City Council
Rick Thomas, Mayor
David Vodden, Vice Mayor
Gary Hansen, Council Member
Forrest Sprague, Council Member
Evan Hutson, Council Member
City Manager
Marti Brown
City Clerk
Amos Hoover
Willows City Council
Regular Meeting
November 28, 2023
Willows City Hall
Regular Session - 6:00 PM
201 North Lassen Street
Willows, CA 95988
(530) 934-7041
Agenda
Watch the Council meeting online via Zoom (Passcode 95988):
https://us06web.zoom.us/j/89664438732?pwd=9d7zpOqDbllaBmXDTKXTmmVPd7op4l.1
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
4. CHANGES TO THE AGENDA
5. CLOSED SESSION REPORT OUT
a. Labor Negotiations
Recommended Action: Mayor to report out results of November 14 Closed Session regarding Labor Negotiations.
Contact: Marti Brown, City Manager, [email protected]
6. PUBLIC COMMENT & CONSENT CALENDAR FORUM
All matters on the Consent Calendar are considered routine and are approved by one motion and vote, unless Councilmembers or the City Manager first requests that a matter be removed for separate discussion and action. Individuals wishing to address the City Council concerning Consent Calendar items or regarding matters that are not already on the agenda are invited to make oral comments of up to three minutes at this time. Please address your comments to the Mayor and Councilmembers, and not to staff and/or the audience. By State law, the Council is not permitted to undertake any action or discussion on any item not appearing on the posted agenda. If you have any documentation that you would like distributed to the City Council, please mail it to the City Clerk at 201 North Lassen Street, Willows, CA 95988 or email it to: [email protected]. a. Register Approval
Recommended Action: Approve general checking, payroll, and direct deposit check registers.
Contact: Amos Hoover, City Clerk, [email protected] b. Minutes Approval
Recommended Action: Approve the November 14, 2023, meeting minutes, and the November 1 21, 2023, Town Hall meeting minutes.
Contact: Amos Hoover, City Clerk, [email protected] c. City Manager Contract
Recommended Action: Authorize the City Attorney to amend the City Manager’s contract to include two additional weeks of paid vacation per year for a total of four weeks paid vacation (instead of a Cost-of-Living Adjustment (COLA)).
Contact: Carolyn Walker, City Attorney (via Amos Hoover, City Clerk, [email protected])
d. $4 Million Clean California Grant – Revised Scope of Work to Upgrade Sycamore Park Recommended Action: Review and approve staff’s revised scope of work for $4.03 million grant from the State to upgrade Sycamore Park, including repairs to the City Swimming Pool; and authorize the City Manager to execute all associated documents to receive the grant award.
Contact: John Wanger, City Engineer, [email protected]
7. PUBLIC HEARING
All matters in this section of the agenda are formal public hearings and will be acted on individually. Once the Mayor opens the public hearing, members of the public may request to speak. When you are called on by the Mayor, please state your name clearly for the audio recording. If you have any documentation that you would like to be distributed to the Council, please give it to the City Clerk for distribution. a. General Plan Update - Rezone (GPA-23-02; RZ-23-02)
Recommendation: Conduct a public hearing and, upon conclusion, staff recommends that council read by title only and pass the first reading of a resolution entitled: “A resolution approving the request to amend the general plan land use map (file#GPA-23-02) and redesignate one parcel from Office and Professional to Light Industrial and approve the request to modify the zoning map (file#RZ-23-02) and rezone one parcel from RP (multiple residence professional office district) to LI (Light Industrial) for property located at assessor’s parcel numbers 003-121-015.”
Contact: Joe Bettencourt, Community Development and Services Director, [email protected]
b. Community Development Block Grant (CDBG) Closeout (Rumiano Cheese) - #17-CDBG-12031 Recommendation:
1) Conduct a Public Hearing to receive public comment on the Community Development Block Grant #17-CDBG-12031 funded projects, and
2) Authorize the City Manager to approve, sign and submit all forms required for the closeout of Community Development Block Grant #17-CDBG-12031.
Contact: Joe Bettencourt, Community Development and Services Director, [email protected]
8. DISCUSSION AND ACTION CALENDAR
2 All matters in this section of the agenda are discussed and will be acted on individually. Individuals wishing to address the City Council concerning any of these items are invited to make oral comments of up to three minutes at this time. Please address your comments to the Mayor and Councilmembers, and not to staff and/or the audience. When the Mayor calls for public comment, please raise your hand to be acknowledged. While not required, the City requests that you please state your name clearly for the audio recording. By State law, the Council is not permitted to undertake any action or discussion on any item not appearing on the posted agenda.
If you have any documentation that you would like distributed to the City Council, please mail it to the City Clerk at 201 North Lassen Street, Willows, CA 95988 or email it to: [email protected]. a. Lease of City Owned Property for Agricultural Purposes Recommended Action: Open bids to lease City Owned Property in South Willows (near the wastewater treatment plant) and award bid to highest responsible bidder.
Contact: Amos Hoover, City Clerk, [email protected] b. UPDATED: Future Short- and Long-Term Options for Law Enforcement Services Recommended Action: Receive staff presentation, discuss a plan of action as it relates to law enforcement services after December 31, 2023, provide direction to staff, and/or take action on any of the items presented.
Contact: Marti Brown, City Manager, [email protected] c. Fiscal Emergency – City Finances, Educational Action Plan Recommended Action: Review and discuss potential Educational Action Plan (‘Plan’) objectives and message regarding the City’s finances, make amendments as necessary and/or propose a new message, and approve a City finance education Action Plan message.
Contact: Marti Brown, City Manager, [email protected] d. Legal Opinion – Gift of Public Funds
Recommended Action: Consider waiving Attorney-Client privilege and authorizing the City Manager to release the City Attorney’s recent legal opinion regarding the gift of public funds between two public agencies.
Contact: Marti Brown, City Manager, [email protected] e. City Hall - Holiday Closure
Recommended Action: Consider closing City Hall and all non-emergency services on December 27, 28 and 29 (between Christmas and New Year’s Day).
Contact: Marti Brown, City Manager, [email protected] Requested By: Councilmember Hutson
f. 2024 City Council Meeting Calendar & City Hall Closure Schedule (Holidays) Recommended Action: Approve and adopt the 2024 City Council Meeting Calendar and City Hall Closure Schedule.
Contact: Amos Hoover, City Clerk, [email protected] g. Public Safety Ad Hoc Committee – Proposed Name Change Recommended Action: Approve name change of the Public Safety Ad Hoc Committee to the 3 Law Enforcement Services Ad Hoc Committee.
Contact: Marti Brown, City Manager, [email protected] Requested by: Councilmember Hansen
h. Fiscal Emergency & Sales Tax Ballot Measure – Clarification of Resolution Vote Recommended Action: Clarify the Council vote on declaration of fiscal emergency and resolution to places Transaction and Use Tax measure on March 5, 2024 ballot.
Contact: Marti Brown, City Manager, [email protected] and Carolyn Walker, City Attorney
9. COMMENTS & REPORTS
a. Council Correspondence
b. City Council Comments & Reports
c. City Manager’s Report
10. CLOSED SESSION
a. Conference with Legal Counsel – Existing Litigation (§54956.9) Name of Case: Willows Residents for Due Process vs. Respondent, Willows Unified School District
11. ADJOURNMENT
This agenda was posted on November 22, 2023.
______________________________
Amos Hoover, City Clerk
A complete agenda packet, including staff reports and back-up information, is available for public inspection during normal work hours at City Hall or the Willows Public Library at 201 North Lassen Street in Willows or on the City’s website at www.cityofwillows.org.
In compliance with the Americans with Disabilities Act, the City of Willows will make available to members of the public any special assistance necessary to participate in this meeting. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132). The public should contact the City Clerk’s office at 934-7041 to make such a request. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
The City of Willows is an Equal Opportunity Provider.
4 PUBLIC COMMENT &
CONSENT CALENDAR
FORUM
5 Agenda Item #6a.
PERIOD
11/13/2023 TO 11/13/2023
Check Register 53854 TO 53878
APPROVAL DATE 11/28/2023
APPROVED ___________________________________________
6 7
City Council
Rick Thomas, Mayor
David Vodden, Vice Mayor
Gary Hansen, Council Member
Forrest Sprague, Council Member
Evan Hutson, Council Member
City Manager
Marti Brown
City Clerk
Amos Hoover
Willows City Council
Regular Meeting
Draft Action Minutes
November 14, 2023
Willows City Hall
Regular Session - 6:00 PM
201 North Lassen Street
Willows, CA 95988
(530) 934-7041
1. CALL TO ORDER – 6:00PM
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Councilmembers Present: Mayor Thomas, Vice-Mayor Vodden, and Councilmembers Hansen, Hutson, and Sprague
Councilmembers Absent: None
4. CHANGES TO THE AGENDA
5. INTRODUCTION & WELCOME OF NEW CITY EMPLOYEES
Action: Introduced Joe Bettencourt, the new Community Development & Services Director and Joanne Moore, the new Accounting Manager, to Council.
6. PUBLIC COMMENT & CONSENT CALENDAR FORUM
a. Register Approval
Action: Approved general checking, payroll, and direct deposit check registers. b. Minutes Approval
Action: Approved the October 24, 2023, and October 27, 2023, meeting minutes. c. Finance and Human Resources Analyst Job Classification Action: Approved update to the job classification title of the Finance & Human Resources Analyst position to Finance & Human Resources Specialist. d. FY 2023-2024 Appropriations Limit
Action: Approved the Fiscal Year 2023-2024 Appropriations Limit.
Moved/Seconded: Councilmember Hansen and Vice Mayor Vodden Yes: Councilmembers Hansen, Hutson, and Sprague, Vice Mayor Vodden, and Mayor Thomas
No: None
Agenda Item #6b.
8 2
7. DISCUSSION AND ACTION CALENDAR
a. $4 Million Clean California Grant – Upgrades to Sycamore Park Action: Directed staff to work with State to amend project proposal to incorporate rehabilitation of the city swimming pool into the project scope.
Moved/Seconded: Councilmember Sprague and Vice Mayor Vodden Yes: Councilmembers Hansen, Hutson, and Sprague, Vice Mayor Vodden, and Mayor Thomas
No: None
b. Temporary Law Enforcement Agreement with the Glenn County Sheriff’s Office Action: Approved revised Temporary Law Enforcement Agreement with the Glenn County Sheriff’s Office.
Public Comment
Aleq Quintanilla
Moved/Seconded: Councilmember Hansen and Councilmember Sprague Yes: Councilmembers Hansen, Hutson, and Sprague, Vice Mayor Vodden, and Mayor Thomas
No: None
c. Future Short- and Long-Term Options for Law Enforcement Services Action: Received staff presentation, discussed potential plans of action as it relates to law enforcement services after December 31, 2023, continued discussion to 28 November City Council Meeting.
d. City Budget & 1% Sales Tax Measure – Education Action Plan Action: Approved a $10,000 budget to fund a sales tax initiative education action plan with any purchase over $5,000 requiring Finance Committee approval.
Motion by Vice Mayor Vodden: To approve a $10,000 budget with any purchase over $1,000 requiring finance committee chair approval. Seconded by Councilmember Hansen.
Second was withdrawn, motion failed.
Motion by Vice Mayor Vodden: To approve a $10,000 budget with any purchase over $5,000 requiring Finance Committee approval.
Moved/Seconded: Vice Mayor Vodden and Councilmember Hutson Yes: Councilmembers Hansen, Hutson, Vice Mayor Vodden, and Mayor Thomas No: Councilmember Sprague
8. COMMENTS & REPORTS
9 3
a. Council Correspondence
b. City Council Comments & Reports
c. City Manager’s Report
9. CLOSED SESSION
a. Conference with Legal Counsel – Existing Litigation (§54956.9) Report Out: Received information and gave direction to the City Attorney. b. Conference with Labor Negotiators (§54957.6)
Report Out: received information and gave direction to City Manager. c. Public Employee Performance Evaluation (§ 54957)
Report Out: In lieu of the COLA increase that is established in the City Manager’s contract, the Council has agreed to amend the contract to add an additional two weeks of paid vacation.
10. ADJOURNMENT - 9:28PM
______________________________
Amos Hoover, City Clerk
10 City Council
Rick Thomas, Mayor
David Vodden, Vice Mayor
Gary Hansen, Council Member
Forrest Sprague, Council Member
Evan Hutson, Council Member
City Manager
Marti Brown
City Clerk
Amos Hoover
Willows City Council
Special Meeting
Draft Action Minutes
November 21, 2023
Willows City Hall
9:00 AM
201 North Lassen Street
Willows, CA 95988
(530) 934-7041
1. CALL TO ORDER – 9:00 AM
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
Councilmembers Present: Mayor Thomas, Vice-Mayor Vodden, and Councilmembers Hansen, Hutson, and Sprague
Councilmembers Absent: None
4. TOWN HALL MEETING
a. Willows Downtown Business District Town Hall Meeting Action: Held a public town hall forum discussing opportunities to improve the downtown business climate.
5. ADJOURNMENT 10:27 AM
______________________________
Amos Hoover, City Clerk
11 Agenda Item #6c.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Carolyn Walker, City Attorney
Subject: City Manager Contract
Recommendation:
Authorize the City Attorney to amend the City Manager’s contract to include two additional weeks of paid vacation per year for a total of four weeks paid vacation (instead of a Cost-of-Living Adjustment (COLA)).
Rationale for Recommendation:
As of July 1, 2023, the City Manager was eligible for a COLA ranging between 3% and 5% (depending on the Consumer Price Index (CPI)). As a result of the City’s budget, the increase was not considered and/or exercised. The additional paid Vacation Leave was proposed instead of a COLA.
Background:
Effective August 16, 2021, Marti Brown became the City of Willows Interim City Manager. Shortly thereafter, the city engaged in a recruitment process for the permanent City Manager position, and after a thorough recruitment effort, Ms. Brown was selected and appointed as the City’s permanent City Manager on November 23, 2021.
According to the City Manager contract, a performance evaluation is due in April of each year and, based on that, the City Manager is eligible for a 3% to 5% COLA depending on the CPI. Based on the staff report in November 2021, the first time that Ms. Brown would have been eligible for a COLA was July 1, 2023. While there was no performance evaluation in April 2022 or 2023, there was an evaluation completed in October 2022. Members of the current Council has demonstrated an interest in conducting another performance evaluation shortly after the New Year in 2024.
Discussion & Analysis:
Due to the City’s fiscal circumstances, a COLA was not pursued in the spring of 2022 (in the build up to the Council’s approval of the FY 2023-24 budget). Instead, two-weeks of additional paid Vacation Leave was proposed in the fall of 2023. The additional paid Vacation Leave is no additional cost to the city and is below the annual CPI (or COLA that the City Manager would have received otherwise).
Fiscal Impact:
There is no fiscal impact.
12 Agenda Item #6d.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: John Wanger, City Engineer
Joe Bettencourt, Community Development & Services Director Marti Brown, City Manager
Subject: $4 Million Clean California Grant – Revised Scope of Work to Upgrade Sycamore Park
Recommendation:
Review and approve staff’s revised scope of work for $4.03 million grant from the State to upgrade Sycamore Park, including repairs to the City Swimming Pool; and authorize the City Manager to execute all associated documents to receive the grant award.
Rationale for Recommendation:
The Council directed staff to revise the scope of work for the Clean California Grant to upgrade the City swimming pool, as well as other Sycamore Park amenities. Per the Clean California Grant Guidelines, the city must also authorize a City representative to execute documents associated with the grant award.
Background:
On February 14, 2023, the State Department of Transportation authorized $100 million of Clean California Local Grant Program (CCLGP) Cycle 2 funds to beautify and improve parks, pathways, and other lands benefiting local, underserved communities. The City of Willows applied for and was awarded $4,038,000 of CCLGP Cycle 2 funds to upgrade Sycamore Park’s recreational amenities and to increase safe and equitable access to the park.
The grant scope of work included installing new ADA compliant curb ramps and over 2,000 feet of sidewalk around the perimeter of Sycamore Park. The project will also replace over 2,100 feet of dilapidated pathways inside the park with new, 8-foot-wide mixed use concrete pathways and safety lighting. Funding made available through the State’s Clean California Local Grant Program (CCLGP) will also be used to refurbish the tennis courts and install new pickleball courts which will expand available recreation and exercise opportunities for the community. 13 Solar facilities are proposed to power new pathway lighting and running lights for the tennis, pickleball, and pool areas, and will also be used to power the pool heater. The new solar facilities will be configured to provide covering for changing rooms, restroom areas, and a new shade structure located next to the pool. The project also proposes to install permanent trash receptacles and drinking fountains to reduce litter and provide park users access to clean drinking water.
This project would not be possible without the funding allocation made available through the State’s Clean California Local Grant Program. The proposed improvements will help provide residents the opportunity to attend nighttime exercise programs and other events in the park that are a benefit to the community because they would be held in the evening when extreme heat is less of a burden, especially during the summer months.
Discussion & Analysis:
Per the City Council’s direction from the November 14, 2023, City Council meeting, staff has submitted a request to the State to revise the project scope of work to eliminate the standalone pickleball courts and combine them with the existing tennis courts, as well as include complete rehabilitation to the City swimming pool and its equipment. As of the writing of this staff report, the State has yet to respond to the request. However, regardless of the State’s response, the grant guidelines require the City Council to authorize a City representative to execute all associated documents with and required to finalize the grant project award and receive the funds.
The State provided a sample resolution that staff formatted into the City’s format. The resolution is attached, and staff is recommending that the Council approve the resolution authorizing the City Manager to execute all State documents associated with the grant award.
Fiscal Impact:
By approving the attached resolution, the City will receive $4,038,000 in CCLGP funds.
Attachment:
Attachment 1: Resolution XX-2023
14 City of Willows
RESOLUTION NO. __-2023
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLOWS, STATE OF CALIFORNIA, AUTHORIZING
THE CITY MANAGER TO EXECUTE AGREEMENTS WITH THE CALIFORNIA DEPARTMENT OF
TRANSPORTATION FOR THE CITY OF WILLOWS MOBILITY, RECREATION AND BEAUTIFICATION
PROJECT
WHEREAS, the City Council of the City of Willows is eligible to receive Federal and/or State funding for certain transportation planning related plans, through the California Department of Transportation; and
WHEREAS, a Restricted Grant Agreement is needed to be executed with the California Department of Transportation before such funds can be claimed through the Clean California Local Grant Program; and
WHEREAS, the City of Willows wishes to delegate authorization to execute these agreements and any amendments thereto.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Willows, authorizes the City Manager, or designee, to execute all Restricted Grant Agreements and any amendments thereto with the California Department of Transportation.
PASSED AND ADOPTED by the City Council of the City of Willows, State of California this 28th day of November 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED: ATTESTED:
_____________________________ _____________________________ Richard Thomas, Mayor Amos Hoover, City Clerk
Attachment 1
15 PUBLIC HEARING
16 Agenda Item #7a.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Byron Turner, City Planner
Marti Brown, City Manager
Subject: General Plan Update - Rezone (GPA-23-02; RZ-23-02) Recommendation:
Conduct a public hearing and, upon conclusion, staff recommends that council read by title only and pass the first reading of a resolution entitled: “A resolution approving the request to amend the general plan land use map (file#GPA-23-02) and redesignate one parcel from Office and Professional to Light Industrial and approve the request to modify the zoning map (file#RZ23-02) and rezone one parcel from RP (multiple residence professional office district) to LI (Light Industrial) for property located at assessor’s parcel numbers 003-121-015.” Rationale for Recommendation:
Per WMC Section 18.20.030 all zone changes require city approval. This zoning change has been requested by the applicant and is consistent with the City’s General Plan.
Background:
Per WMC Section 18.20.040 a public hearing with the Planning Commission was held on November 15, 2023, with a recommendation to the City Council to approve the proposal to rezone General Plan Amendment. Subject to WMC Section 18.20.050, the recommendation requires City Council action and approval per WMC 18.20.060.
Discussion & Analysis:
The applicant, Mary Susan Fleming, has filed Rezone and General Plan Amendment applications for consideration by the Planning Commission. The request is to amend the zoning and general plan land use designation on the above referenced parcel located within the City of Willows.
The parcel is currently zoned RP (Multiple Residence Professional Office District) with the land use designation of Office & Professional. The applicant is requesting rezoning to ML (Light Industrial). The parcel is located at 345 E. Laurel Street A 1,900 square foot structure is currently located on the site. The site was originally 2 parcels, and the structure had inadvertently been constructed across the property line. In 2021, the 17 parcels were merged in order to correct this violation. As part of the merger, the entire parcel was rezoned to RP. This action rendered the existing building as a non-conforming use, as the structure does not meet Residential or Professional Office building standards. The request is to rezone the lot to ML (Light Industrial) zone which would require the amendment of the city’s zoning map as well. The second request is to amend the land use designation on the parcel from Office & Professional to Light Industrial. Additionally, this will result in an amendment to the city’s land use map.
According to the applicant, they were not aware that rezoning to RP would create the nonconformity. The zoning directly to the west is currently ML, which is consistent with the surrounding area. The reasoning for the rezone and general plan amendment requests is to allow the existing structure to be improved and used as a business.
On November 15, 2023, the Planning Commission held a public meeting and recommended the project for approval to the City Council.
Public Hearing:
Per WMC Section 18.20.030(2) Notice of the proposed applications and public hearing was posted in a local newspaper and property owners within 300 feet of the subject site were sent notice. No written or verbal comments have been received from the adjoining property owners.
Environmental Review:
The project has been reviewed pursuant to the California Environmental Quality Act (CEQA).
City staff has determined that the proposed project is exempt from further CEQA review and qualifies as a Categorical Exemption pursuant to Section 15061(3).
Fiscal Impact:
Currently, there is a Cost Recovery Agreement and deposit on file in order to process the applications.
Attachments:
Attachment 1: City Council Draft Resolution
Attachment 2: Planning Commission Resolution of November 15, 2023 Attachment 3: Existing Zoning Map
Attachment 4: Resulting Zoning Map
Attachment 5: Aerial of the parcel and surrounding area 18 City of Willows
RESOLUTION NO. __-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLOWS APPROVING THE REQUEST TO AMEND THE GENERAL PLAN LAND USE MAP (FILE#GPA-23-02) AND REDESIGNATE ONE PARCEL FROM OFFICE
AND PROFESSIONAL TO LIGHT INDUSTRIAL AND APPROVE THE REQUEST TO MODIFY THE ZONING MAP (FILE#RZ-23-02) AND REZONE ONE PARCELS FROM RP (MULTIPLE RESIDENCE PROFESSIONAL OFFICE DISTRICT) TO ML (LIGHT INDUSTRIAL) FOR PROPERTY LOCATED AT ASSESSORS PARCEL NUMBERS 003- 121-15
WHEREAS the applicant Mary Susan Fleming has filed Rezone and General Plan Amendment applications for consideration; and
WHEREAS the Planning Commission conducted a public hearing onNovember 15, 2023,to review the rezone and redesignation proposals and recommended the City Council adopt the requests; and WHEREAS Per Chapter 18.20.050, upon receipt ofsuch report from the planning commission, the city council shall set the matter for public hearing and notice according to guidelines set forth in state law; and
WHEREAS the City Council conducted a public hearing on November 28, 2023, to review the proposals, which hearing was noticed in a local newspaper ten days prior to the hearing; and WHEREAS the City Council has reviewed the proposals, the staff report as presented and considered all public comments; and
WHEREAS the City Council finds that the request to modify the zoning map and general plan land use map is exempt from environmental review asrequired by CEQA using the "General Rule" Section 15061(b)(3) that is applied to proposals, which will have no potential adverse impact on the environment.
NOW THEREFORE, BE ITRESOLVED, THAT THE CITY COUNCIL OF THE CITY OF WILLOWS FINDS:
SECTION 1. That the approval to redesignate the City of Willows Land Use Map for the subject parcel will not have a significant impact on the environment.
SECTION 2. That the approval to amend the City of Willows Zoning Map for the subject parcel will not have a significant impact on the environment.
Attachment 1
19 SECTION 3. The City Council hereby does approve the requests to amend the general plan designation from Office and Professional to General Commercial and amend the zoning from RP (Multiple Residence Professional Office District) to ML (Light Industrial).
PASSED AND ADOPTED by the City Council of the City of Willows, State of California this 28th day of November 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED: ATTESTED:
_____________________________ _____________________________ Richard Thomas, Mayor Amos Hoover, City Clerk
20 PC RESOLUTION NO. XXX-2023
A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF WILLOWS
RECOMMENDING THE REQUEST TO REZONE ONE PARCEL FROM RP (MULTIPLE
RESIDENCE-PROFESSIONAL OFFICE DISTRICT) TO ML (LIGHT INDUSTRIAL) ZONING AND
CHANGE THE GENERAL PLAN LAND USE DESIGNATION FROM OFFICE AND PROFESSIONAL TO
LIGHT INDUSTRIAL DESIGNATION BE FORWARDED TO THE CITY COUNCIL FOR APPROVAL FOR PROPERTY LOCATED AT ASSESSORS PARCEL NUMBERS 003-121-15 WHEREAS, the applicant Mary Susan Fleming has filed Rezone and General Plan Amendment applica�ons for considera�on; and
WHEREAS, City of Willows Municipal Code Chapter 18.20 states that all zone changes require city approval; and
WHEREAS the Planning Commission did, on November 15, 2023, hold a public hearing to consider all public oral and writen comments, leters and documents, staff reports, and all other documents and evidence which are a part of the Record; and WHEREAS no�ce of the Planning Commission mee�ng held on November 15, 2023, was published in a newspaper of general circula�on in the City in accordance with law, and mailing to property owners within 300 feet were sent; and
WHEREAS the Planning Commission has reviewed all evidence submited in connec�on with the applica�on, including public tes�mony, staff report, suppor�ng documenta�on, City codes and regula�ons, and all other relevant documents and evidence which are part of the record of proceedings; and
WHEREAS the Planning Commission finds that the rezone/general plan change proposal is considered exempt from the California Environmental Quality Act (CEQA) pursuant to Sec�on 15061(3).
NOW THEREFORE, BE IT RESOLVED, that the Planning Commission of the City of Willows does hereby find that the proposal to rezone the subject parcel from RP zoning to ML zoning, and change the land use designa�on on the parcel from Office and Professional to Light Industrial, is consistent with the City of Willows General Plan, the City of Willows Municipal Code, and hereby forwards the request to the City Council with a recommenda�on to approve the request, subject to the atached condi�ons of approval.
Attachment 2
21 IT IS HEREBY CERTIFIED that the foregoing Resolu�on was duly adopted at a regular mee�ng of the Planning Commission of the City of Willows on Wednesday, the 15th day of November 2023, by the following vote, to wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
APPROVED: ATTESTED:
______________________________ __________________________________ Pedro Bobadilla, Chairperson Amos Hoover, City Clerk
22 015
ZONING DESIGNATIONS
LEGEND
015
LANDUSE DESIGNATIONS
LEGEND
PRE GENERAL PLAN UPDATE -
REZONE (GPA-23-02; RZ-23-02)
CITY OF WILLOWS
COASTLAND | DCCM
1400 Neotomas Avenue Santa Rosa, CA 95405
707.571.8005 | coastlandcivil.com
Attachment 3
23 015
ZONING DESIGNATIONS
LEGEND
015
LANDUSE DESIGNATIONS
LEGEND
POST GENERAL PLAN UPDATE -
REZONE (GPA-23-02; RZ-23-02)
COASTLAND | DCCM
1400 Neotomas Avenue Santa Rosa, CA 95405
707.571.8005 | coastlandcivil.com
CITY OF WILLOWS
Attachment 4
24 Attachment 5
25 Agenda Item #7b.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Joe Bettencourt, Community Development & Services Director Marti Brown, City Manager
Subject: Community Development Block Grant (CDBG) Closeout (Rumiano Cheese) - #17-CDBG12031 Recommendation:
1) Conduct a Public Hearing to receive public comment on the Community Development Block Grant #17-CDBG-12031 funded projects, and
2) Authorize the City Manager to approve, sign and submit all forms required for the closeout of Community Development Block Grant #17-CDBG-12031.
Rationale for Recommendation:
The California Department of Housing & Community Development (HCD) requires conducting a Public Hearing and submission of closeout documentation once a Community Development Block Grant (CDBG) is complete.
Background:
The City Council approved an HCD - CDBG application at the August 22, 2017, City Council meeting. The application requested funding for Rumiano Cheese in the form of a direct business assistance loan to purchase equipment, in the amount of $1,857,000 and an infrastructure development grant, in the amount of $850,000. $203,025 was also allocated for the general administration of the grant. The application was awarded, and the grant agreement was executed on October 12, 2018, in the amount of $2,910,025. 3CORE was contracted to assist with general administration of the grant, loan underwriting and repayment.
Discussion & Analysis:
Purchase of equipment and infrastructure development has been completed. A total of $2,799,471 was expended and reimbursed to support these activities. $42,500 of the Infrastructure Development and $68,054 of the Program Administration was not drawn down, totaling $110,554 that will be disencumbered to HCD. Rumiano Cheese began loan repayment of the $1,857,000 in April of 2022 with a 20-year repayment term.
Fiscal Impact:
26 There was no local match requirement and/or additional city funding required.
Attachment:
Attachment 1: #17-CDBG-12031 Grant Closeout Package
Attachment 2: Public Notice
27 Version 7/12/2022 1
CDBG Combined Closeout Package
CDBG Award/Contract Number (fill in):
Checklist
I/we have completed the following forms. Check all that apply.
Closeout Certification
Acquired Property Inventory
Disencumbrance of Funds Acknowledgement/Request
Completion Report Acknowledgement
Completion Report uploaded or attached
Section 3 Compliance Acknowledgement
Section 3 Closeout Report (complete only if applicable) Select and complete correct form based on award date
Section 3 Qualitative Efforts (complete only if applicable) Affidavit of Posting Notice
Proof of posting also upload/attached (e.g., picture of the website posting with date stamp, newspaper clipping, or a photo of the document posted in a public place noted on affidavit)
If this award included a planning activity, I/we have uploaded or attached ALL of the following:
Final Product(s)
Documentation of Public Hearing to accept final product(s) (e.g., copies of announcements, posting, etc.)
Board Resolution accepting each/all final product(s)
CDBG Combined Closeout Package Signature
Attachment 1
28 CDBG – Closeout Certification
Version 7/12/2022 1
Closeout Certification
I (name of authorized representative), ________________________________, hereby certify that all activities undertaken by the Grantee with funds provided under CDBG Award/Contract Number _________________________ have, to the best of my knowledge, been carried out in accordance with the award/contract agreement; that proper provision has been made by the Grantee for the payment of all costs and claims; that the State of California is under no obligation to make further payment to the Grantee under the award/contract agreement; and that every statement and amounts set forth in all Financial Reports are to the best of my knowledge, true and correct.
The Grantee shall continue to comply with the State CDBG program income reporting requirements.
All costs incurred subsequent to the most recent annual audit period will be audited at the time the Grantee’s next annual audit is conducted in accordance with 2 CFR 200, Subpart F. The Grantee will resolve any audit findings relating to both the program and financial aspects of the award/contract. In the event there are any costs which are disallowed by this audit or any subsequent audits which cover CDBG expenditures, and which are sustained by the Department of Housing and Community Development, the amount of such costs shall be returned to HCD.
29 CDBG – Acquired Property Inventory
Version 7/12/2022 1
Acquired Property Inventory
Complete the table below listing any property acquired in whole or in part with CDBG funds or CDBG Program Income in the table below in accordance with the provisions of 24 CFR Part 570.489(k) – Accountability of Real and Personal Property and 24 CFR Part 570.489(e) – Program Income of the HUD CDBG regulations pertaining to property management and program income. If applicable, state “None” acquired. Include additional copies of the table if required.
Future disposition of this property shall be carried out in accordance with CFR 24 Sec. 570.489(j) – Change of Use of Real Property for instructions.
Grantee: Award/Contract Number:
Contract/Project Name:
In the table below in the Proof of Ownership column, enter the type of proof on record, e.g., title, deed, invoice receipt. In the % CDBG Funded column, enter the percentage of the property funded by CDBG award dollars or by CDBG Program Income.
Description of Property Acquisition
Date
Acquisition
Cost
Serial #
or ID # Condition Status Location Proof of Ownership
% CDBG
Funded
%
%
%
%
30 CDBG – Acquired Property Inventory
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Description of Property Acquisition
Date
Acquisition
Cost
Serial #
or ID # Condition Status Location Proof of Ownership
% CDBG
Funded
%
%
%
%
%
%
%
%
%
%
%
%
%
%
%
31 CDBG – Disencumbrance of Funds
Version 7/12/2022 1
Disencumbrance of Funds Acknowledgement/Request
This award/contract has unused CDBG Grant Funds. This excludes Program Income.
Yes
No (If “No”, skip to the Completion Report Acknowledgement form) Use the table below for Agreements from Program Year 2017 and prior.
Program Activity Activity
Code
Awarded
Amounts
Amount to Be
Disencumbered Balance
TOTAL
For Program Years 2018 and later, please enter the total amount to be disencumbered: $_____________________
32 CDBG – Completion Report Acknowledgement
Version 7/12/2022 1
Completion Report Acknowledgement
Complete one of the acknowledgments below based on the funding year for the CDBG award/contract you are closing out.
For 2017 and prior projects: I/We have attached a copy of the completed Completion Report for this project/program to this Combined Closeout Package. Grantee should obtain the appropriate Completion Report for their activity type from their HCD Representative or Grant Administrator.
Yes
No (Grantee will be unable to close out the project/program until report is provided.) For 2018 and later projects (including CDBG-CV): I/We have uploaded a copy of the completed Completion Report to the Grants Network Portal concurrently with the submittal of this package.
Grantee should obtain the appropriate Completion Report for their activity type from their HCD Representative or Grant Administrator.
Yes
No (Grantee will be unable to close out the project/program until report is provided.) Grantee should not initiate closeout in the Grants Network Portal until they can provide a Completion Report.
33 CDBG – Section 3 Compliance Acknowledgement
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Section 3 Compliance Acknowledgement
The purpose of Section 3 of the Housing and Urban Development Act of 1968 is to ensure that employment and other economic opportunities generated by certain HUD financial assistance shall, to the greatest extent feasible, be directed to low- and very low-income persons, particularly those who are recipients of government assistance for housing, and to business concerns which provide economic opportunities to low- and very low-income persons.
Section 3 requirements apply to housing rehabilitation, housing construction, or other public construction projects when the total amount of housing and community development assistance for the covered project activity (not including general administration) meets or exceeds a funding threshold, generally $200,000.
Section 3 compliance requirements should have been established at project set up. Grantees who are uncertain whether Section 3 requirements apply to their project(s) should contact their HCD Representative or Grant Administrator.
1. This project/program was funded prior to November 30, 2020 and is required to comply with the prior HUD Section 3 Rule, found at 24 CFR 135.
Yes (Complete the Section 3 Closeout Report for Contracts Funded Prior to November 30, 2020 on the next page.)
No (If “No”, answer Question 2 on this form.)
2. This project/program is required to comply with the HUD Section 3 Final Rule, effective on November 30, 2020, and codified at 24 CFR part 75.
Yes (Complete the Section 3 Closeout Report for Contracts Funded on or After November 30,2020.)
No
If you answer “No” to both questions above, skip to the Affidavit of Posting Notice form. 34 CDBG – Section 3 Closeout Report (Prior to 11/30/2020) Version 7/12/2022 1
Section 3 Closeout Report
(For Contracts Funded Prior to November 30, 2020)
Grantee Name:
Award/Contract Number:
Project Name:
Project Location (Address):
County or Metropolitan Service Area (MSA)
Where Project is Located:
Report Date:
Please complete the tables below showing Section 3 hires for Grantee and any subrecipients and contracting opportunities for this project/program. Copy this page and attach to report if you need additional rows.
Job Category Number of
New Hires
Number of Section 3
New Hires
Number of Section 3
Trainees
Category Totals:
35 CDBG – Section 3 Closeout Report (Prior to 11/30/2020) Version 7/12/2022 2
Construction Contracts
1 Total dollar amount of construction contracts
awarded
2 Dollar amount of construction contracts awarded to
Section 3 businesses
3 Percentage of total construction contract dollars
awarded to Section 3 business (Row 2 divided by
Row 1)
4 Number of Section 3 businesses that received
construction contracts
Non-Construction Contracts
1 Total dollar amount of non-construction contracts
awarded
2 Dollar amount of non-construction contracts
awarded to Section 3 businesses
3 Percentage of total non-construction contract
dollars awarded to Section 3 businesses (Row 2
divided by Row 1)
4 Number of Section 3 businesses that received nonconstruction contracts *Non-construction contracts are often construction-related contracts for professional services like landscaping, pest control, accounting, architecture, legal services, engineering etc. 36 CDBG – Section 3 Closeout Report
Version 7/12/2022 1
Section 3 Closeout Report
(For Contracts Funded On or After November 30, 2020)
Grantee Name:
Award/Contract Number:
Project Name:
Project Location (Address):
County or Metropolitan Service Area (MSA)
Where Project is Located:
Report Date:
Please complete the table below showing labor hours on this contract and percentages as of the date of this report. Remember, if you have multiple projects under this contract, this report should show combined (roll-up) hours for the entire contract (program) as well as percentages based on these totals. Individual project information should be maintained in Grantee records.
For reference the Section 3 “safe harbor” benchmarks are:
Section 3 Workers make up at least 25% of the total project’s hours AND
Targeted Section 3 Workers make up at least 5% of the total project’s hours by the time of project closeout.
Hours Percent of Total
Labor Hours
Safe Harbor
Benchmark Met? (Y/N)
Total Labor Hours to Date:
Total Section 3 Labor
Hours to Date:
Targeted Section 3 Labor
Hours to Date:
37 CDBG- – Section 3 Qualitative Efforts
Version 7/12/2022 1
Section 3 Qualitative Efforts Description
This form is only required for Grantees whose project was funded on or after November 30, 2020 and whose labor hour benchmarks for Section 3 Workers (25% of a total project’s hours) AND Targeted Section 3 Workers (5% of a total project’s hours) are not anticipated to be met by the time of project closeout. Grantees should maintain records for HUD review to document any efforts checked.
Award/Contract Number:
Contractor/Grantee:
Please read the following list of qualitative efforts that may be undertaken to comply with Section 3 and check ALL that applied to your organization during the course of this CDBG project. Note that these actions are associated with your organization and do not need to be associated with the particular CDBG project. For more information consult the Community Planning and Development (CPD) Notice at
https://www.hud.gov/sites/dfiles/OCHCO/documents/2021-09cpdn.pdf.
Outreach efforts to generate job applicants who are Public Housing Targeted Workers Outreach efforts to generate job applicants who are Other Funding Targeted Workers Direct, on-the-job training including apprenticeships
Indirect training such as arranging for contracting for, or paying tuition for, off-site training
Technical assistance to help Section 3 workers compete for jobs (e.g., resume assistance, coaching)
Outreach efforts to identify and secure bids from Section 3 business concerns Technical assistance to help Section 3 business concerns understand and bid on contracts
38 CDBG- – Section 3 Qualitative Efforts
Version 7/12/2022 2
Division of contracts into smaller jobs to facilitate participation by Section 3 business concerns
Provided or connected residents with assistance in seeking employment including drafting resumes, preparing for interviews, finding job opportunities, connecting residents to job placement services
Held one or more job fairs
Provided or connected residents with supportive services that can provide direct services or referrals
Provided or connected residents with supportive services that provide one or more of the following: work readiness health screenings, interview coaching, uniforms, test fees, and/or transportation
Assisted residents with finding childcare
Assisted residents to apply for or attend community college or a four-year educational institution
Assisted residents to apply for or attend vocational/technical training Assisted residents to obtain financial literacy training and/or coaching Bonding assistance, guaranties, or other efforts to support viable bids from Section 3 business concerns
Provided or connected residents with training on computer use or online technologies Other (Please describe below.)
39 CDBG – Affidavit of Posting Notice
Version 7/12/2022 1
Affidavit of Posting Notice
I, (Name of Official Designated in Resolution)__________________________, hereby certify that on the ________ day of ____________(month), ________ (year), I did post the notice of public hearing concerning discussion of closure and remittal of remaining funds, if any, under the California Department of Housing and Community Development, Community Development Block Grant Program at the following _______(number) locations listed below, which are available to the public. These postings will be available from ____________________(date) to ____________________(date).
Location 1:
Location 2:
Location 3:
Location 4:
Location 5:
I, (name) _________________________, Clerk of ____________________ (city, county, or jurisdiction name), State of California, hereby certify the above and foregoing is true and correct.
Dated at ___________________________(location), California, this ______ (date) day of _______________(month), 20______.
Signature of Clerk
(This may not be the same person as the official designated in the Resolution who is certifying the posting)
Title
40 CDBG – Combined Closeout Package Signature
Version 7/12/2022 1
CDBG Combined Closeout Package Signature
I, the undersigned, hereby certify that all representations made and/or information provided in this combined closeout package and any referenced uploads or attachments is, to the best of my knowledge, true. I further state that my signature below will serve as signature for each of the completed forms in this package as well as for the CDBG Combined Closeout Package taken as a whole.
Date: Typed Name and Title of Official
Authorized in the Resolution:
Signature of Official Authorized
in the Resolution
Name:
Title
41 Activity Title:
Program Year: Funding Source:
Award/Contract #: Completion Date:
Grantee Name:
Grantee Address:
(Number and Street)
(City) (State) (Zip)
National Objective:
Name: Title:
Date:
17-CDBG-12031
LMJ - Low/mod job creation and retention
Activity Information
Grantee Information
City of Willows
201 N. Lassen St.
Willows CA 95988
11/28/2023
Completion Report
ED- Direct Financial Assistance to For-Profits
2018-2019 CDBG
Instructions: The Completion Report must be submitted as part of the CDBG Combined Closeout Package.
Select the appropriate National Objective and Matrix Code from the dropdown menus below. Once selected, click the checkbox identified in the instructions in red text. Enter data in the relevant fields in the Activity Accomplishments Tab of the spreadsheet. This data should be an aggregate of all accomplishments realized through the activity. This data may be gathered from the activity's Annual Performance Report (APR) Form.
If the activity resulted in relocation or displacement, complete the Relocation and Displacement tab of the spreadsheet.
Matrix Code: 18A - Economic Development: Direct Financial Assistance to For-Profit Business LMA 2
LMC 1
LMC 2
LMC 3
LMC 4
LMC 5
LMC 6
LMC 7
LMC 8
LMC 9
LMC 10
LMH 1
LMH 2
LMH 3
LMH 4
LMH 5
LMH 6
LMH 7
LMH 8
LMH 9
LMH 10
LMJ 1
LMJ 2
Matrix Code 5
Matrix Code 15
SB_URG 1
SB_URG 2
SB_URG 3
SB_URG 4
SB_URG 5
SB_URG 6
SB_URG 10
SB_URG 9
SB_URG 8
SB_URG 7
LMA 4
LMA 5
LMA 6
LMJ 3
LMC 11
LMA 7
LMC 12
LMH 11 SB_URG 11
LMJ 4
42 Performance Measurement Type(s):
Race/Ethnicity
White
Black / African American
Asian
American Indian / Alaskan Native
Asian & White
Black / African American & White
Other Multi-Racial
Total:
Income Information
Extremely Low (0-30% AMI)
Low (31-50% AMI)
Moderate (51-80% AMI)
Total:
Total Job Count
Actually Created: Actually Created:
Actually Retained: Actually Retained:
Jobs: 91
Accomplishment Narrative
Accomplishment Information
17-CDBG-12031 Over the Counter project exceeded the program public benefit requirement by retaining 91 Full Time Employees. The CDBG program national objective has been met, as over 51% of the jobs are filled by low/mod income persons. Specifically, of the 91 employees interviewed, 5 are from very low income, 10 are from low income, and 47 are from moderate income households. This results in 62 employees total meeting the Low/Mod threshold.
Native Hawaiian / Other Pacific Islander 3
Hispanic
Race /Latino
37 38
American Indian / Alaskan Native &
Black / African American 1
American Indian / Alaskan Native &
White
11 10
47 62
Full Time
Full Time Low/Mod
1 53 38
5 00
91 62
43 Total Weekly Hours
Note: Enter total number of weekly hours, not number of jobs.
Part Time
Actually Created: Actually Created:
Actually Retained: Actually Retained:
Actually Created:
Actually Retained:
Job Performance Measures
Actual FTE Jobs Created: Actual FTE Jobs Retained:
Created Total
Of Jobs Created, Number of Jobs With Employer Sponsored Health Care Benefits:
Retained Total
Of Jobs Retained, Number of Jobs With Employer Sponsored Health Care Benefits:
Types of Jobs Created/Retained
Job Category Jobs Created Jobs Retained
Officials and Managers
Professional
Technicians
Sales
Office and Clerical
Craft Workers (Skilled)
Operatives (Semi-Skilled)
Laborers (Unskilled)
Service Workers
Assistance to Businesses
New Businesses Assisted:
Number Expanding Number Relocating
Existing Businesses Assisted:
Total:
Number of Business Facades/Building Rehabilitated:
Part Time
Low/Mod
00 00
Accomplishment Narrative
0 Of Jobs Created, Number of Persons Unemployed Prior to Taking Jobs Created Under This Activity: 0
91 Percent
Low/Mod
Jobs
0.00%
68.13%
0 91
91 11
1 Number of Businesses Assisted that Provide Goods or Services to Meet the Needs of a Service Area: 1
44 Specify UEI# for Each Business Assisted:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
UEI#:
Accomplishment Narrative
45 0/1 2 3 4 5+ Total
Replacement
City* Census Tract*
Total Total Hispanic/Latino
Relocated To
*If multiple Census Tracts or Cities, duplicate this tab and complete table for each City/ Census Tract in which displacement occured.
Asian & White
Black/ African American &
White
American Indian/ Alaskan
Native & Black/ African
American
Other/ Multi-Racial
American Indian/ Alaskan
Native & White
OR
Race
Black/African American
Asian
American Indian/ Alaskan
Native
Native Hawaiian/ Other Pacific
Islander
Relocation and Displacement
White
Displaced
Hispanic/Latino Hispanic/Latino
Remained In
CDBG Displacement
Unit Type
N/A
Description:
Number of Bedrooms
Total
Agreement Executed
(mm/dd/yy)
Available
(mm/dd/yy) Address
N/A
One-for-One Replacement
Demolished/ Converted
46 Notice of Public Hearing
City of Willows
Notice is hereby given that the Willows City Council will hold a public hearing on Tuesday November 28, 2023, at 6:00 p.m., or soon thereafter in the Council Chambers of the Civic Center, 201 N. Lassen Street, Willows, CA. The purpose of the public hearing is to update residents on the progress of the Community Development Block Grant 17-CDBG-12031 (CDBG) provided by the California Housing and Community Development Authority and accept the closeout report for activities completed.
Information regarding project progress/status of completion, balance of funds available/funds to disencumbered, results to date, such as number of beneficiaries assisted and records on past CDBG funds is available at 201 N. Lassen Street, Willows, CA 95988 between the hours of 8:00 a.m. to 5:00 p.m. M-F.
All persons interested in the status of funding, or the progress of the project are welcome to attend this meeting. Written comments can be directed to the City of Willows, at 201 N. Lassen Street, Willows, CA or you may contact Amos Hoover at 530-934-7041 and [email protected] no later than 5:00 p.m. on November 23, 2023 to ensure placement in the official record of the hearing.
The City of Willows does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identify, age, religion or disability. If you require specific accommodations to participate in the public hearing, please contact Amos Hoover at least 5 days prior to the scheduled hearing.
Attachment 2
47 DISCUSSION & ACTION
CALENDAR
48 Agenda Item #8a.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Amos Hoover, City Clerk
Marti Brown, City Manager
Subject: Lease of City Owned Property for Agricultural Purposes Recommendation:
Open bids to lease City Owned Property in South Willows (near the wastewater treatment plant) and award bid to highest responsible bidder.
Rationale for Recommendation:
The current contract for the lease of this property ends November 30, 2023. The City historically solicits open bids at the end of every lease term.
Background:
On November 1, 2023, the City solicited bids to lease the property associated with Assessor Parcel Numbers 17-170-050 and 17-170-005 in South Willows near the Wastewater Treatment Plant.
Discussion & Analysis:
In response to the solicitation, the city received four sealed bids. Awarding the lease to the highest responsible bidder will continue a consistent revenue stream the city has benefitted from for more than a decade.
Fiscal Impact:
In fiscal year 2022-23, the City of Willows received $26,145 for its land lease agreement. These lease fees contribute directly to the General Fund and will benefit the City as it continues to seek increased revenue to balance the budget.
Attachment:
Attachment 1: Most Recent Land Lease Agreement
49 LEASE
THIS LEASE is executed in duplicate at Willows, California, on December 1, 2018 between the CITY OF WILLOWS, a municipal corporation, hereinafter referred to as "Lessor," and Roy-f-fuz.apret, hereinafter referred to as "Lessee." Holzapfel
WITNESS ETH
DESCRIPTION OF PREMISES: 58. l acres located in the southwest quarter of Section 15, Township 19 North, Range 3 West, M.D.B&M., located in the County of Glenn, State of California, being the area designated in red on the attached aerial photograph of the property, marked Exhibit "A" hereto, and .inco1porated herein by reference. Use by the Lessee of any connected or adjacent property, real or personal, owned by the Lessor is prohibited without expressed written consent of the Lessor.
TERM: The term of this lease shall commence December 1, 2018 and te1minate on November 30, 2023. The term for this lease is hereinabove called the "Lease Term." RENT: Lessee agrees to and shall pay to Lessor, at 201 North Lassen Street, Willows, California, or at such other place or places as Lessor shall from time to time in writing designate, as rent for the leased premises, the annual sum of $26,145.00 for the first year. Subsequent years' rent shall be adjusted in accordance with the Bureau of Labor Statistics, Consumer Price Index, West Urban, Size B/C Cities (February to February adjustment). Lease payments are payable in equal semi-annual installments, in advance on the 1st day of the months of April and September during each year of the term of this lease, commencing on April 1, 2019.
LEASE: The lease period is for five years; however the Lessee and Lessor, each, shall have the option to terminate the lease with written notice by September 30 of each year.
USE: The premises are leased exclusively to the Lessee for the planting, growing and harvesting of agricultural crops. Lessee shall not use or permit to be used, any part of the premises for any purpose other than purposes for which the premises are leased, nor shall the Lessee purvey water to be made available by Glenn Colusa Irrigation District or any alternative water source. Lessee is further responsible to detennin that vendors purveying goods and services to the lessee pertaining to said leased land abide by all laws, including, but not limited to Sections 5.05.0lOto 5.05.390 of the Willows Code of Ordinances.
WATER: Lessor and Lessee acknowledge that the premises are within the Glenn-Colusa Irrigation District Attachment 1
50 51
52 53
54 55
56 57
58 Agenda Item #8b.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Marti Brown, City Manager
Subject: UPDATED: Future Short- and Long-Term Options for Law Enforcement Services Recommendation:
Receive staff presentation, discuss a plan of action as it relates to law enforcement services after December 31, 2023, provide direction to staff, and/or take action on any of the items presented.
Rationale for Recommendation:
While the Council approved a short-term law enforcement agreement with the Glenn County Sheriff’s Office from July 1 to December 31, 2023, the City of Willows needs a short-, mid- and long-term implementation plan for continued law enforcement services. This agenda item is intended to further Council discussion on this topic and receive Council policy direction.
Background:
In 2017, the City of Willows dissolved its Police Department and entered into a five-year law enforcement agreement (‘Agreement’) with the Glenn County Sheriff’s Office. Included in the Agreement was a roll-over provision that allowed the Agreement to be continued for another five years with a standard 3% Consumer Price Index (CPI) increase in the Agreement costs. If either party wished to end the Agreement, a 270-day notice was required in year four (or earlier) of the Agreement.
In the spring of 2022 (the five-year Agreement was scheduled to expire June 30, 2022), the City Manager contacted the County Administrator and the prior Sheriff to negotiate the terms of the rollover provision and Agreement. The City and County had nearly brokered a new Agreement that included an increase in costs for Animal Care Services (a provision absent from the prior five-year Agreement), and an overall 3% CPI increase in the Agreement.
Before the roll-over Agreement could be executed and after the June 2022 election, the County Administrator advised the City Manager that the new Sheriff-Elect preferred to “manage the next agreement, once he takes office.” Therefore, the County requested to execute a one-year amendment to the Agreement until the new Sheriff-Elect was sworn into office and would start managing the existing Agreement, as well as any future Agreements.
59 In January 2023, the City Council approved the one-year amendment to the Agreement that expired on June 30, 2023. In April of 2023, the Board of Supervisors also approved the one-year Amendment.
In February and March of 2023, the City Manager contacted the Sheriff’s Office to schedule a meeting to discuss a future law enforcement Agreement that would presumably start July 1, 2023. The City was unable to schedule a meeting with the Sheriff’s Office. In late May of 2023, the City Attorney contacted County Counsel to discuss the future law enforcement Agreement as there was only five weeks remaining until the one-year amended Agreement would expire. After contact with County Counsel, the City was able to schedule its first meeting with the Sheriff’s Office during the first week of June 2023. It was at this meeting that the City learned of the Glenn County Sheriff’s Office intent to increase the cost of the Agreement by nearly $1 million starting July 1, 2023 (in three weeks).
With the City already facing a nearly $.5 million structural deficit, there were very few changes and/or additions to the City’s Fiscal Year 2023-24 budget. By the time the City met for the first time with the Sheriff’s Office in early June of 2023, the budget was already complete and ready for Council approval.
On June 30, 2023, the City received the first of two 30-day notices (for July and August) announcing “limited law enforcement services” from the Sheriff’s Office and that law enforcement services would end at the end of the 30 days (e.g., July 31, August 31). Verbally, the City was told that the 30-day notices would continue to be issued until there was a new Agreement in place.
On September 25, 2023, the City received a 14-day notice announcing that law enforcement services would cease at 11:59 pm on October 16 unless an agreement for compensation could be achieved before then. The notification further stated that the Sheriff’s Office would only respond to “felonies in progress” starting October 17 at midnight. As a result, and after an emergency closed session on October 16, the City Council agreed to execute a temporary law enforcement services agreement with the Sheriff’s Office through December 31 and pay the County half of the fiscal year’s costs in the proposal received from the Glenn County Sheriff’s Office. Consequently, the Board of Supervisors considered and approved the temporary law enforcement agreement on November 7, 2023, and, at the November 14 meeting, the City Council will consider the same temporary agreement that is scheduled to expire on December 31, 2023.
Discussion & Analysis:
Rebuilding the City’s Police Department – Next Steps:
As Attachment 1 and 2 illustrate, the next steps to rebuilding the City’s Police Department (PD) are many and interconnected. Staff recommends conducting an analysis of all of the costs and phases required to rebuild the City’s PD so that an accurate budget can be developed. From there, the City can review its current budget and other financial resources to rebuild the PD and determine whether it is cost effective and financially attainable.
Attachment 1 attempts to illustrate a high-level, ‘100-foot view’ approach to planning and figuring out the financial and logistical feasibility of rebuilding the Willows PD. Essentially, what will it take and what are the sequential next steps for doing so (e.g., analysis, revenue, financing, operations). To further this discussion and highlight the “tip of the iceberg” of this Herculean effort, Attachment 2 emphasizes a few of the operational considerations that will be needed to re-establish the City’s PD. 60 Once a Plan to rebuild the City’s Police Department has been developed, the City would hire a permanent or Interim Police Chief to implement the plan and vision for a new Willows Police Department. To that end, Attachment 3 includes a Police Chief Job Classification to be considered and approved by the Council at the November 14 Council meeting or a later meeting. In addition, should the Council wish to approve the job classification, staff recommends a 9-step salary schedule (same as the rest of management) with a top step of $130K.
Potential Short-/Mid-Term Solutions (until a new PD is established):
Negotiate a new Agreement with the Glenn County Sheriff’s Office for continued law enforcement services based on terms yet to be agreed to for the foreseeable future and by December 31, 2023.
Consider hiring a non-sworn consultant to manage a team of Community Service Officers (CSOs) to take over non-emergency and administrative duties and potentially negotiate an Agreement with the Sheriff’s Office that only requires responding to 9-1-1 calls and other duties that require a sworn officer (to be determined).
Consider hiring a sworn Police Chief or Interim Police Chief to manage a team of private security officers to respond to non-emergency calls and potentially negotiate an Agreement with the Sheriff’s Office that only requires responding to 9-1-1 calls and other duties that require a sworn officer (to be determined).
Should the Council wish to continue this agenda item to the November 28 City Council meeting for further discussion, staff recommends that the Council provide direction for any further analysis and/or additional information to add to an amended staff report (keeping in mind, there is a four day weekend between now and the November 28 Council meeting).
UPDATE: Based on Council Feedback/Questions (at the November 14 City Council Meeting) At the November 14, 2023, City Council meeting (and thereafter), additional questions and comments were received from the City Council. Wherever possible, staff provided additional information and recommendations below.
Questions:
Question: What will be the startup costs to rebuild the Police Department? The estimate should include all costs for personnel, equipment, vehicles, etc…and a new building to house staff.
Response: Staff estimates the cost will be approximately $12-15 million. There are too many variables at this point to provide a definitive answer (e.g., will there be tenant improvements to the Civic Center to accommodate a new PD? Will a new building be constructed?). Other considerations include fully outfitted vehicles, types of weapons, IT (e.g., hardware, software, cybersecurity), uniforms, personnel (e.g., laterals, entry-level, CalPERS ‘Classic’, PEPRA). A final budget would be developed as the City moves forward with the research and analysis of the 61 costs to develop a new police department.
Question: Would the Police Chief also become the Emergency Services Officer? Response: Typically, it’s automatically the City Manager unless that responsibility is delegated to someone else (e.g., Police Chief). Also, it may be stated in the Municipal Code. In addition, smaller communities (like Willows) typically rely heavily on the County’s Office of Emergency Services (OES). There may already be an agreement in place with Glenn County for services from OES.
Question: Why was the Willows Police Department closed in 2017? Response: Staff’s understanding is that both the County and the City were experiencing high rates of attrition with difficulty hiring new Deputies and Officers. It was logical to combine forces and, hopefully, improve the hiring success rate. Attachment 4 may provide more information as to why the City decided to contract with the Glenn County Sheriff’s Office for law enforcement services.
Comments:
Comment: Whomever the City hires to develop and "implement the plan" should be the same person. That person needs to take ownership of the plan. Whether the plan fails or succeeds, that person would be responsible for the outcome.
Response: From the experience in Lathrop and other communities, staff recommends developing a core transition team, including the new Police Chief. There is a wide variety of expertise that is required to build a Police Department (PD) from scratch, and it is unlikely that a good Police Chief will have all the skills and experience to build a brand-new PD. In addition, there will most certainly be challenges along the way. It may be better to allow any conflict and/or unforeseen pitfalls to land on someone else on the transition team rather than subject the new chief to it and expect him/her to successfully launch the new PD in a positive light and with high employee morale.
Comment: The Police Chief and the officers should be required to live within the city limits.
Response: Staff can research this possibility further; however, it’s likely that State Law prohibits this requirement (as it does for City Manager appointments). Furthermore, the current hiring climate for law enforcement is very difficult. Any barriers to hiring officers should be avoided given the already difficult recruiting environment. These days, it is an “officer’s market” there is a huge vacuum of qualified officers. The hiring process and requirements should be designed (e.g., hours, shifts, incentives) to attract as many qualified candidates as possible. Comment: Consider financing the ongoing operations by a parcel or special-use fee specifically set-aside for "law enforcement," like the way the Sewer Fund was intended. It would need to follow the Prop 218 process (e.g., two-third vote) and expenditure restrictions. The voters may 62 be more amenable to a Special Tax that provides the taxpayer with the added control over expenditures and restrictions on use. The initial fee could have a built-in schedule for annual increases.
Response: Sales tax is paid for by both residents and non-residents. A parcel tax is only paid by property owners. A Special Tax requires a two-third vote – a higher voting threshold to approve. While it may be worth considering in the future, staff would offer that its part of a larger strategy to be reviewed and considered after the March 2024 election. Comment: Let’s really consider the hybrid model of police and firefighters being the same employees. This could also open the idea of buying the old church across from the present firehouse for the Police Department's location.
Response: Staff intends to continue to explore the hybrid option. It’s worth noting that officers/firefighters under this model typically have higher salaries (12-15% more) than under the traditional law enforcement model (because they are highly trained in two professional disciplines).
Comment: All budget development and analysis need to include current and ongoing CalPERS costs. Until retirees pass away, the City's PERS costs are ongoing.
Response: The City will always have CalPERS costs unless it pays CalPERS all of its pension obligation and debt (which would cost several millions of dollars). As time passes, more employees will be CalPERS PEPRA (which are less expensive) and fewer will be CalPERS ‘Classic’ (which are more expensive employees). Any budget analysis to build a new PD will include these considerations.
Comment: The City needs to negotiate a fair, longer-term contract with the Sheriff’s Office while preparing to rebuild its PD.
Response: The Council’s Public Safety Ad Hoc Committee and City staff continue to meet with the Sheriff’s Office to discuss a new law enforcement services agreement starting January 1, 2024.
Comment: The success of current and future law enforcement services relies heavily on the outcome of the upcoming sales tax measure. It’s all about funding.
Response: With Council support and approval, staff will immediately begin a public education action plan regarding the status of the City’s budget and long-term finances.
Fiscal Impact:
Regardless of the short-, mid- and/or long-term approach to rebuilding the City’s PD, additional financing will be required. As Attachment 1 identifies, financing tools may include a Lease Transaction, a Tax Anticipation Note, reissuance of the City’s Pension Obligation Bond, and/or Federal and State grants (or some combination thereof) in addition to those items already underway and listed in the ‘Revenue Generation’ column of Attachment 1. These financial tools and options should also be considered and discussed by the Council.
63 Attachment:
Attachment 1: Critical Path to Develop and Fund Willows PD Attachment 2: Rebuilding Willows PD - Sample List of Considerations & Operational Needs Attachment 3: Police Chief Job Classification
Attachment 4: Study & Analysis to Maintain Willows Police Department or Contract with Glenn County Sheriff’s Office
Attachment 5: Sheriff Contract Impacts to General Fund 64 Cri�cal Path to Develop & Fund Willows PD
*Should the Analysis and Plan Development to build a new PD be completed by the same person who would implement the Plan (e.g., operations)? Or are these two different people?
Analysis, Assessment, Plan &
Recommenda�ons Revenue Genera�on Financing Tools Opera�ons Cost of Rebuilding the
Police Department – Analysis
Needed*:
What will it cost? Can the City
afford it?
If the City moves forward with
rebuilding its PD, what are the
steps? What is needed and in
what order (e.g., vehicles,
weapons, IT, infrastructure)?
What does the framework,
next steps and path forward to
rebuild the PD look like? How
long will it take?
If the City cannot afford to
rebuild the PD, what other
op�ons are there?
Revenue Generation Measures
Underway or To Be considered:
1% Sales Tax on Ballot
Measure
Update Master Fee Schedule
Update/Overhaul Municipal
Code
Promo�ng and increasing
opportuni�es for economic
development (e.g., RDBG
Grant, new marke�ng
brochure, new ED videos,
new ED web page on City
website).
Promo�ng and increasing
opportuni�es for market-rate
and affordable housing.
Cannabis Dispensary –
Addi�onal tax to GF.
Sale of City owned Assets.
Potential Short-Term Finance Tools
& Addressing Cashflow:
Lease Transac�on – 10-15
years. Financing Tool – Finance
Authority. Lease financing b/c
it’s a budget appropria�on.
Borrowing against the value of
the property. Cash in now and
payback over�me. Lease
mul�ple years (e.g., 10 to 20
years).
Tax An�cipa�on Note (buys 1-
12 months un�l sales tax starts
coming in).
POB – Reissue and restructure
to kick payments down the
road. Ul�mately, city would pay
more to CalPERs in the future.
Federal and State Grants for
opera�ons, rebuilding the PD,
including apparatus and
equipment.
Rebuilding the PD:
Hire a consultant or Interim or
Permanent Police Chief to
start implemen�ng the Plan
a�er it is developed.*
Concurrently, con�nue to
contract w/Sheriff while
incrementally implemen�ng
the plan; or hire a sworn
officer to manage a team of
private security to address
non-emergency public safety
issues.
Op�on: Explore hybrid model
– officers and firefighters are
one in the same (e.g., Rohnert
Park, Sunnyvale)
Op�on: Explore hybrid Model -
sworn officers supplemented
by private security.
Cost of all these op�ons? TBD.
Attachment 1
65 Attachment 2
Rebuilding Willows PD
Sample List of Ini�al Considera�ons and Opera�onal Needs (Not Exhaus�ve)
Department of Justice (DOJ) Applications (Sworn Officers):
o Police Authority (sworn officer)
o Ability to access National Crime Information Center (NCIC) o Ability to access California Law Enforcement Telecommunications System (CLETS) and California Sex and Arson Registry (CSAR) - major undertaking. o Ability to access and register offenders under Penal Code 290 (Megan’s Law) o Ability to access Jail Information Management System (JIMS) DMV Applications (Sworn Officers)
o CalPhoto – Potential Criminal Identification process
o Identifying Cold Plates
Equipment
o Firearms, including pistols, shotguns and rifles (e.g., Make/Model/Caliber) o FIPS 140-2 compliant computers
o Vehicles (e.g., County Lease/Ford Program)
o Taser contract
o Ballistic vest grant application
o Body Worn Cameras (BWC)
o Vehicle Cameras (if desired)
o Radios (e.g., Mobil, Portable, and Base station)
o Police tool belt equipment (e.g., Batons, handcuffs, etc.) Agreements
o CLETS agreements (e.g., Management Control, Subscriber, Security, Reciprocity, TAF) – There are many more.
o Law Enforcement Mutual Aid (LEMA)
o Office of Emergency Services (OES)
o MOU’s (CHP, GCSO, CWS, OPD, Schools, FBI, Marshal, etc.) o Camera Storage (e.g., Cloud, Server)
o Cal-Pers
o Homeland Security
o Fuel
New PD Location
o New Building?
o Inside City Hall?
66 • Security issues to limit/track access in and out of City Hall • Interview Room Location?
• Evidence Room location?
o Vehicle Parking (e.g., take home cars, secured lot, open lot) Programs
o Report Management System (RMS)
o DOJ - Service, Training, Officers, Prosecutors (STOP) o DOJ Racial Identity and Profiling Act (RIPA)
o Encrypted Email
o NexTest (e.g., testing software)
Instructors
o Firearms (e.g., Rangemaster)
o Certified Field Training Officers (FTOs)
o Preliminary Alcohol Screening (PAS)/Electronic (EPAS) Calibrator o NexTest Administrator
67 FLSA: EXEMPT Attachment 3
November 14, 2023
CITY OF WILLOWS
POLICE CHIEF
DEFINITION:
Under the direction of the City Manager, the Chief of Police plans, directs and manages the activities, employees and operations of the Police Department. The Chief of Police coordinates assigned activities with other city departments and outside agencies. He/she provides administrative support to the City Manager and is part of the City's management staff. May act as Acting City Manager in his/her absence and perform other job-related work as required.
This position is designated as un-represented for Labor Relations purposes and is considered exempt under the Fair Labor Standards Act (FLSA).
DISTINGUISHING CHARACTERISTICS:
This is a department head management classification responsible for the direction of discrete departmental organizational component(s) and programs/functions as determined by the City Manager and City Council. The incumbent exercises policy development and promulgation responsibilities for multiple program/functional areas. Serves as a member of the City executive team with responsibilities for establishing and overseeing programs and policies that may affect multiple departments and the City as a whole. Approves and has final responsibility for all written and other types of presentations to the City Council and other commissions, boards and policy adopting bodies. The incumbent is expected to demonstrate professional competence while working as a team member and exercise independent judgment in a number of confidential and sensitive areas. Duties and responsibilities are performed in accordance with municipal codes, ordinances, City policy, federal, and state regulating entities.
SUPERVISION RECEIVED/EXERCISED:
Receives supervision & direction from the City Manager.
ESSENTIAL FUNCTIONS: (include but are not limited to the following) • Directs the activities of the Police Department, which includes planning, coordinating, administering, and evaluating programs, projects, processes, procedures, systems, standards, and/or service offerings; ensures compliance with federal, state, and local laws, regulations, codes, and/or standards.
• Supervises staff, which includes prioritizing and assigning work; conducting performance Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position. 68 POLICE CHIEF
evaluations, ensuring staff is trained; ensuring employees follow policies and procedures; maintaining a healthy and safe working environment; and, making hiring, termination, and disciplinary decisions or recommendations.
• Directs and manages the development and implantation of departmental goals, objectives, policies and priorities.
• Establishes appropriate service and staffing levels; monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; and allocates resources accordingly. • Assesses and monitors the quality, responsiveness, efficiency and effectiveness of assigned programs, service delivery methods and procedures; and works with employees on the continuous improvement of city services.
• Responds to citizen complaints and follow up on issues to ensure responses are communicated and action is taken.
• Actively participates as a member of the City's management group. • Prepares and recommends long-range plans for city police service programs; develops specific proposals for action on current and future city needs.
• Directs the administration of the annual budget for the department.
PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Required to work in a combination of office and field environments.
Employee may be required to work extended hours including evenings and weekends.
Required to interact with the general public with varying dispositions; may be required to utilize department or Citywide software applications to maintain records or perform various duties. The employee frequently works in outside weather conditions and can be exposed to extremely hazardous and/or dangerous conditions and materials.
Physical: Maintain required physical abilities including: vision adequate to operate vehicles and equipment, read instructions and follow directions, read maps and small print, detect subtle shades of color; hearing adequate to distinguish mechanical noises, converse on radio, telephone and in person at distances of up to 50 feet, and detect unusual sounds; voice volume and speech clarity to command during an emergency; body mobility adequate to operate emergency equipment and perform required duties; stamina to perform administrative functions and to meet physical and mental demands during an emergency; use of hands and fingers adequate for operation of special equipment and weapons, writing, typing and computer related functions; ability to lift heavy equipment, as needed in emergency conditions.
Mental: While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information, and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; and interact with City staff, other organizations and the public.
69 POLICE CHIEF
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)
Education and/or Experience:
Five years of increasingly responsible professional command level management experience with a public law enforcement agency with at least three of those years performing administrative and supervisory oversight at Lieutenant level or higher or any experience that would have provided the opportunity to develop the required skills, knowledge and abilities.
License/Certificate:
• Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required as the time of appointment. Maintenance of a valid California Driver’s license and proof of automobile liability insurance is a condition of continued employment.
• Possession of California Peace Officer’s Standards and Training Advanced and Management Certificates.
• Graduate of the F.B.I. National Academy is desirable.
KNOWLEDGE/ABILITIES/SKILLS:
(The following are a representative sample of the KAS’s necessary to perform essential duties of the position.)
Knowledge of:
• Modern principles, practices and techniques of a municipal police department, emergency dispatch services, animal control, community services, cultural arts, leisure time and recreation administration.
• Modern operating principles, practices and techniques of law enforcement and crime prevention including causation of criminal/deviant behavior and Community-Oriented Policing.
• Use and maintenance of law enforcement equipment and apparatus. • Codes, regulations, criminal laws and ordinances related to police activities, crime prevention, emergency response and disaster preparedness; • Willows Public Safety Officers M.O.U., City procedures and policies. • Local geography and available police resources.
• Modern office procedures, and methods including computer equipment, word processing, spread sheet, data base, graphic presentations and other needed specialized software 70 POLICE CHIEF
applications, and internet and electronic communication usage and methods. • Budgeting development procedures and administration.
• Principles and practices of supervision, staff selection, motivation, training and personnel management.
• Principles of effective time management
• Principles of effective public speaking, conflict resolution and excellent customer service.
Ability to:
• Effectively formulate, organize and administer sound departmental policy in the areas of police administration, law enforcement and crime prevention. • Interact with citizens and employees in an effective way that produces positive results. • Supervise the management of major incidents and crime scenes. • Analyze police and community problems and plan philosophies, goals, objectives, policies and procedures which are tangible, achievable and measurable to meet needs; determine community needs; establish and maintain excellent community relations. • Interpret and implement City Council direction.
• Work well under pressure; work such hours as are necessary to accomplish the job including remaining on-call 24 hours a day; travel out of the area during or after work hours.
• Understand, interpret and communicate state and federal regulations, laws, codes, policies and solutions in the area of crime management.
• Direct program services that benefit the community; analyze policy issues and develop recommendations and solutions.
• Delegate authority and responsibility as well as schedule and program work. • Work with and control sensitive and confidential information. • Plan, initiate, and direct complete complex and multiple simultaneous work assignments; set priorities and organize work to meet deadlines.
• Lead, manage, evaluate and train personnel effectively and maintain discipline. • Organize, implement and direct departmental goals within City objectives. • Make highly effective presentations before groups and represent the City in public forums; interpret and communicate codes and regulatory information. • Use computer and needed programs in a highly effective manner. • Direct, project and administer a budget.
• Establish and maintain respectful, effective and cooperative working relationships with those contacted in the course of work.
• Communicate effectively, orally, electronically and in writing. • Perform the duties and requirements of a sworn police officer.
Skill to:
• Operate an office computer and a variety of word processing and software applications. 71 POLICE CHIEF
ACKNOWLEDGMENT:
I acknowledge that I have read the job description and requirements for the Police Chief position and I certify that I have the necessary education, knowledge, experience and physical requirements required to perform the essential functions of this position. ________________________________ ___________________
Applicant Signature Date
72 \.
STUDY AND ANALYSIS
OF
MAINTAINING
WILLOWS POLICE DEPARTMENT
OR
CONTRACTING WITH
GLENN COUNTY SHERIFF'S
OFFICE
By: William Spears/Chief of Police/Willows
\.. • September 2011
1 Attachment 4
73 74
75 76
77 78
79 80
81 82
83 84
85 86
87 88
89 90
91 92
93 94
95 96
97 98
99 100
101
102
103
104
105
106
107
108
City of Willows
Proposed Sheriff Contract / Transactions Tax / CalPERS UAL – Impact on General Fund / Reserves Prepared: November 13, 2023
Assumptions built into forecast (impacts to FY 2023-24 Adopted Budget):
▪ Sheriff contract set at $2,570,000 beginning in FY 2023-24 – increase of 3% per year thereafter. ▪ Eliminate full-time Recreation Manager (return to part-time). ▪ Eliminate Swimming Pool funding from General Fund ($200,000 in ARPA / $100,000 in General Fund Reserves).
▪ Add 1% Transactions & Use Tax (extra Sales Tax) beginning July 1, 2024 (based on HdL projections). ▪ Update CalPERS Unfunded Liability Payments required beginning FY 2024-25 (new UAL payments).
Results:
Observations:
▪ Deficit of approximately $1.45 million in FY 2023-24 due to increase in Sheriff contract cost. ▪ Deficits between $42,000 and $242,000 from FY 2024-25 to FY 2028-29 (systemic increase in deficit) – with proposed additional sales tax from transactions tax effective July 1, 2024. ▪ General Fund Reserves (Fund Balance) wane to $252,000 in FY 2027-28 (essentially exhausted).
Attachment 5
109
Agenda Item #8c.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Marti Brown, City Manager
Subject: Fiscal Emergency – City Finances, Educational Action Plan Recommendation:
Review and discuss potential Educational Action Plan (‘Plan’) objectives and message regarding the City’s finances, make amendments as necessary and/or propose a new message, and approve a City finance education Action Plan message.
Rationale for Recommendation:
Since the Council declared a fiscal emergency on October 10, 2023, and placed a 1% sales tax on the March 5, 2024, ballot, it is relevant to clarify and explain the City’s fiscal circumstances to the public.
Background:
In July of 2023, the City started the fiscal year with a structural deficit of more than $400,000. After the results of negotiations with the Sheriff’s Office for a new law enforcement services agreement that jumped by nearly $1 million in fiscal year 2023-24, the City’s new structural deficit is approximately $1.4 million. As a result of the extreme increase in the city’s structural deficit and because the City would run out of reserves during fiscal year 2024-25, on October 10, 2023, the Willows City Council declared a fiscal emergency and authorized the City Manager to place a 1% sales tax measure on the March 2024 Presidential Primary ballot.
At the November 14, 2023, City Council meeting, staff presented and proposed an Educational Action Plan in an effort to highlight and clarify the City’s fiscal circumstances to the public. As a result, the Council directed staff to return with proposed Action Plan message(s) at the November 28, 2023, City Council meeting.
Discussion & Analysis:
In an effort to launch an Educational Action Plan regarding the City’s financial circumstances, staff recommend developing campaign objectives and a consistent message. To that end, staff has prepared the following draft Plan objectives:
Objective 1:
Increase public awareness and understanding of the City’s current financial circumstances and 110
its budget today and in the immediate future.
Objective 2:
Elevate the public’s awareness and understanding of the urgent need to increase city revenues immediately.
Objective 3:
Increase awareness of city revenue sources and expenditures. Objective 4:
Dispel myths about city revenues and expenditures.
Based on these Plan objectives, staff developed a variety of messages that reflect various possible approaches to the Action Plan depending on the Council’s perspective. They are not all intended to, necessarily, resonate with the entire Council. The intent is to provide different approaches to the Educational Action Plan process in an effort to generate substantive dialogue amongst the Council and home in on one primary message and possibly a sub-message (if necessary). To that end, please review and consider the following potential messages and/or propose other messages:
Police, Fire, and Public Works – Core city services that we can’t live without. Increased Local Revenue = Local Control and Accountability Increased Local Revenue = Investing in Ourselves and Our Future Increased Revenue = Consistent city services, stable public safety, more recreation programs for our youth, and improved roads and parks.
With sustainable revenues and enhanced city services, we can create the future we all want for our youth, seniors and each other.
With increased revenues, the City can maintain public safety, public works and other critical city services.
The City’s current revenues cannot sustain critical city services, including public safety, beyond 2024.
We need a long-term, financial revenue and expenditure plan that we can count on, control, and be proud of.
Fiscal Impact:
There is no fiscal impact.
111
Agenda Item #8d.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Marti Brown, City Manager
Carolyn Walker, City Attorney
Subject: Legal Opinion – Gift of Public Funds
Recommendation:
Consider waiving the attorney-client privilege and authorizing the City Manager to publicly notice the City Attorney’s legal opinion regarding a gift of public funds and/or place it on the December 12, 2023, City Council agenda for further discussion and comment.
Rationale for Recommendation:
There has been considerable discussion and assertion that the prior law enforcement agreement was a gift of public funds, and that the new agreement is not. The City Attorney’s legal opinion may assist the Council and public to better understand what constitutes a gift of public funds.
Background:
Since June of 2023 when the City started negotiating a new law enforcement agreement with the Glenn County Sheriff’s Office, it has been asserted that the City was and has been receiving a “gift of public” funds by underfunding the 2017 five-year law enforcement agreement with the Glenn County Sheriff’s Office.
Discussion & Analysis:
The City Attorney’s legal opinion on the matter is intended to clarify what constitutes a gift of public funds and dispel any misconceptions on the topic.
Fiscal Impact:
There is no fiscal impact.
112
Agenda Item #8e.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Marti Brown, City Manager
Requested by: Councilmember Hutson
Subject: City Hall - Holiday Closure
Recommendation:
Reconsider closing City Hall and all non-emergency services on December 27, 28 and 29 (between Christmas and New Year’s Day).
Rationale for Recommendation:
With the exception of the City Clerk and the Community Development & Services Director, all other City Hall staff are taking vacation leave the week of December 25 and do not plan to work. Should the Council wish to keep City Hall open for these three days, one or both employees will have to remain at City Hall (as they are also the backup staff for the phones and counter). Should City Hall be closed, there is no fiscal impact to the City as all city employees use Vacation Leave and/or Compensatory Time Off for this leave.
Background:
For the past two calendar years, City Hall has closed during the December holidays. In 2022, with the election of a new Council, the December closure was rescinded.
Discussion & Analysis:
Historically, the week of Christmas has been very slow at the front counter and on the phones. For example, the last time that City Hall was opened during the week between Christmas and New Year’s Day in 2020 (which was a four-day work week), there were three building permits pulled. In 2019 and 2018, respectively, there was one permit pulled during the same holiday week.
As in most cities, there is very little building and planning activity during the week of Christmas and New Year’s. Staff anticipates no significant impact and/or inconvenience to the public by closing City Hall December 27, 28 and 29. In addition, an on-call employee would be available for emergency permits (e.g., sewage) and this information would be publicly noticed and available on the City’s website and Facebook page.
Fiscal Impact:
There is no fiscal impact as all City employees use Vacation Leave and/or Compensatory Time Off to take this time off and not work.
113
Agenda Item #8f.
________________________________________________________________ Date:
To:
From:
Subject:
November 28, 2023
Honorable Mayor and Councilmembers
Amos Hoover, City Clerk
2024 Council Meeting Calendar & City Hall Closure Schedule (Holiday) Recommendation:
Approve and adopt the 2024 City Council Meeting Calendar and City Hall Closure Schedule.
Rationale for Recommendation:
It is considered a best practice in municipal clerking to adopt an annual City Council meeting calendar and schedule for purposes of planning City Council and staff work, as well as public transparency.
Background:
It is a standard best practice in municipal government to approve the annual City Council meeting calendar and schedule for the following calendar year. Typically, consideration and approval of the calendar schedule occurs in December. Staff have agendized the review and consideration of the 2024 meeting calendar at the November 28 Council meeting in case the Council wishes to continue the item and consider it at the December 12 meeting.
Discussion & Analysis:
By adopting an annual city council meeting calendar and schedule, the Council and City staff may better plan the Council’s workload, special meetings, changes in the meeting schedule and Council recesses allowing for ample public notification of the Council’s meeting calendar and transparent communication.
Staff recommends canceling the second meeting in December (e.g., Christmas Eve). While not shown on the proposed meeting calendar schedule, Council may wish to also consider closing the week of Christmas (December 23 – 27) as City Hall will be closed on December 24 and 25 (a Tuesday and Wednesday). Should the Council wish to consider a weeklong closure during the Christmas holiday, please note that the Fire Department is exempt from any closure as they provide essential services, and a rotating Public Works employee would also be on call 24/7 during this time frame. In addition, it’s worth noting that staff would willingly and enthusiastically use vacation, compensation and/or unpaid leave during this closure. 114
Lastly, it is typical for City Councils to take a summer recess and cancel one or two consecutive City Council meetings in August (e.g., City of Chico). A proposed recess is not included in the attached calendar; however, should the Council wish to consider it, the addition could be made during the Council motion.
The proposed 2024 City Council Meeting Dates include:
January 9
January 23
February 13
February 27
March 12
March 26
April 9
April 23
May 14
May 28
June 11
June 25
July 9
July 23
August 13
August 27
September 10
September 24
October 8
October 22
November 12
November 26
December 10
The 2024 City Hall Closure Dates and approved holidays include:
January 1
January 15
February 19
May 27
July 4
September 2
November 11
November 28-29
December 24-25
115
Fiscal Impact:
There is no fiscal impact.
Attachments:
Attachment 1: Resolution XX-2023
o Exhibit A – 2023 Council Meeting and Calendar Schedule 116
Attachment: 1
City of Willows
Resolution xx-2023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WILLOWS ESTABLISHING THE 2024 CITY COUNCIL MEETING CALENDAR AND SCHEDULE WHEREAS, the City Council of the City of Willows (City) currently meet on the Second and Fourth Tuesdays of each month at City Hall in the City of Willows; and WHEREAS, the City Council of the City of Willows also cancels Regular Meetings and holds Special City Council Meetings from time to time; and
WHEREAS, the Willows Municipal Code Section 2.04.050 (2) requires that the City Council set their Dates, Times, Places and Frequency of their Regular Meetings; and WHEREAS, it is common practice in municipal government to adopt a Council Meeting Calendar and Schedule for the calendar year.
NOW, THEREFORE, BE IT RESOLVED THAT:
1. The City Council of the City of Willows, California shall adopt the City Council Meeting Calendar and Schedule for Regular Meetings of the City Council in Calendar Year 2024 as listed in Exhibit A.
2. Nothing herein shall restrict the ability of the City Manager to set the time, and location for each meeting or exercise discretion otherwise provided for in City Council Resolution No. 44-2021 (November 23, 2021).
PASSED AND ADOPTED by the Willows City Council this 28th day of November 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED: ATTESTED:
______________________ ____________ ______
Rick Thomas, Mayor Amos Hoover, City Clerk
Attachment: Exhibit A - 2024 Council Calendar and Meeting Schedule 117
2024 COUNCIL CALENDAR &
MEETING SCHEDULES
City of Willows
JANUARY FEBRUARY MARCH APRIL
s M T w T F s s M T w T F s s M T w T F s s M T w T F s 1 2 3 4 5 6 1 2 3 1 2 1
7 8 9 10 11 12 13 4 5 6 7 8 9 10 3 4 5 6 7 8 9
2 3 4 5 6
7 8
14 15 16 17 18 19 20 11 12 13 14 15 16 17 10 11 12 13 14 15 16 9 10 11 12 13
14 15
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MAY JUNE JULY AUGUST
s M T w T F s s M T w T F s s M T w T F s s M T w T F s 1 2 3 4
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SEPTEMBER OCTOBER NOVEMBER DECEMBER
s M T w T F s s M T w T F s s M T w T F s s M T w T F s 30 31
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29 CITY COUNCIL MEETINGS
CITY HALL CLOSURES
Exhibit A
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118
Agenda Item #8g.
_____________________________________________________________________ Date: November 28, 2023
To: Honorable Mayor and Councilmembers
From: Marti Brown, City Manager
Requested by: Councilmember Hansen
Subject: Public Safety Ad Hoc Committee – Proposed Name Change Recommendation:
Approve name change of the Public Safety Ad Hoc Committee to the Law Enforcement Services Ad Hoc Committee.
Rationale for Recommendation:
The Public Safety Standing Committee and the Public Safety Ad Hoc Committee have nearly identical names that may result in confusion and misunderstanding regarding the roles and responsibilities of the two committees, as well as noticing requirements. By changing the name of the Ad Hoc Committee, the two committees may more easily be distinguished and reduce confusion over their individual purview.
Background:
The Public Safety Committee was created several years ago to respond to immediate needs and address localized public safety issues (e.g., Safe Routes to School, lack of stop signs, speed bumps). In contrast, the recent Public Safety Ad Hoc Committee was established to address the future of law enforcement in the City of Willows (e.g., the law enforcement agreement with the Glenn County Sheriff’s Office, establishing a new PD).
Discussion & Analysis:
By changing the name of the current Public Safety Ad Hoc Committee to the Law Enforcement Services Ad Hoc Committee, the city will reduce any confusion and/or misunderstanding regarding the purview of the two committees in terms of roles and responsibilities.
Fiscal Impact:
There is no fiscal impact.
119
COMMENTS AND
REPORTS
120
CLOSED SESSION
121