Woodland City Council
June 20, 2023

City of Woodland

Meeting Agenda

City Council
City Hall
Council Chambers
300 First Street
Woodland, CA 95695
June 20, 2023
6:00 PM

CITY COUNCIL

CLOSED SESSION
5:30 PM

A. CALL TO ORDER

B. CLOSED SESSION

1. PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov. Code §54957) Title: City Manager

JOINT REGULAR CITY COUNCIL/WOODLAND FINANCE AUTHORITY MEETING 6:00 PM

C. CALL TO ORDER

D. ROLL CALL

E. PLEDGE OF ALLEGIANCE

F. COMMUNICATIONS - PUBLIC COMMENT

This is an opportunity for the public to speak to the Council on any item other than those listed on this agenda.

Speakers are requested to use the microphone in front of the Council and to begin by stating their name, whether they reside in Woodland and the name of the organization they represent if any. The Mayor may impose a time limit on any speaker depending on the number of people wanting to speak and time available for the rest of the agenda. In the event comments are related to an item scheduled on the agenda, speakers may be required to wait to make their comments until that item is considered. The option to submit a public comment via voicemail is no longer available. Written Public Comments Members of the public are welcome to submit written comments prior to the meeting. Comments should be submitted by email to [email protected]. Written Comments received at least two (2) hours prior to the scheduled start time of the City Council meeting will be provided to the City Council and posted to the City website as part of the official record of the meeting but will not be read into the record. Written Comments received within two (2) hours of the scheduled start time of the City Council meeting and during the City Council meeting will be provided to the City Council the day following the City Council meeting. If you are submitting written comments on a particular item on the agenda, please identify the agenda item number and letter. If you are submitting written comments on an item not listed on the agenda, please identify your e- mail/comment as a General Public Comment. Note: Public comments at special meetings are limited to items on the agenda only.

2. SUBJECT: General Public Comments

WRITTEN COMMUNICATIONS: This section is reserved for "General" Public Comments emailed within two (2) hours prior to the Council Meeting. These comments will be provided to the City Council and incorporated into the

meeting minutes. Any other written communications submitted for items specific to this agenda will be attached as a file to the associated agenda item.

G. COMMUNICATIONS - COUNCIL/STAFF STATEMENTS AND REQUESTS

This is an opportunity for the Council Members and Staff to make comments and announcements, to express concerns, or to request Council's consideration of any items a Council Member would like to have discussed at a future Council meeting.

3. SUBJECT: Long Range Calendar

RECOMMENDATION FOR ACTION: Staff recommends that the City Council receive the Long Range Calendar for informational purposes only.

H. CONSENT CALENDAR

4. SUBJECT: Pride Proclamation

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt a proclamation declaring the month of June 2023 as "Pride Month".

5. SUBJECT: Parks & Recreation Commission Meeting Minutes of April 24, 2023

RECOMMENDATION FOR ACTION: Staff recommends that the City Council receive the April 24, 2023 Parks & Recreation Commission Meeting Minutes.

6. SUBJECT: Receive and file the Manufactured Home Fair Practices Commission Annual Report for the 2022 program year

RECOMMENDATION FOR ACTION: Staff recommends that the City Council receive and file the Manufactured Home Fair Practices Commission Annual Report for the 2022 program year.

7. SUBJECT: Public Works Quarterly Status Report

RECOMMENDATION FOR ACTION: Staff recommends that the City Council receive a presentation and accept the Public Works Quarterly Status Report for the period of March 2023 through June 2023.

8. SUBJECT: Award Construction Contract for 2023 Road Maintenance Project, CIP 23-01

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. ______, (1) waiving immaterial minor bid irregularities in the bid submitted by the lowest responsible bidder submitting a responsive bid (Consolidated Engineering Inc.); and (2) approving a construction contract for the 2023 Road Maintenance Project, CIP 23-01; awarding the construction contract in the amount of $667,877.58 for the base bid plus Alternate A to Consolidated Engineering Inc.; authorizing a contract contingency up to 30% ($200,363.27); and authorizing the City Manager to execute the construction contract and change orders.

9. SUBJECT: 2023 Traffic Calming Project, CIP 19-06; Approve Plans and Specifications, Authorize Bid Advertisement

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. _____ , approving the project plans and specifications for the 2023 Traffic Calming Project, CIP 19-06, and authorizing bid advertisement.

10. SUBJECT: Prudler Community Facilities District Annual Levy and Collection

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. _____, ordering the annual levy and collection of the assessment within the Prudler Community Facilities District for fiscal year 2023/2024.

11. SUBJECT: Transfer Funds from Public Works Sewer Collection Contract Services (Fund 220) to CIP 14-03, Replacement of Orangeburg Sewer Laterals

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. _____, to transfer $147,000 from Public Works Sewer Collection Contract Services (Fund 220) to CIP 14-03, Replacement of Orangeburg Sewer Laterals.

12. SUBJECT: 2022 Spring Lake Parks Project, CIP 20-03; Contract Amendment

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. _____, to approve a consultant services amendment for services with Public Restroom Company in the amount of $6,350 for a total agreement amount of $200,218 and authorize the City Manager to execute the amendment.

13. SUBJECT: Final Acceptance and Notice of Completion for the Groundwater Wells Demolition Project, CIP 21-05

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. _____, accepting the construction contract for the Groundwater Wells Demolition Project, CIP 21-05, with Ariza Construction, Inc., as complete and authorizing the City Clerk to file a Notice of Completion.

14. SUBJECT: Approval to Execute a One-Year Extension to the Three-Year Cooperative Fuel Services Agreement with Interstate Oil

RECOMMENDATION FOR ACTION: Staff recommends that the City Council approve Resolution No. _____, authorizing the City Manager to execute a one- year extension to the cooperative Fuel Services Agreement with Interstate Oil for card-lock fuel services for a total Not To Exceed amount of $400,000 through June 30, 2024.

15. SUBJECT: Approve agreement for extension of City Water and Sewer Service for Yolo Cold Storage Project

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. _____, approving the Agreement for Extension of City Water and Sewer Service for the Yolo Cold Storage Project.

16. SUBJECT: Appoint Members to various Boards and Commissions

RECOMMENDATION FOR ACTION: Staff recommends that the City Council appoint members to the various Boards and Commissions.

17. SUBJECT: Confidential Unit Employees Side Letter of Agreement

RECOMMENDATION FOR ACTION: Staff recommends that the City Council

approve the Side Letter of Agreement to amend the Memorandum of Understanding with the Confidential Unit Employees.

18. SUBJECT: Agreement with Woodland City Employees' Association (WCEA)

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. ____, implementing a three (3) year agreement (July 1, 2023 through June 30, 2026) with the Woodland City Employees' Association.

19. SUBJECT: Annual Appropriations Limit

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. _____, approving the City of Woodland's Fiscal Year (FY) 2023/24 Appropriations Limit.

20. SUBJECT: Fiscal Year 2023/24 Budget

RECOMMENDATION FOR ACTION: Staff recommends that the City Council adopt Resolution No. _____, a) approving the Fiscal Year (FY) 2023/24 Annual Budget of $206.8 million as detailed in Exhibit A and b) approving 323 full-time equivalent positions, by classification, as detailed in Exhibit B.

I. PUBLIC HEARINGS

21. SUBJECT: Public Hearing on the Fiscal Year 2023/24 Community Development Block Grant Annual Action Plan and Authorization for Submittal of Action Plan

RECOMMENDATION FOR ACTION: Staff recommends that the City Council take the following actions:

1. Hold a public hearing to receive community input on the Fiscal Year (FY) 2023/24 Community Development Block Grant (CDBG) Action Plan (Attachment A);

2. Adopt Resolution No. _____, to approve the Fiscal Year FY 2023/24 CDBG Action Plan with the funding allocations as recommended by the CDBG Review Panel;

3. Direct staff to complete the FY 2023/24 Action Plan, as well as any other related documents required by the U.S. Department of Housing and Urban Development (HUD), incorporating the adopted funding allocations along with any public input received during the public comment period;

4. Direct staff to forward the completed FY 2023/24 Action Plan once completed; and

5. Authorize the City Manager to execute any agreements, contracts or related/required documents with the appropriate entities to carry out the CDBG funded activities.

These Actions are consistent with the 2020-2024 CDBG Consolidated Plan goals to assist low and moderate income persons.

22. SUBJECT: 2023 Triennial Public Health Goals Report

RECOMMENDATION FOR ACTION: Staff recommends that the City Council

(1) hold a public hearing, and (2) adopt Resolution No. _____, accepting the 2023 Triennial Public Health Goals Report.

J. REPORTS OF THE CITY MANAGER

23. SUBJECT: Woodland Tourism and Business Improvement District Annual Report and Resolution of Intention to Levee Annual Assessment for Fiscal Year 2023/2024

RECOMMENDATION FOR ACTION: Staff recommends that the City Council approve the Annual Report from the Advisory Board for the Woodland Tourism Business Improvement (WTBID) and adopt the attached resolution of intention to levy the annual assessment for Fiscal Year 2023/2024.

24. SUBJECT: New Aquatic Facility Project Update

RECOMMENDATION FOR ACTION: Staff recommends that the City Council receive an update on the Southeast Area Aquatic Facility and:

1) Approve relocation of the project to the Community and Senior Center pending determination of suitable site conditions and authorize the City Manager to amend contracts as needed with the design consultant to prepare construction drawings for the new project location; and

2) Direct staff to continue working with the Woodland Tennis Club, Woodland Soccer Club, and Go Skate Woodland and bring back an updated Master Plan for the Community and Senior Center and Sports park that accommodates these planned facilities; and

3) Direct staff to work with WJUSD to amend or replace the Memorandum of Understanding associated with the 2.5 acre site south of Pioneer High School.

K. ADJOURN

I declare under penalty of perjury that the foregoing Agenda for Joint Regular City Council/Woodland Finance Authority Meeting of the City of Woodland scheduled for Tuesday, June 20, 2023 was posted on Friday, June 16, 2023 in the outside display case at City Hall, 300 First Street, Woodland, CA, and was available to the public during normal business hours.

Upon request, agendas and documents in the agenda packet will be made available in appropriate alternative formats to persons with a disability, as required by law. Any such requests must be made in writing to the Office of the City Clerk of the City of Woodland.

Requests will be valid for the calendar year in which the request is received, and must be renewed prior to January 1st.

Persons needing disability-related modifications or accommodations in order to participate in public meetings, including persons requiring auxiliary aids or services, may request such modifications or accommodations by calling the Office of the City Clerk (530-661-5806) at least 48 hours prior to the meeting.

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: F.2
SUBJECT: General Public Comments

WRITTEN COMMUNICATIONS: This section is reserved for "General" Public Comments emailed within two (2) hours prior to the Council Meeting. These comments will be provided to the City Council and incorporated into the meeting minutes. Any other written communications submitted for items specific to this agenda will be attached as a file to the associated agenda item.

Attachments:

None

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: G.3
SUBJECT: Long Range Calendar

Recommendation for Action: Staff recommends that the City Council receive the Long Range Calendar for informational purposes only.

Staff Contact:

Ana B. Gonzalez, City Clerk, (530) 661-5806, [email protected]

Background:

This calendar is being provided for planning purposes only and is intended to keep the Council apprised of upcoming agenda items and plan for upcoming Council items.

Attachments:

1. Council Long Range Calendar

UPDATED CITY COUNCIL LONG RANGE CALENDAR
July 11TH SPECIAL MEETING
City Council Meeting Minutes of June 6, 2023 and June 20, 2023 Authorize the Purchase of a Replacement Crane Truck for the Water Distribution Department Approval of Weed Abatement Costs
July 18TH REGULAR MEETING
Award consultant design agreement for ASR Well #31, CIP #17-05 E. Main St. Improvement Project, CIP 13-05 Contract Amendment Gibson Rd. Improvement Projects, CIP 20-01 & 20-08 Contract Amendment Award Consultant Design Agreement for ASR Well #31 (CIP #17-05) Animal Services Agreement
Local Road Safety Plan
Public Hearing - Woodland Tourism Business Improvement District Public Hearing – Approval of Waste Management Liens
City Council Summer Recess (July 19-August 14)
August 15TH REGULAR MEETING
City Council Meeting Minutes of July 11, 2023 and July 18, 2023 Woodland Research & Technology Park – Final EIR & Specific Plan Future Topics / Study Sessions:

Comprehensive Zoning Adoption (October)
Annexations – Westucky, Barnard Court, North East Street, & Industrial Area (September) Rule 20A Undergrounding District (TBD)

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.4
SUBJECT: Pride Proclamation

Recommendation for Action: Staff recommends that the City Council adopt a proclamation declaring the month of June 2023 as "Pride Month".

Staff Contact:

Ana B. Gonzalez, City Clerk, (530) 661-5806, [email protected]

Discussion:

Council is asked to show their support for Pride Month via issuance of a proclamation.

Attachments:

1. Pride Proclamation_2023

PROCLAMATION

DECLARING JUNE AS LESBIAN, GAY, BISEXUAL, TRANSGENDER, QUEER, INTERSEXUAL, AND

ASEXUAL (LGBTQIA) PRIDE MONTH

IN WOODLAND, CALIFORNIA
WHEREAS, on June 28,1969, the LGBTQIA community took a brave stand for human rights at the Stonewall Inn in New York City, marking the first major demonstration for LGBTQIA equal rights; and WHEREAS, each June cities and towns throughout the United States, celebrate LGBTQIA Pride Month to celebrate the bravery it takes for LGBTQIA people to come out as their true selves, build community, and promote equal rights for all; and WHEREAS, a tremendous amount of progress has been made since Stonewall, members of the LGBTQIA community still face discrimination simply for being their true selves; and
WHEREAS, in the past, the City Council re-affirmed the City of Woodland as a “safe and welcoming” place for all people, regardless of race, religion, age, gender, sexual orientation, disability or ethnicity; and WHEREAS, countless individuals throughout Woodland, California are dedicated to improving and embracing the lives of the LGBTQIA community; and
WHEREAS, Pride month offers the community an opportunity to reflect upon the discrimination and inequality that has troubled LGBTQIA people, while celebrating and embracing the work of individuals and organizations who have continuously fought to create equality for all; NOW, THEREFORE, BE RESOLVED that the Woodland City Council hereby declares the month of June “Lesbian, Gay, Bisexual, Transgender, Queer, Intersexual and Asexual Pride Month” in the City of Woodland; and BE IT FURTHER RESOLVED that the City Council calls upon all citizens of Woodland to eliminate prejudice everywhere it exists, recognizing that all people in Woodland should be treated equally regardless of sexual orientation or gender identity, and to celebrate the magnificent diversity of our community during LGBTQIA Pride Month.

DATED: June 6, 2023
___________________________________
Vicky Fernandez, Mayor
Tania Garcia-Cadena, Mayor Pro Tem Rich Lansburgh, Council Member Tom Stallard, Council Member Mayra Vega, Council Member

TO: THE PARKS & RECREATION COMMISSION
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.5
SUBJECT: Parks & Recreation Commission Meeting Minutes of April 24, 2023

Recommendation for Action: Staff recommends that the City Council receive the April 24, 2023 Parks & Recreation Commission Meeting Minutes.

Staff Contact:

Kris Bain, Community Services Program Manager, (530) 661-2002, [email protected]

Discussion:

The Parks & Recreation Commission held its last meeting on May 22, 2023. At this meeting, the Parks & Recreation Commission approved the minutes from April 24, 2023 Parks & Recreation Commission Meeting.

Conclusion:

Staff recommends that the City Council receive the April 24, 2023 Parks & Recreation Commission Meeting Minutes.

Prepared by: Kris Bain, Community Services Program Manager

Reviewed by: Christine Engel, Community Services Director

Attachments:

1. P&R Commission April 2023 minutes

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.6
SUBJECT: Receive and file the Manufactured Home Fair
Practices Commission Annual Report for the 2022
program year

Recommendation for Action: Staff recommends that the City Council receive and file the Manufactured Home Fair Practices Commission Annual Report for the 2022 program year.

Staff Contact:

Dago Fierros, Housing Analyst II – 530-661-2019, [email protected]

Fiscal Impact:

For 2022, the City collected registration fees of $9,690 from three of the five manufactured home parks located in Woodland with the revenues helping offset the City costs incurred to administer the program. Two of the parks are not required to pay registration fees: Leisureville is a cooperative and residents purchase a share of the non-profit cooperative (Leisureville Community Association) at the time of entry while the residential units at Casa del Sol are subject to long-term affordability agreements.

Background:

The City’s voters adopted Measure T in November 2001, which added Chapter 16B to the Woodland Municipal Code, entitled Manufactured Home Space Rent Control. Chapter 16B was subsequently moved to Chapter 5.36 in the code. The purpose of the ordinance (Measure T) is to protect the owners and residents of manufactured homes from unreasonable space rental increases while simultaneously recognizing and providing for the need of park owners to receive a just and reasonable return on their property. The ordinance also provided for the establishment of the Manufactured Home Fair Practices Commission of the City of Woodland (Woodland Municipal Code § 5.36.040A). Its membership consists of five regular members and two alternate members, none of whom are permitted to be either a manufactured home owner or resident or otherwise have any interest in a manufactured home park (§ 5.36.040B(1)). The Commission reviews all proposed rent increases for mobile home spaces subject to the rent control provisions of the ordinance.

Discussion:

For program year 2022, there were a total of 630 manufactured home spaces in the City, of which 341 spaces are subject to the registration and rent ceiling provisions of the City’s Manufactured Home Space Rent Control Ordinance.

Conclusion:

Staff recommends that the City Council receive and file the Manufactured Home Fair Practices Commission Annual Report for the 2022 program year.

Prepared by: Dago Fierros, Housing Analyst II

Reviewed by: Christine Engel, CSD Director

Attachments:

1. 2022 MHFPC Annual Report

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ANNUAL REPORT 2022

MANUFACTURED HOME FAIR PRACTICES

COMMISSION

AUTHORITY

The City of Woodland’s mobile home rent control ordinance specifies that the Manufactured Home Fair Practices Commission ( MHFPC) render “at least semiannually a comprehensive w ritten report to the City C ouncil concerning the commission’s activities, holdings, actions results of hearings and all other matters pertinent to this chapter…” (§5.36.040(M)(6).) The City Council is provided copies of minutes of MHFPC meetings during the year, but this document represents a more formal report ing of the Commission’s activities for the 2022 program year.

The City’s ordinance also specifies: “The city manager is hereby directed to maintain an accurate accounting of all direct and indirect cos ts of administering the regulations contained in this chapter. The city manager shall submit a report to the commission and city council of such costs and any recommendation for a change in the registration fee at least annually from and after the effective date of this chapter.” (§5.36.060(E).)

FINANCIAL STATUS

For program years 200 2 through 2005, park owners were required to pay an annual registration fee of $137 per-space. Starting in program year 2006, t he Commission recommended and the City Coun cil approved a lower registration fee of $30 per space.

The $30 per-space fee continues to remain in effect until changed by the City Council upon the recommendation of the Commission.

MHFPC COMMISSIONERS AND STAFF

In 2022, the MHFPC Commissioners were:

Name Term Expires
Dick Cronin, Regular Member 6/30/2024
Kathy Trott, Regulator Member 6/30/2024
Ben Cadranel, Regular Member 6/30/2024
Paul Kramer, Regular Member 6/30/2023
Gil Lorenzo, Regular Member 6/30/2022
Kundan Sharma, Alternate Member 6/30/2022
VACANCY, Alternate Member n/a

Dago Fierros from the Community Services Department currently serves as staff to the Commission. Dan Sokolow served as staff to the Commission for program year 2022.

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2022 STATISTICS

In 2022, there were a total of 630 manufactured home spaces in the City of Woodland, of which 341 spaces are subject to the registration and rent ceiling provisions of the City of Woodland’s Manufactured Home Space Rent Control ordinance.

Mobile Home Park Spaces in Park Regulated Spaces
Bell’s 39 39
Leisureville 150 0
Idle Wheel 153 153
Casa del Sol 157 18
Royal Palm 131 131
TOTAL 630 341

2022 ACTIVITY BY PARK:

Bells Trailer Village:
▪ All 39 spaces at Bells Trailer Village were registered with the Commission. ▪ Registration fees of $1,170 were paid to the City in January 2022. ▪ All regulated spa ce rents as of December 31, 202 1 appeared to be within the

1.17% increase (permissive adjustment) in the spa ce rent ceiling previously approved by the Commission in May 2021.
▪ Bells completed its annual re -registration process on time and requested a permissive adjustment in March 2022.
▪ The Commission approved a permissive adjustment increase to the space rent ceiling of 3.0% in June 2022.

Idle Wheel:
▪ All 153 spaces at Idle Wheel were registered with the Commission. ▪ Registration fees of $4,590 were paid to the City in December 2021. ▪ All regulated space rents as of December 31, 2021 appeared to be within the

1.17% increase (permi ssive adjustment) in the space rent ceiling previously approved by the Commission in May 2021.
▪ The Commission’s 2017 decision on Idle Wheel’s Special Adjustment application also included a limited term monthly charge for residents starting at $7.17 for a period of ten years. (The charge is collected for 20 years and is reduced after ten years and again after fifteen years.) Staff reported that Idle Wheel has been collecting a monthly amount of $7.17 according to the annual registration. ▪ Idle Wheel completed its annual re-registration process on time and requested a permissive adjustment in February 2022.
▪ The Commission approved a permissive adjustment increase to the space rent ceiling of 3.0% in June 2022.

Royal Palm:

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▪ All 131 spaces at Royal Palm were registered with the Commission. ▪ Registration fees of $3,930 were paid to the City in December 2021. ▪ All regulated space rents as of December 31, 2021 appeared to be within the

1.17% increase (permissive adjustment) in the space rent ceiling previously approved by the Commission in May 2021.
▪ The Commission’s 2018 decision on Royal Palm’s Net Operating Income application also included a limited term monthly charge for residents starting at $15.38 for period of three years. (The charge is collected for six years and is reduced after three years.) Staff reported that Royal Palm has been collecting a monthly amount of $15.38 which is the amount approved by the Commission for the first three years.
▪ Royal Palm completed its annual re -registration process on time and requested a permissive adjustment in March 2022.
▪ The Commission approved a permissive adjustment increase t o the space rent ceiling of 3.0% in June 2022.

Leisureville:
▪ There are 150 spaces at Leisureville. Management claims there are no space renters, and that all residents have an ownership interest in the park. Because Leisureville did not have at least 2 spaces rented or held out for rent, Leisureville is exempt from the Ordinance and the Commission took no action.

Casa del Sol:
▪ Community Housing Opportunities Corporation submi tted an annual registration showing that 156 of the 157 park spaces at Casa del Sol , the one park space not listed is used for the park manager. Of the 156 units, 138 are subject to recorded affordable housing covenants which restrict tenancies to low - very-low income households and require rents affordable to residents at those income levels. The remaining 18 units are held out for median income households and claimed by CHOC to be exempt under Cal. Civil Code section 798.17, a state law preempting loca l rental control for spaces under specified long -term leases (greater than one year). As a result, registration fees were not paid for these spaces, but CHOC is required to annually re - confirm the exemption for the spaces.

Commission Meetings for Program Year 2022

For Program Year 202 2, t he Manufactured Home Fair Practices Commission held one meeting that took place on June 16, 2022.

_______________________________ Dated: May 25, 2023
Dago Fierros, Housing Analyst II
MHFPC Staff

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.7
SUBJECT: Public Works Quarterly Status Report

Recommendation for Action: Staff recommends that the City Council receive a presentation and accept the Public Works Quarterly Status Report for the period of March 2023 through June 2023.

Staff Contact:

Craig Locke, Public Works Director, 530-661-5899, [email protected]

Background:

This quarterly report covers the period from March 2023 through June 2023. The report presents a summary of Service Requests and Work Orders received, and also contains a description of major work performed and notable department highlights.

Conclusion:

Staff recommends that the City Council receive a presentation and accept the Public Works Quarterly Status Report for the period of March 2023 through June 2023.

Prepared by: Craig Locke, Public Works Director

Attachments:

1. March23-May23 PW Quarterly Report - Final

1 Quarterly Status Report
March 2023 through May 2023
Public Works Department
Service and Work Order Requests
For the Months of Mar. 23 – May 23
Division Service
Requests
Work
Orders
Electrical 64 71
Facilities 65 58
Fleet - 256
Pretreatment - 160
Sewer 37 336
Signs & Markings 8 152
Storm Drain 6 41
Streets 89 57
USAs - 13
Water 483 374
WPCF 0 3
Grand Total 752 1,521

Working Days This Quarter = 65
Right-of-Way Division
•Fleet Services: Since before the pandemic, the Fleet department is ahead of its maintenance schedule and able to easily prioritize break downs and stay on schedule. •Fleet Services: City Fleet has been assisting Enterprise in the upfit process. From scheduling to drop off, Fleet maintenance has sped up build time for 14 PD vehicles. •Fleet Services: Fleet Maintenance Storeroom has reprioritized parts inventory allowing for more accurate ordering and storage of more pertinent parts.

Service Requests – Every time a request for
Public Works services is made by phone call,
written request, emailed request, or an actual
one-on-one request to a PW employee, a
‘Service Request’ is generated. This builds a
computerized record of all requests made.

Work Orders – A ‘Work Order’ is created each
time a work crew or individual is assigned a task
as a result of either service requests, pre-planned
maintenance projects, or by other situations as
they arise. This produces a database of work
accomplished and the time and materials it took
to do the work.

Total for Calendar Year 2023
Service Requests
752
Work Orders
1,521
17 Requests for Service per Day

2 •Fleet Services: Fleet Maintenance Heavy division identified a major issue on Cat 1 Vaccons and performed preventive maintenance on all Vaccons saving two weeks of down time per vehicle.
•Fleet Services: CSD’s Rec2Go van purchased and sent to Upfit for Final Product. •Fleet Services: Fleet identified over 300 EV vehicles for possible replacements. •Facilities Services: PD Lactation Room finished to accommodate City employees and their needs.
•Facilities Services: Installed a new security access controls at City Hall, alleviating a long-term issue at City Hall.
•Facilities Services: Received cooperative quote for fixing roof leaks at PD. •Facilities Services: Met with Safeside Security to access Security Issue at the Library. •Facilities Services: Repaired PD Water pressures issue in bathrooms by replacing old vacuum controls clogged with sediment from old hardwater system. •Facilities Services: City Hall Finance division upgraded lighting and electrical to accommodate high amp floor heaters.
•Electrical - CIP/Development Projects: The ROW Electrical Group is currently overseeing the inspection of separate projects ranging from streetlight installations to the installation of new Traffic Signal Equipment. The Gibson Rd rehab project is nearing the end involving traffic signals with contractor having removed all temporary overhead wiring and set each location on red flash through all new underground signal conductors. As per project 5 new controllers with battery back-up units have also been installed.
•Electrical – Traffic Signals: The ROW Electrical Group will be conducting re-lamping of highly efficient LED signal lenses at various signal locations. •Electrical – Traffic Signals: ROW Electrical Group – Upgraded 85 Batteries and along with 4 invertors within existing backup battery units.
•Electrical - Street Lights: The ROW Electrical Group has completed the I5 Overpass and is continuing to convert post top street lights from inefficient HPS (High Pressure Sodium) to highly efficient LED (Light Emitting Diode). The project is proceeding up County Road 102, and will move south to Maxwell Ave with expected completion by 3nd quarter of 2023.
•Electrical – Traffic Signals: ROW Electrical Group is currently working with Swarco / McCain to upgrade Gibson Rd Traffic Signal Communications to Transparity with new OMNI controllers, new ethernet high speed radios, to Fire Station #2. •Electrical – Traffic Signals/Street lights: Responded to approximately 68 service requests.
•Electrical: The Industrial Electrical group assisted facilities maintenance installing electrical outlets in new lactating room at P.D.
•Electrical: The Industrial Electrical group completed the installation of the new motor operated valve at the WPCF headworks.
•Electrical: The Industrial Electrical group continues to make progress on the new E.V. project at Woodland Hotel Parking lot. PG&E Underground conduits are in, compaction test is complete, and Bollards are installed.
•Electrical: The Industrial Electrical group has continued work on the new audio system installation at Brooks Pool and is near completion.
•Electrical: The Industrial Electrical group installed a new chemical pump for CF1 at the WPCF and completed programming in SCADA so Operations has better control and monitoring of the pump.

3 •Signs & Markings- Sign Knockdowns: The Signs Group repaired / replaced 25 knocked down signs this Quarter.
•Signs & Markings- The Signs Group installed 14 new No Posting Signs at the W Court St intersections.
•Signs & Markings- Wind Damage: The Signs Group repaired 11 signs loosened or damaged by the high wind events. New and improved brackets and signs are being integrated into the City’s sign inventory.
•Signs & Markings- New Sign Installs: The Sign shop replaced nine School signs near City schools. 2 pairs were installed at Zamora School, 1 pair at Maxwell School, 1 pair at Beamer School and 1 pair at Prairie School.
•Signs & Markings- Routine Parking Maintenance: The Signs & Marking Group refreshed 3 Thermoplastic Handicap Parking Legends at the Senior Center and 1 at Crawford Park Parking lot.
•Signs & Markings- Road Improvements: The Signs Group repaired and/or replaced the raised pavement markers on various roads this spring. A portion of Cannery Road was refreshed, a portion of Matmor Rd at E Beamer St was also improved. E Beamer St at CR 102 was also refreshed along with E Main St at CR 102. •Signs & Markings- Maintenance: The Signs Group began our biannual Red Curb Painting Project this April.
•Streets - Sidewalk Replacement Project: The Streets Group has recently identified an additional 22 locations throughout the city. These locations will be “replaced” during FY 2024 project.
•Streets – Pothole Repair: The Streets Group has eliminated 803 potholes within the city limits. The department has filled 7 potholes with the mastic machine. •Streets – Sink Holes: The Streets Group has identified 14 new sink holes within the city limits. Two sink holes have been repaired already and used 25.68 tons of hot mix asphalt to repair the road.
•Streets - Trash and Debris Clean Up: The Streets Group assisted Homeless Outreach Support Team (HOST) with cleanup of 40 homeless encampments, and responded to different calls about trash and debris abandoned or dumped in various locations throughout the City. The Streets group has taken a total of 18.65 tons of trash to the Yolo Landfill.
•Streets Group Skin Patching: The Streets Group has identified six streets within the city limits to begin skin patch work. The estimate square footage for the skin patching is 526,900 needing close to 3736 tons of asphalt to complete. W Kentucky Ave from West St to CR 98 which is schedule to started June 5 with completion estimated on July 7. •Streets – Crack Seal: The Streets Group has started crack sealed several areas within the city limits. Majority of the crack sealing has been in the Spring Lake Area. The group has crack sealed 67,862 linear feet totaling just under 13 miles. •Streets – Mastic: The Streets Group has repaired several areas within the city limits with the new mastic box. This box will help fill up the broken-down wheel paths to make a smoother road. This box was tested on W Lincoln St between California St and West St. With this new attachment the group has put down 12,903 square feet of mastic.

Next project will be Pioneer Ave from Churchill Downs to E Main Street Public Works Admin

4 •Interviewed 6 candidates for the Administrative Clerk 3 position however none accepted the offered position with PW. Two Administrative Clerk 3 positions remain open.
•The PW Civic Fellow, who will focus on policy, will start June 19 th. •Staff processed 960 invoices and 66 Cal Card receipts
Utilities Collections - Sewer and Storm Divisions
•The Collection Division has responded to 43 Service Requests with an average response time under 15 minutes.
•Collections crews performed routine inspection/maintenance on City Storm Lift Stations and inspected 15 miles of Storm Ditch.
•5 Utility Maintenance Worker I/II positions remain vacant with hopes of filling next quarter.
•Collections staff & Probation department performed weed/abatement/management at various locations in our Storm response areas & Lift Stations. •Preventive Maintenance HVVC crews cleaned over 90,000 feet of mainline pipe & CCTV crews inspected 47,856 feet this quarter while working through CCTV/HVVC equipment down time & warranty work.
•Crews have also inspected 18,744 feet of sewer laterals and rodded 187 feet of root intrusion in City owned lower sewer service laterals.
•While inspecting lower laterals in Gibson Ranch area crew identified infiltration from higher ground water table.
•Operation & Maintenance replaced 279 feet of sewer service laterals & 27 feet of sewer mainline. Staff also installed 8 sewer wyes.
•Mark Clifton fabricated overhang gate at City Hall to prevent people from sleeping at entrance.
•Yolo Bypass West Levee storm culvert project is currently in progress. •Maintenance hole inspection of 26 access points for H2S concrete deterioration was performed.
•Sanitary Sewer overflows: 6
•Sink Hole Investigations: 3
•Lower Sewer Lateral Replacements: 6
•Clear Blockage: 8
•Sewer Service Requests: 37
•Storm Service Requests: 6
Utilities - Water Production and Distribution Division
•Wells: Since “Term 91” was lifted on 12-7-22, City ASR Wells have stored approx. 580 million gallons, we stopped injecting on 4-27-23. The City is currently receiving approx. 10.5 Million Gallons a Day (MGD) from WDCWA.
•Wells: Road Runner Drilling successfully abandoned Wells #5, #6, #12, #21. •Distribution Division: Crews continue working on system maintenance, repairs and improvements, new water laterals installations, and abandonments of 2” BOW water mains. All program expectations and deadlines are being met. (Stats below) •Preventive Maintenance: Crews continue to work towards achieving yearly goals in the valve-exercising and hydrant maintenance program. They continue to coordinate with

5 contractors for water main shutdowns, handle service tech calls and mitigate water quality calls. (Stats below)
•Projects: Gibson Rd is nearing completion as all underground infrastructure has been installed, final lift of asphalt was completed and the stripping is the only thing that remains. The Pedestrian Overcrossing project was completed along with the final punch list, those items are being addressed and the POC should open in July. Water crews worked closely with Community Development Department on review & inspection for the new infrastructure within the Spring Lake Development, performing these inspections on Parkland Extension, Springlake Central PH3, Beeghly Ranch, Parkside 3, and other development projects.
•Water Main Breaks: 8
•Water Main Valves, Fire Hydrants Replaced: 3
•Water Main Valves Exercised: 566
•Water Mains Abandoned: 1272 ft by Operations
•Water Quality Calls: 12
•Water Main Shutdowns: 34
•New Water Laterals Installed: 17
•Delinquent Accts Shutoff/On: 160
•Meters Tested: 393
•Meters Replaced: 82
Wastewater Operations Division
Laboratory:

Fields of accreditation include more than 20 different analyses. In-house testing includes but are not limited to the following: Total Coliform, TSS, TVSS, pH, Turbidity, Temperature, TDS, Conductivity, and DO. All other tests were performed by ELAP certified commercial analytical laboratories. The Laboratory staff are continuing their transition to TNI by January 2024. Laboratory has analyzed over 200 samples for the various tests required to be in compliance with the City Of Woodlands NPDES discharge report.

Pretreatment:

Pretreatment Staff works year-round to inspect, permit and monitor a variety of businesses: Food Service Businesses (FSB’s), Automotive Related Businesses (ARB’s), Business of Concern (BOC’s), Significant Industrial Users (SIU’s), and Dental Industrial Users (DIU’s). Staff also conducts a variety of sampling events to meet compliance requirements for the City’s National Pollutant Discharge Elimination System (NPDES) Permit: Local Limits (LL), Return Activated Sludge (RAS), Grit & Rags (G&R), Receiving & Effluent Waters (R&E), Stormwater (SW) and Significant Industrial Users (SIU). 3/2023 thru 5/2023
Inspections Permitting/Outreach Sampling
99 25 1
Pretreatment Staff continues to conduct residential public outreach door-to-door of “Fat Trappers” to our mobile home and apartment complex residents. Each household receives

6 a small storage container and two disposable bags to dispose of used cooking oil. Along with that comes literature to teach residents on the proper disposal of Fats, Oils & Grease which includes the option to recycle it at our Wastewater Treatment plant for free as well as literature on not flushing items like Q-tips, feminine hygiene products, wipes and other products that can clog our sewer system.

Regulatory Compliance:
•Prepared and submitted Quarterly and Monthly reports to the Regional Board in accordance with our National Pollutant Discharge Elimination System (NPDES) Permit. •Continued participation in the Central Valley Clean Water Association (CVCWA) special studies on Methyl Mercury, Freshwater Mussels, and Low-Level Toxicity. •Continued issuing an information binder with all new pretreatment permits with relevant information to the specific discharger.

Water Pollution Control Facility:
•Plant Operations: The plant O&M staff continue plant maintenance projects including replacing motor couplers on filter back wash pumps. Staff assisted with battery replacement a damaged solar mixer, a board malfunction was causing and overcharge condition on batteries solar mixer has been operating well after battery replacement.

UV system maintenance is an ongoing part of operations including ballast replacement and lamp replacements. Operations and Electrical department work with vendor to get influent gate actuator replaced with new updated unit. Staff has started clarifier maintance, which requires each unit to be drained and taken out of service one at a time over the next few months.
•Recycled Water Delivery: Currently most of the recycled water is being produced is delivered to the City’s Parks Department. Their demand will likely attenuate with the cooler weather and diminished watering requirements for turf during the winter months.

Biomass is the City’s largest customer, and is online and receiving water as usual. •Process Flows: This Quarter saw a total flow of 409 million gallons of influent, 381 million gallons of effluent. The plant produced 19.23 million gallons of recycled water, and sent 13.8 million gallons of sludge to south ponds for further processing.

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.8
SUBJECT: Award Construction Contract for 2023 Road
Maintenance Project, CIP 23-01

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. ______, (1) waiving immaterial minor bid irregularities in the bid submitted by the lowest responsible bidder submitting a responsive bid (Consolidated Engineering Inc.); and (2) approving a construction contract for the 2023 Road Maintenance Project, CIP 23-01; awarding the construction contract in the amount of $667,877.58 for the base bid plus Alternate A to Consolidated Engineering Inc.; authorizing a contract contingency up to 30% ($200,363.27); and authorizing the City Manager to execute the construction contract and change orders.

Staff Contact:

Diana Ayón, Senior Associate Civil Engineer, (530) 661-5967, [email protected]

Fiscal Impact:

The project is identified in the current Capital Budget as CIP 23-01 with a project budget of $1,163,976. The project funding is comprised of $1,100,000 in Measure F funding, and $63,976 in Water Enterprise Funds to fund improvements associated with water utility conflicts. This project funding is consistent with the current approved Capital Budget and the Measure F Spending Plan.

The project budget includes the costs for design, project management, construction management, inspection, construction, and contingency.

Background:

In November 2016, Woodland voters approved Measure F, which extended the ½ cent supplemental sales tax. The 12-year approval of Measure F, a General Tax, includes funding for general city services such as street maintenance. Measure F funding will be utilized to complete this project. Staff maintains a pavement management program that tracks pavement conditions and aims to address pavement maintenance on local streets with the Measure F funds.

Pavement maintenance typically refers to surface treatments such as slurry seal, chip seal, microsurfacing or other combination treatments. It may also include minor rehabilitation such as grinding and overlaying, where the top few inches of the asphalt surface is removed and replaced. Overlaying is typically performed when the underlying road structure is stable, but the asphalt surface is failing or beginning to fail. Further deteriorated roads that require significant rehabilitation or reconstruction are beyond the scope of the pavement maintenance program and are typically performed as standalone capital projects, often with grant funding.

The intent of the pavement maintenance program is to place surface treatment and perform minor rehabilitation to keep roads in good to moderate condition from further deterioration. The program generally focuses on local residential streets, as they are often in a condition appropriate for pavement maintenance treatments. Throughout the life of Measure E and into Measure F, we have performed pavement maintenance in all areas of town and on every local street that required treatment. We have shifted focus for a short time to address higher classification roadways that are in a condition that is conducive to these treatment types.

This project includes grinding & overlaying the top two inches of pavement and constructing some ADA-compliant curb ramps on the following corridor:
• Base Bid: College Street (Topaz Way to Beamer Street) • Add Alt A: College Street (Beamer Street to North Street)

Discussion:

On May 16, 2023, Council approved plans and specifications for the project. On June 13, 2023, the City received three bids for construction of the project.

Staff has performed due diligence in reviewing the bids and, waiving minor bid irregularities, the bids comply with the technical submittal requirements. The City received the following three responsive bids:

Bidder's Name Base Bid Amount Base Bid Plus All Additive Alternates
Consolidated Engineering Inc. $445,058.57 $667,877.58
*B&M Builders Inc. $538,070.80 $861,074.30
California Highway Construction
Group Inc.
$920,969.45 $1,330,200.00
*The bid amounts differ from the amounts read at bid opening as the amounts were corrected due to minor discrepancies in the extension of the unit prices.

The project was bid with one additive alternate (Alternate A) to overlay College Street between Beamer Street to North Street. See attached project location map. The basis of award for the construction contract was the base bid plus all additive alternates.

After reviewing the bid packages, staff has determined that Consolidated Engineering Inc. is the lowest responsive, responsible bidder with a total base bid plus all alternates of $667,877.58.

Consolidated Engineering Inc.’s bid had immaterial bid irregularities resulting from its failure to (1) acknowledge Addendum 2 and (2) list the correct surety bid bond name on the project specifications page II-6. These are immaterial and minor deviations because (1) Addendum 2 provided clarifications that would not affect their bid amount and (2) the bidder provided a valid bid bond making this an inconsequential deviation that the City has the discretion to waive.

Staff is requesting that Council award the construction contract for the base bid and Alternate A as sufficient funding exists for this work.

Staff is requesting that Council approve a construction contract contingency up to 30% to account for unforeseen conditions and because the project may have sufficient budget to potentially add additional scope during construction.

Staff anticipates construction starting in early July 2023 with completion by September 2023.

Conclusion:

Staff recommends that the City Council adopt Resolution No. ______, (1) waiving immaterial minor

bid irregularities in the bid submitted by the lowest responsible bidder submitting a responsive bid (Consolidated Engineering Inc.); and (2) approving a construction contract for the 2023 Road Maintenance Project, CIP 23-01; awarding the construction contract in the amount of $667,877.58 for the base bid plus Alternate A to Consolidated Engineering Inc.; authorizing a contract contingency up to 30% ($200,363.27); and authorizing the City Manager to execute the construction contract and change orders.

Prepared by: Diana Ayón, Senior Associate Civil Engineer

Reviewed by: Brent Meyer, Community Development Director / City Engineer

Attachments:

1. Resolution

2. Project Location Map

RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND APPROVING A CONSTRUCTION CONTRACT FOR THE 2023 ROAD
MAINTENANCE PROJECT, CIP 23-01
WHEREAS, the City of Woodland has $1,163,976 of Measure F and Water Enterprise funds identified in the Capital Budget to maintain and extend the life of Woodland's street network, referred to as the 2023 Road Maintenance Project, CIP 23-01 (the “Project”); and WHEREAS, the City Council approved the plans and specifications and authorized bid advertisement on May 16, 2023; and
WHEREAS, the City opened bids on June 13, 2023, and of the three received bids, the lowest responsive, responsible bidder was Consolidated Engineering Inc. determined by their base bid plus all alternates amount; and
WHEREAS, the City wishes to waive minor bid irregularities, accept the bid and award the construction contract for the base bid plus Alternate A to Consolidated Engineering Inc. in the amount of $667,877.58 and authorize a contingency up to 30% to account for unforeseen conditions and because the project may have sufficient budget to potentially add additional scope during construction; and
WHEREAS, the City Council wishes to approve the construction contract with Consolidated Engineering Inc. and authorize its execution through the adoption of this Resolution.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WOODLAND AS FOLLOWS:

Section 1. The City Council hereby waives immaterial minor bid irregularities in the bid submitted by the lowest responsible bidder submitting a responsive bid (Consolidated Engineering Inc.).

Section 2. The City Council hereby approves the construction contract with Consolidated Engineering Inc. in the amount of $667,877.58. The City Manager is hereby authorized and directed to execute the contract and change orders up to 30% ($200,363.27) of the original contract amount, subject to City Attorney approval. The City Attorney is hereby authorized to make clarifying and conforming changes so long as the total dollar amount authorized herein does not change.

Section 3. Copies of the Construction Contract are available and on file in the City Clerk’s office, and are incorporated herein by reference and made a part of this Resolution.

PASSED AND ADOPTED this 20th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Vicky Fernandez, Mayor
ATTEST:
_____________________________
Ana B. Gonzalez, City Clerk

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.9
SUBJECT: 2023 Traffic Calming Project, CIP 19-06; Approve Plans and Specifications, Authorize Bid
Advertisement

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. _____, approving the project plans and specifications for the 2023 Traffic Calming Project, CIP 19-06, and authorizing bid advertisement.

Staff Contact:

Katie Wurzel, Principal Civil Engineer, (530) 661-5954, [email protected]

Fiscal Impact:

The approved Capital Budget provides a funding allocation from the General Fund (Fund 501 - Capital Projects) to Project CIP 19-06 for the Traffic Calming Program. The original funding source that was transferred to Fund 501 is part of the American Rescue Plan (ARP) Spending Plan approved by the Council in May 2023. The ARP Spending Plan identified three years of funding for the Traffic Calming Program, FY23 - FY25 with $100,000 available for each of those fiscal years.

This funding is utilized to review and update the city's Traffic Calming Program and fund critical traffic calming improvements.

Currently, $93,800 remains unencumbered from the FY23 budget and the proposed FY24 Capital Budget includes $100,000 in additional funding for next fiscal year.

The Engineer’s Estimate of probable construction costs for the Campbell Park neighborhood traffic calming is $100,000-$120,000. Given this contract amount, staff anticipates that the City Manager will be able to award the construction contract according to the public project informal bidding procedures.

Background:

Council adopted the current Traffic Calming Program in July 2020, which was based upon the review and comparison of 25 other similarly sized and situated California cities and upon the interim approval and subsequent revision to the Program based upon lessons learned.

In March 2023, staff provided an update to Council on the Program and notification of the receipt of a petition for traffic calming from the Campbell Park neighborhood. This petition requested the consideration of active traffic calming on Thomas Street between E. Main Street and E. Gum Avenue; E. Oak Avenue from East Street to Matmor Road; and on Colette Way from Matmor Road to Thomas Street. The petition specifically requested speed cushions on each block of these corridors to address vehicles traveling on these streets above the posted speed limit.

At the meeting, staff provided the Council with the study results indicating that two of the corridors – Colette Way and Thomas Street between Colette and Oak - did not meet warrants for active traffic calming (speed cushions) but were included in the study area as they would likely be impacted by the potential traffic calming implementation surrounding the corridors. Council was also informed at that meeting that the plan and a ballot had been mailed to all residents with property lines on the

impacted roadways and those in the surrounding area who might be affected and that at the close of the ballot deadline, the 75% approval threshold for the area had not been met – only 65% approval was received.

Council directed staff to continue with the design and implementation of traffic calming for the entire area. Per that direction, staff has prepared project documents for bidding.

Discussion:

The project will construct two speed cushions on each block of the subject corridors for a total of 12 cushions total with the project. The project will also install associated speed cushion warning signs and striping, modify existing speed limit signage and install/refresh centerline on all three corridors and install/refresh street markings on the corridors.

Upon Council authorization, project bids will be solicited and staff anticipates construction will start early August 2023 and be complete by October 2023.

Conclusion:

Staff recommends that the City Council adopt Resolution No. _____, approving the project plans and specifications for the 2023 Traffic Calming Project, CIP 19-06, and authorizing bid advertisement.

Prepared by: Katie Wurzel, Principal Civil Engineer

Reviewed by: Brent Meyer, Community Development Director/ City Engineer

Attachments:

1. Resolution - Approve PSE Campbell Park

2. Map - General Project Layout

RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND APPROVING THE PLANS AND SPECIFICATIONS FOR THE 2023 TRAFFIC CALMING PROJECT, CIP 19-06; AND AUTHORIZING BID ADVERTISEMENT WHEREAS, the City of Woodland has General Funding (Fund 501- Capital Projects) identified in the Capital Budget for the traffic calming program and improvements, referred to as Traffic Calming Program, CIP 19-06 (the “Project”); and WHEREAS, petition was received for traffic calming in the Campbell Park neighborhood, a public process was completed including a neighborhood vote to approve the traffic calming; and
WHEREAS, the City Council wishes to implement traffic calming in this neighborhood and directed staff to prepare documents for bidding and construction of the traffic calming even though results of the vote fell short of the program threshold for approval as noted in the March 2023, Council meeting; and
WHEREAS, the bidding documents have been prepared and are available for review and ready to be published for bidding and construction; and WHEREAS, the Project has been reviewed in accordance with the California Environmental Quality Act (CEQA) and is considered exempt under the Existing Facilities exemption, CEQA Guideline 15301(c).

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WOODLAND AS FOLLOWS:

Section 1. The City Council hereby approves the plans and specifications for the 2023 Traffic Calming Project, CIP 19-06, which are available on file with the City Clerk.

Section 2. The City Council authorizes City staff to advertise the 2023 Traffic Calming Project, CIP 19-06 for bids.

Section 3. The City Council authorizes the City Manager to execute the construction contracts within his authority to award pursuant to the purchasing system as defined in the City’s Municipal Code.

Section 4. The City Council finds that the Project is exempt from CEQA pursuant to CEQA Guideline 15301(c).

PASSED AND ADOPTED by the City Council of the City of Woodland at a regular meeting of the City Council held on the 20th day of June 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Victoria Fernandez, Mayor
ATTEST:
_____________________________
Ana B. Gonzalez, City Clerk

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.10
SUBJECT: Prudler Community Facilities District Annual Levy and Collection

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. _____, ordering the annual levy and collection of the assessment within the Prudler Community Facilities District for fiscal year 2023/2024.

Staff Contact:

Evis Morales, Finance Officer, (530) 661-5923, [email protected]

Fiscal Impact:

The FY2023/24 assessment of a single family home is $780.59 and $780.59 for approved properties.

If approved, the proposed assessment for the District would generate $132,656 in revenue. Prudler Community Facilities District (CFD) assessment will generate sufficient revenue to pay for operational expenditures required to maintain the approved amenities within the District.

Background:

The City Council previously undertook proceedings under and pursuant to the terms and provisions of the “Mello-Roos Community Facilities Act of 1982” of the Government Code of the State of California, to form Community Facilities District No. 2022-01 (Prudler Services), to authorize the levy of special taxes upon land within the District to finance the cost of maintenance of public facilities including a neighborhood park, landscaping, lighting, sound walls, and a traffic signal, and incidental expenses within the boundaries of the District.

The City Council, by Ordinance No. 1680, has authorized the levy of a special tax to pay for costs and expenses related to the Prudler CFD.

The Prudler CFD is located in the southeast portion of the City, generally north of Sports Park Drive, south of County Fair Mall, and east of East Street. The District was formed in 2022 and FY2023/24 will be the first year properties within the District will be assessed.

Discussion:

Each year, the City prepares an operating budget to calculate the assessment annually levied on each parcel. This budget determines what maintenance operations are performed for the fiscal year and directs the County Assessor on what to levy each parcel.

This particular CFD requires that the City Council adopt an ordinance to order and annul the levy and collection of assessment. This is typically accomplished at one Council meeting and does not require a public hearing.

Conclusion:

Staff recommends that the City Council adopt Resolution No. _____, ordering the annual levy and collection of the assessment within the Prudler Community Facilities District for fiscal year 2023/2024

Prepared by: Evis Morales, Finance Officer

Reviewed by: Kim McKinney, Director of Administrative Services

Attachments:

1. FY202324 Prudler Levy Resolution (1)

RESOLUTION NO. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND ACTING

AS THE LEGISLATIVE BODY OF COMMUNITY FACILITIES DISTRICT NO. 2022-01 (PRUDLER SERVICES) AUTHORIZING THE ANNUAL LEVY OF SPECIAL TAXES FOR FISCAL YEAR 2023-24
WHEREAS, the City Council of the City of Woodland (“City”), previously undertook proceedings under and pursuant to the terms and provisions of the “Mello-Roos Community Facilities Act of 1982”, being Chapter 2.5, Part 1, Division 2, Title 5 of the Government Code of the State of California, to form Community Facilities District No. 2022-01 (Prudler Services) (hereinafter referred to as the “District”), to authorize the levy of special taxes upon land within the District to finance certain services.

WHEREAS, the City Council, by Ordinance No. 1680 as authorized by Section 53340 of the Government Code of the State of California, has authorized the levy of a special tax to pay for costs and expenses related to said District, and this City Council is desirous to establish the specific rate of the special tax for the District to be collected for the next fiscal year.

NOW, THEREFORE, IT IS HEREBY RESOLVED AS FOLLOWS:

Section 1 The above recitals are all true and correct.

Section 2 That in accordance with the Act and Ordinance, there is hereby levied upon all parcels within the District which are not otherwise exempt from taxation under the Act or the Ordinance the special taxes for fiscal year 2023-24 at or below the maximum rates set forth in the attached referenced and incorporated Exhibit “A”.

Section 3 That the rate determined and as set forth above does not exceed the amount as previously authorized by Ordinance of this City Council, and is not in excess of that as previously approved by the qualified electors of the District, and meets the requirements of Proposition 218 that added Articles XIIIC and XIIID to the State Constitution.

Section 4 That the proceeds of the special tax shall be used to pay, in whole or in part, the cost of the following:

A. The cost of maintenance of public facilities including a neighborhood park, landscaping, lighting, sound walls, and a traffic signal, within the boundaries of the District; and
B. Payment of incidental expenses of the District, including costs incurred to determine the amount of and collection of special taxes and costs otherwise incurred in order to carry out the authorized purposes of the District.

The proceeds of the special taxes shall be used as set forth above, and shall not be used for any other purpose.

Section 5 The special tax shall be collected in the same manner as ordinary ad valorem property taxes are collected, and shall be subject to the same penalties and same procedure and sale in cases of any delinquency for ad valorem taxes, and the Tax Collector is hereby authorized to deduct reasonable administrative costs incurred in collecting any said special tax.

Section 6 All monies above collected shall be paid into the District funds.

Section 7 The Finance Officer is hereby authorized to transmit a certified copy of this Resolution to the County of Yolo (“County”) Office of the Auditor-Controller (“County Auditor”). The County Auditor is hereby directed to enter in the next County assessment roll on which taxes will become due, opposite each lot or parcel of land effected the installment of the special tax, , reference is made to the attached Exhibit “A” for the maximum rates of the Special Tax.

Section 8 The adoption of this Resolution constitutes the Authorization of the District levy for the Fiscal Year commencing July 1, 2023 and ending June 30, 2024.

Section 9 The City Clerk’s designee, Koppel & Gruber Public Finance, is hereby authorized and directed to file the levy with the Yolo County Auditor subsequent to the adoption of this Resolution.

Section 10 This Resolution relating to the levy of the special tax shall take effect immediately upon its final passage in accordance with the provisions of Government Code Section 53340, as amended.

PASSED AND ADOPTED by the City Council of the City of Woodland at a regular meeting of the City Council held on the 20th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Vicky Fernandez, Mayor
ATTEST:

Ana B. Gonzalez, City Clerk

EXHIBIT "A"
COMMUNITY FACILITIES DISTRICT NO. 2022-01
(Prudler)
FISCAL YEAR 2023-24

SPECIAL TAX RATES
Description Special Tax Rate
Single Family Property $780.59
Approved Property $780.59

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.11
SUBJECT: Transfer Funds from Public Works Sewer Collection Contract Services (Fund 220) to CIP 14-03,
Replacement of Orangeburg Sewer Laterals

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. _____, to transfer $147,000 from Public Works Sewer Collection Contract Services (Fund 220) to CIP 14-03, Replacement of Orangeburg Sewer Laterals.

Staff Contact:

Chris Fong, Senior Associate Civil Engineer, (530) 661-5972, [email protected]

Fiscal Impact:

The City has an ongoing program to repair and replace sewer laterals throughout the City. The overall project budget for the replacement sewer lateral project is $2,385,000 in CIP 14-03 as identified in the FY 2022/23 budget approved by Council on June 21, 2022.

City staff has identified $147,000 from the Public Works Sewer Collection Contract Services (Fund 220) that is available to address deficient sewer laterals in the City. The identified funds are being transferred to provide additional funding for sewer lateral replacements. There is no impact on the General Fund.

Background:

Sewer lateral failures are the single largest cause of Sanitary Sewer Overflows (SSOs) in the City. These failures can be private (non-City responsibility) or public (City responsibility) and need to be reported to the State. Lateral work includes and is not limited to rehabilitation or replacement of sewer laterals that experience failure due to cracking and root intrusion.

Discussion:

The City has identified $147,000 from the Public Works Sewer Collection Contract Services (Fund 220) that is available to address sewer lateral deficiencies. CIP 14-03 is a capital program that can make use of additional funds for the City’s continuous work on sewer laterals.

Conclusion:

Staff recommends that the City Council adopt Resolution No. _____, to transfer $147,000 from Public Works Sewer Collection Contract Services (Fund 220) to CIP 14-03, Replacement of Orangeburg Sewer Laterals.

Prepared by: Chris Fong, Senior Associate Civil Engineer

Reviewed by: Brent Meyer, Community Development Director/ City Engineer

Attachments:

1. Resolution Orangeburg

82093.00006\8679936.2
RESOLUTION NO. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND TO

TRANSFER FUNDS FROM PUBLIC WORKS SEWER COLLECTION CONTRACT SERVICES (FUND 220) TO CIP 14-03, REPLACEMENT OF ORANGEBURG SEWER

LATERALS
WHEREAS, the City of Woodland wishes to replace deficient sewer laterals in City through a managed capital improvement program; and
WHEREAS, the City Council wishes to authorize a transfer of $147,000 from Fund 220 to CIP 14-03.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WOODLAND AS FOLLOWS:

Section 1. The City Council hereby approves the transfer of $147,000 from Public Works Sewer Collection Contract Services (Fund 220) to CIP 14-03, Replacement of Orangburg Sewer Laterals.

PASSED AND ADOPTED by the City Council of the City of Woodland at a regular meeting of the City Council held on the 20th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Vicky Fernandez, Mayor
ATTEST:

Ana B. Gonzalez, City Clerk

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.12
SUBJECT: 2022 Spring Lake Parks Project, CIP 20-03; Contract Amendment

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. _____, to approve a consultant services amendment with Public Restroom Company in the amount of $6,350 for a total agreement amount of $200,218 and authorize the City Manager to execute the amendment.

Staff Contact:

Clara Olmedo, Associate Engineer, (530) 661-5824,[email protected]

Fiscal Impact:

The approved Capital Budget includes funding for three Spring Lake Parks: Jack Slaven, Rick Gonzales Sr. and Spring Lake Park. The current approved budget totals $6,385,670 for the project, consisting of $5,909,253 SLIF Parks & Recreation funding (Fund 640) and $476,417 in Spring Lake Capital funding (Fund 594).

The existing approved project budget is sufficient to cover these additional costs and no additional funding appropriation is being requested.

Background:

Spring Lake Park is located on Shellhammer Dr. and Osborn Dr. Two acres of this 8 acre park were improved in 2018 concurrently with the first phase of Rick Gonzales. At the time the first phase was under construction, the subdivision surrounding the park was still being developed and many of the homes near the park had not yet been occupied. The majority of the amenities for this park were therefore deferred until the remaining 6-acres were ready to be improved and additional residents had moved in to the neighborhood.

The first construction phase included the following park improvements:
• 2-acre improvement area
• Multi-use turf area
• Playground area and equipment for young children (ages 2-5) • Native play area
• Small picnic area

The second construction phase includes:
• Playground area and equipment for elementary aged children • Restroom and maintenance shed
• Group picnic shelter
• Multi-sports court
• Native plantings
• Paved and decomposed granite paths with connections to adjoining greenbelt • Benches, pathway lighting, drinking fountains
• Youth soccer field
• Un-programmed Open Lawn

Discussion:

To expedite the delivery of the restroom building and to ensure installation will occur during the allotted construction period, staff requested that the procurement of the restroom building for Spring Lake Park was purchased through cooperative purchasing agreements. The use of these programs allowed the City to purchase the pre-fabricated restroom building from Public Restroom Company and provide it to the contractor for installation without paying for the Contractor’s mark-up costs.

The restroom building is a pre-fabricated building that is delivered to the site and installed in-place using a crane. The current contract states that the City is responsible for any damage to the site based on their use of a 35' crane. Rather than having the City pay for damage to the sidewalk, the contractor provided an option to switch to a 75' crane for an increased cost of $6,500. This change in cost requires an amendment to the existing contract with Public Restroom Company and increases the total contract amount to $199,496.

Conclusion:

Staff recommends that the City Council adopt Resolution No. _____, to approve a consultant services amendment with Public Restroom Company in the amount of $6,350 for a total agreement amount of $200,218 and authorize the City Manager to execute the amendment.

Prepared by: Clara Olmedo, Associate Engineer

Reviewed by: Brent Meyer, Community Development Director / City Engineer

Attachments:

1. Resolution

82093.00001\8555510.2
RESOLUTION NO. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND, APPROVING CONTRACT AMENDMENT FOR THE 2022 SPRING LAKE PARKS PROJECT, CIP 20-03
WHEREAS, the City of Woodland included funding in the Capital Budget for the 2022 Spring Lake Parks, CIP 20-03 (the “Project”) with a total project budget of $6,385,670; and WHEREAS, City Council approved the contract to purchase the restroom building in the amount not to exceed $193,868 from the Public Restroom Company on May 10, 2023; and WHEREAS, the City wishes to approve the contract amendment for delivery services with Public Restroom Company in the amount of $6,350 for a contract total of $200,218; and WHEREAS, the City Council wishes to approve the above mentioned amendment and authorize their execution through the adoption of this Resolution.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WOODLAND AS FOLLOWS:

Section 1. The City Council hereby approves the contract amendment with Public Restroom Company and authorizes and directs the City Manager to execute the amendment in the amount of $6,350 for a total contract amount of $200,218. The City Attorney is hereby authorized to make clarifying and conforming changes so long as the total dollar amount authorized herein does not change.

PASSED AND ADOPTED by the City Council of the City of Woodland at a regular meeting of the City Council held on the 20th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Vicky Fernandez, Mayor
ATTEST:

Ana B. Gonzalez, City Clerk

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.13
SUBJECT: Final Acceptance and Notice of Completion for the Groundwater Wells Demolition Project, CIP 21-05

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. _____, accepting the construction contract for the Groundwater Wells Demolition Project, CIP 21-05, with Ariza Construction, Inc., as complete and authorizing the City Clerk to file a Notice of Completion.

Staff Contact:

Mark Miller, Associate Engineer - (530) 661-5968; [email protected]

Fiscal Impact:

The authorized construction contract amount with Ariza Construction, Inc., for the Groundwater Wells Demolition Project, CIP 21-05, (hereafter “Project”) is $297,669 with an approved contingency amount of $59,533.80. One change order has been executed on the Project for a reduction of contract work by $48,400.44, which results in a total construction contract of $249,268.56.

The Project has an authorized total budget of $400,000 of Water Enterprise Funds. All work was completed within the authorized project budget.

There is no impact to the City’s General Fund.

Background:

The City kept four neighborhood groundwater wells as backup supply while the new Woodland-Davis Clean Water Agency’s Regional Water Treatment Facility (RWTF) and the City’s new Aquifer Storage & Recovery (ASR) wells were proven to be reliable. These new water supplies indeed proved reliable and sustainable, which lead to the four groundwater wells not being used for drinking water supply since 2016. The State thus determined these groundwater wells to be “inactive” because they did not pump into the distribution system for many years. In California, an “inactive” well must be demolished as soon as feasible to eliminate any potential physical hazards and to assure State groundwater supplies are protected and preserved for further use. The wells scoped for demolition in the Project were also in need of significant repairs due to age, condition and lack of backup generator or pump-to-waste capability.

Approximately 2,110 vertical feet of groundwater well casing was sealed with the Project, which encompassed 4 wells ranging from 43 to 69-years-old. The Project also included demolition of well site equipment, fencing, concrete slabs and underground piping, in addition to adjusting irrigation and installing new sod turf at Well #5. This Well #5 site has been returned back to grass play area as part of Gracie Hiddleson Park.

Discussion:

One change order for CIP 21-05 has been executed to date in a total deductive amount of $48,400.44. This change order accounts for the final contract quantities that were measured below or above the original bid amounts at the completion of construction and also compensates the contractor for extra work investigating and removing lodged equipment from within the well casings. The total change order amount is -$48,400.44, which results in a total construction contract

of $249,268.56. Staff prepared the plans and specifications for the project and conducted Project administration throughout construction. A breakdown of project expenditures is enumerated in the table below:

Construction Contract $ 297,669
Project Design, Management, Construction
Inspection and Staff Time
$ 21,888
Change Orders -$ 48,400
Total Project Cost $ 271,157
Total Project Budget $ 400,000

Conclusion:

Staff recommends that the City Council adopt Resolution No. _____, accepting the construction contract for the Groundwater Wells Demolition Project, CIP 21-05, with Ariza Construction, Inc., as complete and authorizing the City Clerk to file a Notice of Completion.

Prepared by: Mark Miller, Associate Engineer

Reviewed by: Tim Busch, Principal Utilities Civil Engineer Brent Meyer, Community Development Director / City Engineer

Attachments:

1. Resolution

RESOLUTION NO. ___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND TO ACCEPT THE GROUNDWATER WELLS DEMOLITION PROJECT, CIP 21-05, CONSTRUCTION

CONTRACT AS COMPLETE AND AUTHORIZE THE CITY CLERK TO FILE A NOTICE OF COMPLETION.

WHEREAS, the City Council approved the plans and specifications for the Groundwater Wells Demolition Project, CIP 21-05, (the “Project”) and authorized advertisement for bids on September 6, 2022; and the City of Woodland advertised for bids on September 20, 2022; and WHEREAS, the City Council approved Resolution 8000 on October 18, 2022, to execute a construction contract with Ariza Construction, Inc., in the amount of $297,669 and approved a 20% construction contingency ($59,533.80) for the Project with a total project budget of $400,000; and WHEREAS, the construction of the Project began on February 21, 2023 and was completed on May 29, 2023.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WOODLAND AS FOLLOWS:

Section 1. The City Council hereby accepts the Groundwater Wells Demolition Project, CIP 21-05, as complete.

Section 2. The City Council hereby authorizes the City Clerk to file a Notice of Completion for the Groundwater Wells Demolition Project, CIP 21-05.

PASSED AND ADOPTED by the City Council of the City of Woodland at a regular meeting of the City Council held on the 20th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Vicky Fernandez, Mayor
ATTEST:
_____________________________
Ana B. Gonzalez, City Clerk

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.14
SUBJECT: Approval to Execute a One-Year Extension to the Three-Year Cooperative Fuel Services Agreement
with Interstate Oil

Recommendation for Action: Staff recommends that the City Council approve Resolution No. _____, authorizing the City Manager to execute a one-year extension to the cooperative Fuel Services Agreement with Interstate Oil for card-lock fuel services for a total Not To Exceed amount of $400,000 through June 30, 2024.

Staff Contact
Reece Ulrich, Fleet & Facilities Manager, [email protected]

Fiscal Impact
The recommended purchases will be made from the Fleet Services Oil & Gas operating budget (Fleet Fund, 2010-80-884-784100-56280) with a proposed budget of $423,000 in FY2023/24. The City will initially encumber $400,000 through June 2024 with Interstate Oil if the City Council approves this Resolution. Any unused portion of the $400,000 encumbrance at the end of each year will be returned to the Vehicle O&M reserve fund.

Background
The City’s current contract with Interstate Oil will expire June 30, 2023. The City entered into a cooperative purchasing bid with Yolo County for fuel services in the spring of 2020. Yolo County Purchasing Office was the primary coordinator throughout the bidding process. Two proposals received were from Interstate Oil and Ramos Oil. Bids were evaluated based on a points system: a) quality of proposal; b) qualifications and experience; c) demonstrated competence/responsibility; d) customer references; e) location of cardlock sites; f) extra value services/products; and g) cost proposal. Interstate Oil won the bid based on having the most points.

Discussion
The purchase made under the Fuel Services Agreement was for a three (3) year term beginning on July 1, 2020 and ending on June 30, 2023. The Agreement specifies the option for the City to extend the contract for two (2) additional one (1) year periods with the recommendation of the City Manager and the approval of the City Council. Inter-State Oil is based in Sacramento but has a branch office in Woodland.

The City will pay discounted prices at the Pacific Pride locations in Woodland only since these locations are owned by Interstate Oil; and the City will be charged retail prices at 13 other sites within Woodland. In order for the City to maximize its cost savings under this fuel purchasing program, staff must fuel at the Pacific Pride locations in Woodland owned by Interstate Oil. These stations are located at:

801 East Street
454 N. East Street
183 W. Main Street

Conclusion
Staff recommends that the City Council approve Resolution No. _____, authorizing the City Manager to execute a cooperative Fuel Services Agreement with Interstate Oil for card-lock fuel services for a total Not To Exceed amount of $400,000 through June 30, 2024.

Prepared by: Reece Ulrich, Fleet & Facilities Manager

Reviewed by: Craig Locke, Public Works Director

Attachments:

1. Resolution - Interstate Oil Fuel Contract Extension

2. Interstate Oil Fuel Contract Extension Amendment

3. Interstate Oil- Fuel Services Agreement (signed) 2020

RESOLUTION NO. __________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND

AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE-YEAR EXTENSION TO

THE THREE-YEAR COOPERATIVE FUEL SERVICES AGREEMENT WITH

INTERSTATE OIL
WHEREAS, the current agreement with Interstate Oil ends June 30, 2023; and WHEREAS, the City of Woodland entered into a cooperative purchasing bid with Yolo County for fuel services and products in spring 2020; and
WHEREAS, two proposals were received from Interstate Oil and Ramos Oil, bids were evaluated based on a points system, and Interstate Oil won the bid based on having the most points; and WHEREAS, the City of Woodland entered into a three-year Fuel Services Agreement with Interstate Oil for a total Not To Exceed amount of $1,500,000 through June 2023; and WHEREAS, the three-year Fuel Services Agreement with Interstate Oil included a provision for two (2) one (1) year extensions with approval of the City Council; and WHEREAS, the City Council wishes to authorize the City Manager to execute the first one-year extension of the Fuel Services Agreement;

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WOODLAND: hereby authorizes the City Manager to execute a one-year extension to the three-year Fuel Services Agreement with Interstate Oil for a total Not To Exceed amount of $400,000 through June 2024.

PASSED AND ADOPTED by the City Council on this 20th Day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN: _________________________________
Vicky Fernandez, Mayor
APPROVED AS TO FORM:
_________________________________________
Ethan Walsh, City Attorney
ATTEST:
_________________________________________
Ana Gonzalez, City Clerk

82741.01000\34486531.2

EXTENSION NO. 1

TO FUEL SERVICES AGREEMENT

BETWEEN

CITY OF WOODLAND
AND
INTERSTATE OIL, INC.

This Extension No. 1 to Fuel Services Agreement (“Extension No. 1”) is made and entered into as of this ___day of _________, 2023, by and between City of Woodland (“City”) and Interstate Oil, Inc. (“Contractor”). City and Contractor are sometimes individually referred to as “Party” and collectively as “Parties.”

Recitals
A. Original Agreement. The Parties have entered into an agreement entitled “Fuel Services Agreement” dated August 17, 2020 (“Original Agreement”), which is incorporated herein by reference as if fully set forth herein.

B. Extension Authority. Section 1.2 of the Original Agreement provides:

1.2 Term. The term of this Agreement shall be from July 1, 2020 to June 30, 2023, unless earlier terminated as provided herein. Contractor shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the term of this Agreement by two (2) additional one (1) year periods given the authority to do so by the City of Woodland City Council.

C. Amendment Authority. The Parties desire, by mutual, written consent, to extend the term of the Original Agreement by one (1) year.

Amendment
Now therefore, the Parties hereby modify the Original Agreement as follows:

1. Definitions. All capitalized terms used in this Amendment No. 1 not defined in this Amendment No. 1 shall have the same meaning as set forth in the Original Agreement if defined in the Original Agreement.

2. Section 1 of Original Agreement. The Parties hereby extend the term of the Original Agreement by one (1) year, to June 30, 2024.

3. Exhibit B to Original Agreement. The following is hereby added to Exhibit B to the Original Agreement:

Between July 1, 2023 and June 30, 2024, Contractor will charge 0.105 cents above Sacramento Oil Price Information Service (OPIS) Average for Gasoline, and 0.106

82741.01000\34486531.2

cents above Sacramento OPIS for Diesel for a total Not To Exceed amount of $400,000.

4. Continuing Effect of Agreement. All provisions of the Original Agreement otherwise remain in full force and effect and are reaffirmed. From and after the date of this Amendment No. 1, whenever the term “Agreement” appears in the Original Agreement, it shall mean the Original Agreement as amended by this Amendment No. 1.

5. Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 1.

6. Severability. If any portion of this Amendment No. 1 is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

CITY OF WOODLAND
Signature
Print Name
Title
Date
INTERSTATE OIL, INC.

Approved By:

Signature
Print Name
Title
Date

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.15
SUBJECT: Approve agreement for extension of City Water and Sewer Service for Yolo Cold Storage Project

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. _____, approving the Agreement for Extension of City Water and Sewer Service for the Yolo Cold Storage Project.

Staff Contact:

Brent Meyer, Community Development Director/City Engineer, (530) 661-5947, [email protected]

Fiscal Impact:

There is no impact to the General Fund.

Background
In December of 2021 the City was approached by the property owner at 39127 County Road 19A regarding extending City water and sewer service necessary to develop these properties that are located on the north side of I-5 at the CR99 interchange. The properties are within the within the City’s Urban Limit line and Sphere of Influence, however are outside the city limits (see attached site map). This extension of City services would involve the underground boring of utility lines under the freeway to extend existing utilities in Barnard Court to the subject properties on the north side of Interstate-5.

The developer is proposing to construct a climate-controlled facility for storage of processed agricultural products on the 14.89 acre southern property. This property is currently zoned as Agriculture Intensive (A-N) in Yolo County and the proposed project is consistent with the county zoning. The owner desires to connect to city utilities instead of constructing a well and septic system on the property.

The 4.54 acre northern property located at 16238 County Road 19A is currently zoned as Highway Service Commercial (C-H) in the County and the developer has plans to develop this property consistent with County zoning. The developer plans to receive project entitlements and a building permit from the County with the anticipation that the City would eventually annex the property.

Discussion
The terms of the agreement stipulate that the developer would have to receive project entitlements and building permit(s) from the County in order to proceed with the project and acknowledges that the City intends to annex the properties at a future date. The agreement includes several provisions that benefit the City while allowing this development to take place within the unincorporated area of the City’s Shere of Influence. The key provisions are as follows:

1. Payment of City impact fees for any development

2. A contribution of $35,000 towards an agricultural themed mural facing I-5

3. Development of the site consistent with the flood modelling for the City’s Cache Creek Flood Project

4. Granting of a flood easement on the southerly portion of the southern parcel

5. City agreement to allow uses that are consistent with the City’s General Plan land use of Business Park should the planned cold storage building be determined to be infeasible due to market demand.

Additionally, the connection to City utilities will have added environmental benefits of avoiding new septic systems and leach fields as well as precluding new groundwater well(s) that would impact the local aquifer system.

Conclusion:

Staff recommends that the City Council adopt Resolution No. _____, approving the Agreement for Extension of City Water and Sewer Service for the Yolo Cold Storage Project.

Prepared by: Brent Meyer, Community Development Director/City Engineer

Attachments:

1. Resolution

2. Yolo Cold Storage Agreement 6.20.2023

RESOLUTION NO. ___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND

APPROVING AN AGREEMENT FOR EXTENSION OF CITY WATER AND SEWER

SERVICE FOR THE YOLO COLD STORAGE PROJECT
WHEREAS, the land owner and developer of the proposed cold storage property located at 39127 County Road 19A desires to extend City water and sewer utilities to the north side of Interstate-5 in order to support the development of this property; and WHEREAS, the Property is located within the City’s Sphere of Influence and Urban limit Line; and
WHEREAS, the City desires to allow the extension of city water and sewer utilities to the Property, contingent on the land owner securing all necessary approvals and entitlements for the anticipated future development, as it would create jobs, support the local agricultural economy, increase local tax and utility revenues, and reduce potential impacts on groundwater.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WOODLAND AS FOLLOWS:

Section 1. The City Council hereby approves the Agreement for Extension of City Water and Sewer Service for the Yolo Cold Storage Project, subject to minor edits approved by the City Manager in consultation with the City Attorney, and authorizes the City Manager to execute the agreement.

PASSED AND ADOPTED this 20th day of June 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________________
Vicky Fernandez, Mayor
ATTEST:
_____________________________
Ana B. Gonzalez, City Clerk

82093.00006\41395800.1

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When Recorded Mail Document To:

City of Woodland
300 Main Street
Woodland, CA 95695
Attn: City Clerk

Exempt from recording fees pursuant to
Government Code Section 27383

SPACE ABOVE THIS LINE FOR RECORDER’S USE

AGREEMENT FOR EXTENSION OF CITY WATER AND SEWER SERVICE This Agreement for Extension of City Water and Sewer Service (this “Agreement”) is made and entered into as of March __, 2023 (the “Effective Date”), by and between YCS LLC, a California limited liability company (“YCS Developer”), and YSF Partners, LLC, a California limited liability company (“YSF Developer”) (collectively, “Developers”), and the City of Woodland, a California municipal corporation (“City”). Developers and City are each respectively referred to herein as a “Party” and collectively as the “Parties”.

R E C I T A L S:

A. YCS is the owner of that certain property comprised of approximately 14.89 acres located outside but adjacent to the jurisdictional boundaries of the City of Woodland and within the City’s Sphere of Influence and Urban Limit Line, which property is commonly referred to as APN 027-270-046 as more particularly described in Exhibit A-1 to this Agreement, attached hereto and incorporated herein by this reference (the “YCS Property”); and B. YCS Developer desires to develop the YCS Property with a cold storage facility of approximately 212,000 square feet (the “Project”), which will be required to obtain development entitlements and building permits from the County of Yolo; and C. YCS Developer has requested access to City water and sewer service to serve the Projectand City has sufficient water and sewer capacity to serve the Project and is willing to provide such water and sewer service, subject to the conditions as set forth in this Agreement; and D. YSF Developer owns that certain property located adjacent to the YCS Property immediately to the northwest, which property is commonly referred to as APN 027 -270-074 as more particularly described in Exhibit A -2 to this Agreement, attached hereto and incorporated herein by this reference (the “YSF Property”); and
E. YSF Developer may in the furture request access to City water and sewer service to serve future development of the YSF Property, and the City is willing to provide access to such service subject to the terms and conditions set forth herein; and F. YCS Developer, YSF Developer and City intend by the recording of this Agreement to set forth the terms and conditions under which such water and sewer service will be made available to the Property. YCS Developer and City further intend that this Agreement benefit

82093.00006\41395800.1

- 2 -

and burden the YCS Property and the YSF Property and provide notice to all current and future owners of the Property or any portion thereof regarding the matter described herein; and

AGREEMENT
NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:

1. Construction of Cold Storage Facility . Subject to securing all necessary development entitlements and permits required for the Project from the County and any other governmental agencies with jurisdiction over the Project, YCS Developer may construct a cold storage facility of approximately 212, 000 square feet on the Property. The Parties acknowledge and agree that the City’s commitment to extend water and sewer service as set forth herein is solely for the purpose of serving the Project on the Property. YCS Developer shall not be entitled by this Agreement to provide water or sewer service for any property other than the Property as described herein and the Adjacent YSF Property as defined in Section 7 of this Agreement (which extension is subject to the conditions more specifically set forth in Section 7 of this Agr eement. If after 12 months from the effective date of this Agreement the YCS Developer determines the Project is no longer viable due to market conditions, the City agrees to provide water and sewer service for any non-residential project consistent with the City’s General Plan land use designation of Business Park, provided, however, that YCS Developer and City acknowledge that YCS Developer will have to comply with any applicable County general plan and zoning requirements to proceed with such development. The new “Project” will comply with all terms of the previously proposed cold storage facility and will be processed consistent with section 7.1 of this agreement.

Notwithstanding the foregoing, if YCS Developer has not extended water and sewer service to the YCS as contemplated within 48 months following the effective date of this Agreement, this Agreement shall automatically terminate and the parties shall have no further rights or obligations under this Agreement.

2. Extension of Water and Sewer Service. City agrees to extend water and sewer service to the Property for purposes of servicing the Project, subject to the following conditions:

2.1 YCS Developer s hall, at its sole responsibility and expense, design and construct an extension of the City’s sanitary sewer main line and water main line to the Propert y and private sanitary sewer and water laterals to serve the Project on the Property in an alignment acceptable to the City, in its sole discretion. The Parties anticipate that YCS Developer will design and construct the extension of the sanitary sewer and water main lines from their current point of termination at the cul de sac at the easterly end of Barnard Court via a public easement to be acquired by YCS Developer and dedicated to the City at YCS Developer’s sole cost and expense. YCS Developer would additionally construct a sewer pump station on the Property that would be owned, operated and maintained by YCS Developer at its sole cost and expense, subject to an agreement to be entered into by and between City and YCS Developer as further described in Section 9 of this Agreement. The connection point contemplated for the sewer and water mains would require that both lines would extend underneath Interstate 5. YCS Developer shall be solely responsible for coordinating with, securing all approvals and complying with all requirements imposed by State of California Department of Transportation (“Caltrans”) in connection with the extension of the main line across the right of way for Interstate 5. YCS Developer’s obligations

82093.00006\41395800.1

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as set forth in this Section 2.1 are referred to in this Agreement as the “ Water and Sewer Improvements.”

2.2 YCS Developer shall, at its sole responsib ility and expense, acquire all easements or right of way, as well as any temporary construction easements required for the extension of such lines, which easements or right of way shall be dedicated at no cost to the City, and YCS Developer shall be responsible for securing all approvals required from the City and all other regulatory agencies or departments, including but not limited to approvals from Caltrans if necessary, Yolo County Local Agency Formation Commission (“LAFCO”) for extension of City services outside of the existing City boundaries, securing all necessary encroachment permits for construction within City or County right of way, and paying all applicable fees or costs associated with obtaining such approvals.

2.3 Immediately prior to the issuance of building permits for the Project by the County, YCS Developer shall pay to City (i) wastewater impact fees at the applicable rate for such wastewater impact fees as set forth in the City’s Master Fee Schedule based on the actual square footage of the Project as set forth in the building permits, (ii) water connection charges at the applicable rate based on the number and size of meters required for the Project with such applicable rates determined at the time of building permit issuance by the County; and (iii) 30% of the then current City impact fees established by the City pursuant to City’s Major Projects Financing Plan in the categories of General City, Fire, Police, Roads and Fee Administration. YCS Developer shall further pay to City all plan check and inspection fees associated with the Water and Sewer Improvements at the same time and in the same manner as such fees would be charged by the City if the Project or the Water and Sewer Improvements were located in the City.

2.4 Prior to installation of the Water and Sewer Improvements, YCS Developer shall submit engineered water and sanitary sewer facility im provement plans, including improvement plans for the sewer pump station, prepared by a registered civil engineer to the City Engineer for review and approval by the City. City approval, at the City’s sole discretion, which discretion shall not be unreasonably exercised, conditioned or delayed , shall be required before construction and operation of the Water and Sewer Improvements by the YCS Developer. The City shall review all plans and provide comments within a reasonable timeframe.

2.5 The Water and Sewer Improvements shall be constructed in accordance with City Standard Specifications, policies, and conditions, which are incorporated herein by this reference and made a part of this Agreement . All improvements and materials for the Water and Sewer Improvements shall be done, performed and installed in strict accordance with the approved construction plans for the work, on file with the City Engineer. The YCS Developer agrees it will be responsible for the construction and shall correct any and all deficiencies in the construction and installation of the Water and Sewer Improvements identified by the City Engineer or his designee.

2.6 YCS Developer shall promptly pay to City any and all fees for water and sewer service supplied by City to the Propert. The City is responsible to pay the fees and rates as set forth by the City’s Fee Schedule. The Developer agrees to maintain its water and sewer service accounts for the Property in a current status.

82093.00006\41395800.1

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3. Consent to Future Annexation of Property. In further consideration of the City’s agreement to provide water and sewer service to the Property for the Project in accordance with the provisions of this Agreement, the Developer agrees not to oppose or protest, in any way, the future annexation of the Property to the City and to pay fifty percent (50%) of actual costs (including use of third party consultants and City staff time at established hourly rates for work on the annexation) , applicable fees and charges that that are incurred in connection with the annexation of the Property however, such annexation cannot occur until building permits are issued for the Project. Futher, the Parties agree that in the event of annexation after building permits are issued but prior to a Certificate of Occupanc y (“C of O” ) for the Project, Yolo County will remain the authority having jusridiction over building inspections and issuing the final C of O.

The parties acknowledge that the tax sharing agreement to be entered into by and between the City and the County of Yolo th at will be applicable to the Property will be negotiated by the City in connection with a separate annexation, and YCS Developerwill not be obligated to pay any costs, charges or fees associated with negotiation of the tax sharing agreement.

4. Dedication of Easement for Flood Project . In addition to the foregoing, YCS Developer acknowledgeand agrees that the City may in the future require an easement of approximately .5 acres along the southern boundary of the YCS Property, the approximate location of which is depicted in Exhibit B, attached hereto and incorporated herein by this reference, for the construction of an anticipated future flood control project (the “ Flood Control Easement”).

YCS Developer agrees to de dicate, upon request and at no cost to the City, the Flood Control Easement along the southern boundary of the Property, which easement shall not exceed .5 acres in size. YCS Developer shall execute all documents and take all necessary steps as requested by City to facilitate the dedication and recording of such Flood Control Easement at no cost to the YCS Developer

5. Contribution to Mural. YCS Developer agrees to provide a portion of the side of the building to be constructed as part of the Project that is facing Interstate 5 for the display of an agriculture related mural. YCS Developer shall provide up to 2,500 square feet of wall space for the mural. YCS Developer and City will mutually agree upon the concept for such mural prior to commencement of the production of the mural. The portion of the building to be provided for such mural shall be mutually agreed upon between the City and YCS Developer, provided that the mural shall be visible from Interstate 5, and YCS Developer agrees to provide access to the Property for the City and the selected artist for the production and maintenance of subject mur al, and to reasonably enter into all agreement s necessary or convenient to effectuate the production and maintenance of the mur al. YCS Developer shall additionally c ontribute Thirty Five Thousand Dollars ($35,000.00) to City for the cost of the mural, which amount shall be provided to the City immediately prior to issuance of building permits for the Project by the County . The City will administer the contract for the artist commissioned to produce the mural and will pay any costs associated with such contract in excess of the YCS Developer’s contribution pursuant to this Section. If the Project changes and the YCS Developer is not able to provide wall space for the mural, then YCS Developer shall pay Thirty Five Thousand Dollars ($35,000.00) prior to the first building permit on the YCS property. This amount will be adjusted by the Construction Cost Index on January 1st of each year following approval of this document.

6. Review of Flood Modeling. YCS Developer acknowledges that the anticipated location of the Project is currently in the flood plan as determined by the Federal Emergency

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Management Agency (“FEMA”), and the land is designated as “Flood Study Area” in the General Plan. Given the proximity of the project site to other nearby projects in the floodplain, the City has conducted flood modeling to confirm the resultant cumulative impacts on the floodplain with all proposed projects in place to verify the pad elevations that would allow for the Project to be removed from the flood plain as part of development of the Project. The Project shall have a pad elevation of 63.4 feet (NAVD 88) or higher in order to remo ve the project from the floodplain based on the modeling completed by Wood Rodgers. A future building to the north of the Project shall have a pad elevation of 62.5 feet or higher, no additional flood modeling is required for the future building unless the pad area is increased by more than 25%. The City shall not provide water or sewer service to the Property unless and until the City Engineer has approved such flood modeling for the Project.

7. Extension of Water and Sewer Service to YCS Developer’s Adjacent Property owned by YSF Developer . YSF Developer owns that certain property located adjacent to the Property immediately to the northwest, which property is commonly referred to as APN 027-270- 074 (the “YSF Property”), which is also located outside the City’s jurisdictional boundaries but within the City’s Sphere of Influence and Urban Limit Line. In the event that YSF Developer later desires to develop the YSF Property, City agrees that it will allow the extension of water and sanitary sewer service to the YSF Property subject to the following conditions:

7.1 Notwithstanding the fact that development entitlements for the YSF Property will be subject to processing and review by the County, YSF Developer agrees that it will voluntarily be subject to site design and plan review for the development of the YSF Property that would be applicable to property within the City boundaries that is zoned Highway Commercial, including payment of all processing fees associated with City ’ review of the development. YSF Developer agrees that it will comply with all City standards applicable to such development in the Highway Commercial zone, and will comply with all conditions imposed on the YSF Property pursuant to the City’s site design and plan review process. YSF Developer shall sub mit an application to the City for site design and plan review simultaneously with its submission of application for development entitlements to the County, and both applications shall be processed concurrently. In the event that there is a conflict betwe en the County and City requirements for the development of the YSF Property, the more stringent of the two standards shall apply.

7.2 YSF Developer shall pay all impact fees that would be due and payable to the City if the development of the YSF Property were to occur in the Highway Commercial zone within the City boundaries, including but not limited to wastewater impact fees and water connection charges associated with the development of the YSF Property. Developer shall not pay the storm drainage fee . Such impact fees shall be paid prior to issuance of building permits for the development of the YSF Property and shall be in addition to impact fees levied against the development of the YSF Property by Yolo County.

7.3 YSF Developer shall, at its sole responsibility and expense, design and construct the extension of the City’s sanitary sewer and water lines as necessary to serve the YSF Property in a manner and an alignment acceptable to the City, in its sole discretion.

7.4 YSF Developer shall, at its sole responsibility and expense, acquire all easements or right of way, as well as any temporary construction easements required for the extension of such lines, which easements or right of way shall be dedicated at no cost to the C ity,

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and shall be responsible for securing all approvals required from the City and all other regulatory agencies or departments, including but not limited to approvals from LAFCO for extension of City services to serve the YSF Property, and securing all n ecessary encroachment permits for construction within City or County right of way, and paying all applicable fees or costs associated with obtaining such approvals.

7.5 Prior to installation of water and sewer i mprovements to serve the YSF Property, YSF Developer shall submit engineered water and sanitary sewer facility improvement plans, prepared by a registered civil engineer to the City Engineer for review and approval by the City. City approval, at the City’s sole discretion, shall b e required before construction and operation of water and sewer improvements to serve the YSF Property by the Developer.

7.6 Any water and sewer i mprovements to serve the YSF Property shall be constructed in accordance with City Standard Specifications , policies, and conditions. All improvements and materials for such water and sewer improvements shall be done, performed and installed in strict accordance with the approved construction plans for the work, on file with the City Engineer for City. The YSF Developer agrees it will correct any and all deficiencies in the construction and installation of such water and sewer i mprovements identified by the City Engineer or his designee.

8. Consent to Future Annexation of YSF Property. In further consideration of the City’s agreement to provide water and sanitary sewer services to the YSF Property in the event of future development of such property, t he Developer agrees not to oppose or p rotest, in any way, the future annexation of the YSF Property to the City and to pay fifty percent (50%) of all costs, applicable fees and charges that that are incurred in connection with the annexation of the Property.

In the event that the YSF Developer only develops a portion of the YSF Property, the City may annex the portion of the YSF Property that is developed to the City and YSF Developer agrees to comply with the requirements of this Section 8 with regard to such partial annexation , provided that City shall not commence the process for such annexation earlier than twelve (12) months after YSF Developer has obtained building permits for development of the YSF Property from the County.

9. Maintenance and Operation of Private Pump Station. Prior to issuance of building permits for the Project, YCS Developer and City shall enter into an agreement that will govern the manner in which YCS Developer will maintain and operate the sewer pump station , which agreement will grant the City access to the Property and rights to inspect such sewer pump station, as well as the right to assume responsibility for the maintenance and operation of the sewer pump station, if the City in its sole discretion determines that assumption of such responsib ility is necessary or appropriate to continue to property operation of the City’s sanitary sewer operation .

YCS Developershall not be permitted to connect to City water or sewer service until the City and YCS Developer have entered into such subsequent agreement. YCS Developer further agrees that it will allow future users of th e sewer line to connect to the private sewer pump station provided that such future users pay a pro-rata share of the operations and maintenance costs of the sewer pump station. In the event that YCS Developer and such future users cannot agree upon such pro rata share of operations and maintenance costs, the City Engineer shall determine the pro rata share of such costs , and it shall be implemented through an agreement entered into between YCS Developer and the future users.

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10. Extension of Water and Sewer Service to Other Properties . The Parties acknowledge and agree that the City has sole authority to decide whether to provide water and sewer to any pr operties on the north side of Interstate 5, subject to any applicable regulatory approvals that would apply to such additional extensions of service. In the event that City decides to extend water and/or sewer service the YCS Developer will provide, upon request and at no cost to the City, public utility easements that will route City sewer and water lines through the Property and/or the YSF Property to the public right of way on County Road 19A. In the event that City extends water and sewer service to additional properties north of Interstate 5, the City will require, as a condition of such any future connections, that the properties receiving service shall pay their pro-rata share of the capital costs incurred by the YCS Developer in constructing the main line extensions of the water and sewer line, subject to the following conditions:

10.1 YCS Developer shall, within 60 days of completion of the Project; provide City with documentation of the actual costs incurred by YCS Developer in the design and construction of the main line portions of the Water and Sewer Improvements. Such documentation must be deemed satisfactory to document such costs in the sole discretion of the City Engineer, and the City Engineer shall make the final determination of the total costs of such main line improvements in his sole discretion.

10.2 Such pro -rata share of the cost to be paid by other properties shall be calculated by the City in its sole discretion and will be based on the estimated capacity in each main line to be utilized by each future development project.

10.3 The requirement for payment of pro rata share of such costs shall only apply for twenty (20) years from the date of this Agreement. Any future development north of Interstate 5 subsequent to such twenty (20) year period shall have no obligation to pay such pro rata share.

10.4 City shall only be required to collect such pro rata share of costs on future development at the time additional properties are annexed into the City. In the event that property is further developed after such properties are annexed in the City, the City shall have no obligation to collect additional amounts from the owners of such properties.

11. Indemnification. YCS and YSF Developers agreeto indemnify, defend and hold City harmless from and against any and all claims, losses, liabilities, damages, costs and expenses, including, but not limited to, reasonable attorneys' fees and costs (collectively, “Claims”) relating to injury to or death of persons or physical damage to pe rsonal property, to the extent directly caused by the negligence or willful misconduct of YCS or YSF Developer or YCS or YSF Developers representatives, consultants, contractors or assigns in the course of performing Developers obligations pursuant to this Agreement. The provisions of this Section shall survive the expiration or termination of this Agreement.

12. Insurance.

12.1 Developer shall obtain or require all contractors it directly engages to conduct the Water and Sewer Improveme nts to obtain and maintain insurance of the types and in the amounts described below in a form and with carriers satisfactory to City at any time that Developer is conducting work or otherwise accessing the City Property.

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(a) Commercial General Liability Insurance . Occurrence version commercial general liability insurance or equivalent form with a limit of not less than TWO million dollars ($2,000,000.00) (or su ch lesser amount as may be approved in writing by City). If such insurance contains a general aggregate limit, it shall apply separately to construction work authorized by this Agreement or be no less than two times the occurrence limit and shall also name City, its officials, officers, employees, agents, and volunteers as additional insureds by endorsement. The coverage shall contain no special limitations on the scope of its protection afforded to the above-listed additional insureds.
(b) Business Automobile Liability Insurance . Business automobile liability insurance or equivalent form with a limit of not less than one million dollars ($1,000,000.00) each accident shall be maintained. Such insurance shall include coverage for owned, hired, and non -owned autom obiles and shall contain the same provisions regarding additional insureds as set forth in Section 12.1.a. above. (c) Workers’ Compensation Insurance . Workers’ compensation insurance with statutory limits and employer’s liability insurance with limits of not l ess than one million dollars ($1,000,000.00) each accident.

12.2 Other insurance requirements. YCS and YSF Developer shall:
(a) Prior to taking any actions authorized by this Agreement, furnish City with properly executed certificates of insurance and endorsements or copies of insurance policies that evidence all insurance required in this Section 12 and that such insurance may not be canceled, allowed to expire, or be materially reduced in coverage except with thirty (30) days’ prior written notice to City.
(b) Replace or require the replacement of certificates, policies, and endorsements for any insurance required herein expiring prior to substantial completion of the Water and Sewer Improvements.
(c) Maintain all insurance required herein through the time that Developers complete the Water and Sewer Improvements.
(d) Place all insurance required here in with insurers licensed to do business in California and reasonably acceptable to City.

13. Notices. All notices or other communications required or permitted under this Agreement shall be in writing and shall be personally delivered or sent by registered or certified mail, return receipt requested, postage prepaid, or by a nationally recognized overnight courier, such as FedEx or UPS, with charges prepaid for next business day delivery, addressed to the parties as follows:

If to City: City of Woodland
300 First Street
Woodland, CA 95695
Attn: City Manager

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With a copy to:

Best Best & Krieger LLP
500 Capitol Mall, Suite 1700
Sacramento, CA 95814
Attn: Ethan Walsh
If to Developers: YCS LLC, YSF Partners, LLC
P.O. Box 60614
San Diego, CA 92166
Attn: Jim Donovan

With a copy to:

Abbott & Kindermann, Inc.
2100 21st Street
Sacramento, CA 95818
Attn: William Abbott
The date of any notice or communication shall be the date of receipt, provided that rejection or other refusal to accept or the inability to deliver because of a change in address of which no notice was given shall be deemed to constitute receipt of the notice, demand, request or communication sent. Any party may change its address for notice by giving notice to the other party in accordance with this Section 13.

14. Miscellaneous.
(a) Governing Law. This Agreement shall in all respects be interpreted, enforced, and governed by and under the laws of the State of California. (b) Binding Effect. This Agreement and the covenants and agreements herein contained shall be binding on, an d inure to the benefit of, the p arties hereto and their respective heirs, successors and assigns.
(c) Survival. The obligations of the parties to indemnify, protect, defend and hold harmless the other party shall survive the expiration or earlier termination of this Agreement. (d) Attorneys' Fees. Should either p arty bring an action against the other p arty, by reason of or all eging the failure of the other party with respect to any or all of its obligations hereunder, whether for declaratory or other relief, and including any appeal thereof, then the party which prevails in such action shall be entitled to its attorneys' fees (of both in -house and outside counsel) and expenses related to such action, in addition to all other recovery or relief. (e) No Third Party Beneficiary . The provisions of this Agreement are for the exclusive benefit of the parties and their successors and assigns, and shall not be deemed to confer

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any rights upon any person, except such parties, their successors and assigns. No obligation of a party under this Agreement is enforceable by, or is for the benefit of, any other third parties. (f) Interpretation. This Agreement shall be construed according to the fair meaning of its language. The rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be employed in interpreting this Agreement. The captions in this Agreement are for reference only and shall in no way define or interpret any provision hereof.

Unless the context clearly requires otherwise: (i) the plural and singular shall each be deemed to include the other; (ii) the masculine, feminine, and neuter genders shall each be deemed to include the others; (iii) “shall,” “will,” or “agrees” are mandatory, and “may” is permissive; (iv) “or” is not exclusive; (v) “include,” “includes,” and “including” are not intended to be restrictive, and lists following such words shall not be interpreted to be exhaustive or limited to items of the same type as those enumerated; and (vi) “days” means calendar days, except if the last day for performance occurs on a Saturday, Sunday, or any legal holiday, then the next succeeding business day shall be the last day for performance.
(g) Severability. If any provision of this Agreement shall be inva lid or unenforceable, the remainder of this Agreement shall not be affected thereby, and each provision of this Agreement shall be valid and enforced to the full extent permitted by law, provided the material provisions of this Agreement can be determined and effectuated. (h) Counterparts. This Agreement may be executed in identical counterpart copies, each of which shall be an original, but all of which taken together shall constitute one and the same agreement.
(i) Authority; Execution. City represents that the person executing this Agreement on behalf of City is duly authorized to do so. Developers represent that the persons executing this Agreement on behalf of Developers is duly authorized to do so. (j) Final Agreement; Amendment. This Agreement supersedes all previous oral and written agreements between and representations by or on behalf of the parties with respect to the subject matter hereof. This Agreement may not be amended except by a written agreement executed by both parties.
(k) Successors in Interest. The burdens of this Agreement shall be binding upon, and the benefits of this Agreement shall inure to, all succe ssors in interest to the parties to this Agreement. All provisions of this Agreement shall be enforceable as equitable servitudes and constitute covenants running with the Property. Each covenant to do or refrain from doing some act hereunder with regard to development of the Property: (a) is for the benefit of and is a burden upon every portion of the Property; (b) runs with the Property and each portion thereof; and, (c) is binding upon each party and each successor in interest during ownership of the Pro perty or any portion thereof. In conjunction with the sale of either Property, the Developer s may assign their respective interest in this Agreement. Thereafter, the selling Developer shall be relieved of all further liability for acts or omissions which occur after the date of the property transfer. The selling Developer shall provide the City with a copy of the assignment within 10 days of the effective date of the assignment.

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SIGNATURE PAGE TO AGREEMENT FOR EXTENSION OF CITY WATER AND

SEWER SERVICE

IN WITNESS WHEREOF, the Parties have executed this Agreement as of the Effective Date.

CITY:

CITY OF WOODLAND,
a municipal corporation

By: _____________________________
Name: Ken Hiatt
Its: City Manager
Date: _____________________________
APPROVED AS TO FORM:

By: _______________________________
Ethan Walsh, City Attorney

DEVELOPERS:

YCS LLC, a California limited liability company
By: ______________________________
James C. Donovan
its: Manager
YSF Partners, LLC, a California limited liability company By: ______________________________
James C. Donovan
its: Manager

[end of signatures]

82093.00006\41395800.1

A-1
50221849.2

EXHIBIT A-1

PROPERTY DESCRIPTION
The land described herein is situated in the State of California, County of Yolo, unincorporated area, described as follows:

That portion of Lots 5 and 6 of “Wooster and Holton’s Subdivision” of the Northwest quarter of Section 20, Township 10 North, Range 2 East, M.D.B. & M. as shown on the map thereof filed for record in the Office of the County Recorder of Yolo County on July 30, 1912, in Book 2 of Maps, at Page 60, lying Northeasterly and Northerly of State Highway 5 as described in the deed to the State of California recorded July 12, 1967, in Book 858 of Official Records,

APN: 027-270-046-000

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EXHIBIT A-2

PROPERTY DESCRIPTION
A portion of Lot 4 of "Wooster and Holton's Subdivision of the Northwest 1/4 of Section 20, Township 10 North, Range 2 East, M.D.B.&M.," filed in the Office of the Recorder of Yolo County in Book 2 of Maps at Page 60, Records of Yolo County, described as follows:

Beginning at a point in the Southerly line of said Lot 4 distant South 89°21'38" East 362.67 feet from the Southwest corner of said Lot 4; thence from said point of beginning from a tangent that bears North 17°15'44" West along a curve to the right with a radius of 1,037 feet, through an angle of 05°01'44", a length of 91.02 feet to a point distant 258.07 feet Northeasterly, measured at right angles from the "B1" line at Engineer's Station "B1" 802+12.22 of the Department of Public Works' Survey on Road 03-YOL-5, post mile 6.7/11.1; thence North 10°58'38" West 370.55 feet; thence from a tangent that bears North 12°50'00" West along a curve to the left with a radius of 275 feet, through an angle of 59°50'10", a length of 287.19 feet; thence North 04°59'14" West 173.16 feet; thence South 82°05'17" East 58.68 feet; thence South 39°37'15" East 746.53 feet; thence, along a tangent curve to the right with a radius of 970 feet; thence an angle of 6°17'15", a length of 106.45 feet; thence South 33°20'00" East 151.17 feet; thence South 29°11'25" West 16.83 feet; thence South 00°38'22" West 20 feet to a point in the South line of said Lot 4; thence along said South line North 89°21'38" West 376.18 feet to the point of beginning.

Excepting thereform all oil, oil rights, minerals, mineral rights, natural gas, natural gas rights, and other hydrocarbons by whatsoever name know that may be within or under the parcel of land hereinabove described together with the perpetual right of drilling, mining, exploring and operating therefor and removing the same from said land or any other land, including the right to whipstock or directionally drill and mine from lands other than those hereinabove described, oil or gas well, tunnels and shafts into, through or across the subsurface of the land hereinabove described, and to bottom such whipstock or directionally drilled wells, tunnels and shafts under and beneath or beyond the exterior limits thereof and to redrill, retunnel, equip, maintain, repair, deepen and operate any such wells, or mines, without, however, the right to drill, mine, explore and operate through the surface or the upper 100 feet of the subsurface of the land hereinabove described or otherwise in such manner as to endanger the safety or any highway that may be constructed on said lands as excepted in grant deed recorded August 18, 1968 in Book 805 Page 341, Official Records.

APN: 027-270-074-000

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B-1
50221849.2

EXHIBIT B

MAP DEPICTING FLOOD CONTROL EASEMENT

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.16
SUBJECT: Appoint Members to various Boards and
Commissions

Recommendation for Action: Staff recommends that the City Council appoint members to the various Boards and Commissions for specified terms, consistent with the recommendations of the Mayor and Mayor Pro Tempore.

Staff Contact:

Ana B. Gonzalez, City Clerk, (530) 661-5806, [email protected]

Background
Earlier this spring the City conducted it's annual Board and Commission recruitment, with appointments to be made by the City Council prior to July 1st of this year.

Staff kicked-off the recruitment for 2023 appointments in March, with the application period for candidates open from March through May 19th. Applications were received to fill current and prospective vacancies.

Once all applications were received, the Mayor and Mayor Pro Tempore were tasked with reviewing the applications and advancing nominations for consideration by the full Council for 2023 appointments.

Discussion
After a review of the applications received from individuals interested in serving on city Boards and Commissions, Mayor Fernandez and Mayor Pro Tempore Garcia-Cadena are recommending appointments as contained in the attachment to this staff report. It is also recommended that those candidates who are not appointed by the Council to vacant seats be retained as a pool of candidates for appointment for any vacancies that remain or may arise prior to next year's Board and Commission recruitment period.

Conclusion:

Staff recommends that the City Council appoint members to the various Boards and Commissions, for specified terms, consistent with the recommendations of the Mayor and Mayor Pro Tempore.

Prepared by: Ana B. Gonzalez, City Clerk

Attachments:

1. Board and Commission Appointments effective July 1, 2023

BOARDS AND COMMISSIONS

RECOMMENDED APPOINTMENTS
EFFECTIVE JULY 1, 2023

RECOMMENDED

MEMBER APPOINTMENT TERM EXPIRES
Commission on Aging
Eliza Bliss-Moreau New 4-yr term 6/30/2027
Regan Overhold Re-appoint 4-yr term 6/30/2027
Library Board
Alison Borkowska Re-appoint 3-yr term 6/30/2026
Chris Lambertus Re-appoint 3-yr term 6/30/2026
Manufactured Home Fair Practices Commission
Paul Kramer Re-appoint 3-yr term 6/30/2026
Parks & Recreation Commission
Magalean Martin Re-appoint 4-yr term 6/30/2027
Personnel Board
Adam Bautista New 4-yr term 6/30/2027
Planning Commission
Steve Harris (Lansburgh) Re-appoint 4-yr term 6/30/2027 Jim Smith (at-large) Re-appoint 4-yr term 6/30/2027
Greg Ortiz (Vega) New 4-yr term 6/30/2027
Sustainability Advisory Committee
Mark Aulman Re-appoint 4-yr term 6/30/2027
Catalina Munoz Re-appoint 4-yr term 6/30/2027
Adelita Serena Re-appoint 4-yr term 6/30/2027
Robert Ullrey Re-appoint 4-yr term 6/30/2027
Jake Whitaker Re-appoint 4-yr term 6/30/2027
Richard Bellows New 4-yr term 6/30/2027
Jennifer Green New 4-yr term 6/30/2027
Richard Petersen New 4-yr term 6/30/2027

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.17
SUBJECT: Confidential Unit Employees Side Letter of
Agreement

Recommendation for Action: Staff recommends that the City Council approve the Side Letter of Agreement to amend the Memorandum of Understanding with the Confidential Unit Employees.

Staff Contact:

Kim McKinney, Administrative Services Director, (530) 661-5849, [email protected]

Fiscal Impact:

Minimal fiscal impact results from approval of this Side Letter of Agreement. The positions currently within the Confidential Unit are proposed to be placed at salary ranges that keep their total compensation substantially similar to their current status. Participation in negotiated salary and benefit adjustments in the new bargaining units has been accounted for in the fiscal year 2023/24 budget.

Background:

The Confidential Unit is one of eight employee bargaining groups in the City, representing five full- time employees. The Memorandum of Understanding (MOU) with this group expires June 30, 2023. The City and the Confidential Unit began discussion regarding a successor MOU in February 2023. As part of this discussion, the City explored the concept of dissolving the Confidential Unit and moving the employees covered under this agreement to other existing employee associations in the City; this approach was ultimately approved by the unit and is proposed in the Side Letter of Agreement.

Discussion:

Moving the employees currently covered under the Confidential Unit MOU to other employee associations within the City not only reduces overall effort to administer another association, but also will provide the employees with an opportunity for a larger network and better representation within a established bargaining group.

The approach taken to dissolving the Confidential Unit was to identify which other bargaining groups were most logical and represented other similar positions throughout the City. Additionally, since the Confidential Unit has benefits that are different from other groups, the City wanted to ensure these employees were made whole, from a total compensation perspective, when they become members of another unit. The best way to resolve the differences was to place the employees in salary ranges that result in a total compensation that is most closely aligned with the employee's current compensation level.

Based on this approach, the attached Side Letter of Agreement proposes to move the following positions, at the specified salary ranges, into two different bargaining groups noted below:

Classifications added to the Mid Management Professional Association (MMPA) include the following:

Classifications added to the Woodland City Employees' Association (WCEA) include the following:

The changes proposed in the Side Letter of Agreement will be effective July 1, 2023. The employees placed in both MMPA and WCEA will participate in any negotiated salary and benefit adjustments in those respective Memoranda of Understanding beginning July 1, 2023. Both the MMPA and WCEA have agreed to accept these positions into their respective groups as well.

Conclusion:

Staff recommends that the City Council approve the Side Letter of Agreement to amend the Memorandum of Understanding with the Confidential Unit Employees.

Prepared by: Kim McKinney, Administrative Services Director

Attachments:

1. Confidential Side Letter of Agreement - June 20 2023

MEMORANDUM
DATE: June 20, 2023

TO: Sheila McShane, Confidential

FROM: Ken Hiatt, City Manager

SUBJECT: Memorandum of Understanding (MOU) Side Letter of Agreement

Effective July 1, 2023 the Confidential Unit will be dissolved and positions will be added to other existing City bargaining groups:

 Positions Added to MMPA – Human Resources Manager and Human Resources Analyst I/II/Senior
 Positions Added to WCEA - Human Resources Clerk, Human Resources Tech I/II, Executive Assistant to the City Manager and Executive Assistant – Confidential

Effective with the first pay period in July 2023, the positions currently represented by the Confidential Unit will be placed in the new salary ranges for their respective bargaining groups:

Note: Incumbents will be placed in their current step.

Effective with the first pay period in July 2023, positions placed in both WCEA and MMPA will participate in any negotiated salary and benefit adjustments in those respective MOUs.

AGREED TO THIS DATE:

FOR THE CITY OF WOODLAND FOR the Confidential Unit Employees

Ken Hiatt Sheila McShane
City Manager Confidential Unit Employees

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.18
SUBJECT: Agreement with Woodland City Employees'
Association

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. ____, implementing a three (3) year agreement (July 1, 2023 through June 30, 2026) with the Woodland City Employees' Association.

Staff Contact:

Kim McKinney, Administrative Services Director, (530) 661-5849, [email protected]

Fiscal Impact:

The current labor agreement with the Woodland City Employees' Association (WCEA) covers salary and benefits for 126 full-time equivalent positions at an annual cost of approximately $15.9 million. The terms of the proposed new three-year agreement is expected to result in an average annual increase of 5.9% of total compensation. This increase will add $3.4 million in total employee compensation costs over the three-year period and is fairly close to the expenditure levels assumed in the development of the FY2023/24 budget and forecast. About 22% of this bargaining group is funded by the General Fund, with the balance funded by various enterprise and special revenue funds.

Background:

The current labor agreement between the City and WCEA expires on June 30, 2023. In anticipation of this, the City began negotiating with WCEA on a successor labor agreement in February 2023, and reached a tentative agreement in early June. The tentative agreement was presented to and ratified by the WCEA membership, and tonight’s recommended Council action would formally ratify the terms of the new three (3) year agreement with WCEA.

Discussion:

The proposed agreement provides for increases in salaries and costs of certain other benefits for employees while maintaining structural changes to the overall benefit package negotiated in prior agreements. The new contract also provides for ongoing stability in medical insurance rates, while at the same time providing adjustments reflecting anticipated cost of living adjustments and promoting retention and recruitment of employees.

The major terms of the new contract are as follows:

Cost of Living Adjustments:
• July 1, 2023 4%
• July 1, 2024 4%
• January 1, 2025 1%
• July 1, 2025 4%
• January 1, 2026 1%

Lump Sum Payment:

Effective July 1, 2023, each member will receive a one-time lump sum payment equal to 2% of their base salary. This payment is not considered reportable compensation to CalPERS.

Retirement Cost Share:

Effective July 1, 2024, all employees will contribute an additional one percent (1%) toward the employer's share of CalPERS retirement (currently 1%).

Deferred Compensation:

Effective July 1, 2024, the City will match an individual’s deferred compensation contribution up to 1% of base salary.

Medical Health Insurance:

No adjustment to the City's contribution towards health insurance over the three-year term.

Vacation Leave Maximum Accrual and Buy-out:

An additional level of maximum vacation accruals and vacation buy-outs were added as follows:

Employees with fifteen (15) years of service or more may carry an unused balance of vacation leave of no more than fifty (50) days (400 hours) past January 1 of each year.

Employees with 8+ years of service may cash out up to ninety-six (96) hours of vacation each year.

Professional Growth Incentive:

The City will allow employees to rollover all or a portion of the educational incentives not used during the prior fiscal year. In addition, the City clarified items that are eligible for reimbursement.

Standy Pay and Boot Allowance:

The daily rate paid for employees on standby is adjusted to $44/weekday and $63 for weekends/holidays (currently $38/weekday and $55 for weekends/holidays). The contract also increases the reimbursement for the purchase of safety boots for eligible employees from $250 per year to $300 per year.

Conclusion:

Staff recommends that the City Council adopt Resolution No. ____, implementing a three (3) year agreement (July 1, 2023 through June 30, 2026) with the Woodland City Employees' Association.

Prepared by: Kim McKinney, Administrative Services Director

Attachments:

1. WCEA MOU 2023-2026

Woodland City Employees Association
Memorandum of Understanding
July 1, 2023 to June 30, 2026

RESOLUTION NO.

MEMORANDUM OF UNDERSTANDING
BETWEEN THE WOODLAND CITY EMPLOYEES’ ASSOCIATION AND THE CITY OF

WOODLAND

The City of Woodland and the Woodland City Employees’ Association representing employees employed by the City of Woodland in the classifications designated herein in Article I, Section I under the title "Application," by and through their authorized representatives hereby ratify as and for a memorandum of understanding the attached resolution entitled "A Resolution of the City Council of the City of Woodland Approving Certain Terms and Conditions for General Services Unit Employees" including the exhibits appended hereto, and recommend that the same be adopted by the City Council of the City of Woodland. In resolving questions of interpretation, the Resolution shall be the primary source in all cases.

DATED: ________________________, 2023

Representative of the Woodland Representative of the City of Woodland City Employee's Association

The foregoing resolution and exhibits appended thereto hereby are approved by the City Council of the City of Woodland on this 20th day of June 2023.

______________________________
Mayor

2 A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF WOODLAND APPROVING CERTAIN TERMS AND CONDITIONS FOR WOODLAND CITY EMPLOYEES’ ASSOCIATION
Table of Contents
ARTICLE I ......................................................................................................................................... 5 GENERAL PROVISIONS ............................................................................................................. 5

1.1 Application ...................................................................................................................... 5

1.2 Term ................................................................................................................................ 7

1.3 Purpose ............................................................................................................................ 7

1.4 Management Rights ......................................................................................................... 8

1.5 Peaceful Performance ...................................................................................................... 8

1.6 Association Recognition ................................................................................................. 8

1.7 Maintenance of Membership ........................................................................................... 9 ARTICLE II ...................................................................................................................................... 10 COMPENSATION ....................................................................................................................... 10

2.1 Salary ............................................................................................................................. 10

2.2 Deferred Compensation ................................................................................................. 10

2.3 Uniforms and Safety Equipment ................................................................................... 11

2.4 Longevity Pay ............................................................................................................... 11

2.5 Call-Back Pay ................................................................................................................ 11

2.6 Stand-by Pay ................................................................................................................. 12

2.7 Promotional Pay ............................................................................................................ 12

2.8 Acting Pay ..................................................................................................................... 12

2.9 Bilingual Pay ................................................................................................................. 12

2.10 Jury Duty Pay ................................................................................................................ 12

2.11 Overtime ........................................................................................................................ 13

2.12 Shift Differential ........................................................................................................... 13

2.13 Flexible Spending Account ........................................................................................... 13

2.14 Certificate Pay ............................................................................................................... 13 ARTICLE III ..................................................................................................................................... 14 EDUCATION INCENTIVE ......................................................................................................... 14

3.1 Education Reimbursement ............................................................................................ 14 ARTICLE IV .................................................................................................................................... 15 MEDICAL AND RELATED BENEFITS .................................................................................... 15

4.1 Medical Insurance ......................................................................................................... 15

4.2 Medical Insurance Upon Retirement ............................................................................. 16

4.3 Dental Insurance ............................................................................................................ 17

4.4 Long Term Disability Insurance.................................................................................... 17

4.5 Vision Insurance ............................................................................................................ 18

4.6 Life Insurance ................................................................................................................ 18 ARTICLE V ...................................................................................................................................... 18 LEAVES ....................................................................................................................................... 18

5.1 Holidays ........................................................................................................................ 18

3 5.2 Vacation Leave .............................................................................................................. 19

5.3 Payment in Lieu of Time-Off ........................................................................................ 20

5.4 Sick Leave ..................................................................................................................... 20

5.5 Catastrophic Illness or Injury ........................................................................................ 21 ARTICLE VI .................................................................................................................................... 22 RETIREMENT ............................................................................................................................. 22

6.1 Retirement ..................................................................................................................... 22 ARTICLE VII ................................................................................................................................... 23 ASSOCIATION RIGHTS AND SECURITY .............................................................................. 23

7.1 Communications ............................................................................................................ 23

7.2 Association Officers and Official Representatives ....................................................... 23

7.3 Access to Employees ..................................................................................................... 23

7.4 Association Leave ......................................................................................................... 23

7.5 Advance Notice ............................................................................................................. 24

7.6 New Hires ...................................................................................................................... 24 ARTICLE VIII .................................................................................................................................. 25 WORKING CONDITIONS .......................................................................................................... 25

8.1 Rest Periods ................................................................................................................... 25

8.2 Training ......................................................................................................................... 25

8.3 Tools .............................................................................................................................. 25

8.4 Work Hours for City Hall Employees ........................................................................... 26

8.5 Contracting Out ............................................................................................................. 26

8.6 Introduction of New Technology .................................................................................. 26

8.7 Reclassification Procedures ........................................................................................... 27

8.8 Alternative Transportation Program .............................................................................. 27

8.9 Probationary Period ....................................................................................................... 27

8.10 Other Working Conditions Not Set Forth Herein ......................................................... 27 ARTICLE IX .................................................................................................................................... 28 GRIEVANCES ............................................................................................................................. 28

9.1 Grievances ..................................................................................................................... 28

9.2 Grievance Procedures .................................................................................................... 28

9.3 Conduct of Grievance Procedure .................................................................................. 29 ARTICLE X ...................................................................................................................................... 30 SAFETY ....................................................................................................................................... 30

10.1 Safety ............................................................................................................................. 30 ARTICLE XI .................................................................................................................................... 30 OTHER COMPENSABLE ITEMS NOT SET FORTH HEREIN ............................................... 30

11.1 Other Compensable Items Not Set Forth Herein .......................................................... 30 ARTICLE XII ................................................................................................................................... 31

12.1 Interest Cards ................................................................................................................. 31 Exhibit A ........................................................................................................................................... 32 Salary Schedule ............................................................................................................................. 32 Exhibit B ........................................................................................................................................... 33

4 Classifications Provided Uniforms at City Expense ..................................................................... 33 Exhibit C ........................................................................................................................................... 34 Certification Pay ........................................................................................................................... 34

5 ARTICLE I

GENERAL PROVISIONS

1.1 Application

1.1.1 This Resolution applies to employees in the following classifications:

Administrative Clerk I 28
Administrative Clerk II 32
Administrative Clerk III 36
Administrative Secretary 42
Administrative Supervisor 47
Aquatics Coordinator 32
Aquatics Supervisor 48
Building Inspector I 49
Building Inspector II 53
Code Compliance Officer I 46
Code Compliance Officer II 50
Community Development Clerk I 32
Community Development Clerk II 37
Community Development Technician I 42
Community Development Technician II 46
Conservation Coordinator 46
Electrician's Assistant 43
Engineering Aide I 33
Engineering Aide II 37
Engineering Assistant 56
Engineering Technician I 44
Engineering Technician II 48
Engineering Technician III 52
Environmental Compliance Inspector I 39
Environmental Compliance Inspector II 43
Environmental Compliance Specialist 49
Equipment Service Clerk 32
Equipment Service Worker 34
Executive Assistant Confidential 49
Executive Assistant to the City Manager 50
Facility Maintenance Worker I 35
Facility Maintenance Worker II 41
Facility Maintenance Worker III 45
Finance Clerk I 32
Finance Clerk II 37
Finance Clerk III 41
Finance Specialist 41
Finance Supervisor 54
GIS Technician I 49
GIS Technician II 53

6 Heavy Equipment Mechanic 45
Human Resources Clerk 39
Human Resources Technician I 45
Human Resources Technician II 50
Industrial Electrical/Electronics Technician 58
Information Technology Technician I 48
Information Technology Technician II 52
Laboratory Technician I 43
Laboratory Technician II 47
Library Technician Assistant I 29
Library Technician Assistant II 33
Library Technical Assistant III 37
Light Equipment Mechanic 41
Literacy Coordinator 46
Maintenance Supervisor 53
Maintenance Worker I 35
Maintenance Worker II 40
Maintenance Worker III 44
Meter Services Technician 46
Park Maintenance Technician 46
Park Maintenance Worker I 35
Park Maintenance Worker II 39
Park Maintenance Worker III 43
Park Supervisor 51
Pool and Recreation Facility Technician 46
Programmer Analyst 63
Recreation Coordinator 36
Recreation Supervisor 50
Senior Building Inspector 57
Senior Building Plans Examiner 58
Senior Engineering Assistant 58
Senior Equipment Mechanic 50
Senior Maintenance Worker 47
Senior Signs and Markings Technician 45
Senior Traffic Signal/Street Lighting Tech 60
Senior Tree Trimmer 45
Senior Utility Maintenance Worker (Sewer) 54
Senior Utility Maintenance Worker (Water) 54
Senior Water Pollution Control Operator 67
Senior Water Quality Specialist 58
Senior Water System Operator 54
Senior Water/Wastewater Instrumentation Tech 66
Signs and Markings Technician I 39
Signs and Markings Technician II 43
Stock Clerk 32
Storekeeper 35
Traffic Signal / Street Lights Technician 56
Treatment Plant Mechanic 54

7 Tree Trimmer I 39
Tree Trimmer II 43
Underground Utility Service Locator 46
Utilities Maintenance Supervisor 53
Utilities Maintenance Worker I 37
Utilities Maintenance Worker II 42
Utilities Maintenance Worker III 46
Utilities Maintenance Worker IV 50
Water / Wastewater Instrumental Technician 62
Water Pollution Control O-I-T 40
Water Pollution Control Operator I 51
Water Pollution Control Operator II 55
Water Pollution Control Operator III 59
Water Pollution Control Operator IV 63
Water Quality Specialist I 48
Water Quality Specialist II 52
Water Systems Operator I 42
Water Systems Operator II 50

1.1.2 The following classifications shall be considered "Supervisors":

Administrative Secretary
Administrative Supervisor
Electrical / Signs & Markings Supervisor
Finance Supervisor
Maintenance/Utilities Maintenance Supervisor
Park Supervisor
Recreation/Aquatics Supervisor
Senior Building Inspector
Senior Tree Trimmer
Senior Utilities Maintenance Worker
Water Pollution Control Operator IV
Utilities Maintenance Worker IV

1.2 Term

1.2.1 Except where the context otherwise determines or otherwise provides, the provisions of this Resolution shall apply from July 1, 2023 to June 30, 2026 and for such reasonable time thereafter as may be required to ratify, revise and supersede such provisions by actions taken by the Woodland City Council after good faith negotiations pursuant to the Meyers-Milias-Brown (MMB) Act.

1.3 Purpose

1.3.1 Woodland City Employees’ Association (WCEA) and representatives of the City of Woodland have met and conferred in good faith regarding wages, hours, and other terms and conditions of employment of employees in the WCEA listed in Section 1.1.1 have exchanged freely information, opinions, and proposals; and have endeavored to reach agreement on all matters relating to the employment conditions and employer/employee relations of such employees.

8 1.3.2 This Memorandum of Understanding is entered into pursuant to the Meyers-Milias-Brown Act and has been jointly prepared by the parties.

1.3.3 This Memorandum of Understanding shall be presented by the Association to the employees for ratification, and shall thereafter be presented to the Woodland City Council as the joint recommendations of the undersigned for salary and employee benefits adjustment for the period commencing July 1, 2023 and ending on June 30, 2026. Unless otherwise specified, changes contained herein shall become effective upon adoption by the City Council.

1.4 Management Rights

1.4.1 The City reserves all rights with respect to matters of general legislative and managerial policy including, among others, the exclusive right to determine the mission of its constituent departments, commissions and boards; set standards of election for employment; direct its employees; take disciplinary action; relieve its employees of duties because of lack of work or for other legitimate reasons; maintain the efficiency of governmental operations; determine the methods, means and personnel by which governmental operations are to be conducted; require overtime; take all necessary actions to carry out its mission in emergencies; and exercise complete control and discretion over its organization and the technology of performing its work. These rights shall be limited only as specified in the Agreement or applicable State or Federal laws.

1.5 Peaceful Performance

1.5.1 No-Strike. The Association agrees that during the term of this Memorandum of Understanding neither it nor the employees it represents will engage in, encourage, sanction, support, any job or other actions which would involve suspension of or interference with normal work of the department or other city departments.

1.5.2 In the event of any job action as described above; the Association will immediately notify involved employees that the action(s) is in violation of this section, and direct them to cease the action(s).

1.6 Association Recognition

1.6.1 Woodland City Employees’ Association, hereinafter referred to as the "Association", is the recognized employee organization for General Services Unit employees as listed in Section 1.1.1.

The City recognizes the exclusive right of the Association to represent members of the bargaining unit on all matters relating to employment conditions and employee/employer relations subject to the employee's right of self-representation pursuant to Government Code Section 3503. Employees may authorize dues deduction only for WCEA.

9 1.7 Maintenance of Membership

1.7.1 Association membership is not a mandatory condition of employment for any employee covered by this agreement. However, any employee covered by this agreement who is an Association member, or becomes an Association member, shall continue to pay to the Association those dues or fees regularly charged members of the Association in good standing for the life of this agreement.

Any new employee covered by this Agreement who, after completing thirty (30) calendar days of employment voluntarily joins the Association, shall be subject to the same terms of continued membership as employees above.

1.7.2 Every employee who is a member of the Association shall have the right to withdraw from membership during the month of June each year. An employee who has properly withdrawn membership as provided herein shall not be subject to the provisions of this section.

1.7.3 Enforcement of this section shall be the responsibility of the Association, utilizing appropriate civil procedures. The Association shall indemnify and hold the City harmless from any and all claims, demands or suits, or any other action arising from this section.

10 ARTICLE II

COMPENSATION

2.1 Salary

2.1.1 During the term of this agreement, represented unit employees shall receive the following increases:
 Effective the first full pay period after July 1, 2023: 4%COLA  Effective the first full pay period after July 1, 2024 4% COLA  Effective the first full pay period after January 1, 2025 1% COLA  Effective the first full pay period after July 1, 2025 4% COLA  Effective the first full pay period after January 1, 2026: 1% COLA

2.1.2 One-Time Payment: Upon ratification and at the conclusion of the first full pay period, each unit member shall be paid a one-time lump sum payment equivalent to two percent (2%) of their base annual compensation as of July 1, 2023. This payment is not intended to include overtime or other additional compensation above base salary, and will not be considered reportable compensation for retirement purposes

2.1.3 Retroactive Payment of Salaries. The City’s practice of paying retroactive compensation stemming from ratification of Memoranda of Understanding is to pay retroactive compensation only to active employees at the time of the City Council’s approval of the MOU. This practice is hereby memorialized in this agreement between the City and the Association.

2.2 Deferred Compensation

2.2.1 The City will make available a Deferred Compensation Plan to all employees.

2.2.2 Foe employees hired after July 1, 2006, the City will provide a pretax contribution of two percent (2%) of base salary to a Deferred Compensation plan of the employee’s choice of those provided by the City of Woodland.

2.2.3 To receive the contribution, employee must have completed their initial probationary period.

2.2.4 Employee must enroll in one of the Deferred Compensation plans offered by the City.

2.2.5 There is no vesting requirement. The contribution is immediately vested into the employee’s account.

2.2.6 Effective the first full pay period after July 1, 2024, the City will match all represented employee’s deferred compensation contribution up to 1% of the employee’s base rate of pay.

11 2.3 Uniforms and Safety Equipment

2.3.1 The City shall provide uniforms to employees in the classifications reflected in Exhibit B.

The City shall provide the necessary protective devices, wearing apparel and other equipment as necessary to protect an employee from injury. Additionally, the City will provide employees with uniforms, as appropriate. A uniform can consist of shirts, pants, and outerwear. Certain job classes in Public Works may have specific policies regarding uniforms. The City will consult with the Association on any future changes to uniforms.

2.3.2 Employees in classifications who are required by the department to wear approved safety shoes/boots while in the performance of the duties of the classification when in any field or hazardous conditions or settings will receive a reimbursement upon proof of purchase of safety boots. The City will provide a reimbursement up to $300 per fiscal year for purchase and maintenance of a safety boot/shoe. The employee is required to provide proof of purchase or repair cost of the safety shoe/boots prior to reimbursements. Any amount in excess of the $300 reimbursement shall be the responsibility of the employee and is not eligible for reimbursement. The safety shoe/boot must meet the American National Standards Institute (ANSI) Standard for their applicable use. Failure to wear serviceable safety shoes/boots is a violation of this MOU and City of Woodland Personnel Rules.

2.3.3 The City shall approve payment for any employee who is required by the department director to wear prescription safety glasses in their position. The amount the City will pay for the frame portion of safety glasses is limited to the current allowance for regular glasses. This is a rolling twelve (12) month benefit. The employee’s department director will contact Human Resources who will authorize payment for such glasses. The vendor will bill the City for the frame portion up to the current allowance for regular glasses, and the cost of the lenses.

2.3.4 Employees required by their department director to wear uniform jackets shall have the jacket provided, and replaced on an as needed basis as determined by the department head.

2.4 Longevity Pay

2.4.1 The City shall pay longevity pay twice a month, once an employee completes the years of service, according to the following schedule:

Length of Service Annual Amount Monthly Amount Paycheck amount 10 years $600 $50.00 $25.00
15 years $700 $58.33 $29.16
20 years $800 $66.67 $33.28

2.5 Call-Back Pay

2.5.1 Employees who are physically called back to work after the completion of their regular shifts shall be compensated at the rate of time and one-half for all time worked. There shall be a minimum call-back time of two (2) hours. Employees called out between the hours of 10:00 p.m. and 5:00 a.m. and not assigned to stand-by shall receive a minimum call-back of three (3) hours.

12 2.6 Stand-by Pay

2.6.1 Standby assignments shall be governed by the City stand-by policy dated May 2010.

2.6.2 Employees assigned and required to be on stand-by status shall be compensated at the flat rate of forty-four ($44) dollars per weekday and sixty-three ($63) dollars each Saturday, Sunday and Holiday.

2.7 Promotional Pay

2.7.1 The City agrees that all promotions within the unit shall result in the minimum five percent (5 %) increase in pay for the affected employee.

2.7.2 Represented employees in or to be assigned to the journey level position of a split classification, shall be entitled to receive consideration for a merit salary step increase six (6) months after the reassignment. The new merit increase eligibility date will be one year from the date of increase.

2.8 Acting Pay

2.8.1 The purpose of acting pay is to provide appropriate compensation to employees who are assigned to work out-of-class. Employees assigned by their supervisor to perform substantially all the duties in a higher-level classification shall receive an additional five percent (5%) of base pay as acting-pay compensation provided the following requirement is met, minimum period of time to be eligible for acting pay must be at least three (3) consecutive work days, the position is vacant due to resignation or the incumbent is on leave. Payment shall continue for the term of the assignment to the higher-level classification duties. Acting assignments shall be limited to six (6) months, which may be extended an additional three (3) months on approval of the City Manager. This compensation is not considered pensionable compensation for CalPERS reporting purposes.

2.9 Bilingual Pay

2.9.1 The City shall maintain the existing bilingual policy. Designated bilingual employees shall receive additional compensation above their regular salary at a rate of two-hundred dollars ($200) per month. The monthly amount will be paid twice per month, in accordance with the City’s payroll schedule.

2.10 Jury Duty Pay

2.10.1 Employees shall be entitled to full pay in addition to any compensation received for serving as a member of a jury. This does not include Grand Jury duty.

13 2.11 Overtime

2.11.1 Unit employees shall receive overtime compensation at the rate of time and one-half for all hours worked in paid status in excess of forty hours per work week. Paid time off shall be counted as time worked for overtime calculation purposes. Employees handling City business at home on the telephone shall be eligible for overtime compensation in accordance with the Fair Labor Standards Act (time paid to the nearest 12-minute increment).

2.11.2 Employees shall have the option of choosing either paid overtime or compensatory time off.

Paid time shall be calculated using the FLSA rate of pay. Compensatory time off may be accrued to a maximum of sixty (60) hours at any one time. Compensatory time off maximums may be waived for employees working alternative work schedules by mutual consent. Upon termination, employees shall be paid for any accrued compensatory time. Compensatory time accrued after sixty (60) hours will be paid in accordance with Section 2.1.

2.11.3 The provisions of section 2.11.2 above shall apply to Recreation and Aquatic Supervisors and Recreation Coordinators. It is mutually understood that Recreation and Aquatic Supervisors and Recreation Coordinators work flexible schedules. The City will not mandate split shifts for Recreation and Aquatic Supervisors and Recreation Coordinators.

2.11.4 Once in a fiscal year, employees shall have the option of converting up to forty (40) hours accrued compensatory time to cash.

2.12 Shift Differential

2.12.1 Employees who work in the Library between the hours of 5:00 p.m. to 9:00 p.m. shall receive a shift differential pay of $.75 per hour.

2.12.2 Library employees who were employed as such on or before July 1, 1999, and who are required to work Sundays shall receive a thirty-five ($35) dollar Sunday payment differential.

Library employees hired after July 1, 1999 and those individuals hired specifically for the Sunday opening shall be assigned Sunday work without the Sunday differential.

2.13 Flexible Spending Account

2.13.1 The City agrees to maintain in effect the Section 125 program providing for pre-tax treatment of employee obligations for medical and dependent care costs.

2.14 Certificate Pay

2.14.1 Exhibit C summarizes the positions that are eligible to receive certificate pay, the certificates that are eligible for the additional pay, and the allowable percentage of base pay that can be earned for each certificate.

2.14.2 Certificate pays are cumulative, but in no case may exceed a total of 4% of base salary.

14 2.14.3 The City shall reimburse employees for training and testing to obtain the certifications referenced in this section, however, the City shall not pay for training or testing more than one time per employee for any one certification.

2.14.4 Eligibility for certificate pay will be determined upon submission of evidence of the certification to the City. Incentive pay shall begin no later than two (2) pay periods following the submission of evidence of certification to the City and payments will not be retroactive.

ARTICLE III

EDUCATION INCENTIVE

3.1 Education Reimbursement

3.1.1 Employees covered by this Resolution are eligible to participate in the Professional Growth Incentive Program. Employees may receive a reimbursement for professional memberships (including licenses, applications and renewal fees), subscriptions, professional training, attainment of academic degrees and related fees, and equipment limited to desktop computers or components (memory, hard drives, video cards, power supplies, mother boards), keyboards, monitors (maximum 32 inches), computer mouse(s)/pointing devices, laptop/notebook/tablet computers, printers, City standard suite of office productivity software (currently Microsoft Office Suite), security software, videoconferencing cameras and microphones, and cellular phones and related charging accessories, unless considered used mostly for personal entertainment. Smart watches and wireless earbuds are not eligible for reimbursement under this section. All such requests require advance approval by the City. Reimbursement per fiscal year per employee shall be $625.00. In the event that the full reimbursement amount is not used in any fiscal year, the amount will carry over to the next fiscal year. Under no circumstances will an employee be eligible to carry over more than $625.

3.1.2 Travel, Meal and Lodging Reimbursements, in addition to attendance at an approved conference, tuition/registration fees, books etc., may be reimbursed. The amount of reimbursement shall be governed by the City’s Travel Policy. Amounts of all reimbursements per fiscal year shall not exceed $625.

3.1.3 Employees terminating prior to January 1 of any fiscal year shall be responsible for repaying a prorated share of Professional Reimbursement they have spent. For example, an employee working 25% of the year would be entitled to a Professional Reimbursement not to exceed, $156.25. If employee received a reimbursement of greater than $156.25, at the time of termination, the employee would be responsible for payment of the difference. This will be taken out of the employee’s final check. If there are not enough funds to cover this amount, the City will invoice the employee for the difference. Funds carried over from a previous fiscal year are not subject to proration.

15 ARTICLE IV

MEDICAL AND RELATED BENEFITS

4.1 Medical Insurance

4.1.1 The City shall make available to all unit employees, the medical insurance program.

Employees shall have the option of enrolling in any of the plans offered by the City.

4.1.2 For Employees hired before April 23, 2007, the City provides a two tier medical benefits program:
 Tier One: Employee Only and Employee plus One
 Tier Two: Employee plus Family

4.1.3 Employees hired before April 23, 2007 who provide proof of dual coverage under CalPERS or other medical insurance programs may decline to accept medical coverage. These employees shall be eligible for a payment of $405 per month.

4.1.4 The City shall contribute up to the following amounts toward employee medical insurance coverage and cafeteria plan benefit:

Employees hired before April 23, 2007

Effective Employee Only Employee Plus One Family
January 1, 2024 $1,895.38 $1,895.38 $2,463.99
January 1, 2025 $1,895.38 $1,895.38 $2,463.99
January 1, 2026 $1,895.38 $1,895.38 $2,463.99

4.1.5 For employees hired on or after April 23, 2007, the City provides a three tier medical benefits program:
 Tier One: Employee Only
 Tier Two: Employee plus One
 Tier Three: Employee plus Family

4.1.6 Employees hired after April 23, 2007 who provide proof of dual coverage under PERS or other medical insurance programs may decline to accept medical coverage. These employees shall be eligible for a payment of $405 per month.

4.1.7 The City shall contribute up to the following amounts toward employee medical insurance and cafeteria plan benefit:

16 Employees hired on or after April 23, 2007
Effective Employee Only Employee Plus One Family
January 1, 2024 $947.69 $1,895.38 $2,463.99
January 1, 2025 $947.69 $1,895.38 $2,463.99
January 1, 2026 $947.69 $1,895.38 $2,463.99

4.2 Medical Insurance Upon Retirement

4.2.1 Employees who retire from the City may be eligible for Medical Insurance in accordance with the CalPERS Medical Plan or the current plan offered by the City. Dental, Vision and Long- Term Disability Insurance is not provided to retirees.

4.2.2 The parties agree to meet and confer to impasse and imposition on restructuring the retiree medical program.

4.2.3 Employees who were hired before July 1, 2006, and have ten (10) years of continuous consecutive service with the City of Woodland are eligible to receive benefits under the City's PERS plan, or the current plan offered by the City, or retire for disability under PERS shall be eligible for continued health and life insurance coverage subject to the following terms and conditions:

4.2.3.1 Employees 50 years old or older who separate from City service but postpone application to receive PERS retirement benefits must pay the premiums for any continued insurance coverage until the application for benefits is approved.

4.2.3.2 Insurance benefits levels to retirees will be equal to the schedule reflected in paragraph 4.1.3 above less the Public Employees’ Medical & Hospital Care Act (PEMCHA) minimum, which is set by CalPERS annually. Retirees who were hired before July 1, 2006, will receive a benefit equal to the “Total Benefit” reflected in 4.1.4 above; however, provisions of paragraphs 4.1.3 (Cash in Lieu) do not apply to retired employees.

4.2.3.2.1 Retirees who were hired prior to July 1, 2006 have a vested right to receive full medical insurance benefits in retirement equal to the total medical benefit provided to active employees. In the immediate case, such retirees shall receive the combined value of the medical benefit and the cafeteria plan benefit to equal the total benefit. In future cases, should the City again restructure its health care benefits, such retirees shall continue to receive the full value provided to active employees for health benefits irrespective of how they may subsequently be structured.

4.2.3.3 Life Insurance will be continued with the same benefit level and conditions as active employees except as adjusted according to the schedule outlined in the City's "Life Insurance Outline of Benefits" or in any modifications or other plans that replace the current plan;

4.2.3.4 Health Insurance coverage will be coordinated with Medicare when retirees become eligible; and

4.2.3.5 Dental, Vision and Long-Term Disability Benefits will not be offered or provided to retirees.

4.2.4 Employees who were hired on or after July 1, 2006, will receive medical insurance benefits in retirement as follows:

17 4.2.4.1 Insurance benefits levels to retirees who were hired after July 1, 2006, will receive a benefit equal only to the Public Employees’ Medical & Hospital Care Act (PECHMA) minimum which is set by CalPERS annually, however, provisions of paragraphs 4.1.3 (Cash in Lieu) do not apply to retired employees.

4.2.4.2 Retirement Health Savings Plan. The City of Woodland has established a program in which employees participate to save, on a tax deferred basis, money to help pay the cost of healthcare once an individual retires. The Retirement Health Savings Plan (RHSP) may be used for medical, dental and vision care as well as other healthcare expenses.

4.2.4.2.1 For employees hired on or after July 1, 2006, participation in the City’s RHSP is mandatory.

4.2.4.2.2 Contributions: The City shall contribute $100 per month to the employee’s RHSP account; likewise, the employee shall contribute $50 per month to their RHSP account. These contributions shall start after an employee has successfully completed their initial probationary period. However, upon successful completion of probation, the City shall contribute a lump sum of $100 per month for each month served in the employee’s initial probation.

4.2.4.2.3 Initial Probationary Period. During an employee’s initial probationary period with the City, neither the employee nor the City shall contribute to the employee’s RHSP account. The initial probationary period is that probationary period when an employee is first hired. A probationary period is also in effect when an individual changes classification or is promoted to a higher classification; City and employee contributions to RHSP accounts will continue during such promotional probationary periods.

4.2.4.2.4 Conversion of Sick Leave. Once an employee has accrued 500 hours of sick leave, the City shall convert 50% of additional sick leave earned to a cash contribution to an employee’s RHSP account. This results in all sick leave earned above 500 hours being changed to 4 hours per month (versus 8 hours) with the value of 4 hours of salary being contributed to the employee’s RHSP account.

4.3 Dental Insurance

4.3.1 For the term of this agreement, at no premium cost to the employee, the City shall provide a Dental Insurance program with benefits equivalent to that provided under the prior self-insurance plan including a $2,000 annual maximum benefit and a $1,000 lifetime maximum benefit for orthodontia (employee only and dependents 19 and under). Dental insurance ends the last day of the month of active employment.

4.3.2 The City will notify the Association if the Dental Plan is changed.

4.3.3 The City shall provide for coordination of dental benefits of married couples who are both City employees.

4.4 Long Term Disability Insurance

4.4.1 The City shall continue to provide a long-term disability insurance plan at a coverage level currently in effect for all represented employees. Represented employees must meet eligibility requirements as prescribed in the program in order for City participation to begin and be maintained.

18 4.4.2 The City shall pay 100% of the applicable premium, and City shall continue to pay for the dollar equivalent of 100% of the applicable premium. Coverage ends on the last day of the month of active employment.

4.5 Vision Insurance

4.5.1 The City shall continue to supply vision insurance with a fifteen ($15) dollar deductible at a coverage level currently in effect for all represented employees. Dependent children are covered upon proof of full-time student status. Coverage ends on the last day of the month of active employment.

4.6 Life Insurance

4.6.1 The City shall continue life insurance for covered employees at fifty thousand ($50,000) dollars.

ARTICLE V
LEAVES

5.1 Holidays

5.1.1 City holidays to be observed by represented employees shall be:

January 1st (New Year’s Day)
Third Monday in January (Martin Luther King's Birthday) Third Monday in February (President's Day)
Fourth Monday in May (Memorial Day)
July 4th
First Monday in September (Labor Day)
November 11th (Veteran's Day)
Thanksgiving Day
The Day after Thanksgiving Day
Christmas Eve - 1/2 day (Observed last work day before Christmas) December 25th (Christmas Day)

5.1.2 In addition, each represented employee shall have sixteen (16) hours added to his/her vacation leave total as of July 1 each year. Employees hired after July 1 will receive a prorated amount of floating holiday hours based on date of hire.

5.1.3 Represented employees in permanent part-time positions shall receive pay for City holidays on a pro-rated basis regardless of whether they are scheduled to work on the holiday or not. The pro- rated holiday benefit to be received shall be equal to the employee's average daily work hours, regardless of the time they would have otherwise been scheduled to work.

19 5.1.4 All represented employees shall be paid at time and one-half their hourly rate of pay for each hour worked on a City holiday.

5.1.5 Library Holiday Observance. Because the City Library is subject to being open to the public seven days a week, special consideration is necessary for Library Holiday Observance of City holidays. The following applies to library employees covered by this Memorandum of Understanding and has been developed in conjunction with the City, the Association and the Woodland City Library Board.

5.1.5.1 Holidays falling on a Friday or Saturday. When a City-observed holiday falls either on a Friday or Saturday, the Library will be closed both Friday and Saturday. Employees will use 8 hours of City-provided holiday time for one of the two days. For the other of the two-day observance, if not regularly scheduled off, employees will either work during their regularly scheduled day-off the following week or charge the time to vacation leave or compensatory time-off balance. In such instances, the employee will decide if he/she will work on their scheduled day off or take vacation/compensatory time-off.

5.1.5.2 Holidays falling on a Sunday or Monday. When a City-observed holiday falls either on a Sunday or Monday, the Library will be closed both Sunday and Monday. Employees will use 8 hours of City-provided holiday time for one of the two days. For the second of the two-day observance, employees will either work during their regularly scheduled day off the following week or charge the time to vacation leave or compensatory time-off balance. In such instances, the employee will decide if he/she will work on their scheduled day off or take vacation/compensatory time-off. The provision of this paragraph applies only when the Library is operating a seven-day a week schedule.

5.1.5.3 Thanksgiving Holiday. Notwithstanding the provisions of paragraph 5.1.5.1 above, the City observed Thanksgiving Holiday will be Thanksgiving Day and the Day after Thanksgiving Day. The Library will be open on the following Saturday and if on a seven day a week schedule the Library will be open the following Sunday. Overtime provisions of this MOU may apply to employees working on the Saturday and Sunday following the Thanksgiving Holidays.

5.1.5.4 Christmas Eve. As defined in paragraph 5.1.1, Christmas Eve is a half-day holiday observed the “last work day before Christmas.” Employees will be required to work only four hours, from 8:00 a.m. until 12:00 noon, of their scheduled eight-hour work day. At the discretion of the Library Director/Board, these four hours may include time that the library is open to the public.

5.2 Vacation Leave

5.2.1 The vacation leave earning rate for represented employees shall be as follows:

Years of Service Vacation Earned Per Month
0 to 3 years 6.7 hours
4 to 5 years 8.7 hours
6 to 10 years 11.34 hours
11 to 15 years 13.34 hours
16 to 20 15.34 hours

20 Over 20 years 16.67 hours

5.2.2 Vacation accumulation maximum shall be 352 hours. However, employees who had more than 304 hours of accrued vacation on February 15, 2000 shall have their vacation accumulation maximum set at the amount in their vacation bank at that time, plus three (3) months accrual. At such time as their vacation accrual is reduced to 352 hours or below, the 352-hour limit shall apply.

Employees with fifteen (15) years of service or more may carry an unused balance of vacation leave or no more than four hundred (400) hours past January 1 of each year.

5.3 Payment in Lieu of Time-Off

5.3.1 Employees may cash out accrued vacation leave once they have three (3) or more years of service with the City, based on the chart below. Eligible employees may request to have accrued hours of vacation paid directly to him/her at their base rate of pay at the time of the request, in lieu of time off, providing the employee has previously taken at least up to two (2) weeks (80 hours) of vacation time off in the same calendar year and has worked the required years of service based on the chart below. Please note: The leave taken does not have to be consecutive.

Years of Service
Annual Maximum
Vacation Leave Cash out
Vacation Leave
Taken
0 to 3 years 0 hours 0 Hours
3 to 5 years 40 hours 40 hours
5 to 8 80 hours 80 hours
8 + years 96 hours 80 hours

Payment will be made at the straight time rate.

5.4 Sick Leave

5.4.1 Represented full-time employees earn and accumulate sick leave at the rate of eight (8) hours per month. An employee continues to earn sick leave while on any paid leave. There shall be no limit to the amount of sick leave credit an employee may accrue.

5.4.2 Each employee has one (1) hour deducted from the employee's accrued sick leave time for each hour of sick leave taken.

5.4.3 In the event that a paid holiday occurs during a period when the employee is on sick leave, the holiday is not charged against the employee's accrued sick leave.

5.4.4 An employee eligible for sick leave is granted such leave for the following reasons:

a. Non-service-related illness or injury to the employee or physical or mental incapacity of the employee due to non-service-related illness or injury

b. Medical or dental office or hospital visits for examination, diagnosis, or treatment.

21 c. For regular full-time employees, up to 48 hours sick leave off with pay may be granted during a calendar year in the event of illness or disability of an employee’s immediate family member or the birth or adoption of a child. Regular part-time employees shall receive a pro- rated benefit based on the number of sick leave hours accrued in a six (6) month period.

5.4.5 No employee is entitled to sick leave while absent from duty on account of any of the following causes:

a. Sickness or injury sustained while on leave of absence without pay.

b. Sickness or injury sustained from improper employee conduct as defined in the City's Personnel Rules Section 14.2.

5.4.6 In the event an employee uses all of the sick leave the employee has accrued, the employee may have any other paid leave days the employee has accrued deducted for each day or portion thereof he/she is absent due to illness, upon the approval of the supervisor. This deduction will continue until the employee either returns to work or uses all his/her accrued leave time. With the concurrence of the department head, the supervisor may allow the employee to take a leave of absence without pay if the employee does not have any paid leave time or sick leave remaining to his/her credit.

5.4.7 Upon separation, an employee is not entitled to receive salary for unused earned sick leave.

Unused earned sick leave may be used as a credit in service retirement pursuant to contract provisions with the Public Employees' Retirement System as described in the Memorandums of Understanding.

5.5 Catastrophic Illness or Injury

5.5.1 Represented employees may donate portions of their vacation or CTO accumulations to other employees who have suffered catastrophic illness or injury per the catastrophic leave policy. A catastrophic illness defined as a life threating medical condition, by a health care provider, to a City employee or someone in their immediate family as defined by the City’s personnel rules. Employees receiving donations of time from other employees must first exhaust all available vacation, compensatory time and sick leave. The City has established a separate Catastrophic Leave policy.

For more specific information, please refer to the Catastrophic Leave policy.

22 ARTICLE VI

RETIREMENT

6.1 Retirement

6.1.1 The City will continue its participation in the Public Employee's Retirement System during the term of this agreement.

6.1.2 Permanent Employees of the City of Woodland fall under one of the three CalPERS Pension formulas as follows:

 Tier 1: Employees hired by the City of Woodland on or before December 4, 2012 for the

2.7%@55 CalPERS retirement pension program calculated at the single highest year pensionable compensation formula. These members shall pay 100% of the employee’s eight percent (8%) member contribution on a pre-tax basis.

 Tier 2: Employees hired by the City of Woodland on or after December 5, 2012 and before January 1, 2013 or who are new hires to the City of Woodland but are legacy/classic members determined by CalPERS are eligible for the 2%@60 CalPERS retirement pension program calculated at the three-year average pensionable compensation formula. These members shall pay 100% of the employee’s seven percent (7%) member contribution on a pre-tax basis.

 Tier 3: Public Employees’ Pension Reform Act (PEPRA) Employees hired on or after January 1, 2013 and who are not CalPERS legacy/classic members are eligible for the 2%@62 CalPERS retirement pension program calculated at the three-year average pensionable compensation formula. These members shall pay 50% of the normal cost as determined annually by CalPERS on a pre-tax basis.

6.1.3 Employee Cost Sharing toward Employer’s Cost of CalPERS Retirement Pension Program

6.1.3.1 Pursuant to Public Employee’s Retirement Law Section 20516, all represented employees will pay one percent (1%) of pensionable compensation toward the employer’s share of CalPERS retirement costs, in addition to the contribution toward the employee share described in the section above.

6.1.3.2 Effective the first full pay period after July 1, 2024, all represented employees shall pay two percent (2%) of pensionable compensation toward the employer’s share of CalPERS retirement costs, in addition to the contribution toward the employee share described in the section above.

6.1.4 The City provides the 1959 Survivor's Security Benefit as specified in the Government Code, Section 20862.8.

6.1.5 The City provides the sick leave conversion benefit as specified in the Government Code, Section 20862.8

23 6.1.6 The City shall maintain the PERS single highest year option for all employees hired before December 4, 2012. All employees hired on or after December 5, 2012, the PERS rate is based on the highest three-year average

ARTICLE VII

ASSOCIATION RIGHTS AND SECURITY

7.1 Communications

7.1.1 The Association shall have the right to reasonable use of bulletin boards and City conference rooms and other facilities, to the extent that such usage does not interfere with official City use. The Association may be charged reasonable costs in conjunction with such use, consistent with normal City policy.

7.2 Association Officers and Official Representatives

7.2.1 City employees who are official representatives or officers shall be given reasonable time off with pay to meet and confer or consult in scheduled meetings with management representatives.

Association representatives designated by the Association (maximum of four) shall be granted a reasonable amount of release time for the processing of grievances. The City shall accrue no overtime or other costs resulting from the exercise of this right. Representatives shall be released to process grievances only upon authorization of their supervisor. If the supervisor is unable to release the representative for the time requested, the supervisor shall arrange a release time as soon as practicable thereafter. Whenever an employee is required to meet with a supervisor and the employee reasonably anticipates that such meeting will involve questioning leading to disciplinary action, he/she shall be entitled to have an Association or other representative present if he/she so requests.

7.3 Access to Employees

7.3.1 Association representatives may have access to employees for purposes related to the administration of this Agreement. Representatives shall receive prior approval before entering City facilities and shall arrange visits during non-working hours. Access shall not interfere with work of the employee. Access to employees shall not be unreasonably withheld.

7.4 Association Leave

7.4.1 Elected officers of the Association shall be entitled to take leave with pay from work in order to perform Association business, but such leave shall be limited to an aggregate total of eight (8) hours per calendar month. Each employee taking such leave shall arrange a convenient time approved in advance by his/her immediate supervisor. Unused time shall not accumulate for use in future months, without prior written approval by the City's Personnel Officer.

24 7.4.2 Employees authorized by the Association President shall be entitled to use work time in order to prepare and distribute an Association Newsletter. Such time off shall be taken only with advance approval by the employee's immediate supervisor and the maximum time off allowed, in the aggregate, shall be ten (10) hours per month. Unused time shall not accumulate for use in future months without prior written approval by the City's Personnel Officer.

7.5 Advance Notice

7.5.1 Except in cases of emergency as provided below in this subsection the Association, if affected, shall be given reasonable advance written notice of any ordinance, resolution, rule or regulation directly relating to matters within the scope of representation proposed to be adopted by the City and shall be given the opportunity to meet with the appropriate management representatives prior to adoption.

7.5.2 In cases of emergency when the foregoing procedure is not practical or in the best public interest, the City may adopt or put into practice immediately such measures as are required. At the earliest practicable date thereafter the Association shall be provided with the notice described in the preceding paragraph and be given an opportunity to meet with the appropriate management representatives.

7.5.3 The City shall provide the Association with a copy of all job announcements. Upon hiring, the City shall provide the Association with the names of all hires within the bargaining unit.

7.5.4 The City shall notify the Association upon the commencement of any reclassification study.

7.6 New Hires

7.6.1 When a person is hired in any classification represented by the Association, the City shall notify that person that the Association is the recognized employee organization of the employees in said classification and make available to that person a copy of the current Memorandum of Understanding as well as an approved packet of information which has been supplied by the Association.

25 ARTICLE VIII

WORKING CONDITIONS

8.1 Rest Periods

8.1.1 Each employee shall be granted a fifteen (15) minute rest period with pay in a time and location which will be scheduled by the Supervisor approximately mid-point in first one-half of the employees regular work shift and in the second one-half of the shift. The fifteen (15) minutes shall include from the time when work stops until it resumes. The rest period is to be a recess to be proceeded and followed by an extended work period; thus, it may not be used to cover an employee’s late arrival to work or early departure nor may it be taken in conjunction with the lunch hour nor may it be regarded as accumulated if not taken. Rest periods shall be scheduled in such a way as to minimize disruption of the normal work period.

8.2 Training

8.2.1 To the extent practical, Unit employees will be afforded the opportunity to cross train in other departments/functions. The parties specifically acknowledge that cross-training is mutually beneficial and is encouraged.

8.2.2 Entry level unit employees will be provided reasonable job counseling as to training and experience required for advancement. To the extent practical, employees will be allowed to operate equipment on a training basis. No claim for out of classification pay shall be made when training on equipment.

8.2.3 The City will provide necessary hazardous materials training for all employees who may have contact with hazardous materials in the course of their employment.

8.3 Tools

8.3.1 In trades where the tools or equipment are normally owned by the employee, the City may require that the employee furnish his/her own hand tools. In such event, the City will provide a safe place for the storage of said tools.

8.3.2 The employee will give to his/her immediate supervisor an inventory of such tools and/or equipment by September 1 of each year.

8.3.3 The City shall fully compensate all bargaining unit employees for tools and/or equipment which are lost or damaged because of theft, fire, or other catastrophe, provided that such tools are listed in an approved inventory and are stored in a place designated by the City.

8.3.4 The City will provide an annual tool reimbursement allowance of $500 per fiscal year for employees in the classifications of: Senior Equipment Mechanic, Heavy Equipment Mechanic and Light Equipment Mechanic.

26 8.4 Work Hours for City Hall Employees

8.4.1 The work hours for employees working in City Hall shall normally be 8:00 a.m. to 5:00 p.m., unless alternative hours are established as outlined below.

8.4.2 A department head may establish alternative work schedules for employees of his/her department.

8.4.3 Any employee or group of employees desiring an alternative schedule may request, in writing, that the department establish such a schedule. Such a request shall be considered by the department head, who may accept or reject it. If such a request is denied, the department head shall explain the reasons.

8.4.4 For purposes of this section, alternative work schedules shall include, but not be limited to:

a. Alternate Work Week - A biweekly work schedule consisting of eighty (80) hours of work in no fewer than eight (8) work days, and with no more than ten (10) hours scheduled on any work day.
b. Flex Time Schedule - A weekly work schedule consisting of forty (40) work hours during five (5) work days at other than traditionally scheduled hours for the assigned shift. c. Other schedules approved by the department head.

8.4.5 Alternative work schedules may be discontinued by the department head at any time if it is determined that such schedules inhibit the efficiency or maintenance of City operations and/or services. At the request of effected employees, the department head shall meet and discuss the discontinuance of an alternative work schedule prior to terminating the schedule.

8.5 Contracting Out

8.5.1 The City shall notify the Association of any formal consideration made by the City Council for the contracting of services presently performed by represented employees. Whenever the City contemplates contracting such services, the City shall endeavor to have the new contractor give first consideration for employment opportunities to represented employees who would be displaced from their job as a result of the contract.

8.5.2 The City retains the right to decide to contract out prior to beginning negotiations. However, the City shall negotiate the effect of contracting out with the Association prior to taking any further action to contract out.

8.6 Introduction of New Technology

8.6.1 The City agrees to meet and confer over impacts on the use of new technology. The City retains the right to change technology as needed.

27 8.7 Reclassification Procedures

8.7.1 Employees who believe that their job duties have materially changed to the extent that their position is no longer properly classified may request that their position be subject to a study.

8.7.2 The request shall be made to the employee's department head. The department head shall forward the request to the City Manager with his/her recommendations to the City Manager within ten (10) working days. The City Manager shall arrange, within ten (10) working days, for whatever job classification study the Manager believes is necessary and appropriate. The study shall be completed within ninety (90) working days. Any recommendations for change in the employee's classification shall be submitted to the City Council for consideration with the submittal of the fiscal year's preliminary budget.

8.7.3 If a recommendation results in the addition of a new classification to the City's Classification Plan, the City shall notify the recognized employee representative and, upon request, meet and confer regarding the salary proposed for the new classification.

8.8 Alternative Transportation Program

8.8.1 The City shall retain the existing Alternative Transportation Program only for those members of the Association who were enrolled on July 1, 2006.

8.9 Probationary Period

8.9.1 During the initial probationary period for new employees, and upon satisfactory completion of the twelve (12) month probationary period, the employee is eligible for a merit step increase.

Nothing herein shall preclude the City from accelerating the award of merit step increases prior to the completion of the initial probationary period. In no event will a merit step increase be proposed at the recommendation of the supervisor, in less than 6 months and must be accompanied by a completed successfully performance evaluation. If an employee receives a merit increase prior to the completion of the initial probationary period, then the employee’s timeline for consideration of the next merit step is reset. The new merit increase eligibility date will be one year from the date of increase.

Employees hired on or after July 1, 2023 may be eligible for a merit step increase upon satisfactory completion of the twelve (12) month probationary period. No acceleration of merit step increases will be permitted.

8.10 Other Working Conditions Not Set Forth Herein

8.10.1 Other working conditions not set forth herein for employees covered by this Resolution shall continue as applicable on June 30, 2023 unless determined otherwise by the Woodland City Council in accordance with law or required otherwise by law.

28 ARTICLE IX

GRIEVANCES

9.1 Grievances

9.1.1 The purpose of the Grievance Procedure is to:

a. Afford employees a systematic means of obtaining consideration of concerns or problems.

b. Provide that grievances are settled as near as possible to the point of origin.

c. Provide that appeals are conducted as informally as possible.

9.1.2 Any alleged violation of this agreement or the Personnel Rules and Regulations, any alleged improper treatment of an employee, or any decision affecting an employee's employment is considered to be a matter subject to review through the grievance procedure (except as they relate to disciplinary matters as set forth in Rule 14).

9.2 Grievance Procedures

9.2.1 Step One - An attempt must be made to resolve all grievances on an informal basis between the employee and the immediate supervisor. It is the responsibility of the employee and the immediate supervisor. It is the responsibility of the employee to initiate this process within ten (10) calendar days of the date when the aggrieved action or incident became known to the employee.

9.2.2 Step Two - If the grievance is not satisfactorily resolved on an informal basis, the grievance is submitted in writing to the employee's immediate supervisor within ten (10) calendar days after the informal decision of the immediate supervisor. The supervisor must deliver his/her answer in writing to the employee within ten (10) calendar days after receiving the appeal.

9.2.3 Step Three - If the grievance is not satisfactorily resolved at the second step, the employee shall present the grievance to his/her supervisor's immediate supervisor within ten (10) calendar days after receipt of the written decision of his/her supervisor. The supervisor receiving the appeal shall render a decision, in writing, and return it to the employee within ten (10) calendar days after receiving the appeal.

9.2.4 Step Four - If the grievance is not satisfactorily resolved at the third step, it shall be submitted in writing to the department head within ten (10) calendar days after the supervisor's decision in writing to the employee within ten (10) calendar days after submission of the grievance to the department head.

9.2.5 Step Five - If the grievance is not satisfactorily resolved at the fourth step, it shall be submitted in writing to the Personnel Officer within ten (10) calendar days after the department head's answer is received. The Personnel Officer may designate a fact-finding committee, an officer not in the normal line of supervision, or the Personnel Board to investigate and provide advice concerning the

29 appeal. The Personnel Officer shall render a decision in writing to the employee within twenty (20) calendar days after receiving the appeal.

9.2.6 Unit employee may request that the service of the California Mediation and Conciliation Service be used prior to the Step Five of this rule. If utilized, the mediator shall attempt to mediate a settlement to the grievance. If the grievance is not solved through the mediation, it shall then proceed to the Fifth Step. All time limits of the grievance procedure shall be waived pending completion of the mediation process. At the end of the process, time limits shall be reinstated.

9.3 Conduct of Grievance Procedure

9.3.1 Time limits specified above may be extended to a definite date by mutual agreement of the employee and the reviewer concerned.

9.3.2 The employee may request the assistance of another person of his/her own choosing in preparing and presenting his/her appeal to any level of review.

9.3.3 The employee and his/her representative shall be privileged to use a reasonable amount of work time as determined by the appropriate department head or supervisor in conferring about and presenting the appeal.

9.3.4 Employee shall be assured freedom from reprisal for using the grievance procedure.

9.3.5 Grievance documents shall be filed separately from an employee's personnel file.

30 ARTICLE X
SAFETY

10.1 Safety

10.1.1 The City agrees to provide a place of employment which shall be safe and healthful for the employees therein and shall furnish and use safety devices and safeguards, and shall adopt and use methods and processes adequate to render such places of employment safe and healthful; and shall do every other thing necessary to protect life, health and safety of such employees. The City shall repair and maintain every place of employment as to render it safe and healthful. The term "safe and healthful" or "safety and health" as applied to employment or place of employment shall include conditions and methods of sanitation and hygiene necessary for the protection of the life, health and safety of employees.

In accordance with the requirements of the Occupational Safety and Health Act of 1970, it shall be the exclusive responsibility of the employer to ensure the safety of its employees and compliance by them with the safety rules herein.

10.1.2 The City agrees that all machinery, equipment and facilities the City furnishes shall meet with all required legal standards of safety and sanitation.

10.1.3 Accident records shall be kept and maintained by the City and shall be made available on request to departmental safety committees.

ARTICLE XI

OTHER COMPENSABLE ITEMS NOT SET FORTH HEREIN

11.1 Other Compensable Items Not Set Forth Herein

11.1.1 Other items not set forth herein which are compensable as terms and conditions of employment of the employees covered by this Resolution shall continue to be compensated by the City of Woodland at the rate applicable on June 30, 2023 unless determined otherwise by the Woodland City Council in accordance with law or required otherwise by law.

31 ARTICLE XII

INTEREST CARDS

12.1 Interest Cards

12.1.1 The City shall establish a system whereby current employees may submit interest cards providing notice of their interest in transfer and/or promotional opportunities.

PASSED AND ADOPTED THIS ____20th___ day of __June____, 2023 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Mayor

ATTEST:

Ana B. Gonzalez, City Clerk

32 Exhibit A
Woodland City Employee’s Association
Salary Schedule
Effective July 1, 2023

RANGE A B C D E F
28 $3,080.20 $3,234.21 $3,395.92 $3,565.73 $3,744.00 $3,931.20 29 $3,157.20 $3,315.07 $3,480.83 $3,654.87 $3,837.61 $4,029.49 30 $3,236.13 $3,397.94 $3,567.84 $3,746.23 $3,933.54 $4,130.22 31 $3,317.04 $3,482.89 $3,657.03 $3,839.89 $4,031.88 $4,233.47 32 $3,399.97 $3,569.96 $3,748.47 $3,935.89 $4,132.68 $4,339.31 33 $3,484.97 $3,659.21 $3,842.18 $4,034.28 $4,236.00 $4,447.80 34 $3,572.10 $3,750.70 $3,938.23 $4,135.14 $4,341.91 $4,559.00 35 $3,661.39 $3,844.47 $4,036.69 $4,238.52 $4,450.45 $4,672.98 36 $3,752.93 $3,940.58 $4,137.62 $4,344.50 $4,561.73 $4,789.82 37 $3,846.76 $4,039.10 $4,241.05 $4,453.10 $4,675.75 $4,909.54 39 $4,041.49 $4,243.57 $4,455.75 $4,678.53 $4,912.46 $5,158.09 40 $4,142.53 $4,349.67 $4,567.14 $4,795.50 $5,035.28 $5,287.04 41 $4,246.09 $4,458.40 $4,681.32 $4,915.38 $5,161.16 $5,419.21 42 $4,352.25 $4,569.87 $4,798.35 $5,038.28 $5,290.18 $5,554.69 43 $4,461.05 $4,684.10 $4,918.31 $5,164.23 $5,422.45 $5,693.57 44 $4,572.58 $4,801.21 $5,041.27 $5,293.34 $5,558.01 $5,835.91 45 $4,686.90 $4,921.24 $5,167.30 $5,425.67 $5,696.95 $5,981.80 46 $4,804.06 $5,044.27 $5,296.49 $5,561.31 $5,839.37 $6,131.34 47 $4,924.17 $5,170.38 $5,428.90 $5,700.34 $5,985.37 $6,284.63 48 $5,047.27 $5,299.63 $5,564.62 $5,842.85 $6,134.99 $6,441.74 49 $5,173.45 $5,432.13 $5,703.73 $5,988.92 $6,288.37 $6,602.79 50 $5,302.79 $5,567.93 $5,846.32 $6,138.65 $6,445.57 $6,767.85 51 $5,435.37 $5,707.13 $5,992.49 $6,292.12 $6,606.72 $6,937.05 52 $5,571.25 $5,849.81 $6,142.30 $6,449.42 $6,771.89 $7,110.48 53 $5,710.52 $5,996.05 $6,295.85 $6,610.65 $6,941.18 $7,288.24 54 $5,853.29 $6,145.96 $6,453.25 $6,775.92 $7,114.71 $7,470.45 55 $5,999.62 $6,299.61 $6,614.58 $6,945.31 $7,292.57 $7,657.20 56 $6,149.62 $6,457.09 $6,779.95 $7,118.95 $7,474.90 $7,848.64 57 $6,303.36 $6,618.52 $6,949.45 $7,296.92 $7,661.76 $8,044.85 58 $6,460.94 $6,783.99 $7,123.18 $7,479.35 $7,853.31 $8,245.98 59 $6,622.46 $6,953.58 $7,301.26 $7,666.32 $8,049.65 $8,452.13 60 $6,788.02 $7,127.43 $7,483.80 $7,857.99 $8,250.89 $8,663.43 61 $6,957.72 $7,305.61 $7,670.89 $8,054.43 $8,457.15 $8,880.01 62 $7,131.67 $7,488.25 $7,862.66 $8,255.80 $8,668.59 $9,102.02 63 $7,309.96 $7,675.46 $8,059.23 $8,462.19 $8,885.30 $9,329.57 64 $7,492.71 $7,867.35 $8,260.71 $8,673.75 $9,107.44 $9,562.81 65 $7,680.03 $8,064.03 $8,467.23 $8,890.59 $9,335.12 $9,801.88 66 $7,872.02 $8,265.62 $8,678.90 $9,112.84 $9,568.48 $10,046.90 67 $8,068.83 $8,472.27 $8,895.88 $9,340.68 $9,807.71 $10,298.10

33 Exhibit B
Classifications Provided Uniforms at City Expense

Electrician’s Assistant
Electrical / Signs & Markings Supervisor
Environmental Compliance Inspector I/II
Environmental Compliance Specialist
Equipment Service Clerk
Equipment Service Worker
Facility Maintenance Worker I/II/III
Heavy Equipment Mechanic
Industrial Electrical/Electronics Technician
Laboratory Technician I/II
Light Equipment Mechanic
Maintenance Supervisor
Maintenance Worker I/I/III/Sr.

Meter Services Technician
Park Maintenance Worker I/II/Sr.

Senior Equipment Mechanic
Senior Signs and Markings Technician
Senior Water System Operator
Signs and Markings Technician I/II
Traffic Signal / Street Lights Technician
Treatment Plant Mechanic
Tree Trimmer I/II/Sr.

Underground Service Locator
Utilities Maintenance Supervisor
Utilities Maintenance Worker I/II/III/IV/Sr. (Water and Sewer) Water / Wastewater Instrumental Technician
Water Pollution Control O-I-T
Water Pollution Control Operator I/II/III/IV
Water Systems Operator I/II

34 Exhibit C
Certification Pay

Job Classification Certification Percentage
Equipment Services Clerk Hazardous Waste Title 22 2.00% Maintenance Supervisor HAZWOPER 40 hr Cert 1.50%
Maintenance Worker I HAZWOPER 1.50%
Maintenance Worker II HAZWOPER 40 hr Cert 1.50%
Maintenance Worker III HAZWOPER 40 hr Cert 1.50%
Meter Services Technician Water Distribution Operator Grade III 2.00% Park Maintenance Technician Certified Pool Operator 2.00% Park Maintenance Worker I Certified Pool Operator
Qualified Applicator Cert Category B
Certified Playground Inspector

2.00%

1.50%

1.00%
Park Maintenance Worker II Certified Pool Operator
Qualified Applicator Cert Category B
Certified Playground Inspector

2.00%

1.50%

1.00%
Park Maintenance Worker III Certified Pool Operator
Certified Playground Inspector

2.00%

1.00%
Park Supervisor Certified Pool Operator 2.00%
Recreation Coordinator (Aquatics
assignment ONLY)
Certified Pool Operator 2.00%
Recreation Supervisor (Aquatics assignment
ONLY)
Certified Pool Operator 2.00%
Senior Maintenance Worker HAZWOPER 40 hr Cert 1.50%
Senior Utilities Maintenance Worker
(Collection)
HAZWOPER 40 hr Cert 1.50%
Senior Utilities Maintenance Worker
(Water)
Water Distribution Operator Grade V 2.00%
Senior Water Systems Operator Water Distribution Operator Grade V 2.00% Tree Trimmer I Commercial Applicator License 1.50%
Tree Trimmer II Commercial Applicator License 1.50%
Utilities Maintenance Worker I (Water) Water Distribution Operator Grade II 2.00% Utilities Maintenance Worker II (Water) Water Distribution Operator Grade III 2.00% Utilities Maintenance Worker III (Water) Water Distribution Operator Grade IV 2.00% Utilities Maintenance Worker IV (Water) Water Distribution Operator Grade V 2.00% Utilities Maintenance Worker I
(Collections)
Wastewater Collections Systems Maint Grade II
(C2)

2.00%
Utilities Maintenance Worker II
(Collections)
Wastewater Collections Systems Maint Grade III
(C3)

2.00%
Utilities Maintenance Worker III
(Collections)
Wastewater Collections Systems Maint Grade IV
(C4)
Qualified Applicator (QAC)
HAZWOPER 24 hr Cert

2.00%

1.50%

1.50%
Utilities Maintenance Worker IV
(Collections)
Qualified Applicator (QAC)
HAZWOPER 40 hr Cert

1.50%

1.50%
Water Systems Operator I Water Treatment Operator Grade II 2.00% Water Systems Operator II Water Treatment Operator Grade III 2.00%

35

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.19
SUBJECT: Annual Appropriations Limit

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. _____, approving the City of Woodland's Fiscal Year (FY) 2023/24 Appropriations Limit

Staff Contact
Evis Morales, Finance Officer, (530) 661-5923, [email protected]

Fiscal Impact
The FY2023/24 expected tax revenues are well below the calculated appropriations limit of $94,817,043; therefore no fiscal impact will result from this item.

Background
In November 1979, California voters approved Proposition 4, commonly known as the Gann Initiative.

The Proposition created Article XIIIB of the State Constitution, a state law that requires the state and local governments to adopt an annual appropriation limit. The appropriation limit, also referred to as the “Gann Limit”, establishes a limit on the proceeds of taxes that may be appropriated for spending in a given fiscal year. The limit is based on actual appropriations during the 1978/79 fiscal year, as adjusted each year using specified population and inflation factors.

In June 1990, Proposition 111 was adopted, which imposed changes to the calculation of the limit by providing a choice of methodologies for determining the annual inflation factor and for population growth, providing exclusions of certain types of expenditures, and revision to the processes required for refunding taxes collected in excess of the limit.

Discussion
Revenues restricted by the Gann Limit (“Limit”) are only those that are defined as “proceeds of taxes”. Many of the major General Fund revenue sources (sales tax, property tax, motor vehicle in- lieu) are classified as proceeds of taxes and are, therefore, subject to the Limit. Additionally, certain types of expenditures (voter approved debt, interfund transfers, capital outlay, and costs of complying with court orders or federal mandates) are excludable categories that do not count against the Limit.

As a result of Proposition 111, the City must choose between two (2) annual inflation factors and two (2) population growth factors for calculating the Limit each year.

The choice offered for the annual inflation factor is the greater of (1) the change in California per capita income or (2) the growth in non-residential assessed valuation due to new construction within the City. The data necessary to calculate the increase in non-residential assessed valuation is not currently available from the County; therefore, the City has elected to use the change in California per capita income.

The choice offered for the annual population growth factor is the greater of the growth in the city or county population. For FY2023/24, the California State Department of Finance provided the calendar year 2022 population growth percentage changes for both the City of Woodland and Yolo County at -

0.69% and -0.34%, respectively. Based on these growth rates, it is recommended that the City

Council approve the appropriations limit using the County's population growth factor. Using the prior year Gann limit of $91,095,865, the FY2023/24 Limit is calculated by applying the -0.34% population change in the City and the 4.44% increase in California per capita personal income. Please see the calculation worksheet attached to the Resolution. The resulting appropriation limit of $94,817,043 is $40,478,755 higher than our expected tax revenue for FY2023/24. The City should remain substantially below the Appropriations Limit in the foreseeable future.

Conclusion
Staff recommends that the City Council adopt Resolution No. _____, approving the City of Woodland's Fiscal Year (FY) 2023/24 Appropriations Limit

Prepared By: Evis Morales, Finance Officer

Reviewed By Kim McKinney, Director of Administrative Services

Attachments:

1. Gann Limit Resolution FY24

2. FY2023-24 Appropriations Limit Calculation

3. State of California 2024 Price and Population Information

RESOLUTION NO:

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND TO

SET THE APPROPRIATION LIMIT, IN ACCORDANCE WITH

ARTICLE XIII-B OF THE STATE CONSTITUTION
FOR FISCAL YEAR 2023/24
WHEREAS, the voters of the State of California added Article XIII-B to the Constitution limiting the state and local governments’ ability to appropriate the proceeds of taxes; and,
WHEREAS, California legislation (SB 1352) has implemented the provisions of Article XIII-B, effective January 1, 1981; and modified these provisions with the passage of Proposition 111 in June 1990; and,
WHEREAS, the City of Woodland has calculated its appropriation limitation in accordance with Government Code Section 7910; and,
WHEREAS, the City Council of the City of Woodland selected the greater of the City or the County of Yolo’s population factor and State of California’s inflation factor for calculating the appropriations limit.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WOODLAND AS FOLLOWS:

Section 1. To set the Appropriation Limit for the City of Woodland for fiscal year 2023/24 at $94,817,043.

PASSED AND ADOPTED by the City Council of the City of Woodland at a regular meeting of the City Council held on the 20th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Vicky Fernandez, Mayor
ATTEST:
____________________________________
Ana B. Gonzalez, City Clerk

Fiscal Year 2023/24 Appropriation Limit 91,095,865$
Input Areas
Factors:
(a)
Per Capita Personal Income
% change 4.440%
(a)
Annual % Change In
population -0.340% (The higher % increase should be used - Woodland 's population increase or Yolo County's population increase)
Factors converted to Ratios:

Per Capita Ratio 1.0444
Population
Converted To
Ratio 0.9966
Calculation of the City of Woodland's Factor

1.0444 X 0.9966 1.041
Fiscal Year 21/22 Appropriation Limit
91,095,865$ x 1.041 94,817,043$
(a) Information provided by the California State Department of Finance.

Appropriation Limit Calculation for Fiscal Year ending 6/30/2024

May 2023
Dear Fiscal Officer:

Subject: Price Factor and Population Information
Appropriations Limit
California Revenue and Taxation Code section 2227 requires the Department of Finance (Finance) to transmit an estimate of the percentage change in population to local governments. Each local jurisdiction must use their percentage change in population factor for January 1, 20 23, in conjunction with a change in the cost of living, or price factor, to calculate their appropriations limit for fiscal year 2023-24. Attachment A provides the change in California’s per capita personal income and an example for utilizing the price factor and population percentage change factor to calculate the 2023-24 appropriations limit. Attachment B provides the city and unincorporated county population percentage change. Attachment C provides the population percentage change for counties and their summed incorporated areas. The population percentage change data excludes federal and state institutionalized populations and military populations.

Population Percent Change for Special Districts
Some special districts must establish an annual appropriations limit. California Revenue and Taxation Code section 2228 provides additional information regarding the appropriations limit.

Article XIII B, section 9(C) of the California Constitution exempts certain special districts from the appropriations limit calculation mandate. The code section and the California Constitution can be accessed at the following website: http://leginfo.legislature.ca.gov/faces/codes.xhtml.

Special districts required by law to calculate their appropriations limit must present the calculation as part of their annual audit. Any questions special districts have on this requirement should be directed to their county, district legal counsel, or the law itself. No state agency reviews the local appropriations limits.

Population Certification
The population certification program applies only to cities and counties. California Revenue and Taxation Code section 11005.6 mandates Finance to automatically certify any population estimate that exceeds the current certified population with the State Controller’s Office. Finance will certify the higher estimate to the State Controller by June 1, 2023.

Please Note: The prior year’s city population estimates may be revised. The per capita personal income change is based on historical data.

If you have any questions regarding this data, please contact the Demographic Research Unit at (916) 323-4086.

JOE SPEPHENSHAW
Director
By:

Erika Li
Chief Deputy Director
Attachment

May 2023
Attachment A
A. Price Factor: Article XIII B specifies that local jurisdictions select their cost of living factor to compute their appropriation limit by a vote of their governing body. The cost of living factor provided here is per capita personal income. If the percentage change in per capita personal income is selected, the percentage change to be used in setting the fiscal year 2023-24 appropriation limit is:

Per Capita Personal Income
Fiscal Year Percentage change
(FY) over prior year
2023-24 4.44
B. Following is an example using sample population change and the change in California per capita personal income as growth factors in computing a 2023-24 appropriation limit.
2023-24:

Per Capita Cost of Living Change = 4.44 percent
Population Change = -0.35 percent
Per Capita Cost of Living converted to a ratio: 4.44 + 100 = 1.0444 100
Population converted to a ratio: -0.35 + 100 = 0.9965
100
Calculation of factor for FY 2023-24: 1.0444 x 0.9965 = 1.0407

Fiscal Year 2023-24
Attachment B
Annual Percent Change in Population Minus Exclusions*
January 1, 2022 to January 1, 2023 and Total Population, January 1, 2023 Total
County Percent Change --- Population Minus Exclusions -- - Population City 2022-2023 1-1-22 1-1-23 1-1-2023
Yolo
Davis -1.11 64,814 64,097 64,097
West Sacramento 2.10 53,071 54,187 54,187
Winters 0.94 7,464 7,534 7,534
Woodland -0.69 60,299 59,881 59,881
Unincorporated -2.25 35,991 35,181 35,181
County Total -0.34 221,639 220,880 220,880
*Exclusions include residents on federal military installations and group quarters residents in state mental institutions, state and federal correctional institutions and veteran homes.

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: H.20
SUBJECT: Fiscal Year 2023/24 Budget

Recommendation for Action: Staff recommends that the City Council adopt Resolution No. _____, a) approving the Fiscal Year (FY) 2023/24 Annual Budget of $206.8 million as detailed in Exhibit A and b) approving 323 full-time equivalent positions, by classification, as detailed in Exhibit B.

Staff Contact
Evis Morales, Finance Officer, (530) 661-5923, [email protected]

Fiscal Impact
Adoption of the fiscal year (FY) 2023/24 budget will appropriate $206.8 million across all City funds.

Included in this number is $923,882 for the Successor Agency to the former Woodland Redevelopment Agency, and $8.4 million in debt service related to debt issues by the Woodland Finance Authority. General Fund appropriations total $67.7 million, which includes $106,645 in one- time and $25,000 in additional recurring funding allocations.

Background
Over the last four months, the City Council has received a series of presentations and updates related to the fiscal year (FY) 2023/24 financial outlook for the City. These discussions began with the FY2022/23 Mid-Year Budget update in March, followed by the Spring Budget Workshop and proposed spending plans for American Rescue Plan (ARP) funding, Measures F and R , and finally budget recommendations for the FY2023/24 budget and the City's Capital Improvement Program (CIP) in June. All of these discussions and topics have been included in the Proposed Budget document summary that accompanies this report.

Discussion
With the post-pandemic inflationary affects and decreases in citywide sales tax revenue growth, the City has had to deal with some budgetary challenges over the last few years. These challenges have affected our revenue projections in FY2022/23, into FY2023/24, and throughout the remainder of the General Fund five-year forecast. City staff will continue to work through these looming challenges and will work with the City Council to address any budgetary issues that may arise as the local economy continues to gain or lose momentum. The City’s prudent financial practices, including long- term financial planning and a conservative budget approach, have allowed reserve balances to be built up and maintained, providing the City the ability to address projected General Fund annual operating deficits in a thoughtful and strategic manner while continuing to address priority needs.

The proposed budget totals $206.8 million, supporting city operating funds ($165.7 million), capital funds ($16.4 million) and debt service obligations ($24.7 million) and represents a decrease of 3% from the FY2022/23 adopted budget. Consistent with previous years, costs associated with the City's investment management function ($450,000) are not shown as expenditure appropriations, but instead are netted against total investment income for the fiscal year.

The overall FY2023/24 Budget has been carefully developed with critical one-time funding recommendations necessary to address specific priority needs and limited recurring additions to the baseline budget. These additions (one-time and recurring costs) are aligned with City Council

priorities. The budget includes anticipated revenues developed in coordination with the City’s tax revenue consultants based on economic indicators. Tax revenue impacts, along with other impacted revenues, are reflected in the five-year General Fund forecast.

The budget includes a set of specific funding recommendations totaling $832,884, including $564,994 million in one-time funding allocations and $267,890 in ongoing budget augmentations.

Funding recommendations include items previously discussed and approved in the American Rescue Plan, Measure F, and Measure R spending plans. The Proposed Budget includes funding recommendations to support one (1) new full-time position: Community Enhancement Specialist.

The proposed FY2023/24 full-time equivalent staffing level of 323 positions remains 29.5 positions (8%) fewer than the pre-recession staffing levels of FY2008/09.

The General Fund budget, totaling $67.7 million, as proposed, represents a decrease of $2.2 million (3%) less from the prior year, including $106,645 of one-time funding allocations from available excess General Fund reserves and $25,000 in ongoing budget augmentations . The overall budget proposal, which includes specific funding recommendations to meet select priority needs would, if approved, result in an anticipated year-end fund balance in the General Fund of $16.2 million (30%), or $5.4 million above the Council's adopted reserve policy level of 20% of revenues.

The proposed FY2023/24 Capital Improvement Program (CIP) budget includes funding recommendations totaling $11.4 million, of which $4.5 million is allocated for investment in transportation infrastructure, $6.8 million to advance capital projects within water, sewer, and storm drain utility funds, $50,000 for park facilities, and $85,000 supports the Library.

The overall budget proposal remains consistent with the city’s framework for advancing the Council’s goal of fiscal stability. The proposed FY2023/24 budget uses a modest amount of budget flexibility to address priority needs. As the City continues to make progress in tackling its long-term structural budget deficit, focus remains on efforts to manage personnel costs and address unfunded liabilities.

Specifically, the updated General Fund forecast reflects a projected operating deficit of $1.9 million for FY2023/24 growing to $3.4 million by the end of the five-year forecast’s planning horizon. This ongoing budget gap is attributable to expenditures outpacing revenues and mostly associated with projected increases in CalPERS retirement contribution rates resulting from lower interest earnings assumptions adopted by the CalPERS Board, and underperforming investment returns.

Proposed Budget Recommendations:

Overall, the Proposed Budget is consistent with the budget framework developed over the past several fiscal years as well as feedback provided by the City Council through its regular quarterly budget updates and the Spring Budget Workshop held in May.

As has been the case in recent years, the budget necessarily incorporates fairly conservative revenue estimates, which contribute to limited discretionary budget flexibility. Nonetheless, the ability of the City to maintain, and increase, reserve levels has provided an opportunity to exercise diligence in implementing long-term, sustainable structural budget changes, while also providing the ability to utilize a prudent amount of one-time funding to address priority needs, above what can be supported by the baseline budget.

Several baseline General Fund budget adjustments are recommended in order to support priority unmet needs.

The following summarizes the specific General Fund one-time and recurring funding recommendations included as part of the FY2023/24 Proposed Budget:

One-Time

Recurring

The proposed budget also recommends $458,349 one-time and $242,890 in recurring costs in Other Funds:

One-Time

Recurring

The proposed budget also includes funding recommendations that have been previously approved by the City Council in the American Rescue Plan, Measure F Spending Plan, Measure J Spending Plan, and Measure R Spending Plan.

Measure F
Measure F (MSF) revenues are estimated to total $91.9 million through the 12-year life of the sales tax measure. Fiscal year 2023/24 revenues are estimated at approximately $7.7 million, which is consistent with the assumption used for the sales tax forecast in the preliminary Operations and Maintenance budget. Recommended appropriations for FY2023/24 total $6,563,063, which includes $256,007 in one-time funding recommendations above the baseline budget and $185,890 in recurring expenses.

Measure R
The Measure R (MSR) revenues are estimated to total $32.4 million through the 8-year life of the sales tax measure. Actual appropriation of MSR, which includes staffing and programming, occurs annually with the adoption of the City's budget. Included in the spending plan for fiscal year 2023/24 is an anticipated $3.8 million in revenues, with recommended appropriations of $3.5 million.

American Rescue Plan (ARP)
In March 2022, the City Council approved a spending plan for the use of ARP funds. The City has received $11.1 million that has been programmed across various eligible categories and will be appropriated/spent over the next three fiscal years. The City has previously appropriated and/or spent $8.9 million, and the proposed budget for FY2023/24 includes $720,000 of additional appropriations. Other planned expenditures in FY2023/24 are anticipated, but those items funded will come back to the City Council the programs or activities are ready to commence.

Capital Budget Overview
A major component of the city’s annual budget process is the update to the five-year Capital Improvement Program (CIP). For FY2023/24, the CIP budget proposes funding projects totaling $11.4 million, allocated to various categories as follows:

Major Capital Improvement Projects proposed for new or additional FY2023/24 funding include:

Water/Sewer/Storm Drain

1. 2024 Water & Sewer Replacement Project $3,600,000

2. Annual Sewer Repair and Replacement $1,040,000

3. Water Pollution Asset Replacement Project $ 675,000

4. Replacement of Orangeberg Sewer Laterals $ 500,000

5. Storm Drainage Pump Station Emergency Generator Rehab $ 260,000

Transportation

1. Matmor Road & East Gum Rehabilitation $1,800,000

2. 2023 Road Maintenance/Rehabilitation $1,000,000

3. Annual In-House Road Maintenance Program Support $1,000,000

4. 2024 ADA Improvements $ 200,000

5. Traffic Calming Program $ 100,000

Looking Ahead
As we prepare to transition to a new fiscal year, there are a number of issues on the horizon that will have a direct impact on the City’s ability to sustain the current and proposed service levels and/or

provide additional budget flexibility to advance specific priority needs not provided for in this budget proposal.

Property and Sales Tax Revenue Updates
The City’s fiscal outlook has improved since the impact of the COVID-19 pandemic, in large part due to the protracted economic recovery which has yielded modest but consistent growth in our major tax revenues. However, in FY2022/23, the City's sales tax revenue began to decrease primarily due to declines in the transportation sector. Staff anticipates this downturn to continue to affect the FY2023/24 budget and assumes ongoing modest growth in property and sales tax revenues for the remainder of the five-year forecast. The updated five-year forecast assumes modest revenue growth rates in property tax and assumes slower growth rates in sales tax throughout the remaining years and is consistent with most economic forecasts. The City will receive its official assessed valuation of the property tax rolls in early July, soon after adoption of the FY2023/24 budget, and will continue to receive quarterly updates of sales tax receipts and projections. In the short-run, actual property and sales tax receipts are likely to be within the range of assumptions used in the development of the FY2023/24 budget, and in the medium-term, the budget plan provides for a level of general fund reserves sufficient to absorb any economic correction that negatively impacts tax revenues. Staff will continue to monitor revenue receipts and other factors that could very well inform updated financial forecast assumptions over the five-year planning horizon.

Ongoing Labor Negotiations
The City has eight employee bargaining groups with contracts that expire at various times. Management has been meeting with four bargaining groups whose labor agreements expire on June 30, 2023. While certain assumptions have been incorporated into the Proposed Budget relative to personnel costs for employees represented by these bargaining groups, the terms of successor agreements may have direct short-term and long-term budget implications.

CalPERS Pension Costs
The Proposed Budget for FY2023/24 reflects the city’s costs associated with employer contributions for CalPERS pension obligations, as set by CalPERS for the coming fiscal year, and the five-year forecast, in turn, includes assumptions consistent with projected pension costs provided by CalPERS. In FY2023/24 staff is estimating the cost of retirement to be $8.3 attributed to the General Fund and $13.0 million across all City funds.

In late July or early August, updated CalPERS valuation reports are provided that will establish the pension contribution levels for FY2024/25 as well as updated five-year projections. The upcoming valuation reports (and those to follow) are expected to continue to have a significant impact on the city budget, particularly in light of recent actual and projected investment losses and continued volatility in the investment market.

Conclusion
As we look forward to implementing the budget for FY2023/24, staff continues to look for ways to leverage local funding to enhance programs and services consistent with City Council and community priorities. Through ongoing partnerships and collaborations with public and private sector partners, we are seeing the fruits of key initiatives undertaken over the past few years. With Measure F and Measure R, the City has more resources and certainty to be able to provide essential programs and services as well as implement Council priorities. It is the overall goal of the Proposed Budget and long-term financial plan of the City to ensure that the City of Woodland can continue to deliver quality services, invest in the future of the community, while sustaining a fiscally prudent budgetary framework.

Conclusion

Staff recommends that the City Council adopt Resolution No. _____, a) approving the Fiscal Year (FY) 2023/24 Annual Budget of $206.8 million as detailed in Exhibit A and b) approving 323 full-time equivalent positions, by classification, as detailed in Exhibit B.

Prepared by: Evis Morales, Finance Officer

Reviewed by: Kim McKinney, Director of Administrative Services

Attachments:

1. FY2023-24 Budget Resolution

2. Exhibit A - FY24 Total Appropriations by Fund

3. Exhibit B - FY2023-24 FTE Count

4. Measure F Spending Plan FY2023-24

5. Measure R Spending Plan FY2023-24

6. ARP Spending Plan FY2023-24

RESOLUTION NO: __________________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WOODLAND ADOPTING THE FISCAL YEAR 2023-2024 ANNUAL BUDGET
WHEREAS, a balanced annual budget for the City of Woodland has been prepared for fiscal year 2023-2024 and presented to the City Council and reviewed at public meetings on April 4, 2023 and June 6, 2023; and
WHEREAS, the proposed budget also includes the fiscal year 2023-2024 budgets for the Woodland Finance Authority and the Successor Agency to the former Woodland Redevelopment Agency; and
WHEREAS, the budget for Capital Improvement Plan for fiscal year 2023-2024 has been prepared; and
WHEREAS, all appropriations for the prior fiscal year shall lapse at the end of fiscal year 2023-2024 and any remaining amounts shall be credited against their respective fund balances, except for:
a. Any unexpended but encumbered amounts for specific orders outstanding at the end of the Fiscal Year, and
b. Any appropriations for incomplete capital projects at the end of fiscal year 2023-2024; and
WHEREAS, for these exceptions, such carry-overs may be made without further City Council action,

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WOODLAND HEREBY RESOLVES:

Section 1. The 2023-2024 Annual Budget is hereby adopted for the following funds (detail shown as Exhibit A):

General Fund $67,687,159
Enterprise Funds 62,526,753
Special Revenue Funds 19,671,551
Internal Service Funds 21,994,668
Capital Funds 10,469,272
Spring Lake Funds 15,199,767
Debt Service Funds 8,374,339
Successor Agency 923,882
Total $206,847,391
Section 2. The one-time and ongoing funding recommendations outlined in the proposed budget are hereby approved.

Section 3. Full-time Equivalent positions are hereby approved, by classification, as detailed in Exhibit B.

Section 4. Appropriations are hereby made at the individual fund level. The City Manager and Finance Officer are authorized to make budgetary transfers within an individual fund, so long as total appropriations for such fund remain unchanged. Interfund loans and/or transfers necessary to support fund level appropriations are hereby approved and authorized. Any changes to total fund level appropriations require further Council action.

Section 7. The City Manager and Finance Officer are hereby authorized to implement this resolution, including issuing the 2023-2024 Budget, together with any non-substantive corrections to the proposed budget adopted by this Council.

PASSED AND ADOPTED by the City Council of the City of Woodland at a regular meeting of the City Council held on the 20th day of June, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Vicky Fernandez, Mayor
ATTEST:

Ana B. Gonzalez, City Clerk

EXHIBIT A
Proposed
Fund Title FY2023/24
2010 EQUIPMENT SERVICES 2,372,335 2011 FACILITIES REPLACEMENT 203,067 2012 EQUIPMENT REPLACEMENT 1,212,145 2013 BENEFITS FUND 11,333,548 2014 VEHICLE-EQUIPMENT LEASES 676,189 2015 INFORMATION SYSTEMS FUND 2,524,490 2091 SELF INSURANCE 3,672,894 1101 GENERAL FUND 67,687,159 1102 MEASURE R 3,456,926
1103 INVESTMENT FUND 450,001 2210 WATER ENTERPRISE FUND 33,216,154 2220 SEWER ENTERPRISE FUND 25,781,035 2221 STORM DRAIN ENTERPRISE FUND 1,648,216 2222 WASTEWATER PRE-TREATMENT 616,741 2240 CEMETERY 545,086
2250 RECYCLING 278,624
2252 CONST/DEMO DEBRIS RECYCLE 31,350 2253 RECREATION ENTERPRISE 409,547 1301 LITERACY GRANT 95,922
1320 COMMUNITY DEVELOPMENT BLOCK GRANT 652,002 1322 SUPPORTIVE HOUSING PROGRAM 347,177 1325 STATE GRANTS 210,536
1326 HOUSING ASSISTANCE 22,589 1340 POLICE GRANTS 531,208
1351 TRANSPORTATION GRANT 73,353 1352 SUPPLEMENTAL LAW ENFORCEMENT SERVICES233,627 1353 PROPOSTION 172 680,505
1354 TRANSPORTATION DEVELOPMENT ACT (SB325)4,222,895 1355 GAS TAX-2106 (SELECT) 2,155,874 1357 ASSET FORFEITURE FUND 10,313 1358 HOUSING MONITORING FUND 126 1359 FIRE SUPPRESSION DISTRICT 3,500 1361 ROAD MAINT AND REHAB ACCOUNT 1,300,000 1365 ENVIRONMENTAL COMPLIANCE 210,895 1381 GIBSON RANCH L&L 875,573 1383 NORTH PARK L&L DISTRICT 41,610 1384 STRENG POND LANDSCAPE MAINT 45,125 1386 USED OIL RECYCLING GRANT 15,000

CITY OF WOODLAND
FISCAL YEAR 2023/24

TOTAL APPROPRIATIONS BY FUNDTOTAL APPROPRIATIONS BY FUND

EXHIBIT A
Proposed
Fund Title FY2023/24
1387 WOODLAND WEST L&L 32,469 1389 SPRINGLAKE L&L 3,036,713 1391 SPORTS PARK O&M CFD 533,836 1392 GATEWAY L&L 216,119
1393 PRUDLER SERVICES CFD 129,157 1501 CAPITAL PROJECTS 134,510 1507 MEASURE F 6,563,063
1510 GENERAL CITY DEVELOPMENT 1,701 1522 RECOGNIZED OBLIGATION RETIREMENT FUND 923,882 1540 PARK & RECREATION DEVELOPMENT 1,414,622 1550 POLICE DEVELOPMENT FUND 66,735 1560 FIRE DEVELOPMENT 133,256 1570 LIBRARY DEVELOPMENT FUND 86,672 1580 SURFACE WATER DEVELOPMENT 230 1582 ROAD DEVELOPMENT 144,356 1583 TREE RESERVE 5,000
1585 SEWER DEVELOPMENT FUND 1,919,127 1594 SPRING LAKE CAPITAL 15,042,311 1601 SPRINGLAKE ADMINISTRATION 107,456 1640 SLIF PARKS & RECREATION 50,000 3830 SOUTHEAST AREA DEBT SERVICE 1,248,045 3870 CFD#2 SPRINGLAKE DEBT SERVICE 5,575,948 1883 2014 REFUNDING LEASE REVENUE BONDS 1,550,346 1917 LIBRARY TRUST FUND 88,500 $206,847,391

EXHIBIT B
Proposed
Classification FY2022/23 Changes FY2023/24
Administrative Services Director 11
Administrative Clerk I/II 5‐ 14
Administrative Clerk III 112
Administrative Supervisor 11
Assistant Engineer 1‐ 10
Assistant Planner 11
Associate Engineer 33
Associate Planner 1‐ 10
Building Inspector I/II 11
Chief Building Official 11
Chief Information Officer 11
Chief Collection System Operator 11
Chief Water Systems Operator 11
City Clerk 11
City Manager 11
Code Compliance Officer I/II 11
Community Development Clerk I/II 22
Community Development Director 11
Community Development Technician I 22
Community Risk Reduction Specialist II 22
Communications & Strategic  Policy Manager 11
Community Enhancement Specialist 011
Community Services Director 11
Community Services Officer 55
Community Services Program Manager 22
Conservation Coordinator 22
Crime & Intelligence Analyst 11
Crime Prevention Specialist 11
Data Services Manager 11
Deputy PW Director ‐ Utilities 011
Electrical Supervisor 11
Electrical/Electronics Instrumentation Technician 00
Electrician's Assistant 22
Engineering Assistant 22
Engineering Technician I/II 22
Engineering Technician III 2‐ 11
Environmental Compliance Inspector II 11
Environmental Compliance Specialist 11
Environmental Resource Analyst 00
Equipment Services Clerk 11
Executive Assistant 22
Facilities Maintenance Worker I/II 11
Facilities Maintenance Worker III 33
Finance Clerk II 22
Finance Officer 11
Finance Specialist 44
Finance Supervisor 11
Employee Summary ‐ Citywide
CITY ORGANIZATION

EXHIBIT B
Proposed
Classification FY2022/23 Changes FY2023/24
Employee Summary ‐ Citywide
CITY ORGANIZATION
Fire Battalion Chief 33
Fire Captain 12 12
Fire Chief 11
Fire Engineer 12 12
Fire Marshal 11
Firefighter 18 18
Fleet & Facilities Manager 11
GIS Analyst 11
GIS Technician I/II 11
Heavy Equipment Mechanic 11
Housing Analyst I/II 11
Human Resources Manager 11
Human Resources Tech 11
Ind Electrical Tech 22
Information Systems Technician I 11
Information Systems Technician II 11
Infrastructure Administrator 11
Junior Engineer 00
Laboratory Supervisor 11
Laboratory Technician I 00
Laboratory Technician I/II 22
Librarian I 22
Librarian II  33
Librarian III 11
Librarian Assistant I/II 11
Library Services Director 11
Library Technician Assistant II 11
Library Technician Assistant III 22
Light Equipment Mechanic 22
Maintenance Supervisor 11
Maintenance Worker II  55
Maintenance Worker III 22
Management Analyst I/II 55
Marketing & Business Relations Specialist 11
Meter Services Technician 22
Park Maintenance Worker I 11
Park Maintenance Worker II  33
Park Superintendent 11
Park Supervisor 33
Police Captain 11
Police Chief 11
Police Lieutenant 33
Police Officer 56 56
Police Records Specialist 77
Police Records Supervisor 11

EXHIBIT B
Proposed
Classification FY2022/23 Changes FY2023/24
Employee Summary ‐ Citywide
CITY ORGANIZATION
Police Sergeant 10 10
Pool Facilities Technician 11
Principal Civil Engineer 112
Principal Planner 22
Principal Utilities Civil Engineer 11
Programmer Analyst 11
Public Works Director 11
Recreation Coordinator 33
Recreation Supervisor 44
Senior Accountant 11
Senior Building Inspector 11
Senior Building Plans Examiner 11
Senior Associate Civil Engineer 22
Senior Civil Engineer 1‐ 10
Senior HR Analyst 11
Senior Engineering Assistant 11
Senior Environmental Analyst 11
Senior Equipment Mechanic 11
Senior Management Analyst 11
Senior Planner 011
Senior Traffic Sig/Street Light Tech 11
Senior Water/Waste Instr Tech 11
Signs and Marking Tech II 11
Social Services Manager 11
Senior Construction Project Manager 11
Senior Police Records Specialist 22
Senior Utilities Maint Wrk Sewer 11
Senior Water System Operator 11
Senior Water Pollution Control Operator 11
Senior Signs & Markings Technician 11
Traffic Sig/Street Light Tech 11
Technical Services Manager 11
Treatment Plant Mechanic 11
Treatment Plant Superintendent 11
Tree Trimmer I/II 11
Underground Utility Service Locator 11
Utilities Administrator 1‐ 10
Utilities Maintenance Worker I 66
Utilities Maintenance Worker II  14 1 15
Utilities Maintenance Worker III 44
Utilities Maintenance Worker IV 11
Water Pollution Control Operator I 11
Water Pollution Control Operator II  00
Water Pollution Control Operator III 22
Water Pollution Control Operator IV 11
Water Systems Operator I/II 22
Water Quality Specialist 11

EXHIBIT B
Proposed
Classification FY2022/23 Changes FY2023/24
Employee Summary ‐ Citywide
CITY ORGANIZATION
Water/Waste Inst Tech 11
Total Full‐Time Equivalents Positions 323 0 323

FY2018/19 FY2019/20 FY2020/21 FY2021/22 FY2022/23 FY2023/24 FY2024/25 FY2025/26 FY2026/27 FY2027/28 Total Revenues Over 12 Years
Sales Tax Revenues 4,053,546             5,957,637             6,935,312             7,656,557             7,992,689             7,668,515             7,632,500             7,894,200             8,138,400             8,365,700             91,945,170 Expenditures
Parks
Park Debt Service ‐                         ‐                         24,184                 151,529               1,182,939            1,174,096             1,169,541             1,164,895             ‐                         ‐                         4,867,184 Park Projects 15,000                  15,000                  164,966               671,612                1,803,794            75,904                  80,459                  85,105                  1,250,000            1,250,000             8,224,340 New Pool 2,500,000            2,500,000
Parks Total 15,000                 15,000                  189,150               823,141                5,486,733            1,250,000             1,250,000             1,250,000             1,250,000             1,250,000             15,591,524 Roads
Capital Project 40,374                  1,374,275            928,409                2,052,861            5,301,063             1,948,878             1,681,336             1,986,440             1,690,564             1,871,342             23,114,698 Road Maintenance Assistance 583,695               536,359                657,872                626,250                1,140,011            1,015,851             1,000,000             1,000,000             1,000,000             1,000,000             10,810,038 Roads Total 624,069               1,910,633            1,586,282             2,679,111             6,441,074             2,964,729             2,681,336             2,986,440             2,690,564             2,871,342             33,924,736 Public Safety
Public Safety Total 661,796               1,093,184            1,453,994             1,416,688             1,750,384             2,012,924             2,079,350             2,179,159             2,259,788             2,372,778             25,134,236 Economic Development
Economic Development Total 235,687               223,060                185,766                177,064                343,925                335,410                306,479                321,189                333,074                349,727                3,665,382 Total Expenditures 1,536,55 2           3,241,87 7          3,415,19 2         5,096,005          14,022,11 6       6,563,06 3         6,317,165            6,736,78 9         6,533,425          6,843,84 7         78,315,87 9 Net Revenues/Exp 2,516,994             2,715,760             3,520,120             2,560,552             (6,029,427)          1,105,452             1,315,335             1,157,411             1,604,975             1,521,853             13,629,291 Reserve Set Aside 125,000                100,000                100,000                100,000                100,000                100,000                100,000                100,000                100,000                100,000                1,325,000 Parks Projects Reserve 1,191,439             1,013,082             374,798                (1,275,000)          1,304,318 Parking Lot Rehabilitation  575,000                575,000 Sports Park Reserve 500,000                500,000
Fund Balance 2,391,99 4            3,316,31 5           5,723,35 3          7,234,10 8          2,379,68 1          3,385,13 2          4,600,46 7            5,657,87 8          7,162,85 3          8,584,70 6          9,924,97 3 MEASURE F SPENDING PLAN

FY2022/23* FY2023/24 FY2024/25 FY2025/26 FY2026/27 FY2027/28 FY2028/2 9 FY2029/30 FY2030/31** Total Budget Baseline
Revenues
MSR Annual Revenue Projection 2,931,444 $       3,802,017 $    3,785,200 $    3,915,900 $       4,037,900 $    4,151,600 $     4,276,148 $       4,404,432 $     1,134,141 $      32,438,783 $ Other Revenue 200,000 $          200,000$
Expenditures
Utility Assistance 250,000 $          250,000 $       250,000 $       250,000 $           250,000 $       250,000 $        250,000 $          250,000 $         62,500 $           2,062,500 $ General Recreation 227,276 534,233 542,156 563,843 586,396 609,852 634 ,246 659,616 171,500 4,529,119 $ Middle School Programs 129,891 232,486 241,785 251,457 261,515 271,97 6 282,855 294,169 76,484 2,042,618 $ Aquatics 2,838 289,728 301,317 313,370 325,905 338,941 352,498 366,598 9 5,316 2,386,511$ Rec‐to‐Go Program 114,294 95,324 99,137 103,102 107,227 111,516 115,97 6 120,615 31,360 898,551 $ Summer Camp 168,268 182,081 189,364 196,939 204,816 213,009 221,529 230 ,391 59,902 1,666,299 $ Youth Advisory Committee & Academy 5,000 5,000 5,000 5,000 5,000 5,00 0 5,000 5,000 1,250 41,250 $ At‐Risk Youth  266,803 310,202 307,610 319,914 332,711 346,020 359,860 374,255 97,306 2,714,681 $ New Pool Operations/Programming*** 0 0 350,000 500,000 525,000 551,25 0 578,813 607,753 158,016 3,270,831 $ Crime Prevention  556,441 442,641 460,347 478,761 297,911 309,827 322, 220 335,109 87,128 3,290,386 $ GREAT Program (4th/7th Grades) 47,656 47,656 47,656 47,656 47,656 47, 656 47,656 47,656 11,914 393,162 $ Library  947,562 1,067,575 1,107,358 1,148,732 1,191,761 1,236,511 1,2 83,051 1,331,453 345,448 9,659,452 $ Programming Subtotal 2,716,029$       3,456,926 $    3,901,731 $    4,178,774 $       4,135,898 $    4,291,558 $     4,453,706 $       4,622,615 $     1,198,123 $      32,955,360 $ Unallocated 0 0 0 0 0 0 0 0
Total Expenditures 2,716,029$       3,456,926 $    3,901,731 $    4,178,774 $       4,135,898 $    4,291,558 $     4,453,706 $       4,622,615 $     1,198,123 $      32,955,360 $ Net Revenue/Expenditure
s 415,415$          345,091 $       (116,531) $      (262,874) $         (97,998) $        (139,958)$       (177,558) $         (218,183) $       (63,982) $          (316,577) $ Fund Balance 415,415 $          760,506 $       643,975 $       381,101 $           283,103 $       143,146 $        (34,412) $           (252,595) $       (316,577) $        (316,577) $ *First Measure R Revenue/Program Year:  Includes three‐quarters of revenue in FY2022/23 **Final Measure R Revenue/Program Year: Only one‐quarter of revenue is received in FY2030/31 ***Assumes partial operations/programming of new pool in FY25; cost includes projected revenue offset (net cost) MEASURE R SPENDING PLAN
Forecast

AMERICAN RESCUE PLAN (ARP) ‐ SPENDING PLAN
Included in  Planned  Planned
FY2021/22 FY2023/24 FY2023/24 FY2024/25 TOTALS
ARP REVENUE
First and Second Tranche 11,114,656$                        11,114,656$ Reimbursements 700,000$                      700,000$
Interest Earned 57,245$                               57,245$ EXPENDITURES FY21/22 Actuals
Included in
FY 22/23 Budget
Included in
FY23/24
Planned
FY23/24
Planned
FY24/25 Total
Critical Services / Public Health & Safet
y
CRISIS Now mental health intervention program 420,000$                  420,000 $                 840,000 $ Cybersecurity/Network Resiliency 130,000$                      130,000$ On‐line Permitting / Permit Streamlining 225,000$                      225,000$ HYT COVID Testing 154,940$                            154,940$ HVAC System Efficiency/Indoor Air Quality (City Facilities) 50,0 00$                               50,000$ Public Safety – (body worn cameras, signal pre‐emption, thermal imaging) 1,120,148$                         255,000 $                      1,375,148 $ Subtotal 1,325,088$                         610,000 $                      ‐ $                          420,000$                  420,000 $                 2,775,088$ Economic Assistance / Housing
Restaurant ‐ Outdoor Seating Modifications 125,000$                      125,000$ Business Recovery 50,000$                    50,000 $
Yolano‐Donnelly Infill Housing 500,000$                  500,000 $ Workforce Training / City Internship Program 20,000$                        60,000 $                    370,000 $                 450,000 $ Subtotal ‐ $                                     145,000$                      110,000 $                 500,000 $                  370,000 $                 1,125,000$ Youth Services  / Childcare / Community Building
Youth Center (Boys & Girls Club of America) 1,400,000$                  1,400,000$ Woodland Haven Childcare Center (Former Montessori) 478,000 $                            297,000 $                      775,000$ Childcare Provider Network 115,000$                      115,000$ Second Aquatic Center 1,000,000$                  1,000,000$ Mobile Farmers' Market Truck 250,000$                      250,000$ Child Care Center at Green Gate 175,000$
Welcome Baby 150,000$
Subtotal 478,000 $                            3,387,000 $                  ‐ $                          ‐ $                         3,540,000$ Infrastructure
Neighborhood Traffic Calming / sidewalk safety / potholes 150,00 0$                      150,000 $                 150,000 $                 450,000 $ Storm Drain Projects ‐$
NPPS and EMPS Generator and Electrical Evaluation 50,000$                               260,000 $                 310,000 $ North Canal Pump Station Pipe Rehab Project 180,000$                            180,000$ FY2022/23
Inlcuded in

Outfall Channel Project – County Share 26% cost* 2,560,000$                         180,000 $                  2,740,000 $ Subtotal 2,790,000$                         150,000 $                      410,000 $                 180,000 $                  150,000 $                 3,680,000$ Sustainability
Carbon Reduction / Climate Resiliency Projects ‐$                              200,000$                 200,000 $                 400,000 $ ‐$                                     ‐ $                              200,000$                 ‐ $                           200,000$                 400,000 $ Total Expenditures 4,593,088$                         4,292,000 $                  720,000 $                 1,100,000 $               1,140,000 $              11,520,088$ Net Revenues/Expenditures 6,578,813$                         (3,592,000) $                 (720,000) $                (1,100,000)$              (1,140,000) $            26,813 $ Balance / Uncommitted 6,578,813$                         2,986,813 $                  2,266,813 $              1,166,813 $               26,813 $

TO: THE HONORABLE MAYOR AND CITY COUNCIL
AGENDA: City Council Regular Meeting
DATE: June 20, 2023
ITEM #: I.21
SUBJECT: Public Hearing on the Fiscal Year 2023/24
Community Development Block Grant Annual Action
Plan and Authorization for Submittal of Action Plan

Recommendation for Action: Staff recommends that the City Council take the following actions:

1. Hold a public hearing to receive community input on the Fiscal Year (FY) 2023/24 Community Development Block Grant (CDBG) Action Plan (Attachment A);

2. Adopt Resolution No. _____, to approve the Fiscal Year FY 2023/24 CDBG Action Plan with the funding allocations as recommended by the CDBG Review Panel;

3. Direct staff to complete the FY 2023/24 Action Plan, as well as any other related documents required by the U.S. Department of Housing and Urban Development (HUD), incorporating the adopted funding allocations along with any public input received during the public comment period;

4. Direct staff to forward the completed FY 2023/24 Action Plan once completed; and

5. Authorize the City Manager to execute any agreements, contracts or related/required documents with the appropriate entities to carry out the CDBG funded activities.

These Actions are consistent with the 2020-2024 CDBG Consolidated Plan goals to assist low and moderate income persons.

Staff Contact:

Dago Fierros, Housing Analyst II – 530-661-2019, [email protected]

Fiscal Impact:

The FY 2023/24 allocation for Administration is $90,502 and helps offset the General Fund expenditure for the administration of the CDBG program. In addition, the CDBG allocation recommended for the Engineering Division’s ADA Accessibility Project (ADA compliant curb ramps, sidewalks, and driveways) relieves the General Fund of an expense of $294,131.50.

Background:

As a CDBG entitlement recipient, the City receives an annual CDBG funding allocation from the U.S.

Department of Housing and Urban Development (HUD) and the funding must be used for activities that assist lower-income persons, eliminate conditions of slums and blight from the community, or meet an urgent need. For FY 2023/24, the City’s allocation is $452,510, an $8,366 increase from the FY 2022/23 allocation of $444,144. Attachment C details staff’s recommended FY 2023/24 funding allocations and the CDBG Review Panel’s recommendations. The Review Panel used a City staff estimate of $440,000 in CDBG funds available for FY 2023/24. Subsequent to the Review Panel’s convening, HUD released CDBG entitlement allocations and the City’s actual allocation amount is $452,510. As a result, staff provided revised funding recommendations based on the slightly increased funding amounts available while staying consistent with the Review Panel’s funding recommendations.

Discussion:

Under CDBG regulations no more than 15 percent (or $67,876.50) of the City’s allocation can be used for public services and no more than 20 percent ($90,502) can be used for administration. The City reserves 20% of the annual CDBG allocation for the administration of the program. For public infrastructure activities, there is $294,131.50 in funds available (65% of the allocation) from the FY 2023/24 CDBG allocation.

To assist the City with the review of CDBG applications and the preparation of funding recommendations, a three-person CDBG Review Panel is used. The Review Panel met on April 3, 2023 and May 4, 2023 to review and recommended applications to fund. The panel was composed of three members: Rashid Ali (Parks and Recreation Commission), Marco Lizarraga (Planning Commission), and Carol Miller (Senior Programs volunteer).

The Review Panel evaluates the CDBG applications based on a rating and ranking system, which was last revised in 2015. The rating and ranking system is an objective system that scores the applications based on the following criteria: benefit to low and very low income persons; activity need and justification; reasonableness of cost estimates; activity management and timeliness; experience, past performance, and organizational capability; and project budget – evidence of sufficient funding.

Annual CDBG Monitoring and Program Changes
A representative from the U.S. Department of Housing and Urban Development (HUD) performed their annual monitoring of the City’s CDBG program starting on April 3, 2023 and ending on April 21, 2023. HUD reviewed several CDBG funded programs for Fiscal Year 2021//22 and the current overall management methods and policies that the City has in place to administer the CDBG program. During the exit conference, Staff received several recommendations that included, but were not limited to:
• Awarding less projects annually in an effort to improve the general management and oversight of the program
• Awarding less projects annually with higher funding amounts in an effort to have a greater positive impacts on projects that fund programs to support low to moderate income individuals/households.
• Revising the City’s CDBG program policies and procedures to be in compliance with all federal regulations
• Revising the City’s subrecipient agreements to be in compliance with all federal regulations

HUD is required to provide a Monitoring Review letter that lists all their concerns and findings within 90 days of completing their monitoring. The City then has 90 days to make corrections or to submit corrective action plans. The City is yet to receive the letter from HUD but in anticipation of the letter, staff have begun implementing changes to the CDBG program.

In recent years, the City has funded the same nine public services applicants. The average public services award amount has been between the minimum public services award amount of $6,000 and up to $8,000. Most funding requests are for the maximum public services award amount of $15,000.

The City has typically funded four or five public infrastructure projects annually and the award amounts have varied from year-to-year as there are new and returning applicants every year.

During the review of CDBG applications, the Review Panel took into account the initial monitoring feedback that staff received from HUD. With all things considered, the Review Panel made the recommendation to fund five public services projects instead of nine and to fund one public infrastructure project instead of four for the 2023-2024 program year.

Funding Applications and Recommendations:

The City received four applications for infrastructure activities with a cumulative funding request of $535,728 and nine applications for public service activities with a cumulative funding request of $116,000. It should be noted that the Review Panel made their funding recommendations based on an estimated funding amount of $440,000 and Staff provided adjusted recommendations based on the actual funding amount of $452,510.

Infrastructure Applications Received and Funding Requests: (Available CDBG Funds $294,131.50)

1. City of Woodland, ADA Accessibility Project – $307,728

2. New Hope Community Development Corporation, Cottonwood Meadows Phase S-3 – $100,000

3. Yolo Employment Services, Roof Repair Project – $45,000

4. Friends of the Mission, East Beamer Community Garden and Greenhouse – $83,000

Infrastructure Funding Recommendations:

1. City of Woodland, ADA Accessibility Project – Review Panel: $286,000; Staff: $294,131.50

It should be noted that after the initial review and final review of the infrastructure applications, the City’s ADA Accessibility Project application received the highest ranking from the Review Panel. The other three applications not selected for funding were affected by the following factors:
• Issues with timeliness of expenditures (projects which have not spent down previous program year funds)
• Weak project proposal that may have trouble complying with various federal regulations • Lack of critical supporting documentation that supports the proposed project. • HUD’s recommendation to fund less projects with higher award amounts

Public Services Applications Received and Funding Requests: (Available CDBG Funds $67,876.50)

1. Northern California Children’s Therapy Center, Project Hope for Children – $15,000

2. Legal Services of Northern California, Fair Housing Services – $10,000

3. Short Term Emergency Aid Committee, Woodland Homeless Prevention Program – $10,000

4. Empower Yolo, Shelter Services – $11,000

5. Yolo County Children’s Alliance, MediCal & CalFresh Enrollment & Retention – $15,000

6. Meals on Wheels Yolo County, Operation Accelerate – $15,000

7. Yolo Community Care Continuum, New Dimensions Supported Housing – $10,000

8. Yolo Wayfarer Center DBA Fourth and Hope, Emergency Shelter Services – $15,000

9. Yolo Food Bank, Nurture Woodland – $15,000

Public Services Funding Recommendations:

1. Northern California Children’s Therapy Center, Project Hope for Children – Review Panel:
$11,000; Staff: $12,876.50

2. Legal Services of Northern California, Fair Housing Services – Review Panel: $10,000; Staff:
$10,000

3. Meals on Wheels Yolo County, Operation Accelerate – Review Panel: $15,000; Staff: $15,000

4. Yolo Wayfarer Center DBA Fourth and Hope, Emergency Shelter Services – Review Panel:
$15,000; Staff: $15,000

5. Yolo Food Bank, Nurture Woodland – Review Panel: $15,000; Staff: $15,000

All public service projects ranked very similarly after the final review by the panel. Public service applications that were not selected for funding were affected by the following factors:
• Issues with timeliness of expenditures (projects which have not spent down previous program year funds)
• Issues with required reporting (late reporting and lack of supporting documentation with reports)
• HUD’s recommendation to fund less projects with higher award amounts

Of the $67,876.50 allocated for public service programs, 66.3 percent of the allocation has been recommended for food and shelter programs operated by the following subrecipients: Meals on Wheels Yolo County, Yolo Wayfarer Center, and Yolo Food Bank. It has been the City’s long- standing practice to reserve at minimum 40% of the public services allocation for food and shelter programs.

The City will retain the maximum allocation of 20% ($90,502) for the administration of the CDBG program. It should also be noted that the City pursuant to a 2005 Voluntary Compliance Agreement and Conciliation Agreement is required to provide Legal Services of Northern California with annual funding of at least $10,000 for fair housing services as long as the City receives CDBG funding.

Staff ultimately supports the funding recommendations from the Review Panel and deems these changes necessary in order to be in good standing with HUD’s regulations and recommendations to improve the program and resolve any compliance issues.

Public Outreach/Citizen Participation
Public Outreach/Citizen Participation efforts for the Action Plan included the following:
• Emailing a notice of funding availability (NOFA)/notice of public meeting-applicant workshop, applications for public service and construction activities, Woodland's rating and ranking system for CDBG applications, Community Development Needs Table for Woodland's 2020 - 2024 Consolidated Plan, and a copy of the CDBG funded activities for FY 2022/23 to current and previous CDBG subrecipients and other interested parties (approximately 25 nonprofits and public agencies that provide programs in Woodland and/or Yolo County); • Emailing the information contained in #1 to the local continuum of care, nonprofit Yolo County Homeless and Poverty Action Coalition (more than 175 individuals from nonprofit service providers, government agencies, housing developers, and other organizations); • Publishing the notice of funding availability in the February 3, 2023 edition of the Daily Democrat;
• Posting the NOFA and other attachments from the NOFA email on the City's website (https://www.cityofwoodland.org/597/Community-Development-Block-Grant); • Providing copies of the NOFA and application materials at City Hall (300 First Street - Community Development Department counter) and the Woodland Community and Senior Center (2001 East Street – Community Services Department counter); • Holding a virtual public meeting-applicant workshop on February 13, 2023 via Zoom; • Holding a publicly noticed public meeting for citizens to review the proposed funding recommendations for FY 2023/24;

• Noticing the availability of the draft FY 2023/24 Action Plan and the City Council's June 20, 2023 public hearing on the Action Plan through a display ad in the May 19, 2023 edition of the Daily Democrat in Spanish and English;
• Posting the draft FY 2023/24 Action Plan to the City's website (https://www.cityofwoodland.org/597/Community-Development-Block-Grant); • Emailing members of the local continuum of care, nonprofit Yolo County Homeless and Poverty Action Coalition (more than 175 individuals from nonprofit service providers, government agencies, housing developers, and other organizations) on the availability of the draft FY 2023/24 Action Plan and the City Council's June 20, 2023 public hearing on the Action Plan;
• Making copies of the Draft Action Plan available at the public counters at the Woodland City Hall (300 First Street, Community Development Department, first floor of City Hall) and Woodland Community and Senior Center (2001 East Street, Community Services Department); and
• Holding a public hearing at the June, 20 2023 City Council meeting to receive public comments and take final action on the Action Plan.

Conclusion:

Staff recommends that the City Council take the following actions.

1. Hold a public hearing to receive community input on the Fiscal Year (FY) 2023/24 Community Development Block Grant (CDBG) Action Plan (Attachment A);

2. Adopt Resolution No. _____, to approve the Fiscal Year FY 2023/24 CDBG Action Plan with the funding allocations as recommended by the CDBG Review Panel;

3. Direct staff to complete the FY 2023/24 Action Plan, as well as any other related documents required by the U.S. Department of Housing and Urban Development (HUD), incorporating the adopted funding allocations along with any public input received during the public comment period;

4. Direct staff to forward the completed FY 2023/24 Action Plan once completed; and

5. Authorize the City Manager to execute any agreements, contracts or related/required documents with the appropriate entities to carry out the CDBG funded activities.

These Actions are consistent with the 2020-2024 CDBG Consolidated Plan goals to assist low and moderate income persons.

Prepared by: Dago Fierros, Housing Analyst II

Reviewed by: Evis Morales, Finance Officer

Reviewed by: Christine Engel, Community Services Department Director