing, screaming or yelling.
• Do not stop to ask officers for help or directions.

E) Be ready to provide law enforcement with information:
• Location of the active shooter.
• Number of shooters.
• Physical description of shooter(s).
• Number and type of weapons held by shooter(s).
• Number of potential victims at the location.

Workplace Violence Prevention Program
Supplemental Training

Page 1 ends

In addition to the general information provided by the Vector Solutions Workplace Violence Course, the following procedure details the specific steps the City of Willits has taken to implement the Workplace Violence Prevention Program (WVPP). Every member of staff is required to read through and acknowledge this information to gain an understanding of the program, identify key contacts and resources, learn how to report an incident or concern, and discover other helpful information about the program. §6401.9(e)(2)
Requirements Information and Process
(A) Staff may obtain a copy of the employer’s plan at no cost by requesting a copy from Human Resources. Staff interested in advising on the development and implementation of this program are encouraged to reach out to Human Resources. (B) In addition to the definitions provided in the Vector Solution course, the WVPP has some specific terms and definitions you need to know:
• Emergency - Unanticipated circumstances that can be life threatening or pose a risk of significant injuries to employees or other persons.
• Engineering controls - An aspect of the built space or a device that removes a hazard from the workplace or creates a barrier between the employee and the hazard. • Log - The Violent Incident Log required by LC section 6401.9. • Plan - The workplace violence prevention plan required by LC section 6401.9. • Threat of violence - Any verbal or written statement, including, but not limited to, texts, electronic messages, social media messages, or other online posts, or any behavioral or physical conduct that conveys an intent, or that is reasonably perceived to convey an intent, to cause physical harm or to place someone in fear of physical harm, and that serves no legitimate purpose.
• Workplace violence - Any act of violence or threat of violence that occurs in a place of employment. Workplace violence includes, but is not limited to, the following:
o The threat or use of physical force against an employee that results in, or has a high likelihood of resulting in, injury, psychological trauma, or stress, regardless of whether the employee sustains an injury.
o An incident involving a threat or use of a firearm or other dangerous weapon, including the use of common objects as weapons, regardless of whether the employee sustains an injury.

Workplace violence does not include lawful acts of self-defense or defense of others. • Work practice controls - Procedures and rules that are used to effectively reduce workplace violence hazards.
(C) Staff who witness or experience threats of violence or workplace violence may report the incident through their chain of command or directly to Human Resources. Staff may also anonymously submit the incident in writing through interoffice mail, addressed to any Department Head. If necessary, staff may report incidents or concerns to law enforcement. It is this organization’s commitment that any report can be made without fear of reprisal.
(D) As our staff engages in a wide range of tasks and within a dynamic environment, there are multiple possible workplace violence exposures. Using the Workplace Violence Types, as defined by the standard, below are a list of common possible exposures and controls to mitigate these exposures.

Workplace Violence Prevention Program
Supplemental Training

Page 2 ends

Type I violence - Workplace violence committed by a person who has no legitimate business at the worksite and includes violent acts by anyone who enters the workplace or approaches
Exposure:
• The exterior and interior of the
workplace for its attractiveness to
robbery or other criminal acts
• Availability of cash
• Section of buildings open to the public
Controls:
• Physical barriers (e.g., locked doors,
partitions, dividers, etc.)
• Security surveillance system (cameras,
alarms, etc.)
• Provide a safe space with a lockable
door
• Procedures to report suspicious
activities and emergency number list
• Limiting cash on hand
Type II violence - Workplace violence directed at employees by customers, clients, patients, students, inmates, or visitors.

Exposure:
• Public access to and freedom of
movement within the workplace
• Angry or upset customers or members
of the public, both within the offices or
in the field
Controls:
• Control access and restrict areas that
are for authorized personnel only
• Ensure adequate emergency escape
routes
• Security surveillance system (cameras,
alarms, etc.)
• Procedures in place to disengage from
hostile situations and provide training
on how to recognize and de-escalate
Type III violence - Workplace violence against an employee by a present or former employee, supervisor, or manager.

Exposure:
• Poor communication of the program
and how to report concerns
• Failure of management to act on
concerns or reports
• Former employee returning
Controls:
• Establishment, communication, and
training of the WVPP, including the
process of reporting concerns
• Ensure worker disciplinary and
discharge procedures address the
potential for workplace violence
• Crime prevention measures through
environmental design and
administrative measures
Type IV violence - Workplace violence committed in the workplace by a person who does not work there but has or is known to have had a personal relationship with an employee.

Exposure: Controls:

Workplace Violence Prevention Program
Supplemental Training

Page 3 ends

• Access to the facility
• Failure of management to act on
concerns or reports
• Control access and restrict areas that
are for authorized personnel only
• Establishment, communication, and
training of the WVPP, including the
process of reporting concerns
• Crime prevention measures through
environmental design and
administrative measures

In addition to these identified exposures and controls, each department may implement additional exposures and controls. Staff is encouraged to contact their manager or Human Resources to learn about these particular controls or if they need assistance to prevent workplace violence. Staff is also encouraged to report any restraining or protective orders they may have against another individual so the City of Willits can take appropriate precautions.

If there is a workplace violence incident, staff will be notified by all means possible including voice, phone, email, and panic alarm systems. Staff shall implement the run, hide, and fight protocols where appropriate. Evacuation routes and sheltering locations will be communicated to affected staff. If staff is not able to evacuate or shelter in place, they are authorized to take all reasonable actions necessary to fight or subdue an active shooter or assailant. Staff may obtain help from other staff assigned to respond to workplace violence emergencies, such as security personnel, or by calling the following number: 707-459-6122. If no security personnel are located at the worksite, staff shall call 911 to report the incident and request assistance from law enforcement. (E) All reported incidents of workplace violence will be investigated. The Workplace Violence Incident Log will be used to record information related to every reported workplace violence incident. Staff who are charged with completing this log will make every effort to ensure that no personal identifying information is recorded or documented in the written investigation report. The log will capture a range of information, including the date of the incident, location(s), type of workplace violence, a description of the event, and corrective action(s)taken to prevent future incidents. Staff may obtain a copy of this log by contacting Human Resources.
(F) Staff will be provided the following opportunities for interactive discussion to address questions or concerns with a person knowledgeable about the program:
• At any regularly scheduled staff meeting, or by contacting a department head at anytime.
• In addition, HR, the Police Department and all other departments have an opendoor policy, and staff is encouraged to visit and/or reach out with any questions they may have.

Resolution No. 2024-__ Page 1 of 1 June 12, 2024
RESOLUTION NO. 2024-__

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS APPROVING THE NEW WORKPLACE VIOLENCE PREVENTION PROGRAM.

WHEREAS, the City Council has adopted by Resolution a Workplace Violence Prevention Program; and
WHEREAS, staff sought guidance and direction from the California Intergovernmental Risk Authority (CIRA), as the entity serves as the City’s insurance trust and risk management partner; and
WHEREAS, the City of Willits is firmly committed to the safety of all employees and conformity with state and federal employment laws; and
NOW, THEREFORE, BE IT RESOLVED that the Workplace Violence Prevention Program by resolution 2024-XX is hereby adopted by the City Council of the City of Willits.

AYES:

NOES:

ABSENT:

ATTEST:
__________________________
_________________________________
SAPRINA RODRIGUEZ, Mayor
City Council of the City of Willits
DELORES PEDERSEN, City Clerk
Item No. 9e
Meeting Date: June 12, 2024

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Walter Kolon, Services and Facilities Director
Agenda Title: LOCAL HIGHWAY SAFETY IMPROVEMENT PROGRAM (HSIP) FUNDING FOR STREET SAFETY IMPROVEMENT PROJECTS AND AUTHORIZE $5,000 FROM FUND 240 AS THE CITY’S CONTRIBUTION (10-PERCENT OF THE PROJECT’S COSTS).

Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 10 min Summary of Request: The Local Road Safety Plan (LRSP) was prepared by a grant-funded contract from the Mendocino Council of Governments (MCOG). The plan is required to receive funding from the Local Highway Safety Improvement Program (HSIP), which is a competitive federal grant program administered by the Caltrans Division of Local Assistance. HSIP grants fund eligible road safety improvement projects.

These projects will construct improvements with nationally recognized crash reduction factors (CFRs), per HSIP grant requirements. In order for applications to be competitive, they must have supporting data such as crash experience, crash potential, crash rates, or other compelling data. Staff, along with consultants, identified two key projects that had a high potential for receiving funding.

Funds have been approved and received from HSIP by the Caltrans Division of Local Assistance Program for two proposed projects in the amounts of $14,220 for Project #1 and $17,280 for Project 2 for a combined total of $31,500. The City shall contribute the balance of the project costs, which at the time of application was 10-percent or $3,500. Staff is asking to increase the amount to $5,000 to cover unexpected project costs.

Project 1- HSIPSL-5082(069): Install or upgrade regulatory or warning signs, and install edge lines / center lines on nine roadway segments along N. Main St, Sherwood Rd., E. Commercial St., McKinley St., and Hazel St.

Project 2- HSIPSL-5082(070): Upgrade Signals, Signs, and Pavement Markings at Main St. & E. San Francisco St., W. Valley Rd. & Main St., and Main St. & Commercial St.

Recommended Action: Adopt the accompanying Resolution accepting funding for the Local Road Safety Plan for the City of Willits and authorize the design and implementation of the described safety enhancements.

Alternative(s): None.

Fiscal Impact: The program will use fund balance of Fund 240 also known as theTraffic Safety Fund.

Personnel Impact: None
2021 Adopted Goals: This item satisfies Goal #1 for Services & Facilities…Maintain and improve infrastructure systems of water, wastewater, public facilities and streets capable of managing future growth while responding to current City needs.

California Environmental Quality Act: Not applicable.

This Item Relates to the following General Plan Element : N/A Land Use Circulation Conservation and Open Space Noise Housing Public Services and Facilities, Parks and Recreation Economic Development
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 _________
00000A572
FOR STATE FUNDED PROJECTS NO 01-5082S21
0123000131
May 24, 2024
01-MEN-0-WLTS
HSIPSL-5082(069)
5082
This Program Supplement, effective 05/15/2024, hereby adopts and incorporates into the Administering Agency-State Agreement No. 01-5082S21 for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 08/30/2023 and is subject to all the terms and conditions thereof. This PROGRAM SUPPLEMENT is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the ADMINISTERING AGENCY on (See copy attached).

The ADMINISTERING AGENCY further stipulates that as a condition to the payment by the State of any funds derived from sources noted below encumbered to this project, Administering Agency accepts and will comply with the Special Covenants and remarks set forth on the following pages.

Nine roadway segments along N Main St, Sherwood Rd ft, E Commercial St , McKinley St, and Hazel St.

Install or upgrade regulatory or warning signs, and install edgelines / center lines.

0.0(MILES)
Estimated Cost State Funds Matching Funds

CITY OF WILLITS
By ________________________________ By ________________________________ Title _______________________________
Date _______________________________
Attest _______________________________ Date _______________________________ Division of Local Assistance
I hereby certify upon my personal knowledge that budgeted funds are available for this encumbrance:

Accounting Officer _______________________ Date _______________ PROGRAM SUPPLEMENT NO.
to

ADMINISTERING AGENCY-STATE AGREEMENT
Adv. Project ID Date:

Location:

Project Number:

E.A. Number:

Locode:

PROJECT LOCATION:

TYPE OF WORK: LENGTH:

LOCAL OTHER
$15,800.00 $1,580.00 $0.00
Chief, Office of Project Implementation

STATE OF CALIFORNIA
Department of Transportation
$14,220.00
STATE $14,220.00
Program Supplement 01--508-A572- SERIAL 1Page of 3
05/24/2024

EXHIBIT A

SPECIAL COVENANTS OR REMARKS
01-MEN-0-WLTS
HSIPSL-5082(069)

1. A. This PROJECT has received STATE funds from Highway Safety Improvement Program (HSIP). The ADMINISTERING AGENCY agrees to administer the PROJECT in accordance with the Highway Safety Improvement Program (HSIP) Guidelines, the Local Assistance Procedures Manual (LAPM), the Local Assistance Program Guidelines (LAPG), and this PROGRAM SUPPLEMENT.

B. The STATE funds for this PROJECT may be provided under one or more phases, which are Preliminary Engineering (PE), Right-of-Way (R/W) and Construction (Con).

A phase-specific fund allocation is required, in addition to other requirements, before reimbursable work can occur for the phase identified. Each allocation will be assigned an effective date and identify the amount of funds allocated per phase. Unless otherwise determined, the effective date of the phase-specific allocation will constitute the start of reimbursable expenditures for the phase. The STATE funds available for reimbursement will be limited to the amount allocated by the STATE for the phase.

C. At the time of the first fund allocation approval for the Project, this PROGRAM SUPPLEMENT, a STATE-approved Allocation Letter and STATE Finance Letter are prepared to allow reimbursement of eligible PROJECT expenditures for the phase allocated.

D. STATE and ADMINISTERING AGENCY agree that any additional fund allocations made after the execution of this PROGRAM SUPPLEMENT, for the phase that has been authorized in the first fund allocation approval or for a new phase, will be encumbered on this PROJECT by use of a STATE-approved Allocation Letter and a STATE Finance Letter and are subject to the terms and conditions thereof.

E. This PROJECT is subject to the delivery requirements enacted by the HSIP guidelines. The delivery requirements may be accessed at: https://dot.ca.gov/programs/local-assistance/fedand-state-programs/highway-safety-improvement-program/delivery-requirements-statusapproved-projects.

F. Award information shall be submitted by the ADMINISTERING AGENCY to the District Local Assistance Engineer immediately after project contract award and prior to the submittal of the ADMINISTERING AGENCY'S first invoice for the construction contract. Failure to do so will cause a delay in the State processing of invoices for the construction phase.

G. The ADMINISTERING AGENCY shall invoice STATE for PE, R/W and CON costs no later than 180 days after the end of expenditure the phase. For construction costs, the ADMINISTERING AGENCY has 180 days after project completion or contract acceptance to make the final payment to the contractor, prepare the final Report of Expenditures and final invoice, and submit to STATE for verification and
Program Supplement 01--508-A572- SERIAL Page 2 of 3

SPECIAL COVENANTS OR REMARKS
01-MEN-0-WLTS
HSIPSL-5082(069)
payment.

H. ADMINISTERING AGENCY agrees to submit the final report documents that collectively constitute a "Report of Expenditures" within one hundred eighty (180) days of PROJECT completion. Failure of ADMINISTERING AGENCY to submit a "Final Report of Expenditures" within 180 days of PROJECT completion will result in STATE imposing sanctions upon ADMINISTERING AGENCY in accordance with the current LAPM provisions.

I. ADMINISTERING AGENCY agrees to comply with the requirements in 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (applicable to Federal and State Funded Projects).

J. By executing this PROGRAM SUPPLEMENT, ADMINISTERING AGENCY agrees to provide the STATE, upon request, with the information related to the PROJECT for the purpose of project evaluation or other purposes.

K. The ADMINISTERING AGENCY shall construct the PROJECT in accordance with the scope of work presented in the application and approved by the State. Any changes to the approved PROJECT scope without the prior expressed approval of the State are ineligible for reimbursement and may result in the entire PROJECT becoming ineligible for reimbursement.

Program Supplement 01--508-A572- SERIAL Page 3 of 3
00000A573
FOR STATE FUNDED PROJECTS NO 01-5082S21
0123000132
May 21, 2024
01-MEN-0-WLTS
HSIPSL-5082(070)
5082
This Program Supplement, effective 05/15/2024, hereby adopts and incorporates into the Administering Agency-State Agreement No. 01-5082S21 for State Funded Projects which was entered into between the ADMINISTERING AGENCY and the STATE with an effective date of 08/30/2023 and is subject to all the terms and conditions thereof. This PROGRAM SUPPLEMENT is executed in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. approved by the ADMINISTERING AGENCY on (See copy attached).

Main St & East San Francisco St, W Valley Rd & Main St, and Main St & Commercial St.

Upgrade Signals, Signs, and Pavement Markings 0.0(MILES) Estimated Cost State Funds Matching Funds

Accounting Officer _______________________ Date _______________ PROGRAM SUPPLEMENT NO.
to

ADMINISTERING AGENCY-STATE AGREEMENT
Adv. Project ID Date:

Location:

Project Number:

E.A. Number:

Locode:

PROJECT LOCATION:

TYPE OF WORK: LENGTH:

LOCAL OTHER
$19,200.00 $1,920.00 $0.00
Chief, Office of Project Implementation

STATE OF CALIFORNIA
Department of Transportation
$17,280.00
STATE $17,280.00
Program Supplement 01--508-A573- SERIAL 1Page of 3
05/24/2024
Exhibit B

SPECIAL COVENANTS OR REMARKS
01-MEN-0-WLTS
HSIPSL-5082(070)

B. The STATE funds for this PROJECT may be provided under one or more phases, which are Preliminary Engineering (PE), Right-of-Way (R/W) and Construction (Con).

SPECIAL COVENANTS OR REMARKS
01-MEN-0-WLTS
HSIPSL-5082(070)
payment.

Program Supplement 01--508-A573- SERIAL Page 3 of 3
Resolution No. 2024-__ Page 1 of 1 June 12, 2024
RESOLUTION NO. 2024-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS DELEGATE

AUTHORIZATION TO THE CITY MANAGER THE ABILITY TO EXECUTE MASTER

AGREEMENTS, PROGRAM SUPPLEMENTAL AGREEMENTS, FUNDS EXCHANGE

AGREEMENTS AND/OR FUND TRANSFER AGREEMENTS NEEDED TO BE EXECUTED WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION.

WHEREAS, the City of Willits is eligible to receive Federal and/or State funding for certain Transportation Projects, through the California Department of Transportation; and WHEREAS, Master Agreements, Program Supplemental Agreements, Funds Exchange Agreements and/or Fund Transfer Agreements need to be executed with the California Department of Transportation before such funds could be claimed; and WHEREAS, the City wishes to delegate authorization to execute these agreements and any amendment thereto to the City Manager be authorized to execute all Master Agreements, Program Supplemental Agreements, Fund Exchange Agreements, Fund Transfer Agreements and any amendments thereto with California Department of Transportation.

NOW, THEREFORE, BE IT RESOLVED that the Willits City Council does hereby delegate authorization to execute Master Agreements, Program Supplemental Agreements, Funds Exchange Agreements and/or Fund Transfer Agreements and any amendments thereto with the California Department of Transportation to the City Manager.

AYES:

NOES:

ABSENT:

ATTEST:
__________________________
_________________________________
SAPRINA RODRIGUEZ, Mayor
City Council of the City of Willits
DELORES PEDERSEN, City Clerk
Item No. 9f
Meeting Date: June 12, 2024

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Walter Kolon, Services and Facilities Director
Agenda Title: ADOPT A RESOLUTION AUTHORIZING ADVERTISEMENT OF THE STEEL WATER TANK SITE IMPROVEMENTS PROJECT 2023-04,PHASE III OF THE GROUNDWATER RESILIENCY IMPROVEMENT PROJECT FOR AN AMOUNT NOT TO EXCEED $152,475 WITH A TEN PERCENT CONTINGENCY.

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

Summary of Request: As part of the Groundwater Resiliency Improvement Project, the City Council approved Resolution 2023-29 on April 26, 2023 awarding design, fabrication and construction of a 250,000 bolted steel water tank to Superior Tank Company for $319,986. The approval to proceed with the tank was the project’s initial phase, staff is now seeking authority to advertise for the site improvements.

The project will be advertised for the site improvement construction, including the construction of the tank foundation.

The tank, going into production, will then be installed by Superior Tank, Inc., on the newly laid foundation. The tank and associated improvements will be installed on the southwestern side of the Groundwater Treatment Plant.

Engineers Opinion of Probable costs are $152,475.00 with 10-percent over the total amount for Change Orders.

The new tank will become an important part of the City’s water infrastructure and storage capacity.

Recommended Action: Adopt Resolution authorizing advertisement of the Steel Water Tank Site Improvements Project for competitive public bid.

Alternative(s): None recommended.

Fiscal Impact: This project will utilize fund balance from Water Enterprise Funds which currently has a balance of $4.8-million.

Personnel Impact: Project management by Services & Facilities. 2021 Adopted Goals: This promotes to Goal #1 for Services & Facilities…Maintain and improve infrastructure systems of water, wastewater, public facilities and streets capable of managing future growth while responding to current City needs.

California Environmental Quality Act: Not applicable.

PROJECT PURPOSE STATEMENT

SURVEY NOTES

LOCATION MAP
© © PD JOB NO. 8509.08 250,000 GALLON BOLTED STEEL TANK C0.00

WILLITS, CALIFORNIA

CITY OF WILLITS
250,000 GALLON BOLTED STEEL TANK

CITY OF

WILLITS

SHEET INDEX
Sheet Number Sheet Title
C0.00 COVER SHEET
C0.01 GENERAL CONSTRUCTION NOTES
C1.00 SITE PLAN
C1.10 TANK DETAILS 1
C1.11 TANK DETAILS 2
C1.12 TANK DETAILS 3
C1.13 TANK DETAILS 4
C2.00 EROSION AND SEDIMENT CONTROL PLAN
C2.10 EROSION AND SEDIMENT CONTROL DETAILS
SITE

WALTER KOLON, SERVICES & FACILITIES DIRECTOR DATE
CHAD C. MOSIER, PE, CITY ENGINEER DATE
6-5-2024

ISSUED FOR BID
250,000 GALLON BOLTED STEEL TANK WILLITS, CA
PLAT #GENERAL CONSTRUCTION NOTES
C0.01
© ©
GENERAL NOTES:

1. ALL CONSTRUCTION SHALL CONFORM TO THE PROJECT DOCUMENTS AND THE FOLLOWING STANDARDS:

A. CALIFORNIA BUILDING CODE (CBC) (2019)
B. AMERICAN WATER WORKS ASSOCIATION (AWWA) (LATEST REVISION) C. 100% DRAFT CITY OF WILLITS STANDARD DESIGN AND CONSTRUCTION STANDARDS OCTOBER 2009 (UPDATED 11/12/11)
D. CALTRANS STANDARD DRAWINGS AND SPECIFICATIONS (2018)

2. THE ENGINEER PREPARING THESE PLANS SHALL NOT BE RESPONSIBLE NOR LIABLE FOR ANY UNAUTHORIZED CHANGES TO, OR USES OF THESE PLANS. ALL CHANGES TO THE PLANS MUST BE IN WRITING AND MUST BE APPROVED BY THE PREPARER OF THESE PLANS.

3. THE CONTRACTOR SHALL AGREE TO DEFEND, INDEMNIFY, AND HOLD THE DESIGN PROFESSIONALS

HARMLESS FROM ANY AND ALL LIABILITY, REAL OR ALLEGED, IN CONNECTION WITH THE

PERFORMANCE OF WORK ON THIS PROJECT, EXCEPTING LIABILITY ARISING FROM THE SOLE NEGLIGENCE OF THE DESIGN PROFESSIONAL.

4. LOCATIONS AND ELEVATIONS OF EXISTING UNDERGROUND UTILITIES SHOWN HEREON ARE FROM RECORD INFORMATION ONLY AND ARE SHOWN FOR INFORMATION ONLY. THE ACCURACY OF THIS INFORMATION IS NOT GUARANTEED. IT IS THE CONTRACTOR'S RESPONSIBILITY TO DETERMINE THE

EXACT LOCATION, DEPTH AND CHARACTER OF ALL UTILITIES (POTHOLE) PRIOR TO EXCAVATION IN ORDER TO JOIN OR PROTECT THESE UTILITIES DURING CONSTRUCTION.

5. THE CONTRACTOR SHALL MAINTAIN A NEAT APPEARANCE TO THE WORK. IN ANY AREA VISIBLE TO THE PUBLIC, THE FOLLOWING SHALL APPLY: · WHEN PRACTICABLE, BROKEN CONCRETE AND DEBRIS DEVELOPED DURING CLEARING AND GRUBBING SHALL BE DISPOSED OF CONCURRENTLY WITH ITS REMOVAL. · IF STOCKPILING IS NECESSARY, THE MATERIAL SHALL BE REMOVED OR DISPOSED OF WEEKLY. · STOCKPILING IS TO OCCUR IN SPECIFIED OR DESIGNATED AREAS ACCORDING TO THE PROJECT'S DESIGNATED QUALIFIED SWPPP PRACTITIONER (QSP). · THE CONTRACTOR SHALL FURNISH TRASH BINS FOR ALL DEBRIS FROM STRUCTURE CONSTRUCTION. ALL DEBRIS SHALL BE STOCKPILED OR HAULED OFF DAILY. · FORMS OR FALSEWORK THAT ARE TO BE REUSED SHALL BE STACKED NEATLY CONCURRENTLY WITH THEIR REMOVAL. FORMS AND FALSEWORK THAT ARE NOT TO BE REUSED SHALL BE DISPOSED OF CONCURRENTLY WITH THEIR REMOVAL.

6. CONTRACTOR SHALL CONTACT UNDERGROUND SERVICE ALERT (USA) AT 1-800-642-2444 A MINIMUM OF 48 HOURS IN ADVANCE OF ANY EXCAVATION. CONTRACTOR SHALL IMMEDIATELY REPORT ANY

DISCREPANCIES IN RECORD INFORMATION TO THE ENGINEER OF RECORD PRIOR TO CONSTRUCTION OF ANY WORK.

7. THE CONTRACTOR SHALL ASSUME SOLE AND COMPLETE RESPONSIBILITY FOR THE JOB SITE

CONDITIONS DURING THE COURSE OF PROJECT CONSTRUCTION, INCLUDING SAFETY OF ALL PERSONS AND PROPERTY. THIS REQUIREMENT SHALL APPLY CONTINUOUSLY AND IS NOT LIMITED TO NORMAL WORKING HOURS.

8. CONTRACTOR SHALL IMMEDIATELY HALT ALL GRADING/LAND-CLEARING ACTIVITIES AND CONTACT THE CITY OF WILLITS COMMUNITY DEVELOPMENT DEPARTMENT AT 707-459-4601 IMMEDIATELY IF

ARCHAEOLOGICAL, HISTORICAL OR PALEONTOLOGICAL RESOURCES ARE ENCOUNTERED, OR IN THE EVENT OF THE ACCIDENTAL DISCOVERY OF HUMAN REMAINS.

A. IF HUMAN BURIALS OR HUMAN REMAINS ARE ENCOUNTERED , THE CONTRACTOR SHALL ALSO CONTACT THE COUNTY CORONER AT (707) 463-4080
B. IN THE EVENT ARCHAEOLOGICAL RESOURCES OR CULTURAL RESOURCES, INCLUDING HUMAN

REMAINS, ARE INADVERTENTLY UNEARTHED OR DISCOVERED DURING CONSTRUCTION, THE

CONTRACTOR SHALL IMMEDIATELY HALT ALL GRADING/LAND-CLEARING ACTIVITIES AND CONTACT THE CITY OF WILLITS COMMUNITY DEVELOPMENT DEPARTMENT (CDD). ALL ACTIVITY

IN THE VICINITY OF THE RESOURCES SHALL CEASE UNTIL IT CAN BE EVALUATED BY A QUALIFIED ARCHAEOLOGIST AND A NATIVE AMERICAN REPRESENTATIVE. IF THE

ARCHAEOLOGIST AND NATIVE AMERICAN REPRESENTATIVE DETERMINE THAT THE

RESOURCES MAY BE SIGNIFICANT, THEY SHALL NOTIFY THE CDD AND DEVELOP AN APPROPRIATE TREATMENT PLAN FOR THE RESOURCES. THE ARCHAEOLOGIST SHALL

CONSULT WITH NATIVE AMERICAN REPRESENTATIVES IN DETERMINING APPROPRIATE TREATMENT FOR PREHISTORIC OR NATIVE AMERICAN CULTURAL RESOURCES. IN

CONSIDERING ANY SUGGESTED MITIGATION PROPOSED BY THE ARCHAEOLOGIST AND NATIVE

AMERICAN REPRESENTATIVE, THE CDD WILL DETERMINE WHETHER AVOIDANCE IS

NECESSARY AND FEASIBLE IN LIGHT OF FACTORS SUCH AS THE NATURE OF THE FIND, PROJECT DESIGN, COSTS, AND OTHER CONSIDERATIONS. IF AVOIDANCE IS INFEASIBLE, OTHER APPROPRIATE MEASURES (E.G., DATA RECOVERY) WILL BE INSTITUTED. WORK MAY

PROCEED IN OTHER PARTS OF THE PROJECT AREA WHILE MITIGATION FOR CULTURAL RESOURCES IS BEING CARRIED OUT.

9. THE PROJECT CONTRACTOR AND/OR THE CITY SHALL NOTIFY A QUALIFIED CULTURAL MONITOR WITH

GENERAL KNOWLEDGE OF THE PROJECT AREA PRIOR TO ANY EXCAVATION FOR THE PURPOSES OF

INSTALLING THE PROPOSED WATER LINE, AND AGREE TO OPEN THE SITE TO THE CULTURAL MONITOR

TO OVERSEE THE SUBSURFACE CONSTRUCTION ACTIVITIES IN ORDER TO ENSURE APPROPRIATE TREATMENT OF ANY ARTIFACTS UNCOVERED.

10. IT IS THE CONTRACTOR'S RESPONSIBILITY TO COMPLY WITH THE PERTINENT SECTIONS OF THE "CONSTRUCTION SAFETY ORDERS", MOST CURRENT REVISION, ISSUED BY THE STATE OF CALIFORNIA, AND ALL OSHA REQUIREMENTS AS THEY APPLY TO THIS PROJECT. THE DESIGN, ADEQUACY AND SAFETY OF ERECTION BRACING, SHORING, TEMPORARY SUPPORTS ETC., IS THE SOLE RESPONSIBILITY OF THE CONTRACTOR, AND HAS NOT BEEN CONSIDERED BY THE ENGINEER. THE CONTRACTOR SHALL

BE RESPONSIBLE FOR ADEQUATE DESIGN AND CONSTRUCTION OF ALL FORMS AND SHORING REQUIRED.

11. CONTRACTOR SHALL OBTAIN ALL NECESSARY PERMITS BEFORE THE COMMENCEMENT OF CONSTRUCTION.

12. THE CONTRACTOR SHALL OBTAIN A TRENCH PERMIT FROM THE CALIFORNIA DIVISION OF INDUSTRIAL SAFETY BEFORE THE EXCAVATION OF TRENCHES DEEPER THAN 5'. A COPY OF THE PERMIT MUST BE ON FILE WITH THE CITY/COUNTY BEFORE TRENCHING & EXCAVATION MAY BEGIN.

13. CONTRACTOR SHALL PROTECT ALL EXISTING IMPROVEMENTS ON OR ADJACENT TO PROJECT SITE.

CONTRACTOR SHALL REPAIR OR REPLACE ALL DAMAGE TO EXISTING IMPROVEMENTS TO THE SATISFACTION OF THE ENGINEER.

14. CONTRACTOR SHALL VERIFY CONDITIONS AND DIMENSIONS AT THE SITE BEFORE STARTING WORK

AND IMMEDIATELY NOTIFY THE ENGINEER IF ANY CONDITIONS OR DIMENSIONS ARE UNUSUAL OR NOT AS SHOWN ON THESE PLANS.

15. DO NOT USE SCALED DIMENSIONS; USE WRITTEN DIMENSIONS. WHERE NO DIMENSIONS ARE SHOWN, CONSULT ENGINEER FOR CLARIFICATION BEFORE PROCEEDING WITH THE WORK.

16. CONTRACTOR SHALL PROVIDE MARKED UP DRAWINGS SHOWING "AS-BUILT" CONDITIONS FOR ALL

DEVIATIONS FROM THE PLANS AS SHOWN HEREON, UPON COMPLETION OF CONSTRUCTION, AND PRIOR TO RELEASE OF FINAL PAYMENT. LEGIBLE MARKUPS BY HAND ARE ACCEPTABLE.

17. UTILITIES REQUIRED FOR CONSTRUCTION WILL BE THE RESPONSIBILITY OF THE CONTRACTOR.

18. CONTRACTOR SHALL REMOVE ALL DELETERIOUS MATERIAL FROM SITE GENERATED DURING

CONSTRUCTION INCLUDING BUT NOT LIMITED TO BROKEN CONCRETE, STUMPS, ROCKS, DEBRIS, ASPHALT RUBBLE, AND GARBAGE, AND LEGALLY DISPOSE OF THE ABOVE.

19. THE CONTRACTOR SHALL BE RESPONSIBLE FOR ADEQUATE DESIGN AND CONSTRUCTION OF ALL FORMS AND SHORING.

20. ALL UNDERGROUND UTILITIES SHALL BE INSTALLED PRIOR TO CONSTRUCTION OR REPAIR OF STREET STRUCTURAL SECTION.

21. TRENCH SHORING SHALL BE IN ACCORDANCE WITH THE CAL-OSHA CONSTRUCTION SAFETY ORDERS, LATEST REVISION, WHERE REQUIRED.

22. CONTRACTOR SHALL NOTIFY ENGINEER A MINIMUM OF 48 HOURS IN ADVANCE OF QUALITY CONTROL INSPECTION TESTING.

23. THE CONTRACTOR SHALL MAKE EXPLORATORY EXCAVATIONS AT ALL INTERSECTIONS OF PROPOSED WORK AND EXISTING UTILITIES. THE EXPLORATORY EXCAVATIONS SHALL BE MADE FORTY-EIGHT (48) HOURS IN ADVANCE OF THE PROPOSED WORK. IF THERE IS A CONFLICT WITH THE APPROVED PLANS

THE CONTRACTOR SHALL NOTIFY THE ENGINEER AND THE CITY OF WILLITS IMMEDIATELY FOR A POSSIBLE REDESIGN. INFORMATION ON SAID CONFLICT(S) SHALL BE FURNISHED BY THE CONTRACTOR AND SHALL INCLUDE: LOCATION, ELEVATION, UTILITY TYPE, MATERIAL AND SIZE.

24. IN THE EVENT GROUNDWATER IS ENCOUNTERED DURING FOUNDATION EXCAVATION ACTIVITIES, THE CONTRACTOR SHALL DEWATER THE EXCAVATION AREA PRIOR TO PLACING CONCRETE. EXTRACTED

GROUNDWATER SHALL BE DISCHARGED IN A MANNER THAT DOES NOT CAUSE EROSION AT THE DISCHARGE POINT. ANY DEWATERING ACTIVITIES ON-SITE SHALL BE CONDUCTED UNDER THE SUPERVISION OF A QUALIFIED STORMWATER PRACTITIONER (QSP).

25. LOCATIONS AND DIMENSIONS OF EXISTING RIGHTS-OF-WAY AND EASEMENTS ARE BASED ON THE BEST AVAILABLE INFORMATION. THE CONTRACTOR SHALL VERIFY ALL THE LIMITS OF RIGHTS-OF-WAY AND EASEMENTS IN ORDER TO AVOID ENCROACHMENTS.

26. THE CONTRACTOR IS RESPONSIBLE FOR THE REPLACEMENT OF ANY AND ALL ITEMS DISTURBED OR DAMAGED BY CONSTRUCTION OR RELATED ACTIVITIES INCLUDING, BUT NOT LIMITED TO: PAVING,

STABILIZED EARTH, DRIVEWAYS AND UTILITIES SHALL BE REPAIRED OR REPLACED BY THE CONTRACTOR WITH EQUAL MATERIAL AT THE CONTRACTOR'S EXPENSE.

27. THE DISPOSAL OF ANY EXCESS EARTHWORK MATERIAL SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR.

28. THE CONTRACTOR SHALL NOTIFY CITY OF WILLITS 72 HOURS BEFORE COMMENCING WITH CONSTRUCTION. CONTRACTOR SHALL ARRANGE A PRECONSTRUCTION MEETING WITH THE CITY AND ENGINEER OF RECORD PRIOR TO THE 72 HOUR NOTICE.

29. WHERE MINIMUM SEPARATION BETWEEN UTILITIES IS REQUIRED, THE DISTANCE SHALL BE MEASURED FROM OUTSIDE OF PIPE TO OUTSIDE OF PIPE.

30. ALL ELEVATIONS SHOWN ON THIS PLAN REFER TO THE NORTH AMERICAN VERTICAL DATUM OF 1988 (NAVD88).

31. HE CONTRACTOR SHALL SUBMIT SHOP DRAWINGS ON ALL EQUIPMENT AND MATERIALS FOR APPROVAL BY THE CITY PRIOR TO PROCUREMENT.

32. THE CONTRACTOR SHALL SUBMIT AND AWAIT APPROVAL FOR ALL FURNISHED CONCRETE AND PIPE BEDDING SPECIFICATIONS PRIOR TO POURING/IMPORTING. SPECIFICATIONS SHALL INCLUDE GRADATIONS AND ANY AND ALL MATERIALS USED WITHIN BACKFILL OR BEDDING MATERIALS.

33. LAYOUT WORK (CONSTRUCTION STAKING) SHALL BE PERFORMED BY A PERSON PROPERLY LICENSED TO PERFORM CONSTRUCTION STAKING IN THE STATE OF CALIFORNIA.

34. MISCELLANEOUS IRON SHALL BE GALVANIZED (EXCEPT FOR MANHOLE COVERS).

35. CONSTRUCTION SHALL OCCUR BETWEEN 7:00 AM AND 6:00 PM, MONDAY THROUGH FRIDAY (HOLIDAYS EXCLUEDED), UNLESS PRIOR APPROVAL IS RECEIVED FOR ALTERNATIVE HOURS.

36. CONTRACTOR TO COMPLY WITH ANY AND ALL MITIGATION MEASURES ADOPTED BY THE CITY OF WILLTS FOR THIS PROJECT.

37. THE CONTRACTOR SHALL BE RESPONSIBLE TO PROVIDE DUST CONTROL MEASURES FOR THE ENTIRE

CONSTRUCTION PERIOD OF THIS PROJECT TO THE SATISFACTION OF THE COUNTY AND AIR QUALITY MANAGEMENT DISTRICT AS APPLICABLE.

38. THE CONTRACTOR IS RESPONSIBLE FOR SCHEDULING THE REQUIRED INSPECTIONS WITH THE CITY

ENGINEER AND THE ENGINEER OF RECORD

UTILITY GENERAL NOTES

1. ALL WATER IMPROVEMENTS SHALL BE DONE IN ACCORDANCE WITH CITY OF WILLITS DESIGN AND CONSTRUCTION STANDARDS, INCLUDING SECTION 99 – “WATER MAIN CONSTRUCTION” AND THE CONTRACT DOCUMENTS.

2. ATTENTION IS DRAWN TO SECTION 2.2 – “ORDER OF WORK” OF THE CONTRACT DOCUMENTS.

CONTRACTOR SHALL COORDINATE WITH TANK CONTRACTOR FOR INSTALLATION OF PIPING ADJACENT

TO TANK FOUNDATION PRIOR TO FINISHED GRADING FOR TANK FOUNDATION

3. ALL EXCAVATIONS SHALL BE BACKFILLED AT THE END OF EACH WORK DAY.

4. ALL BURIED UTILITY PIPES TO BE ABANDONED IN PLACE SHALL BE CUT, PLUGGED AND FILLED WITH GROUT.

5. CONTRACTOR IS LIABLE FOR ANY NON-APPROVED PLAN CHANGES. ALL DISCREPANCIES SHALL BE BROUGHT TO THE ATTENTION OF THE ENGINEER, IN WRITING FOR REVIEW AND APPROVAL.

CONTRACTOR SHALL, AT THEIR OWN EXPENSE, REMOVE AND RECONSTRUCT ANY WORK NOT IN ACCORDANCE WITH THESE PLANS, OR THE APPROVED PLAN CHANGES.

6. CONTRACTOR SHALL NOT BEGIN EXCAVATION UNTIL ALL EXISTING UTILITIES HAVE BEEN MARKED IN THE FIELD BY THE APPLICABLE ENTITY RESPONSIBLE FOR THAT PARTICULAR UTILITY. THE CONTRACTOR SHALL NOTIFY EACH APPLICABLE ENTITY AT LEAST 24 HOURS BEFORE STARTING WORK.

7. THE CONTRACTOR SHALL VERIFY EXISTING INVERTS PRIOR TO THE COMMENCEMENT OF ANY CONSTRUCTION.

WATER MAIN CONSTRUCTION NOTES

1. ALL MATERIAL, WORKMANSHIP, AND CONSTRUCTION DETAILS SHALL CONFORM TO THE CITY OF

WILLITS, 'STANDARD SPECIFICATIONS,' INCLUDING ALL ADDENDA, STANDARD PLAN REVISIONS AND SPECIAL PROVISIONS.

2. START EXCAVATION BY EXPOSING END OF EXISTING MAIN TO DETERMINE ITS LINE AND GRADE. START NEW MAIN 8-10 FEET FROM, AND ON SAME LINE AND GRADE AS EXISTING MAIN. PIPE LAYING SHALL THEN BE ADJUSTED SO THE DEPTH OF NEW MAIN CONFORMS TO NOTE #3.

3. MINIMUM DEPTH OF COVER FROM FINISHED GRADE SHALL BE 32” FOR 6" MAINS; 36” FOR 8” MAINS, 44” FOR 12” MAINS; AND 48”' FOR 14” AND LARGER MAINS. 4” AND 10” MAINS MUST BE SPECIFICALLY APPROVED BY THE CITY ENGINEER, 4” THROUGH 16” MAIN LINE VALVES SHALL BE RESILIENT SEAT GATE. 18” AND LARGER MAINLINE VALVES SHALL BE BUTTERFLY VALVES. BLOW OFF VALVES SHALL BE 2” OR 3” BALL VALVES WITH ROTATION STOPS.

4. NO. 10 INSULATED COPPER WIRE SHALL BE LAID ON TOP OF AND ALONG ENTIRE LENGTH OF ALL MAINS

AND SERVICES, AND SHALL BE EXTENDED TO THE SURFACE AT ALL VALVE LOCATIONS, BLOWOFFS AND METER BOXES SUFFICIENT FOR LOCATOR EQUIPMENT TO BE ATTACHED. FASTEN THE WIRE TO

THE TOP OF THE PIPE SO AS NOT TO BE DISPLACED BY BACKFILLING PROCEDURE (ONE METHOD OF

ACCOMPLISHING THIS IS TO AFFIX THE WIRE TO THE TOP OF THE PIPE WITH DUCT TAPE AT APPROXIMATELY 10 FEET INTERVALS),

5. MAINS TO BE CONSTRUCTED WITHIN 5' OF SEWER PIPE REQUIRE SPECIAL INSTALLATION AND DESIGN MUST BE SPECIFICALLY APPROVED BY THE CITY ENGINEER.

6. ALL TRENCHING, BACKFILL AND RESURFACING REQUIRED FOR INSTALLATION OF WATER SYSTEM FACILITIES SHALL BE PER CITY STANDARD 300.

7. ONLY CITY PERSONNEL SHALL OPERATE VALVES ON EXISTING WATER MAINS OR WATER SERVICES.

8. SERVICE LATERALS OTHER THAN THOSE SHOWN OR NOTED ON THE PLANS SHALL NOT BE INSTALLED PRIOR TO OBTAINING CITY APPROVAL.

9. UNLESS OTHERWISE SHOWN ON THE PLANS, I' WATER SERVICE LATERALS FOR 1' METER INSTALLATIONS AND SHALL BE INSTALLED IN RESIDENTIAL DEVELOPMENTS AND 2” OR LARGER WATER

SERVICE LATERALS SHALL BE INSTALLED IN COMMERCIAL DEVELOPMENTS, WHERE SERVICE LENGTHS ARE OVER 40 FEET FROM METER TO MAIN LINE, I' SERVICE LATERALS SHALL BE USED, FOR SERVICE LENGTHS OVER 60 FEET, 1-1 1/2' SERVICE LATERAL SIZE SHALL BE APPROVED BY THE CITY ENGINEER PRIOR TO PLACEMENT.

10. NO MORE THAN ONE WATER SERVICE SHALL BE PLACED WITHIN A TRENCH.

11. WATER AND SEWER SERVICE LATERALS SHALL BE SEPARATED HORIZONTALLY BY A MINIMUM OF 5 FEET.

12. AT THE LOCATION OF EACH WATER SERVICE LATERAL, THE LETTER 'W' SHALL BE INSCRIBED INTO THE FACE OF THE CURB. THE LETTER 'W' SHALL BE 4' HIGH AND COMPLETELY LEGIBLE.

13. ALL WATER SERVICE POLY TUBING SHALL BE GOLD LABEL, 200 PSI, IPS SIZE 1 1/2-2 INCH CTS.

14. ALL METER BOXES, VAULTS AND PITS SHALL BE BEDDED ON 3” MINIMUM THICK, 3/4” DRAIN ROCK, AB2, OR OTHER CLEAN MATERIAL WITH TYPICAL SAND EQUIVALENT OF 20 MINIMUM, UNCONTAMINATED BY NATIVE SOIL, AGAINST COMPACTED OR UNDISTURBED BASE. THE GRAVEL BED SHALL EXTEND TO A 4” MINIMUM BEYOND ALL SIDES OF THE METER BOX. BOX SHALL BE SET FLUSH WITH TOP OF CURB, SIDEWALK OR GROUND, WHICHEVER IS APPLICABLE. LOT NUMBERS MUST BE NOTED ON TOP SIDE OF METER BOX WITH A PERMANENT MARKING PEN.

15. METER BOXES SHALL BE LOCATED OUT OF TRAFFIC LOADING AREAS WHENEVER POSSIBLE.

16. METER BOXES AND VAULTS SHALL BE SET SO THAT THE READING LIDS ARE ALIGNED OVER THE METER REGISTERS AS CLOSELY AS POSSIBLE.

17. UNLESS OTHERWISE APPROVED BY THE CITY ENGINEER, THE WATER SERVICE LINE SHALL BE THE SAME SIZE AS THE WATER METER, 1” FOR 3/4” AND 1” METERS, OR 3/4” FOR DUPLEX.

18. ITEMS SPECIFIED ON THE STANDARD PLANS, OR THE ENGINEER'S APPROVED LIST, ARE APPROVED FOR USE BY THE CITY ENGINEER. ALL OTHERS SHALL BE SUBMITTED TO THE CITY ENGINEER FOR APPROVAL.

19. METER MANIFOLDS MUST BE DETAILED AND APPROVED BY THE CITY ENGINEER. IN GENERAL, MANIFOLDS WHERE ALL FITTINGS ARE 2” OR LESS, SHALL BE CONSTRUCTED FROM THREADED BRASS PIPES AND FITTINGS FROM THE END OF THE SERVICE LATERAL TO THE METER CONNECTION. ND PLASTIC PIPE SHALL BE USED IN CONSTRUCTING MANIFOLDS OF ANY SIZE. NO MORE THAN SIX METERS MAY BE MANIFOLDED OFF A SINGLE WATER SERVICE LATERAL, WITH NO MORE THAN 3 ON EITHER SIDE OF THE SERVICE.

20. GASKETS FOR FLANGE FITTINGS SHALL CONFORM TO AWWA STD. C115.

21. TO ABANDON A WATER SERVICE, EXPOSE AND TURN OFF CORPORATION STOP, THEN SEVER THE LATERAL CONNECTION.

22. THERE SHALL BE NO UNMETERED CONNECTIONS TO THE CITY OF WILLITS WATER SYSTEM, INCLUDING

CONNECTIONS BYPASSING METER FOR TESTING ON-SITE PLUMBING OR FOR OBTAINING CONSTRUCTION WATER. PRESSURE TESTING AGAINST VALVES WILL NOT BE ALLOWED. WHEN A

SUBDIVISION WATER MAIN HAS BEEN ACCEPTED AND TIED-IN, THE INDIVIDUAL CURB STOPS WILL BE LOCKED OFF WITH CABLE TIES. CUTTING OFF OR TAMPERING WITH THE CABLE TIES WILL CONSTITUTE A STRAIGHT TIE-IN CONNECTION. SUCH CONNECTIONS WILL BE SEVERED BY THE CITY AND WILL RESULT IN PENALTIES INCLUDING PAYMENT OF FINES AND ESTIMATED WATER USAGE FEES.

23. BEFORE COMBUSTIBLE MATERIALS MAY BE STORED OR CONSTRUCTED ON SITE, THE FIRE DEPARTMENT MUST APPROVE FIRE FLOW AND ACCESS. BEFORE A FIRE HYDRANT MAY BE PLACED IN

SERVICE, A HIGH VELOCITY FLUSHING OF THE HYDRANT LATERAL SHALL BE WITNESSED AND APPROVED BY CITY PERSONNEL. HIGH VELOCITY FLUSHING SHALL CONSIST OF REMOVING THE HYDRANT AND REPLACING IT WITH A SUITABLE ELBOW AND DIFFUSER. UNDER CITY SUPERVISION, THE

HYDRANT LATERAL IS FLUSHED UNTIL CITY PERSONNEL ARE SATISFIED THAT THE LINES ARE CLEAR OF DEBRIS.

24. UPON COMPLETION OF CONSTRUCTION, FINAL CONNECTION WILL BE MADE BY THE CONTRACTOR AT

THE DEVELOPER'S EXPENSE UNDER INSPECTION BY A CITY REPRESENTATIVE, UNLESS OTHERWISE SPECIFIED ON THE PLANS.

25. WHEN A CONNECTION IS REQUIRED TO AN EXISTING WATER MAIN, THE CONTRACTOR SHALL PROVIDE ALL EXCAVATION, SHORING, BACKFILL AND TRENCH RESURFACING PER CITY STANDARD 300, WHERE

THE CONNECTION IS TO BE A 'HOT TAP/ THE CONTRACTOR SHALL PROVIDE AND INSTALL THE TAPPING

VALVE AND SLEEVE, AND ANY OTHER HARDWARE REQUIRED AND WILL MAKE THE TAP AT THE DEVELOPER'S EXPENSE. ND HOT TAP SHALL BE MADE WITHIN 4 FEET OF A JOINT (MEASURED FROM JOINT TO CENTERLINE OF INTERSECTING PIPE). THE JOINT SHALL BE REMOVED, AND THE PROPOSED HOT TAP SHALL BE REPLACED WITH A 'CUT-IN' TEE. WHEN A 'CUT-IN' TEE AND VALVE(S) ASSEMBLY IS

REQUIRED ON THE PLANS, THE CONTRACTOR SHALL PROVIDE AND INSTALL THE ENTIRE ASSEMBLY (INCLUDING VALVES), AND ANY OTHER HARDWARE NECESSARY UNDER CITY INSPECTION, AND SHALL

PROVIDE ALL OTHER WORK AND MATERIALS NECESSARY TO COMPLETE THE INSTALLATION TO CITY STANDARDS.

26. THE CONTRACTOR SHALL COORDINATE ALL WATER MAIN CONNECTION WORK WITH THE CITY ENGINEER AT 459-4605 A MINIMUM OF 72 HOURS PRIOR TO COMMENCING WORK IN ACCORDANCE WITH CITY POLICY.

27. AFTER A STREET HAS BEEN OVERLAID, ALL WATER VALVE BOXES WILL BE MARKED IN WHITE PAINT BEFORE THE CLOSE OF THAT WORK DAY.

28. WITHIN 48 HOURS OF PAVING, ALL WATER VALVE BOXES WILL BE BROUGHT TO GRADE AND INSPECTED

29. ALL FIRE HYDRANT FLOW TESTING PERFORMED ON CITY FIRE HYDRANTS SHALL BE PERFORMED BY THE CITY OF WILLITS PUBLIC WORKS DEPARTMENT. THOSE DESIRING FLOW TESTS SHALL NOTIFY THE

CITY ENGINEER, PRIOR TO TESTING AND ACCEPTANCE OF HYDRANTS, BURLAP SACKS SHALL BE PLACED OVER HYDRANTS.

30. FOR MORE THAN FOUR (4) METERS, CONFIGURATION SHALL BE APPROVED BY CITY ENGINEER.

SS SS SS SS SS SS SS SS SS SS SS SS SS SS SS WTR12 WTR12 WTR12 WTR12 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 PVC6 PVC6
4" BWW

EXISTING SSMH

AIR GAP
EXIST. 6" GV
EXIST. 6" W
EXIST. 24" SS
EXIST. 6" W
EXIST. SWING GATE
EXIST. 6" BWW
TO WWTP POND 4" DRAIN
EXIST. ELECTRICAL VAULT
ELEC
ELEC
ELEC
ELEC
ELEC
ELEC
ELEC SS SS SS SS SS SS SS SS SS SS SS SS SS SS SS SS SS SS SS WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR12 WTR12 WTR12 WTR12 WTR12 24'' SS 24'' SS 24'' SS
24'' SS
24'' SS SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 2" CHEM FEED LINE 2" CHEM FEED LINE 13481349 1350 1351 1352 A A B B

EXISTING BUILDING
10'
10'
Ø45.00'
Ø51.00'
FG = 1353.35
FG = 1352.84
FG = 1353.35
MATCH EXISTING GROUND = +1353.00

MATCH EXISTING GROUND
= +1353.00
MATCH EXISTING GROUND = +1351.23
MATCH EXISTING GROUND = +1351.45
MATCH EXISTING GROUND = +1353.38
MATCH EXISTING GROUND = +1353.29
MATCH EXISTING GROUND = +1353.16
MATCH EXISTING GROUND = +1353.18
MATCH EXISTING GROUND = +1353.21
MATCH EXISTING GROUND = +1353.16
FG = 1353.45
FG = 1353.35 1.5%MIN

6.6%
MAX 0.9%

0.9%

0.8% 0.7% 1.0% 1.0%

0.7%

REMOVE EXISTING

WATER MAIN AFTER NEW
BYPASS WATER TIED IN. 1.5%MIN
4'
5'
REMOVE 114 LF OF

EXISTING FENCE
INSTALL 105 LF OF

NEW FENCE

EXISTING WATER

TREATEMENT
PLANT 5 2 49 LF 6" W (C900) 2 44 LF 6" W (C900) 14 LF 6" W (C900) 1 2 BYPASS
LINE 17LF 6" W (DIP)
12LF 6" W (DIP)

TANK FILL
LINE

TANK OUTLET
LINE 16LF 6" W (DIP)
54 LF 12" W (C900) 44 7
250,000 GALLON

BOLTED STEEL TANK
(NIC)
FF TANK = 1354.00 6
PUMP
HOUSE
(NIC) 8
0' 5' 10' 20' 30' SCALE: 1" 10' 250,000 GALLON BOLTED STEEL TANK WILLITS, CA PLAT #
8509.08
MAY, 2024
XX

XX XX SITE PLAN
C1.00 ENST 1954L A CO
© ©

TANK SITE PLAN
PROPOSED 6"

TANK INLET
PROPOSED 6"

TANK OUTLET

PROPOSED

BOLLARD,
TYP.
4" INCHES OF CLASS II AB

CONCRETE
NOTE:

1. PIPE ELBOWS ARE APPROXIMATE. CONTRACTOR SHALL USE

APPROPRIATE FITTINGS AND JOINT DEFLECTIONS IN

ACCORDANCE WITH MANUFACTURER'S RECOMMENDATION
TO ACCOMPLISH PIPING LAYOUT AS SHOW.

2. WATER TANK AND WATER TANK FOUNDATION BY OTHERS,
SEE TANK MANUFACTURES DRAWINGS FOR DETAILS.

3. SUBGRADE, SUB-BASE, BASE PREPARATION, CONDITIONING,
& COMPACTION REQUIREMENTS ARE TO FOLLOW THE
GEOTECHNICAL REPORT.

4. ALL UNDOCUMENTED FILL SHALL BE REMOVED AND
DISPOSED OF OFF-SITE.

POINT NORTHING EASTING
CENTER OF TANK 2281391.20 618229.62
TANK FOOT PRINT 4
C1.10 2
C1.11 3
C1.10

WATER MAIN KEYNOTES
TIE INTO EXISTING 6” WATER TREATMENT PLANT DISCHARGE MAIN (6”). INSTALL 6” X 6” X 6” TEE. CONNECT TO 90 DEGREE ELBOW (FF CONNECTION). CONNECT 6” GATE VALVES DIRECLTY TO 6” TEE (FLG X FLG CONNECTION).

MAINTAIN BYPASS LINE ACTIVE DURING TANK CONSTRUCTION.

CONTRACTOR TO INSTALL 6” DIP SPOOL FLG X FLG PRIOR TO TANK FOUNDATION CONSTRUCTION (SEE DETAIL SHEET C1.10).

CONTRACTOR TO COORDINATE WITH PUMP HOUSE CONTRACTOR

FOR EXACT LOCATION AND TIMING OF INLET AND DISCHARGE
PIPING.

INSTALL 12” X 12” X 6” TEE. CONNECT TWO 12" & ONE 6" GATE VALVES DIRECTLY TO 12" X 12" X 6" TEE (FLG X FLG CONNECTION).

TIE INTO EXISTING 12" WATER MAIN WITH 45 DEGREE ELBOW.

TANK FOUNDATION AND TANK NOT INCLUDED IN THIS CONTRACT
(NIC). CONTRACTOR RESPONSIBLE FOR COORDINATING

EARTHWORK, SITE PREPARATION, FOUNDATION EXCAVATION,

ORDER OF WORK, AND INLET/OUTLET PIPING WITH TANK
CONTRACTOR.

PUMP HOUSE NOT INCLUDED IN THIS CONTRACT (NIC).

CONTRACTOR RESPONSIBLE FOR COORDINATING EARTHWORK,

SITE PREPARATION, FOUNDATION EXCAVATION, ORDER OF WORK, AND INLET/OUTLET PIPING WITH PUMP HOUSE CONTRACTOR.

TIE IN TO EXISTING 6" BLOWOFF BY INSTALLING A 6" X 6" X 6" TEE. 1234567

TIE-IN TO EXISTING
12" WATER MAIN
12" X 6" REDUCER 8
1350
1355
1350
1355 PROFILE ELEVATION PROFILE ELEVATION EG 1353.00 EG 1353.18 EG 1353.24 EG 1353.30 EG 1353.36 EG 1353.34 EG 1353.34 EG 1353.34 0+00 0+10 0+20 0+30 0+40 0+50 0+60 0+70 1.5% MIN
FF = 1354.0

1.5% MIN

TANK FOUNDATION PER TANK

MANUFACTURER PLANS (NIC)
1350
1355
1350
1355 PROFILE ELEVATION PROFILE ELEVATION EG 1353.36 EG 1353.35 EG 1353.34 EG 1353.32 EG 1353.35 EG 1353.38 EG 1353.36 EG 1353.34 EG 1353.34 0+00 0+10 0+20 0+30 0+40 0+50 0+60 0+70 0+71 1.5% MIN
FF = 1354.0

1.5%MIN

TANK FOUNDATION PER TANK

MANUFACTURER PLANS (NIC)
0' 5' 10' 20' 30' SCALE: 1" = 10' 250,000 GALLON BOLTED STEEL TANK WILLITS, CA PLAT #
8509.08
MAY, 2024
AR

RLW AR CROSS-SECTIONS
C1.01 ENST 1954L A CO
© ©

SECTION A-A

SECTION B-B
250,000 GALLON BOLTED STEEL TANK WILLITS, CA
PLAT #
8509.08
MAY, 2024
XX
XX XX TANK DETAILS 1
C1.10
© ©

TANK ELEVATION SCHEMATIC (NIC)

FOUNDATION DESIGN

BY TANK MANUFACTURER
(NIC)
1 EXTERNAL OVERFLOW

FREEBOARD PER

TANK MANUFACTURER
24"
6" OUTLET

WITH INSULATING
FLANGE
36"
MANWAY
(X2)
NOTE:

1. REMOVAL OF UNDOCUMENTED SOILS WITHIN TANK SITE LIMITS PER PROJECT GEOTECHNICAL RECOMMENDATIONS. SOIL
REMOVAL DEPTH OF UP TO 7 FEET IS ANTICIPATED. TANK SITE

SUBGRADE PREPARATION INCLUDES THE SCARIFICATION TO A
DEPTH OF 6 INCHES, MOISTURE CONDITIONING TO AT LEAST 2

PERCENT WET OF THE OPTIMUM MOISTURE CONTENT, AND
RECOMPACTED TO AT LEAST 90 PERCENT RELATIVE
COMPACTION. EXCESS SOILS SHALL BE HAULED OFFSITE AND
DISPOSED OF IN APPROPRIATE DISPOSAL LOCATION .
6" OVERFLOW AND

DRAIN ASSEMBLY PER
4" MIN. CALTRANS CL II
AB COMPACTED TO 95%

RELATIVE COMPACTION,
SLOPE=1% MIN

FINISHED GRADE

PER PLAN

NOT TO SCALE
3 C1.10
NOTE:

NOT ALL APPURTENANCES ARE SHOWN. SEE

MANUFACTURER'S DRAWINGS FOR

ADDITIONAL TANK DETAILS
250,000 GALLON

BOLTED STEEL TANK

FULL TRAVEL LIQUID

LEVEL INDICATOR

SELECT FILL TO EXTEND A MINIMUM OF
3' HORIZONTALLY OUTSIDE OF

FOUNDATION FOOTPRINT PER
GEOTECHNICAL RECOMMENDATIONS.
3 TANK INLET DETAIL
NOT TO SCALE 4 TANK OUTLET DETAIL

NOT TO SCALE
24" LONG 6" DIP SPOOL
FLG x FLG

CONCRETE THRUST BLOCK
(SEE DETAIL)
30" MIN
24"
18" x 18" x 6"
CONCRETE PAD w/
4 #4'S BAR
24" LONG 6" DIP
SPOOL FLG x FLG

CONCRETE RESTRAINT
30" MIN
24"
6" FCA

OVERFLOW PIPE BRACES

PER TANK MANUFACTURER
6" OVERFLOW PIPE, MATERIAL PER TANK

MANUFACTURER

TANK SHELL
A
6" GATE VALVE

WITH VALVE BOX
6" 90° ELBOW
6" VERTICAL DIP PIPE

INTO TANK BOTTOM
6" DIP
6"
SPOOL
6" 90° ELBOW BELOW GROUND
6" x 6" TEE
6" FCA 6" FCA

RING FOUNDATION PER

TANK MANUFACTURER
6" 90° DI
ELBOW FLxFL
BEGIN 6" SD

PAYMENT ITEM
6" 90° DI
ELBOW FLxFL
6"

OVERFLOW/DRAIN
PIPE

DRAIN AND OVERFLOW DETAIL
2 NOT TO SCALE
24"
6" INLET

WITH INSULATING
FLANGE
6" 90° ELBOW

CONCRETE THRUST BLOCK
(SEE DETAIL)
4" MIN. CALTRANS CL II AB
COMPACTED TO 95%

RELATIVE COMPACTION,
SLOPE=1% MIN

POINT OF

CONNECTION
TANK

CONTRACTOR
(NIC)

POINT OF

CONNECTION
TANK

CONTRACTOR
(NIC)
250,000 GALLON BOLTED STEEL TANK WILLITS, CA
PLAT #
8509.08
MAY, 2024
XX
XX XX TANK DETAILS 2
C1.11
© ©
3 TYPICAL FENCE & GATE DETAIL

NOT TO SCALE
4 INSULATING FLANGE
2 TYPICAL 3-1/2" BOLLARD

3.00 2'-9"
12"
6"
3/4" CLASS 2 AGGREGATE
12" DIA. CONCRETE FOOTING
3-1/2" O.D. SCHEDULE 40

GALVANIZED STEEL POST
SPECIFICATION SECTION 05 50 13 FOR

PAINTING
TACK WELD 3-1/2" ROUND

PRESSED STEEL CAP

NOT TO SCALE NOT TO SCALE

CONCRETE TANK FOUNDATION (BY OTHERS,

SEE TANK MANUFACTURERS DRAWINGS)
4" CALTRANS CL II AB
COMPACTED TO 95% R.C.
(TYP)
1% MIN.

BOLTED STEEL WATER TANK (BY OTHERS, SEE

TANK MANUFACTURERS DRAWINGS)
*NOTE:
1, REMOVAL OF ALL UNDOCUMENTED SOILS

WITHIN TANK SITE LIMITS PER PROJECT
GEOTECHNICAL RECOMMENDATIONS.

UNDOCUMENTED FILL SOIL DEPTH REMOVAL
OF UP TO 7 FEET IS ANTICIPATED AND SHALL
BE DISPOSED OF OFFSITE. TANK SITE

SUBGRADE PREPARATION INCLUDES THE
SCARIFICATION TO A DEPTH OF 6 INCHES,
MOISTURE CONDITIONING TO AT LEAST 2

PERCENT WET OF THE OPTIMUM MOISTURE
CONTENT, AND RECOMPACTED TO AT LEAST 90
PERCENT RELATIVE COMPACTION.

FASTENERS

THICK PLATED STEEL WASHER

INSULATING WASHER

FULL LENGTH INSULATING SLEEVE

INSULATING GASKET

THICK PLATED

STEEL WASHER

INSULATING WASHER

PIPE FLANGE
SEE NOTE 1
SEE NOTE 2

DIM 'F'

DIM 'E', TYP

DIM 'F'

DIM 'E', TYP
'U' BOLT

TO FIT PIPE OD USE CUSTOM SADDLE
@ VAVLES/METERS
STEEL PIPE SCH 40
(SEE DIM 'A')

THREADED ADJUSTABLE REDUCER,
GRINNELL FIG 264,
TOLCO FIG 319 OR EQUAL
STEEL PIPE SCH 40

WELD TO BASE PLAN
(SEE DIM 'B')

NON-SHRINK GROUT
1" MIN

SPACING
1" MIN

SPACING

ANCHOR BOLTS
(SEE NOTE 4 AND
DIM 'G' 4 EA

PER SUPPORT)
5 TYPICAL OVEREXCAVATION & PAD PREPARATION SECTION

NOT TO SCALE

GATE OPENING
12'
48"
96" 8' O.C.
24"
8'
1 PIPE SUPPORT

NOT TO SCALE
30" MIN.
10' MIN.

ENGINEERED FILL
250,000 GALLON BOLTED STEEL TANK WILLITS, CA
PLAT #
8509.08
MAY, 2024
XX
XX XX TANK DETAILS 3
C1.12
© ©
3 CONCRETE THRUST BLOCKS
4 CONCRETE ANCHOR BLOCKS FOR VERTICAL BENDS

TRENCH BACKFILL DETAIL AND NOTES

NOT TO SCALE

NOT TO SCALE NOT TO SCALE
1 GATE VALVE & VALVE BOX WITH RISER DETAIL2 NOT TO SCALE WATER MAIN NOTES 1 1 NOT TO SCALE 250,000 GALLON BOLTED STEEL TANK WILLITS, CA PLAT #
8509.08
MAY, 2024
AR
RLW AR TANK DETAILS 4
C1.13
© ©
ABANDONED PIPE PLUG DETAIL 2 NOT TO SCALE
SS SS SS SS SS SS SS SS SS SS SS WTR12 WTR12 WTR12 WTR12 WTR12 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 PVC6

EXST WWTP

CLARIFIER
4" BWW 4" DRAIN ELEC
ELEC
ELEC
ELEC

SS SS SS SS SS SS

SS SS SS SS SS SS
TRANSFORMER PAD WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR8 WTR12 WTR12 WTR12 WTR12 WTR12 WTR1224'' SS 24'' SS
24'' SS
24'' SS
24'' SS SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 SD18 SW SW SW SW SW SF SF SF SF SF SF SF SF SF SF SF SFSF 250,000 GALLON BOLTED STEEL TANK WILLITS, CA PLAT #EROSION AND SEDIMENT CONTROL PLAN
C2.00 NEST 1954L A CO
© © 1
C2.10 3
C2.10 3
C2.10 2
C2.10 5
C2.10
250,000 GALLON BOLTED STEEL TANK WILLITS, CA
PLAT #EROSION AND SEDIMENT CONTROL DETAILS
C2.10
© ©

NOT TO SCALE
SE-1 SILT FENCE DETAIL 1 SE = SEDIMENT CONTROL PER CASQA (TYP)

NOT TO SCALE
CONSTRUCTION ENTRANCE 3

NOT TO SCALE
CONCRETE WASTE MANAGEMENT 2

CONCRETE

WASHOUT
SE-5 TYPICAL FIBER ROLL INSTALLATION DETAIL
NOT TO SCALE 5 DROP INLET PROTECTION 4 SE = SEDIMENT CONTROL PER CASQA (TYP) NOT TO SCALE City of Willits
250K Gallon Water Tank
Engineers Opinion of Probable Cost
ITEM
NO. DESCRIPTION QTY UM UNIT PRICE PRICE
1 MOBILIZATION 1 LS $ 15,000.00 $ 15,000.00
2 WATER POLLUTION CONTROL PLAN 1 LS $ 10,000.00 $ 10,000.00 3 SUPPORT WATER TANK (NIC) & FOUNDATION (NIC)
CONSTRUCTION AND TESTING 1 LS $ 15,000.00 $ 15,000.00
4 SUPPORT PUMP HOUSE (NIC) CONSTRUCTION AND
TESTING 1 LS $ 10,000.00 $ 10,000.00
5 FOUNDATION & AGGREGATE BASE GRADING 2,200 SF $ 2.50 $ 5,500.00 6 4” CLASS II AB PAVING 10,000 SF $ 2.00 $ 20,000.00
7 CONNECT INLET PIPING AT TANK & TREATMENT
PLANT 1 LS $ 7,500.00 $ 7,500.00
8 TANK INLET PIPING - UNDERGROUND TO POC (DIP) 30 LF $ 215.00 $ 6,450.00 9 CONNECT OUTLET PIPING AT TANK & PUMP HOUSE 1 LS $ 7,500.00 $ 7,500.00 10 TANK OUTLET PIPING - UNDERGROUND TO POC (DIP) 21 LF $ 215.00 $ 4,515.00 11 CONNECT PUMP HOUSE PIPING TO BYPASS LINE (6”
DIP) 1 LS $ 7,500.00 $ 7,500.00
12 PUMP HOUSE DISHARGE PIPING (6” DIP) 52 LF $ 215.00 $ 11,180.00 13 CONNECT BYPASS LINE AT TREATMENT PLANT &
EXISTING WATER MAIN 1 LS $ 7,500.00 $ 7,500.00
14 BYPASS LINE (C900 PVC) 103 LF $ 185.00 $ 19,055.00
15 REMOVE AND REPLACE EXISTING CHAIN LINK FENCE 105 LF $ 55.00 $ 5,775.00 TOTAL PRICE $ 152,475.00
May 28, 2024 LACO Job No. - 8509.08

EXHIBIT A
Below is a list of the scheduled bid items:

BID SCHEDULE
NO. ITEM DESCRIPTION
EST.

QTY

UNITS UNIT PRICE TOTAL PRICE
1 Mobilization 1 LS
2 Water Pollution Control Plan 1 LS
3 Support Water Tank (NIC) &
Foundation (NIC) Construction and
Testing
1 LS
4 Support Pump House (NIC)
Construction and Testing 1 LS
5 Foundation & ABII Grading 2,200 SF
6 4” Class II AB Paving 10,000 SF
7 Connect Inlet Piping at Tank &
Treatment Plant 1 LS
8 Tank Inlet Piping – Underground to
POC (DIP) 30 LF
9 Connect Outlet Piping at Tank & Pump
House 1 LS
10 Tank Outlet Piping – Underground to
POC (DIP) 21 LF
11 Connect Pump House Piping to
Bypass Line (6” DIP) 1 LS
12 Pump House Discharge Piping (6” DIP) 52 LF
13 Connect Bypass Line at Treatment
Plant & Existing Water Main 1 LS
14 Bypass Line (C900 PVC) 103 LF
15 Remove and Replace existing Chain
Link Fence 105 LF
Exhibit B
PART II, SECTION 1: DEFINITIONS
PART II: CITY OF WILLITS TECHNICAL SPECIFICATIONS
PART II, SECTION 1: DEFINITIONS

1.1 DEFINITIONS:

Public improvements within the City of Willits shall be constructed in accordance with the most recent version of the Standard Specifications of the State of California, Department of Transportation, Division of Highways, which specifications are hereinafter referred to as the State Standard Specifications, or the Standard Specifications and in accordance with the following modifications and revisions, and City of Willits Standard Plans.

City Standards shall mean 100% Draft City of Willits Design and Construction Standards dated October 2009, updated 11/12/11.

ASTM shall mean American Society for Testing and Materials latest edition of the specifications.

Standard Specifications for Public Works Construction (commonly called the "Green Book"), shall mean the latest edition of the Standard Specifications written and promulgated by the Southern California Chapter, American Public Works Association and the Southern California District, Association General Contractors of California, a Joint Cooperation Committee.

AWWA shall mean American Water Works Association latest edition of the specifications.

City Engineer shall mean City of Willits City Engineer or an authorized City representative.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
4 This section contains work items that are considered general to the construction contract and not separate payment items.

The purpose of the general requirements is to provide the contractor with written reference to pertinent regulations, standards and/or specifications that will govern the construction during this project but are not considered bid items.

2.1 DESCRIPTION OF WORK:

The work for this project includes construction of a new 250,000 Gallon Water Tank, Pump House, associated underground piping, gravel paving and perimeter fence.

The City of Willits is hiring a Tank manufacturer to design and construct the tank, above ground piping (inlet and outlet), and pump house. This contract shall support construction of the tank and pump house in the following manner:

Contractor shall provide all grading and earthwork necessary to support construction of tank and pump house and be responsible for the site during construction.

Contractor shall construct all underground water mains, appurtenances, including sanitization, testing, and final tie-ins in order specified.

Contractor shall perform final fine grading and placement of gravel (AB II) paving and final site close out.

Contractor shall assist tank manufacturer and City in initial fill of tank and pump house testing.

2.2 ORDER OF WORK:
a. Order of work shall conform to the provisions in Section 5-1.05, “Order of Work”, of the State Standard Specifications and these Technical Specifications.
b. Contractor construct new bypass line from Treatment Plant to existing main and discharge point prior to turning over site to tank manufacturer.
c. Contractor shall construct remaining underground piping upon completion of new tank and pump station.

2.3 SUBMITTALS:
a. For each submittal for review, including, but not limited to, addendums to submittals, allow 15 working days for review excluding delivery time to and from Contractor. Submit all submittals in the quantity which is required to be returned plus two copies which will be retained by the Owner/Engineer. b. Transmit each submittal with a submittal form with the following requirements:
i. Identify Project, Contractor, subcontractor and supplier; pertinent drawing and detail number, and specification section number, appropriate to submittal. ii. Sequentially number transmittal forms. Mark revised submittals with original number and sequential alphabetic suffix.
iii. Allow space on submittals for Contractor and Owner/Engineer review stamps. c. Shop Drawings: When specified in individual specification sections, submit to Owner/Engineer for review for limited purpose of checking for conformance with information given and design concept expressed in Contract Documents.
d. When required by individual specification sections, provide shop drawings signed and sealed by the professional engineer responsible for designing components shown on shop drawings.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
5 i. Include signed and sealed calculations to support design. ii. Submit drawings and calculations in form suitable for submission to and approval by authorities having jurisdiction.
iii. Make revisions and provide additional information when required by authorities having jurisdiction. e. Test Report: When specified in individual specification sections, submit test reports for information for limited purpose of assessing conformance with information given and design concept expressed in Contract Documents. f. Product Data: When specified in individual specification sections, submit product data to Owner/Engineer for review for limited purpose of checking for conformance with information given and design concept expressed in Contract Documents. Mark each copy to identify applicable products, models, options, and other data. Supplement manufacturers' standard data to provide information specific to this Project. g. Certificates: When specified in individual specification sections, submit certification by manufacturer, installation/application subcontractor, or Contractor to Owner/Engineer. Indicate material or product conforms to or exceeds specified requirements. Submit supporting reference data, affidavits, and certifications as appropriate.

Certificates may be recent or previous test results on material or Product, but must be acceptable to Owner/Engineer.
h. Manufacturer’s Instructions: When specified in individual specification sections, submit manufacturer’s instructions for delivery, storage, assembly, installation, start-up, adjusting, and finishing, to Owner/Engineer. Indicate special procedures, perimeter conditions requiring special attention, and special environmental criteria required for application or installation.

2.4 HOURS OF WORK:
a. The Contractor shall restrict his hours of work to 7:00 a.m. to 6:00 p.m. Monday through Friday, excluding Holidays unless previously authorized by the City.

2.5 SAFETY:
a. The Contractor shall at all times conduct his work in accordance with Construction Safety Orders of the Division of Industrial Safety, State of California, to insure the least possible obstruction to traffic and inconvenience to the general public, and adequate protection of persons and property in the vicinity of the work. b. All no access way(s) shall be closed to the public without first obtaining permission of the City Engineer. The Contractor shall maintain access to all property adjacent to the work area at all times. Temporary access ramps, bridges, or other structures may be constructed to accomplish this at the sole discretion of the City. c. Should the Contractor fail to provide public safety as specified or if, in the opinion of the City Engineer, the warning devices furnished by the Contractor are not adequate, the City may place any warning lights or barricades or take any necessary action to protect or warn the public of any dangerous condition connected with the Contractor’s operations and the Contractor shall be liable to the City for all costs incurred plus 100%.

2.6 WATER FOR CONSTRUCTION AND DUST CONTROL:
a. Construction and testing water shall conform to Section 17, “Watering,” of the State Standard Specifications, the California Stormwater Quality Association Handbook and these Technical Specifications. The Contractor shall be responsible for providing all water necessary for construction and testing and disposing of all water needed for PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
6 testing. If the Contractor uses City water for a water supply, the Contractor shall only use truck fill station after obtaining a City permit. The contractor shall pay all fees that apply. b. During the performance of the work called for under these specifications, or any operations appurtenant thereto, the Contractor shall furnish all labor, equipment and means required, and as often as necessary, to prevent his operations from producing dust in amounts damaging to property or causing a nuisance to persons living nearby or occupying buildings in the vicinity.

2.7 DUST CONTROL:
a. Attention is directed to the provisions in Section 10-5, "Dust Control," of the State Standard Specifications. b. Dust Mitigation Measures:
i. All dust-producing work and unpaved construction sites shall require at a minimum watering in the late morning and at the end of the workday; the frequency of watering shall be increased if dust is mobilized by wind.
ii. Contractor shall maintain dust control to the satisfaction of the City Engineer, seven (7) days a week, 24 hours a day.

2.8 PROTECTION OF EXISTING FACILITIES AND PROPERTY:
a. Protection of existing facilities shall conform to Section 15-1.02, “Preservation of Property,” of the State Standard Specifications and these Technical Specifications. The Contractor shall notify Underground Service Alert (USA) for marking the locations of existing underground facilities. b. The Contractor shall take all necessary measures to avoid injury to existing surface and underground utility facilities in and near the site of the work. No error or omission of utility markouts shall be construed to relieve the Contractor from his responsibility to protect all underground pipes, conduits, cables or other structures. The Contractor shall indemnify the City and hold it harmless from any and all claims, demands, or liability made or asserted by any person or entity on account of or in connection with any damage to such surface or underground facilities caused by the Contractor or any of his agents or subcontractors c. The existing underground facilities in the area of work may include telephone, television and electrical cables, gas mains, water mains, sewer pipe and drainage pipe. The various utility companies shall be notified before trenching begins and at such other times as required to protect their facilities. Underground facilities shall be located and exposed ahead of trenching to prevent damage to the facilities, and to determine the depth and character of all facilities that cross or infringe on the trench prism. The Contractor shall immediately notify the City Engineer of any facilities found. If damage should occur to the existing facilities, the utility company and the City shall be notified immediately and repairs acceptable to the utility company shall be made at the Contractor’s expense. d. Attention is directed to the provisions in Section 7-1.11, “Preservation of Property,” and Section 12-1.06, “Preservation and Protection of Trees and Plantings,” of the State Standard Specifications and these Technical Specifications.
e. Existing trees, shrubs, and other plants, that are not to be removed and are injured or damaged by reason of the Contractor’s operations, shall be replaced by the Contractor in accordance with the requirements in Section 20-

4.07, “Replacement”, of the State Standard Specifications.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
7 2.9 OWNER NOTIFICATION:
a. The Contractor shall notify all property owners and businesses affected by the project’s work at least 72 hours before work is to begin. The notice shall be in writing, placed on doors and shall indicate the Contractor’s name and phone number, type of work, day(s) and time when work will occur. Notice shall be reviewed by the City Engineer prior to being sent.
b. Contractor shall coordinate work with affected businesses to minimize construction impact as much as possible.

Work shall be sequenced accordingly. Specific attention is directed to the businesses adjacent to the project site locations with parking and/or driveways. The City will help facilitate cooperation when possible.

2.10 EARTHWORK
a. Site grading, excavation, structural excavation and backfill, shall conform to the requirements of Section 19, "Earthwork," of the 2018 Caltrans Standard Specifications. b. Earthwork shall be done in accordance with Geotechnical Report Dated <DATE>. Contractor shall remove and dispose of undocumented soils within the tank site up to a depth of 7’.

2.11 EMERGENCY SERVICE PROVIDERS NOTIFICATIONS:
a. The Contractor shall furnish the name and phone number of a representative that can be contacted in the event of an emergency. Said information shall be reported to the City Police Department dispatcher, and updated as required to provide 24-hour phone access.
b. Full compensation for conforming to the requirements of this section shall be considered as included in the contract prices paid for the various items of work and no additional compensation will be allowed.

2.12 REMOVAL OF MISCELLANEOUS ITEMS:
a. Various items shown on the plans to be removed will be completely removed and disposed of.

2.13 UTILITY CLEARANCES (POTHOLING):
a. Contractor will be required to investigate, confirm and/or determine locations of existing utilities, verify clearances between existing and proposed utilities, and determine elevations of existing utilities at connection points. The contractor shall verify clearances at known utility crossings and confirm elevations of existing utilities at connection points at least 5 working days in advance of working at the specific crossing or connection location. The Contractor shall notify the City Engineer immediately upon discovery of any conflict.

2.14 EXISTING UTILITIES:
a. The Contractor shall notify all utility companies and request field location markings of existing facilities prior to commencing construction. Where potential conflict with existing underground utilities may constitute a safety hazard or interfere with the progress of work, such facilities shall be hand-excavated to determine their precise location. Contractor shall be liable for damages to all utilities whether so located and marked or not. b. Location of underground utilities is estimated based on information provided or mark outs. Contractor is responsible for determining exact location, size, material type and depth at their own expense.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
8 2.15 RELATIONS WITH THE CALIFORNIA REGIONAL WATER QUALITY CONTROL BOARD:
a. This location is within an area controlled by the Regional Water Quality Control Board. The Contractor shall fully inform himself of all rules, regulations, and conditions that may govern operations in said area and shall conduct work accordingly.
b. The Contractor shall comply with the regulations of the North Coast Regional Water Quality Board and the discharge prohibitions and guidelines pertaining to construction activities listed on pages 1-5-7 through 1-5-9 of the Water Quality Control Plan North Coastal Basin dated April, 1975 and shall comply to all further amendments to said plan made by the North Coast Regional Water Quality Board.

2.16 TEMPORARY EROSION CONTROL:
a. Temporary erosion control shall consist of, but not be limited to, constructing such facilities and taking such measures as are necessary to prevent, control and abate water, mud, and erosion damage to public and private property as a result of the construction of this project. b. Conformance with the requirements of this section shall in no way relieve the Contractor from his responsibilities, as provided in Section 7-1.01G, "Water Pollution," Section 7-1.11, "Preservation of Property," and Section 7-1.12, "Responsibility for Damage," of the State Standard Specifications. c. Temporary erosion control features as are necessary to prevent damage during the winter season shall be constructed and functioning. The Contractor shall construct such supplementary erosion control facilities as are necessary to protect adjacent private and public property. d. Temporary erosion control measures shall conform to the current edition of the California Stormwater Quality Association Handbook (CASQA) standards for erosion and sediment control measures and includes, but not limited to the following:
i. The Contractor shall conduct operations in such a manner that storm runoff will be contained within the project or channeled into the storm drain system which serves the runoff area. Storm runoff from one area shall not be allowed to divert to another runoff area.
ii. Storm drain systems, toe of slope drains, and outlet structures shall be constructed and operating prior to commencing, or concurrently with placing, an embankment. Temporary downdrains, drainage structures and other devices shall be provided to channel storm runoff water into the respective permanent storm drain systems during construction. Mud and silt shall be settled out of the storm runoff before said runoff enters the storm drain system.
iii. Excavation areas, while being brought to grade, shall be protected from erosion and the resulting siltation of downstream facilities and adjacent areas by the use of various erosion control measures. These measures may include, but shall not be limited to, check dams; confined ponding areas to desilt the runoff; and protection, such as sandbags or straw bales around inlets which have not been brought to grade. iv. Contour graded areas shall be protected against erosion and the resulting siltation of downstream facilities and adjacent areas during grading operations. Various measures may include, but shall not be limited to:
the use of graded contour berms to control sheet flow: supplemental grading of large areas around temporary or unfinished inlet structures, such as inside ramp loops, to provide desilting basins; and temporary ditch paving.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
9 e. Culvert pipe used in conjunction with erosion control measures which was new when delivered to the project site and, in the opinion of the City Engineer, is not damaged and whose dimensions and other properties conform to the requirements for new material may be used in the new work. f. Full compensation for any cost involved in performing erosion control to act as temporary water pollution control and temporary erosion control shall be considered as included in the contract prices paid for the various items of work and no additional compensation will be allowed.

2.17 PROGRESS SCHEDULE:
a. Progress schedules will be required for this contract and shall conform to the provisions in Section 8-1.02 - "Schedule" of the State Standard Specifications.
b. A preliminary progress schedule shall be submitted at the Preconstruction Meeting. c. Contractor to provide a 6-week look ahead schedule for review at weekly project meetings with the City.

2.18 COOPERATION:
a. Attention is directed to Sections 7-1.14, "Cooperation" and 8-1.10, "Utility and Non-Highway Facilities," of the State Standard Specifications.
b. Other forces will be engaged in installing or in making adjustments to or in relocating various utility or other facilities throughout the project.

2.19 OBSTRUCTIONS:
a. Attention is directed to Sections 8-1.10, “Utility and Non-Highway Facilities” of the State Standard Specifications and these Technical Specifications.
b. Attention is directed to the existence of overhead and underground power, telephone, and television cable poles, underground sewer mains and laterals, underground gas mains, and underground water mains and laterals within the area in which construction is to be performed.
c. Prior to starting work, the Contractor shall (a minimum of 2 working days in advance) call Underground Service Alert (USA), toll fee, at (800) 642-2444 and provide USA with all necessary data relative to the proposed work.

USA will accept calls and process information to participating agencies who have underground facilities in the area between the hours of 7:30 a.m. and 5:00 p.m. daily, except Saturdays, Sundays, and holidays. Between the hours of 5:00 p.m. and 7:30 a.m. calls will be recorded and then processed after 7:30 a.m. For emergency situations, after hours and on Saturdays, Sundays and holidays, the Contractor shall contact the organization owning the affected facility. Upon notification, agencies having facilities in the area of the proposed excavation will mark their locations in the field using USA standard colors and codes to identify the facility. d. The Contractor will be required to work around public and private utility facilities and other improvements that are to remain in place within the construction area and he will be held liable to the owners of such facilities or interference with service resulting from his operations. e. Any delays claimed by the Contractor as a direct result of the utility facilities not being rearranged as provided will not be recognized nor will any delays be considered right-of-way delays within the meaning of Section 8-1.09, “Right-of-Way Delays”, of the State Standard Specifications, except that any such delays will entitle the Contractor to an extension of time as provided in Section 8-1.07, “Liquidated Damages”, of the State Standard Specifications.

The Contractor shall immediately notify the City Engineer of such delays.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
10 2.20 CLEARING, GRUBBING, AND DISPOSAL:
a. The work to be done under this section consists of clearing or removing obstacles preventing the construction or installation of contract items.
b. Existing power and telephone lines, trees, fences, pipelines or other conduits, railroad lines, embankments, and structures in the vicinity of the work shall be supported and protected from injury by Contractor during the construction and until the completion of the work. Contractor shall be liable for all damages to such structures, as herein provided, and shall save and keep Owner and Engineer harmless from any liability or expense for injuries, damages, or repairs to those structures.

Preservation of Property:
c. Contractor shall minimize damage to shrubs, trees, plants, grass and structures during the course of the work.

Before removing any tees, tree roots, large shrubs, or structures, Contractor shall obtain prior permission from City Engineer. No additional trees, large shrubs or structures shall be removed or damaged without prior written permission from City Engineer. Before initiation of clearing and grubbing operations, Contractor shall meet at the work site with Owner and Engineer to determine the extent and details of clearing and grubbing operations. d. In areas where trees or shrubs may be damaged by construction equipment, Contractor shall provide protective fencing, padding on trunks, tie-back branches or take other necessary actions to prevent damage to trees, shrubs, or other vegetation. Damage to trees and shrubs shall include, but will not be limited to:
• bark damage to trees
• breakage of branches on trees or shrubs
• breaking or tearing of roots
• spilling toxic materials near the root zones
• spraying toxic materials on foliage
• fire damage to foliage and branches
• compaction of root areas under the drip line or damage by fill or storage of materials over the root zone • foot or vehicular damage on low shrubs and groundcover Environmental Requirements:
• Any burning shall be in accordance with applicable laws. • Contractor shall obtain the required permits concerning disposal of materials produced during clearing and grubbing. Contractor shall make his/her own arrangements for disposing of materials produced from clearing and grubbing. If excavation or construction materials or equipment are to be stored on private property, written permission must be obtained from the property owner granting permission and absolving City of all responsibility for the consequences of such activity. • Avoid unnecessary removal or damage of shrubs, trees, and grass during the work.

Removal:

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
11 • All trees, stumps, roots, buried logs, decayed vegetable matter, heavy growth of grass and weeds and all other organic material shall be removed from fills, future roadways or within ditch sections. The disposal of materials shall be in compliance with the above stated Environmental Requirements.

2.21 TRENCH EXCAVATION:
a. Trenches shall be in accordance with City Standard Detail 300. b. The contractor shall obtain a trench permit from the California Division of Industrial Safety before the excavation of trenches deeper than 5’. A copy of the permit must be on file with the City before trenching and excavation may begin.
c. Open trench shall be backfilled and compacted with native material properly before the end of each work day. d. Trench width in areas where close proximity to other structures require vertical cuts, shall not be wider than required for proper handling, jointing, and bedding of the pipe. The bottom of the trenches shall be excavated to a depth of six (6) inches below the bottom of the invert. Care shall be taken not to excavate below the depths indicated. Unauthorized over depths shall be backfilled with suitable bedding material at Contractor's expense.

Where soft, spongy or otherwise unsuitable material is encountered, which will not provide a firm foundation for pipe, City Engineer will direct the extent to which removal and replacement shall be made with suitable material. e. Any excess material resulting from trench excavation shall be disposed of by Contractor at Contractor's own expense in a manner satisfactory to City Engineer. Such excess material may be deposited on private property if so requested by the property owner and proper permits have been obtained.

2.22 DEWATERING:
a. Dewatering is not anticipated as required under this contract. Where ground water is encountered in excavations, it shall be removed so that it will not interfere with pipe laying and other construction operations. Unless otherwise specifically permitted by City, water, either of surface or subsurface origin, will not be permitted in the trenches at any time during construction and until backfilling over the top of the pipe has been completed; nor will the groundwater level in the trench be permitted to rise above an elevation six (6) inches below the bottom of the pipe.

Dewatering will continue until pipe laying and/or other construction is complete and backfill is compacted at least six (6) inches above the ground water table.
b. Dewatering shall be at the Contractors expense.

2.23 DRAINAGE:
a. Contractor shall control the grading in the vicinity of the excavation so that the ground surface is properly sloped to prevent water from running into the excavated areas. Water which has accumulated in the excavation from rainfall and/or surface runoff, or from any other cause which might have been prevented by proper care and foresight, shall be removed and the subgrade restored to its proper bearing capacity, all at Contractor's expense.

2.24 SHORING, SHEETING, AND BRACING:
a. Contractor shall do all shoring, bracing and tight sheeting required to prevent caving and to protect Contractor's workers and adjacent property and structures. Backfilling will be brought to eight (8) inches above the top of the pipe before sheeting may be removed.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
12 2.25 BACKFILLING:
a. Pipe excavation and backfill shall be in accordance with City of Willits Design and Construction Standards Section 99-1.10 – “Excavation and Backfill”
b. No trenches across roads shall remain open overnight. All crossings shall be backfilled, compacted and open to traffic at the end of each day's work.
c. Along all portions of the trenches the ground shall be graded uniformly and mounded over the trenches and left in a uniform and neat condition.

2.26 TRENCH STABILIZATION, BEDDING, AND BACKFILL:
a. Unsuitable materials, boulders, or other interfering objects shall be removed and trench repaired in accordance with City of Willits Design and Construction Standards Section 19-3.06A – “Trench Backfill”. b. Pipe bedding and trench backfill shall be per City of Willits Design and Construction Standards Detail 300 – “Material Specifications”
c. Bedding shall consist of leveling the trench at the bottom of the pipe zone and furnishing, placing, and compacting bedding material up to the spring line of the pipe.
d. Pipe bedding material shall be placed to a minimum depth of six (6) inches under all pipe where trench stabilization or rock excavation is required.
e. Stabilization material and bedding material shall be approved by City Engineer prior to their use. Materials shall be obtained from areas approved by City Engineer.

2.27 TRENCH MAINTENANCE:
a. Contractor shall, for a period of one (1) year after completion and final acceptance of the work (issued in writing by City of Willits), maintain and repair any trench settlement which may occur and shall make suitable repairs to any pipe, pavement, or other structures which may become damaged as a result of backfill settlement.

2.28 DISPOSAL OF EXCESS MATERIAL:
a. Excess material, including rock, broken concrete, bituminous materials, debris or other materials not suitable for backfill, shall become property of the Contractor and be removed from the site and wasted in the disposal areas selected by Contractor and approved by City Engineer (See Section 2.20 of these specifications). Contractor shall be solely responsible for obtaining all required County of Mendocino and City of Willits grading permits for proper disposal of excess material. The disposal of such excess materials will not be paid for separately, but shall be considered as subsidiary to and a part of the cost for the applicable contract bid item. b. Excess trench material shall be removed promptly and disposed of elsewhere by the Contractor at his own expense. The Contractor shall not dump material on any private property without the permission of the owner thereof.

2.29 CLEANUP:
a. Upon completion of the work, the entire site shall be cleared of all debris, and ground surfaces shall be finished to smooth, uniform slopes and shall present neat and workmanlike appearance. Unpaved streets/driveways shall be graded to the satisfaction of City Engineer. Ditch lines shall be graded and reshaped to preconstruction condition.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
13 Disturbed earth shall be reseeded with a mixture of native grasses and/or wildflowers. Cleanup will not be paid for separately, but shall be considered as subsidiary to and a part of the cost for the applicable contract bid item.

2.30 COMPACTION TESTING:
a. The City of Willits shall, at its expense, acquire the services of a certified soils testing laboratory approved by City Engineer to perform relative compaction tests per Section 6-3 of the City of Willits Standards and Specifications, Test Methods 231 and 216. Additional tests may be provided at Contractor's request and expense. These results shall be used as the basis for the determination of acceptability of all compaction under this contract. b. During the course of construction, City will make periodic checks of soil compaction to assure compliance with these specifications. Such tests will be accomplished with a nuclear density meter. Satisfactory compaction tests results do not relieve Contractor of the responsibility as specified in Section 2.28, "Trench Maintenance" of these specifications.

2.31 HYDROSTATIC TESTING:
a. Hydrostatic Testing shall be in accordance with City of Willits Design and Construction Standards Section 99-1.15 – “Hydrostatic Test”
b. Contractor shall provide all materials, equipment and labor necessary to flush and hydrostatically test water pipes.

Water shall be provided by the City at no expense to the Contractor.

2.32 FLUSHING AND DISINFECTING:
a. Flushing and Disinfecting shall be done in accordance with City of Willits Design and Construction Standards Section 99-1.16 – “Chlorination of Pipeline”
b. All flushing and disinfecting of water pipes shall be coordinated with City of Willits Water Department. c. Contractor shall provide all materials, equipment and labor necessary to flush and disinfect water pipes. Water shall be provided by the City at no expense to the Contractor.

2.33 WATER PIPE:
a. Water Pipe shall be Ductile Iron or PVC Class 150 C900 in accordance with City of Willits Design and Construction Standards Section 99-1.02 – “Pipe”.
b. Asbestos Concrete pipe is not allowed on this project.

2.34 FITTINGS:
a. Fittings shall be in accordance with City of Willits Design and Construction Standards Section 99-1.04 – “Fittings”

2.35 VALVES:
a. Valves shall be in accordance with City of Willits Design and Construction Standards Section 99-1.05 – “Gate Valves”
b. Butterfly valves not allowed on this project.
c. Valve Boxes shall be be in accordance with City of Willits Design and Construction Standards Section 99-1.07 – “Valve Boxes”
PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
14 2.36 LAYING AND HANDLING OF PIPE:
a. Laying and Handling of pipe shall be in accordance with City of Willits Design and Construction Standards Section 99-1.11 – “Laying and Handling of Pipe Materials”
b. Laying of PVC Pipe shall be in accordance with City of Willits Design and Construction Standards Section 99-1.12 – “Laying PVC Pipe”
c. Laying of Ductile Iron Pipe (DIP) shall be in accordance with City of Willits Design and Construction Standards Section 99-1.13 – “Laying of Ductile Iron Pipe (DIP)”

2.37 WATER MAIN TIE INS:
a. Water Main Tie ins shall be in accordance with City of Willits Design and Construction Standards Section 99-1.17 – “Water Main Tie Ins”

2.38 CONSTRUCTION WATER:
a. Construction Water shall be provided to the Contractor at no expense in accordance with City of Willits Design and Construction Standards Section 99-1.19 – “Construction Water”

2.39 CLASS II AGGREGATE BASE PAVING :
a. Class II Aggregate Base Paving shall be placed at a thickness and relative compaction as shown on the project plans.
b. Aggregate Base and the placing thereof shall conform to the requirements of Section 26, "Asphalt Concrete," of the 2018 Caltrans Standard Specifications.

PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
15 Section 03 - DETAILED DESCRIPTIONS OF THE BID ITEMS
The following section contains detailed descriptions and measurement and payment of bid items:

ITEM #1 - MOBILIZATION
Measurement & Payment: MOBILIZATION shall be paid for on a LUMP SUM (LS) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; renting, operating, and maintaining all temporary facilities, transportation of equipment, providing all necessary personnel required by Contract Documents to adequately staff the project, any necessary fees and permits, providing and revising necessary submittals, including project schedules, and any other cost associated with items incidental to the contract not included in remaining pay items.

ITEM #2 - WATER POLLUTION CONTROL PLAN
Measurement & Payment: WATER POLLUTION CONTROL PLAN shall be paid for on a LUMP SUM (LS) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; purchase, placement, and maintenance of erosion control measures, purchasing and placement of Best Management Practices (BMP’s) for Construction activities as necessary, correction of deficiencies noted by Engineer, or Engineers designated representative. The site is less than 1 acre, no Storm Water Pollution Prevention plan is required under this pay item.

ITEM #3 - SUPPORT WATER TANK (NIC) & FOUNDATION (NIC) CONSTRUCTION AND TESTING Measurement & Payment: SUPPORT WATER TANK (NIC) & FOUNDATION (NIC) CONSTRUCTION AND TESTING shall be paid for on a LUMP SUM (LS) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; maintaining site in good, clean working condition, temporary fencing (as needed), dust control, compaction for tank foundation, coordination with water connections, manage earth spoils, or other housekeeping activities.

ITEM #4- SUPPORT PUMP HOUSE (NIC) CONSTRUCTION AND TESTING Measurement & Payment: SUPPORT PUMP HOUSE (NIC) CONSTRUCTION AND TESTING shall be paid for on a LUMP SUM (LS) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; maintaining site in good, clean working condition, temporary fencing (as needed), dust control, compaction for tank foundation, coordination with water connections, manage earth spoils, or other housekeeping activities.

ITEM #5 - FOUNDATION & AGGREGATE BASE GRADING
Measurement & Payment: FOUNDATION & AGGREGATE BASE GRADING shall be paid for on a SQUARE FOOT (SF) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; removing and disposing of strippings, clearing and grubbing, handling and stockpiling materials, excavation for tank and pump house foundations/footings, moisture control, compaction, setting and verifying grades, excavation, removal, and disposal of undocumented soils (up to 7’), scarification and recompaction, and dust control.

ITEM #6 - 4” CLASS II AB PAVING
Measurement & Payment: 4” CLASS II AB PAVING shall be paid for on a SQUARE FOOT (SF) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
16 in the Contract Documents, and as directed by the Engineer including; purchase, hauling, handling of Class II AB, moisture control, compaction, setting and verifying grades, construction and compaction of earthen shoulders, and dust control.

ITEM #7- CONNECT INLET PIPING AT TANK & TREATMENT PLANT Measurement & Payment: CONNECT INLET PIPING AT TANK & TREATMENT PLANT shall be paid for on a LUMP SUM (LS) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; potholing, points of connection, trenching, shoring, plating, bedding, protection of existing water pipe while in service, pipe bedding, pipe backfill and compaction, all pipe, pipe fittings & appurtenances, connecting pipe at existing water treatment plant outlet, connecting pipe at new tank inlet flange, venting, cleaning, sampling, pressure testing, disposal of chlorinated water, repair, and clean up. Tank inlet point of connection (POC) shall be constructed by tank contractor and is not included in Contract (NIC) as shown on Contract Drawings. Coordination with tank contractor shall be paid under a separate item.

ITEM #8 - TANK INLET PIPING - UNDERGROUND TO POC (DIP)
Measurement & Payment: TANK INLET PIPING (UNDERGROUND TO POC) shall be paid for on a LINEAL FOOT (LF) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; potholing, trenching, shoring, plating, bedding, protection of existing water pipe while in service, pipe bedding, pipe backfill and compaction, all pipe, pipe fittings & appurtenances, valves, valve risers and covers, thrust blocking, and site clean up.

ITEM #9 - CONNECT OUTLET PIPING AT TANK & PUMP HOUSE
Measurement & Payment: CONNECT OUTLET PIPING AT TANK & PUMP HOUSE shall be paid for on a LUMP SUM (LS) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; potholing, points of connection, trenching, shoring, plating, bedding, protection of existing water pipe while in service, pipe bedding, pipe backfill and compaction, all pipe, pipe fittings & appurtenances, connecting pipe at new tank outlet flange, connecting pipe at new pump house, venting, cleaning, sampling, pressure testing, disposal of chlorinated water, repair, and clean up. Tank outlet point of connection (POC) shall be constructed by tank contractor and is not included in Contract (NIC) as shown on Contract Drawings. Pump house point of connection (POC) shall be constructed by Pump House contractor and is not included in Contract (NIC) as shown on Contract Drawings. Coordination with tank contractor and pump house contractor shall be paid under a separate item.

ITEM #10 - TANK OUTLET PIPING - UNDERGROUND TO POC (DIP) Measurement & Payment: TANK OUTLET PIPING (UNDERGROUND TO POC) shall be paid for on a LINEAL FOOT (LF) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; potholing, trenching, shoring, plating, bedding, protection of existing water pipe while in service, pipe bedding, pipe backfill and compaction, all pipe, pipe fittings & appurtenances, valves, valve risers and covers, thrust blocking, and site clean up.

ITEM #11 - CONNECT PUMP HOUSE PIPING TO BYPASS LINE (6” DIP) Measurement & Payment: CONNECT PUMP HOUSE PIPING TO BYPASS LINE shall be paid for on a LUMP SUM (LS) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; potholing, points of connection, trenching, shoring, plating, bedding, protection of existing water pipe while in service, pipe bedding, pipe backfill and compaction, all pipe, pipe fittings & appurtenances, connecting pipe at new pump house outlet, connecting pipe at new bypass line, venting, cleaning, sampling, pressure testing, disposal of chlorinated water, repair, and clean up. Pump House PART II, SECTION 3: DETAILED DESCRIPTION OF BID ITEMS
17 point of connection (POC) shall be constructed by pump house contractor and is not included in Contract (NIC) as shown on Contract Drawings. Coordination with tank contractor shall be paid under a separate item.

ITEM #12– PUMP HOUSE DISHARGE PIPING (6” DIP)
Measurement & Payment: PUMP HOUSE DISHARGE PIPING shall be paid for on a LNIEAL FOOT (LF) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; potholing, trenching, shoring, plating, bedding, protection of existing water pipe while in service, pipe bedding, pipe backfill and compaction, all pipe, pipe fittings & appurtenances, valves, valve risers and covers, thrust blocking, and site clean up.

ITEM #13– CONNECT BYPASS LINE AT TREATMENT PLANT & EXISTING WATER MAIN Measurement & Payment: CONNECT BYPASS LINE AT TREATMENT PLANT & EXISTING WATER MAIN shall be paid for on a LUMP SUM (LS) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; potholing, points of connection, trenching, shoring, plating, bedding, protection of existing water pipe while in service, pipe bedding, pipe backfill and compaction, all pipe, pipe fittings & appurtenances, connecting pipe at existing water treatment outlett, connecting pipe at existing water main, venting, cleaning, sampling, pressure testing, disposal of chlorinated water, repair, and clean up.

ITEM #14– BYPASS LINE (C900 PVC)
Measurement & Payment: BYPASS LINE (C900 PVC) shall be paid for on a LINEAL FOOT (LF) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; potholing, trenching, shoring, plating, bedding, protection of existing water pipe while in service, pipe bedding, pipe backfill and compaction, all pipe, pipe fittings & appurtenances, valves, valve risers and covers, thrust blocking, and site clean up.

ITEM #15 - REMOVE AND REPLACE EXISTING CHAIN LINK FENCE Measurement & Payment: REMOVE AND REPLACE EXISTING CHAIN LINK FENCE shall be paid for on a LINEAL FOOT (LF) basis and shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals for doing all the work involved, as specified in the Contract Documents, and as directed by the Engineer including; removal, disposal, temporary fencing and bracing fence pole foundations, fittings, gates, fencing appurtenances, and site clean up.

Resolution No. 2024-__ Page 1 of 1 June 12, 2024
RESOLUTION NO. 2024-

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLITS AUTHORIZING AN

ADVERTISEMENT OF THE STEEL WATER TANK SITE IMPROVEMENTS PROJECT, PROJECT NO. 2023-04, PHASE III AT AN EXPENSE OF $152,475 WITH 10-PERCENT CONTINGENCY.

WHEREAS, the City aims to address aging infrastructure at its end of its functional lifespan, reduce ongoing maintenance and make improvements to its water storage and treatment capacities; and
WHEREAS, the Bolted Steel 250,000 Gallon Water Tank Project 2023-04 was awarded to Superior Tank Company to design, fabricate, construct and install a steel water storage tank by City Council as Resolution No. 2023-29 on April 26, 2023; and WHEREAS, the approval to acquire the tank was the initial phase, the City contracted LACO Associates to compose site improvement plans and specifications for the tank’s installation; and
WHEREAS, the completed plans by LACO Associates for this project includes all items as shown on Bid Schedule (Exhibit B attached) to be completed prior to the installation of the tank; and
WHEREAS, this project has a total Engineers Estimate of Probable Costs (Exhibit A) of $152,475 with 10-percent contingency for possible change orders, Water Enterprise Funds will cover the costs of this project.

NOW, THEREFORE, BE IT RESOLVED that the Willits City Council does hereby authorize advertisement of the Steel Water Tank Site Improvements Project, Project 2023-04.

AYES:

NOES:

ABSENT:

ATTEST:
__________________________
_________________________________
SAPRINA RODRIGUEZ, Mayor
City Council of the City of Willits
DELORES PEDERSEN, City Clerk
Item No. 9g
Meeting Date: June 12, 2024

AGENDA SUMMARY REPORT
To: Honorable Mayor and Council Members
From: Leiloni Shine, Contract Planner
Agenda Title: DISCUSSION AND POSSIBLE EXECUTION OF AN ENERGY SERVICES AGREEMENT

WITH SYSERCO ENERGY SOLUTIONS (SES) FOR THE COMPLETION OF A DESIGN AND INSTALLATION OF A PROPOSED SOLAR PHOTOVOLTAIC (P.V.) SYSTEM AT SELECTED SITES WITHIN THE CITY CONSISTENT WITH CA GOVERNMENT CODE §§ 4217, ET SEQ, FOR AN AMOUNT NOT TO EXCEED $2,822,400
Type: Presentation Consent Regular Agenda Public Hearing Urgent Time: 15 minutes.

Summary of Request: Review and approve the Energy Services Proposal – Exhibit A and Energy Services Contract Agreement, in substantially the form attached hereto (Attachments 1 & 2) provided by SYSERCO Energy Solutions (SES). Review the Resolution and other attachments.

City staff have pursued energy-saving solar PV projects to reduce operating costs, generate electricity locally, and improve infrastructure at various facilities within the city.

The California Public Utilities Commission (CPUC) unanimously voted to approve the transition of its tariffed Net Energy Metering (NEM) program from NEM 2.0 to NEM 3.0., which detrimentally alters the way solar system owners are compensated for the energy they generate and provide to the utility grid.

City Staff issued a Request for Proposal (RFP) for Energy Services including onsite solar PV system design, engineering, and build, and selected Syserco Energy Solutions as the most qualified respondent.

Syserco Energy Solutions, an energy solutions company specializing in energy efficiency and solar PV, performed an analysis to identify all viable site locations where solar PV installed under NEM 2.0 will provide the greatest financial value to the City. Syserco Energy Solutions completed preliminary solar PV designs for each of two (2) City-owned site locations (the Project) and worked with staff to successfully submit Interconnection Applications to PG&E to preserve NEM 2.0 status for at least (20) years. It is understood by the city that a pending deadline exists that requires all future solar PV systems to be designed, installed, and connected to the utility grid by April 15, 2026, in order to qualify for participation in NEM 2.0.

To qualify for participation in NEM 2.0 at the Sports Park and Skate Park locations, the city must sign and return the Interconnection Application to PG&E by no later than June 13, 2024.

The RFP solicited proposals from qualified solar Photovoltaic (PV) providers and/or Energy Services Companies to deliver a complete project, including project development/design, engineering, and installation or coordination to complete the installation of two (2) turn-key solar installations. The installations included 38.0 kW solar photovoltaic (PV) carport system(s) at staff and public parking areas of City Hall, and 821.1 kW ground-mount and carport PV systems at the Sports Park to offset energy consumption of the Wastewater Treatment Plant and City Hall. After city staff received correspondence from PG&E, it has been confirmed that City Hall will require approximately 6.48 kW of additional rooftop solar installed to qualify for participation in NEM 2.0, this does not include solar carport parking at City Hall. After receiving a single proposal in response to the RFP, from Syserco, that included outside lending and was outside of the city’s budget range, city staff rejected the first proposal. Syserco provided a second proposal for city staff review that does not include outside lending and is within the city’s proposed budget; the second proposal was selected by staff.

Option A, provided in Syserco’s submitted Energy Services Proposal (Exhibit A – Attachment 2), has a total project cost of $4,704,000, it includes the required additional 6.48 kW of rooftop solar installation at City Hall, and proposes 667.00 kW of carport solar installations at the Willits Sports Park and Skate Park.

Option A includes the filing for the same 30% Investment Tax Credit through the Inflation Reduction Act (IRA) program that could be used in Option B. Option A also includes the application for a 10% lowincome bonus incentive through the IRA, if the city is denied the 10% bonus incentive, Option B will be utilized. Option B has a total project cost of $4,032,000, includes the required additional 6.48 kW of rooftop solar installation at City Hall, and proposes 630.00 kW of carport solar installations at the Willits Sports Park and Skate Park. In Option B, the size of the carport solar installation proposed at the Skate Park is somewhat reduced, compared to Option A. Option B includes the filing for the same 30% Investment Tax Credit through the IRA program that will be used in Option A.

As described in the Energy Services Proposal submitted by Syserco, the electrical savings within Option A are anticipated to average around 1,019,553 kWh/yr at the Sports Park and the additional solar panels added to City Hall will save around 9,003 kWh/yr. Using a conservative estimate of a 2% energy escalation rate to analyze Option A, the 20-year life-cycle savings is estimated to be around $5,235,622; a typical energy escalation rate of 5% is estimated to create a 20-year life-cycle savings of $7,305,890 for the city. If Option A is infeasible due to denial of the 10% bonus through the IRA tax incentives, Option B provides the same additional electrical savings for City Hall (9,003 kWh/yr) and will provide around 964,118 kWh/yr of electrical savings for the Sports Park and Skate Park. Using a conservative estimate of a 2% energy escalation rate to analyze Option B, the 20-year life-cycle savings is estimated to be around $4,913,023; a typical energy escalation rate of 5% is estimated to create a 20-year lifecycle savings of $6,855,729 for the City.

It is understood by city staff that if an Energy Services Agreement is approved and executed prior to June 27, 2024, then the City is eligible to apply for an additional 10% low-income bonus incentive with an estimated value of over $470,400 under the federal IRA, which is in addition to a 30% cash incentive also available to the City under the IRA for the Project. City staff is also exploring the potential benefits that the facility could provide for low-income households, in addition to the benefits that the city will realize; following execution of the Syserco agreement, an application to receive the additional 10% low-income bonus incentive may be submitted.

It is understood by city staff that if an Energy Services Agreement is approved and executed the City Manager will be authorized to review and execute contract change orders in value of up to 5% of the total Energy Services Agreement.

It is understood by city staff that the proposal meets the City’s goal to finance the solar PV systems (total cost is $4,704,000.00) using approximately $2,822,400.00 of funding allocated from the City’s Capital Improvement Plan for the Wastewater Treatment Plant, additional financing needed ($1,881,600) will be sourced through the Inflation Reduction Act (IRA) tax incentive program provided by the Internal Revenue Service (IRS), and the Capital Improvement Plan funding was identified and allocated through an increase in the rate payments for wastewater services.

In accordance with California Government Code Sections 4217.10-4217.18, renewable energy and energy efficiency projects may be sole-sourced or procured through either formal or informal procurement if the City Council is able to make findings at a regular meeting, following a public hearing, that the cost of the proposed project will be less than the anticipated cost of energy that would have been consumed by the City if the project is not completed (i.e., the energy cost savings exceed the project cost).

Based on all the evidence presented, the City Council may find as follows:

1. This project is a positive step in the reduction of greenhouse gas and operating costs at various facilities owned and operated by the City.

2. It has been determined during the Project development phase that, the cost of the proposed Project will be less than the anticipated cost of energy that would have been consumed by the City if the project is not completed in accordance with Government Code §§4217.10-4217.18.

3. The project will result in positive annual cash flow and significant net savings to the City, over the useful life of the equipment being installed.

External legal review was provided by the Ellison Schneider Harris & Donlan LLP law firm; their firm specializes in energy, water, and environmental regulatory issues in California. All documents submitted by Syserco, as part of the second proposal to the issued RFP, have been reviewed by attorneys Lynn M.

Haug and Brian S. Biering on the city’s behalf. During a meeting on June 7th between Syserco representatives, city staff, the city’s counsel (James Lance), and the city’s outside counsel, Brian S.

Biering, the contract was clarified through discussions to create clear understanding between the city and Syserco. Based on the meeting and outside counsel review, it is determined that the contract between the city and Syserco aligns with the city’s project goals, mitigates the potential risks to the city, and complies with the applicable legal standards.

Recommended Action: Approve the Proposal. Authorize the City Manager to execute an Energy Services Agreement with SYSERCO Energy Solutions (SES) for the completion of design and installation of solar PV, consistent with government code §§4217.10-4217.18, not to exceed $2,822,400.

Alternative(s): None recommended.

Fiscal Impact: The proposal meets the City’s goal to finance the solar PV systems using approximately $2,822,400 of funding allocated for the Wastewater Treatment Plan in the Capital Improvement Plan.

The additional financing needed ($1,881,600) will be sourced through the Inflation Reduction Act (IRA) tax incentive program provided by the Internal Revenue Service (IRS). The IRA program has an Investment Tax Credit of 30-percent, based on solar system size that will be applied for ($1,411,200). There is an additional 10-percent low-income bonus that will also be applied for ($470,400) as part of the total financing. The Capital Improvement Plan funding was identified and allocated through an increase in the rate payments for wastewater services.

Personnel Impact: Some tasks, such as communicating with SYSERCO (SES) and PG&E for service connection will require oversight or coordination with staff from Community Development and/or Services & Facilities staff. All work completed by SES that requires a Building Permit will require processing by the Building Division of Community Development, including inspection(s). The proposal is not anticipated to negatively impact the workload of Community Development or Services & Facilities. The Inflation Reduction Act (IRA) tax incentives proposed will require oversight and coordination with the Finance Director and SES.
2021 Adopted Goals: This item satisfies the following: Goal #2 for Administration…Work towards Willits becoming an Environmental Model City by reducing the City’s carbon footprint by 50-percent, promoting greater energy independence from utility companies and strengthening the City’s resiliency and self – reliance, and Goal #1 for Services & Facilities…Maintain and improve infrastructure systems of water, wastewater, public facilities and streets capable of managing future growth while responding to current City needs.

California Environmental Quality Act: The proposed improvements may require CEQA review prior to construction.

ENERGY SERVICES CONTRACT
This Energy Services Contract ("Contract") is made and entered into as of June 12, 2024 (“Effective Date”), between Syserco Energy Solutions, Inc., a California company (“Energy Services Contractor”), having its principal offices at 215 Fourier Ave. Suite 140, Fremont, CA 94539, and City of Willits, having its principal office at 111 East Commercial Street, Willits, CA 95490 (“Customer”), who are collectively referred to as the “Parties”, or individually as a “Party”.

WHEREAS, Energy Services Contractor is a company with experience and technical and management capabilities to provide for the discovery, engineering, procurement, installation, financing, maintenance and monitoring of energy saving measures, solar power generation measures, and/or operations and maintenance cost reductions at facilities similar to Customer’s facilities; WHEREAS, Energy Services Contractor has prepared a project proposal in the form of an Energy Services Proposal (“Proposal”) for Customer; and
WHEREAS, Customer desires for Energy Services Contractor to perform certain work as identified in this Contract, and Energy Services Contractor desires to perform such work; WHEREAS, if Customer is a public entity, this Contract is procured pursuant to the following procurement statute or other applicable authority: CA Government Code Section 4217. Energy Services Contractor enters into this Contract in reliance on Customer’s representations concerning the appropriateness and validity of the procurement mechanism(s) under which this contract is procured. Customer acknowledges such reliance by Energy Services Contractor.

NOW THEREFORE, the parties agree as follows:

1. Contacts. As of the Effective Date, and subject to change from time to time, the following persons are the primary representatives of each party as related to execution of this project:

For Energy Services Contractor:

Name:

Title:

Address:

Telephone:

Email:

For Customer:

Name: _______________________
Title: _______________________
Address: _______________________
Telephone: _______________________
Email: _______________________

2. Scope of Work. Energy Services Contractor agrees to perform the design and/or construction work set forth in the proposal described as Energy Services Proposal (“Work”) and attached hereto as Exhibit A, including timely completion of the Work in compliance of all applicable legal and regulatory requirements of the California Public Utilities Commission and Pacific Gas and Electric Company Net Energy Metering 2.0 (“NEM

2.0”) tariff program. Customer agrees to take all actions identified as its responsibility in this Contract that are necessary to achieve the project benefits identified. Energy Services Contractor will provide all labor, materials, equipment, and supervision, including subcontractors, necessary to perform the Work. If included in the Proposal or other exhibit to this Contract, Energy Services Contractor also agrees to perform post-construction {00635547;2} Page 2 of 9
services, which may include monitoring, measurement and verification services, following Substantial Completion of the Work (“Services”).

3. Compensation. Customer shall pay Energy Services Contractor Four Million, Seven Hundred and Four Thousand Dollars and Zero Cents ($4,704,000.00) (“Price”) as compensation for Energy Services Contractor’s performance of the Work and Services as provided herein, except to the extent that such compensation amount may be changed pursuant to the terms of this Contract. Customer shall pay Energy Services Contractor in accordance with the Schedule of Values that shall be reviewed and approved by Customer prior to beginning the Work. Customer shall pay Energy Services Contractor within thirty (30) days of receiving an invoice. Energy Services Contractor will be entitled to interest at the rate allowed by law on all sums overdue and unpaid from the date due. Additional project financial information including total compensation and payment terms is as set forth in the Proposal, or other attached exhibits, as applicable.

4. Time. Energy Services Contractor understands and acknowledges that the timely completion of the Work is essential to Customer’s obtaining certain financial benefits enabling it to enter into this Contract. These benefits include entitlement to participation in the California Public Utilities Commission (“CPUC”) NEM 2.0 program, and cash incentives available to the City under the Inflation Reduction Act (“IRA”). The Work to be performed under this Contract shall begin within 30 days of the date of an Executed Contract or Letter of Award (“Commencement Date”) and is anticipated to end by the earlier of the dates set forth in Section 4.a. or 4.b., below (“Time”). If the Work is divided into phases or individual projects, each phase or project will start in accordance with the timeline included as part of this Contract. The Work, but not the Services, shall be substantially completed by the date that is the earlier of:
a. The date on which Energy Services Contractor has substantially completed the Work.

Substantial completion means that Energy Services Contractor has performed enough of the Work so that Customer may use the Work for its intended purpose or realize an intended benefit from the Work. If the Work is divided into phases or individual projects for which individual prices have been negotiated (“Phase”), then substantial completion dates shall apply to each phase or individual project as indicated in this Contract. Substantial completion should be demonstrated via execution by Customer of a certificate of substantial completion. b. (XXX) days after the Commencement Date, subject to equitable extensions of Time, or pursuant to this Contract.

Any Services shall commence on the substantial completion date, unless a different date is specified herein, and shall continue for a 1-year period unless a different period is specified herein. The conditions of all utility cost savings as set forth in the Energy Services Proposal shall coincide with the term of the Services. If for any reason Customer terminates or breaches this Contract including but not limited to its obligations pursuant to the Services portion of the Contract or other separate agreement, the utility cost conditions of this agreement shall automatically terminate.

5. Permits, Approvals, Taxes. Unless obtained by Customer or otherwise specified in this Contract, Energy Services Contractor shall obtain all permits, licenses, and inspections that are required for the Work.

Customer shall be responsible for securing all other necessary approvals, easements, zoning changes, or similar entitlements. Customer shall pay all taxes associated with the Work including, sales, use, real estate, and personal property taxes.

6. Safety. Energy Services Contractor shall be responsible for initiating, maintaining, and supervising safe performance of the Work. Energy Services Contractor shall comply with all applicable laws, ordinances, rules, regulations, permit conditions, and lawful orders of public authorities related to safety of persons or property.

7. Cleanup. Energy Services Contractor shall keep the premises and the surrounding area free from {00635547;2} Page 3 of 9
accumulation of waste materials or rubbish caused by the Work. Upon completion of the Work, Energy Services Contractor shall remove all waste materials, rubbish, tools, construction equipment, machinery, and surplus materials.

8. Subcontractors. Energy Services Contractor may hire subcontractors to perform any portion of the Work or Services under this Contract. Energy Services Contractor is entirely and ultimately responsible for compliance with the provisions of this Contract and for any part of work that is performed by a subcontractor.

9. Borrowed Equipment. If requested by Energy Services Contractor and if permitted by Customer’s representative, Energy Services Contractor may use Customer’s equipment in performing the Work or Services.

Energy Services Contractor assumes full and complete responsibility for the use of the equipment, will ensure that only a competent operator will be permitted to use the equipment and only after fully inspecting the equipment, shall not modify the equipment, shall be solely responsible for all claims, demands, lawsuits, losses, expenses and/or liabilities that arise from its use of the equipment to the extent of Energy Services Contractor’s negligence, and agrees that Customer makes no representation or warranty regarding the condition or suitability of equipment for any intended use.

10. Insurance. Prior to commencing Work, Energy Services Contractor shall provide to Customer a certificate of insurance. Energy Services Contractor shall maintain such insurance in full force and effect at all times until the Work has been completed, in the following minimum amounts:

Type of Insurance Coverage
General Liability $2,000,000 General Aggregate / $1,000,000 Each Occurrence Automobile Liability $1,000,000 Combined Single Limit
Workers Compensation Statutory
All deductibles or self–insured retentions (SIR) related to the above insurance requirements, regardless of size, will remain the responsibility of the party causing the claim.

11. Bonds. If required by Customer and not included in the Proposal, Energy Services Contractor shall furnish a performance bond and/or a payment bond, in an amount equal to the construction cost of the Work, and such cost shall be paid by Customer in addition to the Price. The performance bond shall cover completion of the physical work per the approved design. The bonds shall not guarantee or warranty the efficiency or performance of any aspect of the Work or Services and shall not cover any obligation of Energy Services Contractor to ensure that the Work as constructed, or Services, will result in any particular level of energy savings. Any suit on the Bonds must be brought within the period of one (1) year after substantial completion; provided, however, that if this suit limitation is void or prohibited by law, the minimum period of limitation available to sureties as a defense in the jurisdiction of the suit shall be applicable. Energy Services Contractor may furnish a retention bond in lieu of retainage held on respective monthly invoices. Because such bond is for Customer’s protection, the cost of such bond shall be paid by Customer in addition to the Price.

12. Hazardous Materials. The Work and Services expressly exclude any work of any nature associated or connected with the identification, abatement, cleanup, control, removal, or disposal of hazardous materials or substances, including but not limited to asbestos, lead, or PCBs. As of the Effective Date, Customer represents that, to the best of its knowledge, there is no hazardous material on the premises that may in any way relate to the Work or affect Energy Services Contractor’s ability to deliver the Work or Services. Prior to the Commencement Date, Customer shall provide to Energy Services Contractor a comprehensive good faith survey that at a minimum complies with applicable regulatory requirements, and identifies all actual or suspected hazardous materials, quantities, and specific locations of such materials on the premises. Failure to provide such good faith survey timely shall result in an equitable adjustment to Time. If Energy Services Contractor becomes aware of or suspects the presence of hazardous materials on the premises during the Work or Services, Energy Services Contractor shall notify Customer, Customer shall investigate and correct the suspected hazardous materials in accordance with all applicable laws, Energy Services Contractor shall have the right to stop work in {00635547;2} Page 4 of 9
the affected area until the suspected hazardous materials are investigated and remediated by Customer, and the Time and Price may be equitably adjusted relative to the duration of Customer’s investigation and remediation of the suspected hazardous materials.

13. Delays. If Energy Services Contractor is delayed in the commencement or completion of the Work or Services by causes beyond its control, including but not limited to fire, flood, theft, vandalism, labor disputes, abnormal adverse weather conditions, acts of God, acts of the public enemy, riot, war, unavailability of equipment or supplies, or supply chain delays caused by any of the foregoing, then Energy Services Contractor shall provide written notice to the Customer of the existence, extent of, and reason for such delays, and an equitable adjustment in the Time of the Contract shall be made as a result. If a delay is attributable to unexcused failure by Customer to perform its obligations under the Contract or failure to cooperate with Energy Services Contractor in the timely completion of the Work, an equitable adjustment to Time and Price shall be made as a result. If a delay is attributable to unexcused failure by Energy Services Contractor to perform its obligations under the Contract and to timely complete the Work, an equitable adjustment to Time and Price shall be made as a result.

14. Certificate of Substantial Completion. Upon Substantial Completion of any Phase of the Work, Customer shall execute a certificate of substantial completion acknowledging:
a. The portion of the Work substantially completed, and the date of substantial completion. b. Receipt of any manuals and training provided by Energy Services Contractor under this Contract. c. Any warranty start date and warranty period.
d. A punch list of items remaining to be completed by Energy Services Contractor.

Timing of substantial completion does not depend on Customer’s timely executing a certificate of substantial completion, and failure by Customer timely to execute a certificate of substantial completion shall not operate to extend the date of substantial completion.

15. Customer Use. Upon substantial completion or start of beneficial use, whichever occurs first, Customer is responsible for use, operation, and maintenance of all aspects of the Work and Services. Energy Services Contractor shall not be responsible for improper use, operation, or maintenance of any aspect of the Work or Services by Customer or others at any time.

16. Warranty. Energy Services Contractor warrants that the Work will be of good quality and new; that the Work will be free from defects not inherent in the quality required or permitted; and that the Work will conform to this Contract. Energy Services Contractor warrants that the Work shall be free from defects in material and workmanship arising from normal usage for a period of one (1) year from the date of substantial completion, or start of beneficial use by Customer, whichever is earlier. This warranty does not cover any improper use, operation, or maintenance of any aspect of the Work, or if the Work has been abused, altered, or repaired by the Customer or third parties without supervision by or prior written approval from Energy Services Contractor, or if serial numbers or warranty date decals have been removed or altered. Customer must report any warranty claims to Energy Services Contractor in writing, and such claims must be presented immediately upon having reason to know that a warranty issue exists. Failure by Customer to notify Energy Services Contractor of the need for warranty service within ten days of discovery of a warranty claim will void this warranty.

Additionally, Customer shall not hire or direct others to repair any warranty item without Energy Services Contractor’s written consent. Customer’s repair of any warranty item without the written consent of Energy Services Contractor shall void this warranty with respect to such item, and the cost of such repair shall not be reimbursable to Customer by Energy Services Contractor. Energy Services Contractor makes no warranty whatsoever regarding materials or products provided by third parties that are incorporated into the Work. Energy Services Contractor will convey to Customer all rights set forth in any manufacturer’s warranty for equipment installed as part of the Work. THE WARRANTIES CONTAINED IN THIS CONTRACT ARE EXCLUSIVE

AND IN LIEU OF ALL OTHER WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, {00635547;2} Page 5 of 9

INCLUDING WITHOUT LIMITATION ANY WARRANTIES OF MERCHANTABILITY, HABITABILITY, OR FITNESS FOR A PARTICULAR USE OR PURPOSE.

17. Indemnity. Each Party (“Indemnitor”) shall indemnify and hold harmless the other Party and its directors, officers, agents and employees against loss, liability, damage, and expense including attorneys’ fees awarded by a court of competent jurisdiction, for third party claims for injury or death to persons or damage to property, caused by the negligent conduct of the Indemnitor in connection with the work, but only to the extent of the Indemnitor’s negligence.

18. Damages. UNLESS, AND ONLY TO THE EXTENT SPECIFICALLY PROVIDED IN THIS

CONTRACT, NEITHER PARTY SHALL BE LIABLE TO THE OTHER PARTY FOR ANY

CONSEQUENTIAL, INDIRECT, SPECIAL, INCIDENTAL, EXEMPLARY, OR SIMILAR DAMAGES OR

LOSSES, INCLUDING LOSS OF PROFITS, ARISING OUT OF OR RELATING TO THIS CONTRACT,

WHETHER BASED IN CONTRACT OR TORT OR ANY OTHER THEORY, EVEN IF A PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

19. Force Majeure. A Party shall not be liable to the other Party for damages, loss, injury, or delay caused by conditions that are beyond its reasonable control. Such conditions include, but are not limited to flood, fire, theft, pandemic, epidemic, vandalism, abnormal adverse weather conditions, acts of the public enemy, acts of God, riot, war, strike, loss, or shortage of transportation facilities, lock-out, commandeering of materials, product, plant, or facilities by the government, or supply chain delays caused by any of the foregoing.

20. Fire Safety and Security Equipment. If this Contract covers fire safety or security equipment, Customer acknowledges that Energy Services Contractor is not an insurer regarding those services, and Energy Services Contractor shall not be responsible for any damage or loss that may result from fire safety or security equipment that fails to perform properly or fails to prevent a casualty loss.

21. Changes. The Work or Services may be changed pursuant to a written change order executed by an authorized Energy Services Contractor signer and Customer signer (“Change Order”). A Change Order is valid only to the extent that it changes the scope of Work or Services, Price, and/or Time. Any invalid portions of a Change Order shall be disregarded. The Parties contemplate that Change Orders may include scope changes such as adjustment of facility size, installation of additional utility conservation measures, facility improvement measures, and operational efficiency improvements or the furnishing of additional services within the identified facilities, as well as other facilities owned or operated by Customer. Energy Services Contractor shall be entitled to a Change Order for additional or extra work, or services provided by Energy Services Contractor to Customer at Customer’s request, without regard to whether such request is verbal or in writing.

22. Intellectual Property. Plans, designs, specifications, drawings, materials, exhibits, reports, memoranda, studies, software code, electronic data, and other intellectual information and materials provided by Energy Services Contractor to Customer (collectively the “Intellectual Property”) as part of the Work or Services are instruments of service owned by Energy Services Contractor and are not “work made for hire” as such term is defined under U.S. copyright law. If this Contract is performed to completion, then Energy Services Contractor grants to Customer a limited license to use the Intellectual Property to operate, maintain, renovate, and manage the subject matter of this Contract. The Intellectual Property shall not be used on other projects or for completion of the Work or Services by others, unless Energy Services Contractor is adjudged to be in material breach of this Contract, in which case Customer shall use the Intellectual Property at its sole risk and shall hold Energy Services Contractor harmless from any and all errors or omissions in the Intellectual Property. The parties acknowledge that monetary damages may not be a sufficient remedy for unauthorized use of Intellectual Property and that Energy Services Contractor shall be entitled, without waiving any other rights or remedies, to such injunctive or equitable relief as may be deemed proper by a court of competent jurisdiction. If any bond is required in connection with such an action, the allegedly breaching party agrees that $3,000 shall be a reasonable amount of such bond.
{00635547;2} Page 6 of 9
Energy Services Contractor and Customer recognize that the damages to be sustained by Energy Services Contractor in the event of improper use of Intellectual Property by Customer will be difficult if not impossible to ascertain.

Consequently, Energy Services Contractor and Customer, after each having consulted with their respective legal counsel and being fully aware of their rights herein, do hereby agree that in the event that Customer breaches this Agreement with respect to use of Intellectual Property, Customer agrees to pay to Energy Services Contractor $1,000.00 per day as liquidated damages for the period of three (3) years following the date of breach. Customer and Energy Services Contractor, after consulting with their respective legal counsel on their rights herein, do hereby agree and stipulate that the liquidated damages sum is a fair and reasonable estimate of the damages which Energy Services Contractor will sustain in the event Customer materially breaches this Agreement with respect to use of Intellectual Property, and that nothing herein shall be construed to be a penalty.

23. Termination. This Contract may be terminated at any time as described below:
a. Termination for Cause. If Energy Services Contractor materially fails to perform under this Contract, Customer may notify Energy Services Contractor in writing of Customer’s intent to terminate this Contract along with a description of the alleged failure. If Energy Services Contractor does not in good faith take reasonable steps to correct such failure within fifteen (15) days after receipt of such notice, Customer may terminate this Contract, and Energy Services Contractor shall be entitled to receive payment for all amounts earned prior to termination, and Customer shall be entitled to damages to the extent permitted under the terms of the Contract and under applicable laws. If it is determined for any reason that termination was improper, the termination shall be treated as a termination for convenience. b. Termination for Convenience. Customer may terminate this Contract in whole or in part for any reason by providing written notice of termination to Energy Services Contractor and specifying the date on when the termination becomes effective. Upon receipt of such notice, Energy Services Contractor shall incur no further obligations in connection with the terminated work and will stop work to the extent specified. Energy Services Contractor shall also terminate outstanding orders and subcontracts as they relate to the terminated work. Energy Services Contractor shall settle liabilities and claims arising out of the termination of subcontracts and orders connected with the terminated work, and Customer shall pay Energy Services Contractor for such actual reasonable costs incurred by Energy Services Contractor under this Contract as of the date of termination. Such amounts shall be paid by Customer to Energy Services Contractor within fifteen (15) days of Energy Services Contractor’s delivery to Customer of a request for payment.
c. Unappropriated Public Funds. If Customer is a public entity that is prohibited by law from making fiscal commitments beyond the term of its current fiscal period, and does not currently have funds set aside to pay for this Contract in future years, then Energy Services Contractor’s compensation in future years is contingent upon the availability of appropriations in future years sufficient to pay for this Contract. Payments pursuant to this Contract shall be made only from funds appropriated or available, as of the Effective Date of this Contract, to pay for this Contract, and Customer’s liability for payments shall be limited to the amount of appropriated or available funds as of the Effective Date of this Contract. If Customer funds are not appropriated or available to fund this Contract, then Customer may terminate this Contract without further obligation related to the non appropriated or unavilable funds.

24. Disputes. The Parties agree that the following process will be used to resolve any dispute between them.

All dispute resolution shall be conducted in good faith, shall be confidential, shall be treated as compromise and settlement negotiations for purposes of applicable rules of evidence, and shall be inadmissible in any litigation, or other judicial proceeding.
{00635547;2} Page 7 of 9
a. Negotiations. First, the Parties will attempt to negotiate a resolution. b. Mediation. If a dispute remains unresolved more than thirty (30) calendar days after the commencement of negotiations and the Parties have not mutually agreed to extend the negotiation period, then the Parties shall pursue mediation. In mediation, the Parties shall mutually select a mediator, the cost of the mediator and other administrative costs shall be shared equally by the Parties, and each Party shall be responsible for its own costs and expenses. c. Arbitration. If any dispute remains unresolved more than sixty (60) calendar days after the commencement of mediation, and the Parties have not mutually agreed to extend the mediation period, then either Party may pursue arbitration. The following rules shall apply to arbitration:

The Parties shall mutually select an arbitrator. In the interest of fairness and to ensure that any arbitrator renders an award in accordance with California law, the Parties agree that the arbitrator shall not have the power to commit (a) errors of law or legal reasoning, (b) errors of fact, (c) errors with regard to mixed questions of law and fact; or to render an award: (d) not based on substantial evidence, (e) based on evidence not presented at the hearing, or (f) not in conformity with the substantive and procedural law of the state of California. If the arbitrator exceeds any of the foregoing specific powers, the award may be vacated or corrected by filing a petition pursuant to the Act in the Superior Court in and for the county where the project is located. In reviewing the award, the Superior Court shall sit as if it were an appellate court, in all respects, including but not limited to the scope of review. The decision of the Superior Court is, itself, subject to review by the California appellate courts. The arbitrator shall hear and determine the matter, and shall execute and acknowledge the award in writing and cause a copy thereof to be delivered to each of the parties. The award shall include factual findings, conclusions of law, and the reasons on which the decision is based. The decision of the arbitrator shall be final, binding, and conclusive, except to the extent the decision may be submitted for judicial review as provided herein. The award of the arbitrator may be confirmed by the Superior Court in the county where the project is located, and such Court may vacate, modify, or correct the award in accordance with the prevailing sections of the Act and in accordance with the terms and conditions herein.

The non-prevailing Party shall reimburse the prevailing Party for all of its reasonable attorneys’ fees, costs, and expenses related to the arbitration, provided, however, that as a precondition to such award, the prevailing Party shall have participated in negotiations and mediation in good faith.

25. Notices. All notices to Energy Services Contractor shall be written, shall be sent via certified mail or a national courier service or personally delivered, shall consist of one original to Attn: General Counsel, Energy Services Contractor, 215 Fourier Ave, Fremont, CA 94539, and one original to the primary Energy Services Contractor contact for the Work, and shall be deemed delivered when received by the General Counsel.

26. Non-Solicitation of Employees. Customer shall not, so long as Energy Services Contractor is engaged by Customer and for twelve (12) months after such engagement ends, directly or indirectly solicit or recruit any employee of Energy Services Contractor to leave his or her employment with Energy Services Contractor. This provision does not apply if the Energy Services Contractor employee approaches Customer of his or her own accord. Energy Services Contractor and Customer recognize that the damages to be sustained by Energy Services Contractor in the event of unauthorized hiring of an employee of Energy Services Contractor by Customer will be difficult if not impossible to ascertain. Consequently, Customer and Energy Services Contractor, after each having consulted with their respective legal counsel and being fully aware of their rights herein, do hereby agree that in the event that Customer causes Energy Services Contractor to lose any Energy Services Contractor employee, Customer agrees to pay to Energy Services Contractor an amount equivalent to the total prior twelve (12) months’ compensation, including but not limited to salary, bonuses, and benefits, of the Energy Services Contractor employee lost due to the unauthorized conduct of Customer. Company and Energy Services {00635547;2} Page 8 of 9
Contractor, after consulting with their respective legal counsel on their rights herein, do hereby agree and stipulate that the liquidated damages sum is a fair and reasonable estimate of the damages which Energy Services Contractor will sustain in the event Company materially breaches this Agreement as referenced above, and that nothing herein shall be construed to be a penalty.

27. Choice of Law/Venue. This Agreement shall be governed and construed under the laws of the State of California, notwithstanding any choice of law provision whether statutory, common law, or contractual. The Parties consent to exclusive jurisdiction and venue in the state courts of California. Energy Services Consultant and Customer waive all defenses of lack of personal jurisdiction and forum non conveniens.

28. Assignment. Neither Party may assign or transfer its rights and/or obligations under this Contract without the prior written consent of the other Party which shall not be unreasonably withheld, unless the assignment is to an affiliate of the Party.

29. No Waiver. No waiver of a breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Contract shall be effective unless it is in writing and signed by the party waiving the breach, failure, right, or remedy. No waiver of any breach, failure, right, or remedy shall be deemed a waiver of any other breach, failure, right, or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver.

30. No Third Party Beneficiaries. There are no third party beneficiaries under this Contract or any portion thereof.

31. Severability, Survival. If any portion of this Contract shall be held invalid in whole or in part under any law, rule, regulation, or order, then such portion shall remain in effect only to the extent permitted, and the remaining portions of the Contract shall remain in full force and effect. Any invalid portions shall be substituted with an interpretation that most accurately reflects the Parties’ intentions.

32. Tax Benefits. Unless otherwise specified in this Contract, Energy Services Contractor is solely entitled to claim tax benefits available under section 179D of the Internal Revenue Code (EPAct), or its successor.

33. Waiver of Subrogation. The Parties waive all rights against each other and their directors, officers, agents, and employees, and other contractors, for damages or losses to the extent covered by insurance.

34. Amendment. This Contract may not be amended except pursuant to a written amendment signed by an authorized signer of each Party.

35. Headings. The headings of this Contract are for purposes of reference only and shall not limit or define the meaning of the provisions of this Contract.

36. Complete Agreement. This Contract, including the exhibits attached hereto, is a fully integrated agreement and contains the entire understanding between Energy Services Contractor and Customer with respect to the subject matter hereof. Any legal terms and conditions appearing in any attachment to this Contract shall be ignored to the extent they contradict or are inconsistent with the terms and conditions contained in the foregoing numbered paragraphs. All previous agreements between Energy Services Contractor and Customer as to the Work are superseded by this Contract.

37. Contract Documents. By this reference, the following exhibits are attached hereto and made a part of this Contract:

Exhibit A: Energy Services Proposal
{00635547;2} Page 9 of 9
IN WITNESS WHEREOF, the parties hereto have executed this Contract as of the Effective Date.

ENERGY SERVICES CONTRACTOR
By:

Printed Name:

Title:

Date Signed:

CUSTOMER
By:

Printed Name:_____
Title:_______
Date Signed:

The information contained in this document and all attached documents is strictly confidential and contains proprietary information. It may only be used by the named addressee(s) and is also subject to the terms of any other confidentiality or nondisclosure agreement between parties.

Energy Services Proposal – Exhibit A
Prepared for City of Willits
Presented by:

Syserco Energy Solutions, Inc.

Date Submitted:

May 29, 2024
Table of Contents 1 Confidential and Proprietary
Table of Contents
Table of Contents......................................................................................................................................................................1 Section 1 – Executive Summary...........................................................................................................................................2 Section 2 – Scope of Work Overview ................................................................................................................................5

2.1. Energy Conservation Measure (ECM) Summary............................................................................................5

2.2. Clarifications................................................................................................................................................................6

2.3. Extent of Subcontracting........................................................................................................................................6

2.4. Project Schedule........................................................................................................................................................6 Section 3 – ECM Descriptions & Detailed Scope of Work ........................................................................................7

3.1. Introduction.................................................................................................................................................................7 Section 4 – Project Financials ............................................................................................................................................19

4.1. Firm-Fixed Project Cost........................................................................................................................................19

4.2. Items Included in Project Cost.......................................................................................................................... 19 City of Willits
Energy Services Proposal
Section 1 – Executive Summary 2 Confidential and Proprietary Section 1 – Executive Summary
Via the RFP, “Energy Services Including On-site Solar Photovoltaic System Design, Engineering, and Build” (January 25, 2024) the City of Willits (City) selected Syserco Energy Solutions, Inc. (SES), a qualified energy services company and design-build contractor, to develop and implement a comprehensive design-build energy services project. The scope of work for this project includes the design and installation of solar PV arrays at City Hall and the Sports Complex.

City staff have identified an opportunity to secure “Net-Energy Metering 2” (NEM 2.0) for future solar installations at both sites for the next 20 years. Securing NEM 2.0 status is significantly more financially advantageous for the City, whereas if the solar arrays are not constructed, connected to the grid, and in receipt of Permission to Operate (PTO) by PG&E by April 15, 2026, then system status will default to NEM 3.0 status.

SES has worked with City staff to collect utility data to establish a historical energy use baseline at both sites, in order to design the solar arrays to accomplish the following goals:

1. Maintain NEM 2.0 status.

2. Reduce ongoing utility costs.

3. Remain within the City’s allocated budget for both projects combined.

City of Willits
Energy Services Proposal
Section 1 – Executive Summary 3 Confidential and Proprietary In addition to the importance of constructing the solar arrays ahead of the NEM 2.0 deadline, the City also stands to secure a significant amount of funding for the project from the Inflation Reduction Act (IRA). Currently there is an IRA program in place where the project is eligible to receive a 30% cash incentive for the total cost of the project, at the completion of the project. Additionally, the City of Willits is eligible to apply for an additional 10% cash incentive for the total cost of the project as a Low-Income Community bonus. The window of opportunity to apply for the additional 10% bonus opened on May 28, 2024, and closes on June 27, 2024. The City of Willits must be in contract to build the solar arrays to be eligible to apply for the Low-Income Community bonus.

Collectively, these IRA incentives can secure over $1.8 million of external funding to be applied toward the project.

The purpose of this proposal is to summarize the details of the project and outline a plan that will allow the City to accomplish the aforementioned goals and secure the maximum available IRA incentive funding. This proposal shall serve as Exhibit A to the Energy Services Agreement, and upon approval of the Agreement, the following steps shall be taken and included in the project:

1. Apply for 10% Low-Income IRA Bonus for both solar arrays, ahead of June 27, 2024, deadline.

2. SES begin installation of 6 kW solar array on roof of City Hall and assist City staff with administrative services, as required to allow City to maintain NEM 2.0 status for both existing and new solar arrays on City Hall rooftop.

3. Obtain results of application for 10% Low-Income Community bonus IRA for Sports Complex system. If the City’s application is approved and the 10% Low-Income Community bonus is awarded, proceed with Option A as described in this proposal, resulting in the following project metrics:

Estimated Project Cost1 $ 4,704,000
Investment Tax Credit (30%) $ 1,411,200
Low-Income Bonus (10%) $ 470,400
Net Project Cost $ 2,822,400
Site Name kW (DC) Elec Savings
(kWh/yr)
Willits Sports Park Option 1 667.6 1,019,553
City Hall 6.4 9,003
Total 674.0 1,028,556
• 20 Year life-cycle savings (2% energy escalation) = $5,235,622 • 20 Year life-cycle savings (5% energy escalation) = $7,305,890 1 Pricing assumes the City’s Council approves this project at a regularly scheduled City Council meeting in June 2024. Pricing may be subject to change if the approval is delayed.

City of Willits
Energy Services Proposal
Section 1 – Executive Summary 4 Confidential and Proprietary In the event that the City is not awarded the Low-Income Community 10% IRA bonus, the City agrees to approve a $672,000 deductive Change Order, reducing the System Size of the Sports Complex, and resulting in the following Option B project metrics:

Estimated Project Cost $ 4,032,000
Investment Tax Credit (30%) $ 1,209,600
Net Project Cost $ 2,822,400
Site Name kW (DC) Elec Savings
(kWh/yr)
Willits Sports Park Option 2 630.0 964,118
City Hall 6.4 9,003
Total 636.4 973,121
• 20 Year life-cycle savings (2% energy escalation) = $4,913,023 • 20 Year life-cycle savings (5% energy escalation) = $6,855,729 We would like to thank the City of Willits staff for working collaboratively with the SES team to develop a solar PV project that closely aligns with the goals of the City and maximizes long-term financial benefits for the City. Additional details relating to the project can be found in the body of this Energy Services Proposal (ESP).

City of Willits
Energy Services Proposal
Section 2 – Scope of Work Overview 5 Confidential and Proprietary Section 2 – Scope of Work Overview

2.1. Energy Conservation Measure (ECM) Summary
For detailed descriptions of the scope of work, please refer to Section 3 – ECM Descriptions and Detailed Scope of Work.

2.1.1. Savings by Site
The following table displays the description of energy savings per proposed site.

Option A:

Site Name Elec Savings (kWh/yr)
Willits Sports Park Option A 1,019,553
City Hall 9,003
Total 1,028,556
Option B:

Site Name Elec Savings (kWh/yr)
Willits Sports Park Option B 964,118
City Hall 9,003
Total 973,121
The projected energy reduction and cost avoidance figures were calculated based upon existing building occupancy, operation, and stipulated assumptions of performance. Legacy utility billing was derived from city-generated reports and data provided directly by Pacific Gas & Electric (PG&E). All calculations are based on industry best practices and methodologies.

City of Willits
Energy Services Proposal
Section 2 – Scope of Work Overview 6 Confidential and Proprietary

2.2. Clarifications

2.2.1. Clarifications
• There will be one (1) working shifts; first shift in the morning/early afternoon hours • We will work closely with City staff to identify any areas that may require after-hours work. We will review the project schedule with City staff to ensure mutual agreement is reached regarding site access and City-approved work in occupied spaces.
• The City shall provide all required static IP addresses and ethernet drops for equipment where applicable and required.
• The City shall provide a laydown and storage area during the construction period. • All existing curbs, housekeeping pads, structural mounts, and support structures for mechanical equipment are assumed to be in good condition and are structurally adequate. • Due to the like-for-like replacement nature of this project, permits are assumed to be excluded. • It is assumed that the existing electrical circuit breakers and disconnects are working in good order and are fully functional.
• The City shall provide electrical power to operate electrical construction tools and equipment. • Our proposal is based on reusing existing electrical circuits unless specifically stated in the detailed scope of work.
• It is assumed proper grounding exists for all electrical equipment. • The City will provide our team with master keys during the construction period as requested.

2.3. Extent of Subcontracting
We may subcontract portions of work related to this contract to licensed and qualified companies including equipment installation, start-up, and training.

2.4. Project Schedule
As a predecessor milestone, the initial construction schedule start date is based on the execution of the contract. The projected overall project implementation schedule will be developed by our project manager and reviewed with City staff during the construction kickoff meeting.

City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 7 Confidential and Proprietary Section 3 – ECM Descriptions & Detailed Scope
of Work

3.1. Introduction
The following section is a detailed description of the Scope of Work for both Option A and Option B.

Each description includes the existing and proposed conditions, planned scope of work, and any impacts to operations and/or maintenance.

3.1.1. Detailed Scope of Work for Energy Efficiency Project Renewable Energy Systems
Renewable energy systems take advantage of natural energy sources that are constantly and sustainably replenished, such as the sun, wind, or the earth. Installing renewable energy systems that can replace traditional non-renewable sources results in low to no-cost energy supply over an extended period of time.

ECM 11.01 – Install Solar PV System
Existing Conditions and General Intent
The designs of the new solar arrays were developed to offset as much of the City’s overall electricity use and costs from PG&E as feasible. Equipment location, identification, and selection is the result of our detailed review of the sites, the City’s building plans, specifications, physical equipment arrangements, and discussions with the City’s personnel. These new solar PV arrays are intended to reduce the annual true-up energy consumption and cost relative to the PG&E bills.

ECM Benefits
The benefit to the City is a reduced electrical need by providing solar production on site to offset the volume of electrical energy purchased from the grid.

Option A:

Impacted Equipment
Site Name Nominal Array
Size (kW_DC)
Target Array
Production
(kWh)
Mounting
Type
Willits Sports Park Option A 667.00 1,019,553 PV Carport City Hall 6.48 9,003 PV Roof Mount
Total 673.48 1,028,556
City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 8 Confidential and Proprietary Willits Sports Complex – 667 kWdc – 1,019,553 kWh – PV Carport Sports Complex PV Array to offset the following meters/locations:
• Sports Complex
• Wastewater Water Treatment Plant
• Public Works Yard
City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 9 Confidential and Proprietary City Hall – 6.48 kWdc – 9003 kWh – PV Roof Mount
Syserco Energy Solutions shall integrate planned PV addition to existing City Hall rooftop array.

City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 10 Confidential and Proprietary Option B:

Impacted Equipment
Site Name Nominal Array
Size (kW_DC)
Target Array
Production
(kWh)
Mounting
Type
Willits Sports Park Option B 630.0 964,118 PV Carport
City Hall 6.4 9,003 PV Roof Mount
Total 636.4 973,121
Site 1 – 630 kWdc – 964,118 kWh – PV Carport
Sports Complex PV Array to offset the following meters/locations:
• Sports Complex
• Wastewater Water Treatment Plant
City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 11 Confidential and Proprietary Site 2 – 6.48 kWdc – 9,003 kWh – PV Roof Mount
Syserco Energy Solutions shall integrate planned PV addition to existing City Hall rooftop array.

City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 12 Confidential and Proprietary Assumed Conditions

1. All work will be performed during regular work hours (Mon-Fri 7:00 a.m. – 3:30 p.m.).

2. All field craft labor will comply with prevailing wage requirements and current California Department of Industrial Relations (DIR).

3. The City shall provide all IT support required for the installation of solar PV and interface systems for this project.

4. All structural engineering related to the support of equipment as identified is included. All structural work related to the construction of the canopy is included. All structural work related to the mounting of rooftop systems is included. Any required upgrades to the existing roof structures determined after detailed structural engineering is performed are excluded.

5. The City shall provide a laydown and storage area during the construction period.

6. All permit drawings and permit fees required for the execution of the work are included.

7. The City shall provide electrical power to operate electrical construction tools and equipment.

8. Pricing is based on a single-mobilization project, multiple phases or extensions to schedule may constitute a change in scope and project schedule.

9. All carport solar PV structures shall include LED lighting, as required by code.

10. Any tree removal necessary for installation of new carport solar PV is included.

City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 13 Confidential and Proprietary City Furnished/Performed Items

1. All as-built drawings or site-specific information necessary to effectively design, engineer and construct the renewable energy solution including but not limited to past site plans, all existing utilities (including irrigation infrastructure), permits for past work, etc.

2. Utility lines located / line location prior to construction.

3. Water as needed to complete the work. Construction services and, if it is required by the authority having jurisdiction, to fill any fire safety water tanks.

4. Provide and maintain a suitable good-weather site access road that will accommodate heavy vehicles, deliveries, and service vehicles.

5. Provide mutually acceptable construction staging and storage area(s) adjacent to project site throughout the construction phase.

6. Provide unrestricted access to the Site during construction Monday through Friday including hours (6:00 am – 6:00 pm).

7. Should City decide to hire Lab of Record (LOR), Inspector of Record (IOR), and special inspections.

City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 14 Confidential and Proprietary Design Phase

1. The solar PV schematic design aims to meet the targeted electrical production outlined in the conceptual design, which is provided in the technical documents for each site. It will be based on accurate and detailed modeling of system production and consideration of shading analysis or other site constraints using industry-standard tools. The design plans will include sufficient detail to analyze and discuss critical design decisions and the system layout will only utilize areas identified by the City for use.

2. Design development and complete construction drawings of the solar PV and all ancillary work required for permitting and construction will be provided by SES. Drawings shall fully describe all aspects of the construction work including fencing, directional boring/trenching, excavations, racking and mounting systems, electrical systems, signage, foundations, lighting, Americans with Disabilities Act (ADA) requirements, etc. SES will provide electrical, structural, and all other required California licensed engineers and/or architects (Engineers of Record and Architect of Record) to provide a complete, stamped design set as required to permit and construct a complete energy project submittal for the authority having jurisdiction (AHJ). The electrical construction drawings shall show and include all conduits below and above the finished grade/finish. All plans and specifications must meet the approval of AHJ, the City, the City’s representative, the local Fire Authority, and any other agency deemed as having jurisdiction over this project.

3. All design and engineering will follow mutually agreed upon submittal process.

City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 15 Confidential and Proprietary Construction Phase

1. SES will Provide and Install the following:
a. PV racking
b. PV modules
c. PV inverters
d. Attachments/Foundations
e. Data collection and online monitoring system with a five (5) year monitoring service subscription, a five (5) year cellular service plan, and inputs such as irradiance, panel temperature, ambient temperature, and utility grade production. f. Interconnection work includes connection of systems to utility grid at the main switchboard of each site.

2. SES will provide the utility Interconnection Application (IA), process management, materials, and coordination for inspection from the local utility. The IA process includes a utility application review phase. The utility engineering review phase can result in additional costs not included or reasonably anticipated (as they can only be determined by the utility at the end of the IA process) upon execution of this contract.

3. SES will identify all ADA compliance issues that are directly associated with this project. SES is responsible for covered parking space ratios, signage, and any other compliance issues that are located under the footprint of any solar PV array canopy including canopies not located in parking lots. The cost of all other ADA compliance enhancements outside the canopy areas (i.e., path-of-travel access issues that fall outside the canopy footprint) is not known at this time and is therefore excluded from the scope of work.

4. SES’ project manager will be assigned for the duration of the project through final completion.

Regular coordination meetings (via conference calls or on-site visits, if necessary) will be facilitated by this same project manager. The assigned project manager will create a project schedule with a City representative utilizing project constraints and information revealed during due diligence activities within the design and engineering phase.

The project schedule will include these phases sequentially:
a. Design, engineering, interconnection application phase b. Permitting phase
c. Procurement phase
d. Construction phase
e. Commissioning phase
f. Close-out phase

5. SES will coordinate with and support inspectors, the City, our team, and their consultants during design, construction, commissioning, and close-out.

City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 16 Confidential and Proprietary

6. SES is responsible for and will address the removal of trees, light standard removal, new lighting, parking islands, soft scape modifications, ADA upgrades within the footprint of new solar canopy arrays, fire land modifications, ramp access, etc. that are required for the installation of the energy projects.

7. All work assumes normal subsurface and digging conditions. The City acknowledges that SES has not yet performed subsurface due diligence or a geotechnical engineering analysis and therefore makes no representation of knowing the impact of the results of the geotechnical study upon the scope, cost, or schedule of the proposed project. If, prior to the issuance of a “Notice to Proceed,” any of the sites are deemed to be infeasible in commercially reasonable discretion of the City after consultation with SES, such site shall be removed from the portfolio and the total Fixed Price shall be adjusted based on the size of the balance of the portfolio.

8. SES will perform project commissioning including all associated tasks and documentation related to successfully commissioning the system.

9. Final energy system as-built construction documents clearly conformed with all changes during construction shall be provided.

10. SES will provide a comprehensive set of closeout documents, including Operations and Maintenance (O&M) manuals for each installed system.

11. SES will conduct training for City staff including orientation to the O&M manuals, systems, and safety procedures.

12. SES will secure laydown and storage facilities at the job site for all racking materials, energy system equipment, and supplies including any required security.

13. SES will provide legal toilets and handwashing facilities at job sites.

14. SES will perform daily cleanup to “broom clean” conditions.

15. SES will return any disturbed areas to pre-construction conditions including repair of all pavement/concrete, street sweeping, restriping, landscape restoration, irrigation restoration, equipment track marks, and scuffs on finished concrete surfaces.

16. SES will provide project closeout, inclusive of obtaining AHJ final inspection and closeout.

17. SES will provide temporary lighting in place of removed overhead lighting until under-canopy lighting is fully operational.

18. SES will provide a Stormwater Pollution Prevention Plan (SWPPP) City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 17 Confidential and Proprietary Exclusions

1. Provision of temporary heating, cooling, fans, and domestic water.

2. Any repair work for existing systems beyond that which is stated in the ECM scope of work or resolving existing code violations. All existing equipment is assumed to be in good working order and meet code.

3. Fire and life safety system programming or related work.

4. Hazardous material abatement.

5. ADA Upgrades outside of Canopy Array footprints. Any necessary upgrades outside of Canopy footprints determined after due diligence after Contract Effective Date by the AOR will be managed through a contract change order.

6. Any upgrades determined after due diligence after Contract Effective Date by the AOR will be managed through a contract change order.

7. Engineering, installation, and maintenance of permanent stormwater facilities and features if required by the AHJ, which includes the best management practice mitigations including but not limited to riprap, basins, inlet structures, and down inlet protections.

8. Multiple mobilizations.

9. Environmental engineering and/or any environmental/biological remediation.

10. Floodplain engineering and/or any alterations to site and materials to accommodate floodplains.

11. Service upgrades, electrical service equipment, or new services.

12. Changes to project design and implementation required to accommodate easements and/or rights of way not listed in the scope of work.

13. Environmental assessment, environmental impact reports, testing, and other reports not listed in the scope of work.

14. Any design or engineering related to flood plans and/or FEMA high-hazard floodplains.

15. Specialized environmental insurance.

16. Relocation and/or removal of any existing utilities (active or abandoned), inclusive of water, electricity, communication, data, cable TV, security systems, irrigation, etc.

17. Hazardous material surveys, testing, and/or monitoring.

18. Removal and/or disposal of any hazardous or contaminated materials.

19. Excavation, removal, and/or disposal of unsuitable materials.

20. Rock excavation and drilling.

21. Soft soil stabilization.

22. Dewatering drilled foundations and sleeving of foundations.

23. Removal/disposal of existing on-site trash and/or debris (inclusive of encountered underground trash or debris).

24. Corrosion-resistant materials (beyond standard galvanization).

25. Arc Fault Hazard Assessment.

City of Willits
Energy Services Proposal
Section 3 – ECM Descriptions & Detailed Scope of Work 18 Confidential and Proprietary

26. Overcurrent Protection Coordination Studies.

27. Lab of Record (LOR), Inspector of Record (IOR), and special inspections.

28. CalGreen EV Charger requirements
City of Willits
Energy Services Proposal
Section 4 – Project Financials 19 Confidential and Proprietary Section 4 – Project Financials

4.1. Firm-Fixed Project Cost
Costs presented in this proposal are valid until 6/30/2024. If the Notice to Proceed is issued after 7/1/2024, we reserve the right to re-evaluate the project and make necessary modifications to the construction cost.

4.2. Items Included in Project Cost
Project costs include:

1. Engineering audit/project development including the cost for preparation of this proposal.

2. Engineering design

3. Construction/project management and site supervisor services.

4. Installation of equipment as specified in the scope of work:
a. All costs will be paid by SES for the installation of the equipment. This includes costs paid to subcontractors, team member reimbursements, or otherwise as it relates to the installation or system verification of equipment.
b. Cost of all equipment, materials, supplies, and equipment incorporated in the scope of work, including costs of transportation thereof.
i. Cost or rental charges including transportation and maintenance of all materials, supplies, equipment, temporary facilities, and hand tools not owned by the workers. ii. Cost of premiums for all bonds and insurance.
iii. Demolition cost and cost of removal of all debris. iv. Cost of equipment startup, training, system verification, and balancing performed by SES.

5. Mobilization, project development, and engineering fee:
a. The invoice will be presented upon mutual execution of the Contract and will be in the amount of 25% of the project’s total value.

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Willits City CouncilJune 12, 2024

Willits City Council
June 12, 2024