Board Of Supervisors — Tuesday, February 6, 2018
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1. Call to Order
2. Moment of Silence
3. Pledge of Allegiance
4. Presentations by County Departments: (a) Animal Care & Control - Animals Available for Adoption; (b) Human Resources - Current County Job Openings.
5. Consideration of Items Not Appearing on the Posted Agenda (Extra Items)
6. Current Construction Projects - Contract Change Orders
6.1Consideration of Contract Change Order No. 3 for the Valley Fire Water Meter Replacement Project, Bid No. 16-07
Action Item
approved — Pass
Staff memo
EXECUTIVE SUMMARY: This CCO is structured to adjust the current contract quantities to in-place quantities in the Starview North bid schedule. It also adds two line items for additional work. There was extra work which was not anticipated to hook up a property on Starview Loop to the new distribution system resulting from the relocation of the distribution system for an additional cost of $900.00. There was also a need for 4 traffic rated water meter box lids for boxes which ended up in the travelled way. The number of double water meter services was increased by 8, and the number of single water meter services was increased by 2.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): This project is a Valley Fire project and the expenses have been submitted to both the County's insurance as well as FEMA for reimbursement. Changes to the project resulting in an increased cost will be eligible for reimbursement provided they are within the scope of the signed Project Worksheet or approved Statement of Loss. These proposed changes are within the scope of the approved project and Special Districts anticipates reimbursement for these additional costs.
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Consideration of Contract Change Order No. 3 for the Valley Fire Water Meter Replacement Project, Bid No. 16-07
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott Harter, Deputy Administrator
Jan Coppinger, Administrator
DATE: February 6, 2018
SUBJECT: Consideration of Contract Change Order No. 3 for the Valley Fire Water Meter Replacement Project, Bid No. 16-07
EXECUTIVE SUMMARY: This CCO is structured to adjust the current contract quantities to in-place quantities in the Starview North bid schedule. It also adds two line items for additional work. There was extra work which was not anticipated to hook up a property on Starview Loop to the new distribution system resulting from the relocation of the distribution system for an additional cost of $900.00. There was also a need for 4 traffic rated water meter box lids for boxes which ended up in the travelled way. The number of double water meter services was increased by 8, and the number of single water meter services was increased by 2.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost: 31,450.00
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): This project is a Valley Fire project and the expenses have been submitted to both the County's insurance as well as FEMA for reimbursement. Changes to the project resulting in an increased cost will be eligible for reimbursement provided they are within the scope of the signed Project Worksheet or approved Statement of Loss. These proposed changes are within the scope of the approved project and Special Districts anticipates reimbursement for these additional costs.
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Consideration of Contract Change Order No. 3 for the Valley Fire Water Meter Replacement Project, Bid No. 16-07
On motion of Supervisor Scott, and by vote of the Board, approved Contract Change Order No. 3 for the Valley Fire Water Meter Replacement Project, Bid No. 16-07. The motion carried by the following vote:
Clerk’s notes: Special Districts Administrator Jan Coppinger introduced the item. Special Districts Deputy Administrator Scott Harter presented the item to the Board.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
6.2Consideration of Contract Change Order No. 3 for the CSA-7 & CSA-18 Water System Repair Project, Bid No. 16-11
Action Item
approved — Pass
Staff memo
EXECUTIVE SUMMARY: This change order provides for the adjustment of contract quantities to reflect actual in-place quantities. This project was focused on replacement of damaged distribution mains as well as the addition of 6" dry barrel fire hydrants. One less fire hydrant was installed than originally anticipated due to an existing one already being in place. Additionally 532 feet less of the 6" mainline was installed than estimated while still serving all areas of the project. These reductions result in a savings to the project of $46,016.00.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost: -46,016.00 (net savings)
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): This change order will reduce the contract amount by $46,016 for a revised final contract amount of $1,797,203.25.
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Consideration of Contract Change Order No. 3 for the CSA-7 & CSA-18 Water System Repair Project, Bid No. 16-11
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott Harter, Deputy Administrator
Jan Coppinger, Administrator
DATE: February 6, 2018
SUBJECT: Consideration of Contract Change Order No. 3 for the CSA-7 & CSA-18 Water System Repair Project, Bid No. 16-11
EXECUTIVE SUMMARY: This change order provides for the adjustment of contract quantities to reflect actual in-place quantities. This project was focused on replacement of damaged distribution mains as well as the addition of 6" dry barrel fire hydrants. One less fire hydrant was installed than originally anticipated due to an existing one already being in place. Additionally 532 feet less of the 6" mainline was installed than estimated while still serving all areas of the project. These reductions result in a savings to the project of $46,016.00.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost: -46,016.00 (net savings)
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): This change order will reduce the contract amount by $46,016 for a revised final contract amount of $1,797,203.25.
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Consideration of Contract Change Order No. 3 for the CSA-7 & CSA-18 Water System Repair Project, Bid No. 16-11
On motion of Supervisor Scott, and by vote of the Board, approved Contract Change Order No. 3 for the CSA-7 & CSA-18 Water System Repair Project, Bid No. 16-11. The motion carried by the following vote:
Clerk’s notes: Special Districts Deputy Administrator Scott Harter presented the item to the Board. Special Districts Administrator Jan Coppinger was also present.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
6.3Consideration of Contract Change Order No. 1 for the CSA-7 Bonanza Springs Ridge Road Mainline project, Bid No. SD17-05
Action Item
approved — Pass
Carried 4-0 — moved by Scott (recovered from the archived minutes by OCR)
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Staff memo
FISCAL IMPACT: _ X _ None _ _Budgeted __Non-Budgeted
Estimated Cost: 5,379.00
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): This project is a Valley Fire project and the expenses have been submitted to the County's insurance provider for reimbursement. Changes to the scope of the project which are within the scope of the approved Statement of Loss are typically eligible for reimbursement. These minor changes are within the scope of the SOL and are expected to be reimbursed to the District.
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Consideration of Contract Change Order No. 1 for the CSA-7 Bonanza Springs Ridge Road Mainline project, Bid No. SD17-05
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott Harter, Deputy Administrator
Jan Coppinger, Administrator
DATE: February 6, 2018
SUBJECT: Consideration of Contract Change Order No. 1 for the CSA-7 Bonanza Springs Ridge Road Mainline project, Bid No. SD17-05
EXECUTIVE SUMMARY: This change order accounts for 3 additional meters and services installed during the project. The project had estimated the number of meters needing replacement at 9, however during construction it was determined that there were 3 additional meters connected to the specific section of mainline being replaced. Provision was made to ensure that all of our customers were reconnected to the water system main. The increased cost to the project is $5,379.00 for a total contract cost of $142,843.00
FISCAL IMPACT: _ X _ None _ _Budgeted __Non-Budgeted
Estimated Cost: 5,379.00
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): This project is a Valley Fire project and the expenses have been submitted to the County's insurance provider for reimbursement. Changes to the scope of the project which are within the scope of the approved Statement of Loss are typically eligible for reimbursement. These minor changes are within the scope of the SOL and are expected to be reimbursed to the District.
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Consideration of Contract Change Order No. 1 for the CSA-7 Bonanza Springs Ridge Road Mainline project, Bid No. SD17-05
On motion of Supervisor Scott, and by vote of the Board, approved Contract Change Order No. 1 for the CSA-7 Bonanza Springs Ridge Road Mainline project, Bid No. SD17-05. The motion carried by the following vote:
Clerk’s notes: Special Districts Deputy Administrator Scott Harter presented the item to the Board. Special Districts Administrator Jan Coppinger was also present.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
7. Approval of the Consent Agenda
7.1Adopt Proclamation Designating the Month of February 2018 as Black History Month and Celebrating Martin Luther King's Birthday.
Proclamation
passed on consent
7.2Approve Minutes of the Board of Supervisors meeting held November 7, 2017
Minutes
passed on consent
7.3Adopt Resolution expressing support for Lower Lake Parade and Barbecue (May 27, 2018).
Resolution
passed on consent
Staff memo
EXECUTIVE SUMMARY:
Attached please find the proposed Resolution of support for the Lower Lake Parade and Barbeque, scheduled for May 27, 2018.
This annual parade and barbeque is an important community event and our resolution is a standard part of the package submitted by their event committee to CalTrans for the street closure.
Your adoption of the resolution is greatly appreciated.
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Expressing Support for Lower Lake Parade and Barbeque.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Moke Simon, District 1 Supervisor
DATE: February 6, 2018
SUBJECT: Adopt Resolution Expressing Support for Lower Lake Parade and Barbeque
EXECUTIVE SUMMARY:
Attached please find the proposed Resolution of support for the Lower Lake Parade and Barbeque, scheduled for May 27, 2018.
This annual parade and barbeque is an important community event and our resolution is a standard part of the package submitted by their event committee to CalTrans for the street closure.
Your adoption of the resolution is greatly appreciated.
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Expressing Support for Lower Lake Parade and Barbeque.
7.4Approve the Brooks Trust Dated February 2, 1996 Nomination for Appointment of Successor Trustee, and authorize the Animal Care and Control Director to sign.
Action Item
passed on consent
Staff memo
EXECUTIVE SUMMARY:
Theodore Brooks was a regular donor to our animal shelter. Unfortunately, I just recently learned that he passed away in February of 2017. Mr. Brooks had a will and a non-disclosed bank account at West America Bank in Fairfield, CA. In his will he requested that the funds in this account be distributed to six different people and/or organizations, of which we are one (Lake County Animal Care & Control). The bank has declined to act as trustee, and his daughter is now trying to take on this role so that the funds can be distributed.
We received a legal document last month that would allow his daughter, Barbara Staneart, to become the new trustee. I called and briefly spoke with the attorney in this matter, Louis Pacella, and he confirmed that the signature is only to allow Ms. Staneart to become the new trustee. County Counsel has reviewed the documents and agrees as to his assessment.
Ms. Staneart called me on January 8th, 2018 and indicated that our signature is the only one they are still waiting on.
FISCAL IMPACT: X_ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): N/A
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION:
Approve the Brooks Trust Dated February 2, 1996 Nomination for Appointment of Successor Trustee, and authorize the Animal Care and Control Director to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: William Davidson, Animal Care and Control Director
DATE: February 6, 2018
SUBJECT: Approve the Brooks Trust Dated February 2, 1996 Nomination for Appointment of Successor Trustee, and authorize the Animal Care and Control Director to sign.
EXECUTIVE SUMMARY:
Theodore Brooks was a regular donor to our animal shelter. Unfortunately, I just recently learned that he passed away in February of 2017. Mr. Brooks had a will and a non-disclosed bank account at West America Bank in Fairfield, CA. In his will he requested that the funds in this account be distributed to six different people and/or organizations, of which we are one (Lake County Animal Care & Control). The bank has declined to act as trustee, and his daughter is now trying to take on this role so that the funds can be distributed.
We received a legal document last month that would allow his daughter, Barbara Staneart, to become the new trustee. I called and briefly spoke with the attorney in this matter, Louis Pacella, and he confirmed that the signature is only to allow Ms. Staneart to become the new trustee. County Counsel has reviewed the documents and agrees as to his assessment.
Ms. Staneart called me on January 8th, 2018 and indicated that our signature is the only one they are still waiting on.
FISCAL IMPACT: X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): N/A
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION:
Approve the Brooks Trust Dated February 2, 1996 Nomination for Appointment of Successor Trustee, and authorize the Animal Care and Control Director to sign.
7.5Approve Amendment 2 to the Agreement between the County of Lake and Davis Guest Home for Adult Residential Support Services and Specialty Mental Health Specialty Services for Fiscal Year 2017-18 for an increase of $50,000 for a new contract maximum of $130,000 and authorize the Chair to sign.
Agreement
passed on consent
Staff memo
FISCAL IMPACT (Narrative): Lake County Behavioral Health (LCBH) is requesting approval of Amendment 2 to the Agreement for Fiscal Year 2017-18 for an increase of $50,000 for a new contract maximum of $130,000.
The funds for this increase have been reallocated from unassigned funds within the same level of care.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Approve Amendment 2 to the Agreement between County of Lake and Davis Guest Home for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18 in the amount of $130,000 and authorize the Board Chair to sign the Amendment.
Original memo text
..Title
..Body
MEMORANDUM
TO: BOARD OF SUPERVISORS
FROM: Todd Metcalf
Behavioral Health Administrator
DATE: February 6, 2018
SUBJECT: Approve Amendment 2 to the Agreement between County of Lake and Davis Guest Home for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18 in the amount of $130,000 and authorize the Board Chair to sign the Amendment.
EXECUTIVE SUMMARY: Attached, for your approval, is Amendment 2 to the Agreement between the County of Lake and Davis Guest Home for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18.
BACKGROUND AND DISCUSSION: Davis Guest Home, which is located in Modesto, is an Adult Residential Living Facility licensed by the State of California. This Board and Care Facility is specific to the needs of adult clients that require placement that provides a structured environment due to mental health challenges. The structured environment offers a non-restrictive, supervised program which focuses on each resident's specific needs and interests. Davis Guest Home has proven to be a cost-efficient alternative for care to clients who need this type of structured environment. Lake County Behavioral Health pays a daily patch rate of $102 per day which is our cost after the client's portion is paid.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Original Contract: $ 38,325
Amendment 1 Increase: $ 41,675
Amendment 2 Increase: $ 50,000
New Contract Amount: $130,000
FISCAL IMPACT (Narrative): Lake County Behavioral Health (LCBH) is requesting approval of Amendment 2 to the Agreement for Fiscal Year 2017-18 for an increase of $50,000 for a new contract maximum of $130,000.
The funds for this increase have been reallocated from unassigned funds within the same level of care.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Approve Amendment 2 to the Agreement between County of Lake and Davis Guest Home for Adult Residential Support Services and Specialty Mental Health Services for Fiscal Year 2017-18 in the amount of $130,000 and authorize the Board Chair to sign the Amendment.
7.6Approve Butler-Keys Community Services District’s Resolution No. 2018-1 Calling a Special Election to Place a Special Tax Measure on the Ballot and Requesting Approval of the Lake County Board of Supervisors to Consolidate the District’s Special Election with the June 5, 2018 Statewide Direct Primary Election
Action Item
passed on consent
Staff memo
The Butler-Keys Community Services District adopted Resolution No. 2018-1 calling a special election to place a special tax measure along with increasing the District's annual appropriations limit on the June 5, 2018 Statewide Direct Primary Election ballot. Pursuant to Elections Code section 10403, whenever a district orders an election to submit a ballot question to the voters residing within the district on the same ballot as a statewide election, the district shall request approval of the County Board of Supervisors to consolidate the district's election with the statewide election. The Butler-Keys Community Services District has satisfied the requirements of Elections Code section 10403 and is submitting the District's Resolution No. 2018-1 titled "A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BUTLER-KEYS COMMUNITY SERVICES DISTRICT AMENDING RESOLUTION FY2017-2 THAT CALLED A SPECIAL ELECTION FOR THE PURPOSE OF IMPOSING A SPECIAL TAX WITHIN THE BUTLER-KEYS COMMUNITY SERVICES DISTRICT FOR MAINTENANCE OF THE STREETS WITHIN THE DISTRICT" to your Board for approval of consolidating the District's Special Election with the June 5, 2018 Statewide Direct Primary Election.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Costs incurred by the Registrar of Voters office as a result of consolidating the Butler-Keys Community Services District's Special Election with the 2018 Primary Election are fully reimbursable.
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Butler-Keys Community Services District's Resolution No. 2018-1 Calling a Special Election to Place a Special Tax Measure on the Ballot and Requesting Approval of the Lake County Board of Supervisors to Consolidate the District's Special Election with the June 5, 2018 Statewide Direct Primary Election
Original memo text
..Title
..Body
MEMORANDUM
TO: LAKE COUNTY BOARD OF SUPERVISORS
FROM: Diane C. Fridley, Registrar of Voters
DATE: February 6, 2018
SUBJECT: Approve Butler-Keys Community Services District's Resolution No. 2018-1 Calling a Special Election to Place a Special Tax Measure on the Ballot and Requesting Approval of the Lake County Board of Supervisors to Consolidate the District's Special Election with the June 5, 2018 Statewide Direct Primary Election
EXECUTIVE SUMMARY:
The Butler-Keys Community Services District adopted Resolution No. 2018-1 calling a special election to place a special tax measure along with increasing the District's annual appropriations limit on the June 5, 2018 Statewide Direct Primary Election ballot. Pursuant to Elections Code section 10403, whenever a district orders an election to submit a ballot question to the voters residing within the district on the same ballot as a statewide election, the district shall request approval of the County Board of Supervisors to consolidate the district's election with the statewide election. The Butler-Keys Community Services District has satisfied the requirements of Elections Code section 10403 and is submitting the District's Resolution No. 2018-1 titled "A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BUTLER-KEYS COMMUNITY SERVICES DISTRICT AMENDING RESOLUTION FY2017-2 THAT CALLED A SPECIAL ELECTION FOR THE PURPOSE OF IMPOSING A SPECIAL TAX WITHIN THE BUTLER-KEYS COMMUNITY SERVICES DISTRICT FOR MAINTENANCE OF THE STREETS WITHIN THE DISTRICT" to your Board for approval of consolidating the District's Special Election with the June 5, 2018 Statewide Direct Primary Election.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Costs incurred by the Registrar of Voters office as a result of consolidating the Butler-Keys Community Services District's Special Election with the 2018 Primary Election are fully reimbursable.
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Butler-Keys Community Services District's Resolution No. 2018-1 Calling a Special Election to Place a Special Tax Measure on the Ballot and Requesting Approval of the Lake County Board of Supervisors to Consolidate the District's Special Election with the June 5, 2018 Statewide Direct Primary Election
7.7Authorize Waiver of County Policy and Procedure, Section 15 - Travel Policy Section 1.4F, Claiming Requirements for the Reimbursement to Saul Sanabria in the amount of $68.00; and authorize the Chair to sign.
Action Item
passed on consent
Staff memo
Lake County Health Services is requesting the Board to waive Section 1.4F of the County Travel Policy requiring travel reimbursement claims to be filed within 60 days of the date the expense was incurred. The total cost of Mr. Saul Sanabria's claim for reimbursement is $68.00.
This claim was inadvertently left off the agenda item submitted for reimbursement on January 23, 2018. The Department is requesting reimbursement of the attached travel claim as the amount being requested is a substantial personal expense to the staff member. Mr. Sanabria was unable to present the reimbursement due to a lengthy personal absence. Therefore, the Department feels that the employee should not be penalized due to the 60 day claiming requirement.
FISCAL IMPACT: __ None X_Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted: $68.00
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): N/A
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Authorize Waiver of County Policy and Procedure, Section 15 - Travel Policy Section 1.4F, Claiming Requirements for the Reimbursement to Saul Sanabria in the amount of $68.00; and authorize the Chair to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: BOARD OF SUPERVISORS
FROM: Denise Pomeroy, Health Services Director
DATE: February 6, 2018
SUBJECT: Authorize Waiver of County Policy and Procedure, Section 15 - Travel Policy Section 1.4F, Claiming Requirements for the Reimbursement to Saul Sanabria in the amount of $68.00; and authorize the Chair to sign.
EXECUTIVE SUMMARY:
Lake County Health Services is requesting the Board to waive Section 1.4F of the County Travel Policy requiring travel reimbursement claims to be filed within 60 days of the date the expense was incurred. The total cost of Mr. Saul Sanabria's claim for reimbursement is $68.00.
This claim was inadvertently left off the agenda item submitted for reimbursement on January 23, 2018. The Department is requesting reimbursement of the attached travel claim as the amount being requested is a substantial personal expense to the staff member. Mr. Sanabria was unable to present the reimbursement due to a lengthy personal absence. Therefore, the Department feels that the employee should not be penalized due to the 60 day claiming requirement.
FISCAL IMPACT: __ None X_Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted: $68.00
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): N/A
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Authorize Waiver of County Policy and Procedure, Section 15 - Travel Policy Section 1.4F, Claiming Requirements for the Reimbursement to Saul Sanabria in the amount of $68.00; and authorize the Chair to sign.
7.8(Sitting as the Lake County Watershed Protection District, Board of Directors) Adopt Resolution for the Lake County Watershed Protection District Quagga/Zebra Mussel Infestation Prevention Fee Grant Program Application and Funding Agreement
Agreement
passed on consent
Staff memo
EXECUTIVE SUMMARY:
The state Department of Parks and Recreation, Division of Boats and Waterways requires your Board to pass a resolution stating our intent to accept the grant funds, participate in the Quagga Prevention Program and to indicate we will provide some match. We will provide match predominantly in the form of indirect salary charges and $108 cash. The grant amount is $346,794.90; the total project cost is $411,623.70.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable):
About $148,000 of the grant funds will be used to support Water Resources staff, consequently providing a small amount of salary savings.
RECOMMENDED ACTION: Adopt the Lake County Watershed Protection District Quagga/Zebra Mussel Infestation Prevention Fee Grant Program Application and Funding Agreement Resolution
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Directors, Lake County Watershed Protection District
FROM: Philip B. Moy, Water Resources Department Director
DATE: 6 February, 2018
SUBJECT: Adopt the Lake County Watershed Protection District Quagga/Zebra Mussel Infestation Prevention Fee Grant Program Application and Funding Agreement Resolution
EXECUTIVE SUMMARY:
The state Department of Parks and Recreation, Division of Boats and Waterways requires your Board to pass a resolution stating our intent to accept the grant funds, participate in the Quagga Prevention Program and to indicate we will provide some match. We will provide match predominantly in the form of indirect salary charges and $108 cash. The grant amount is $346,794.90; the total project cost is $411,623.70.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable):
About $148,000 of the grant funds will be used to support Water Resources staff, consequently providing a small amount of salary savings.
RECOMMENDED ACTION: Adopt the Lake County Watershed Protection District Quagga/Zebra Mussel Infestation Prevention Fee Grant Program Application and Funding Agreement Resolution
7.9Approve the Sun Ridge Systems Software Support Services Agreement for the FY 2017/18 in the amount of $37,282 for the support of its Law Enforcement Software Suite, and authorize the Chair to sign.
Agreement
passed on consent
Staff memo
EXECUTIVE SUMMARY: The Lake County Sheriff's Department requests your approval of the attached SunRidge Systems Software Support Services Agreement for the support, maintenance and enhancement services of the County law enforcement software suite. This software is used by the entire department, including the Hill Road Jail for InCustody, warrants and financial services, Central Dispatch and Enforcement/Investigations. It is also utilized by both Probation and the District Attorney's Office as well as the Lakeport and Clearlake Police Department's. This software is essential to the operation of law enforcement services and has been in use since 2002.
This contract is effective July 15, 2017 as it covers the current years' maintenance costs. The agreement was not received until January 12, 2018 and payment cannot be processed until approval by Your Board. These costs are budgeted in the Central Dispatch budget.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: 37,282
Amount Budgeted: 35,000
Additional Requested: N/A
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Funds are allocated in the Sheriff/Dispatch budget 2202.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Approve the Sun Ridge Systems Software Support Services Agreement for the FY 2017/18 in the amount of $37,282 for the support of its Law Enforcement Software Suite, and authorize the Chair to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Jim Steele, Chairman, Board of Supervisors
FROM: Brian L. Martin, Sheriff/Coroner
DATE: January 12, 2018
SUBJECT: Approve the Sun Ridge Systems Software Support Services Agreement for the FY 2017/18 in the amount of $37,282 for the support of its Law Enforcement Software Suite, and authorize the Chair to sign.
EXECUTIVE SUMMARY: The Lake County Sheriff's Department requests your approval of the attached SunRidge Systems Software Support Services Agreement for the support, maintenance and enhancement services of the County law enforcement software suite. This software is used by the entire department, including the Hill Road Jail for InCustody, warrants and financial services, Central Dispatch and Enforcement/Investigations. It is also utilized by both Probation and the District Attorney's Office as well as the Lakeport and Clearlake Police Department's. This software is essential to the operation of law enforcement services and has been in use since 2002.
This contract is effective July 15, 2017 as it covers the current years' maintenance costs. The agreement was not received until January 12, 2018 and payment cannot be processed until approval by Your Board. These costs are budgeted in the Central Dispatch budget.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: 37,282
Amount Budgeted: 35,000
Additional Requested: N/A
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Funds are allocated in the Sheriff/Dispatch budget 2202.
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION: Approve the Sun Ridge Systems Software Support Services Agreement for the FY 2017/18 in the amount of $37,282 for the support of its Law Enforcement Software Suite, and authorize the Chair to sign.
7.10Approve Amendment to Lease Agreement between the County of Lake and Sam Polo for the annual amount of $38,042.40 through June 30, 2021, and authorize the Chair to sign.
Agreement
passed on consent
Staff memo
We have leased the facility located at 14092 Lakeshore Dr, Clearlake, California since November 1, 2015 for a family visit room for our Child Welfare program, conference room space and our Housing department office space. We are extending the term of this lease for an additional 3 years.
FISCAL IMPACT: __ None ___ Budgeted __Non-Budgeted
Amount Budgeted: $38,042.40
Additional Requested: 0
Annual Cost (if planned for future years): $38,042.40
FISCAL IMPACT (Narrative):
There is no county cost associated with this lease.
STAFFING IMPACT (if applicable):
None
..Recommended Action
RECOMMENDED ACTION:
Approve Amendment to Lease Agreement between the County of Lake and Sam Polo for the annual amount of $38,042.40 through June 30, 2021, and authorize the Chair to sign.
Thank you for your consideration.
cc: Crystal Markytan, Social Services Director
Reba McCauley, Staff Services Manager
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Crystal Markytan, Social Services Director
DATE: February 6, 2018
SUBJECT: Approve Amendment to Lease Agreement between the County of Lake and Sam Polo for the annual amount of $38,042.40 through June 30, 2021, and authorize the Chair to sign.
EXECUTIVE SUMMARY:
We have leased the facility located at 14092 Lakeshore Dr, Clearlake, California since November 1, 2015 for a family visit room for our Child Welfare program, conference room space and our Housing department office space. We are extending the term of this lease for an additional 3 years.
FISCAL IMPACT: __ None ___ Budgeted __Non-Budgeted
Estimated Cost: $38,042.40
Amount Budgeted: $38,042.40
Additional Requested: 0
Annual Cost (if planned for future years): $38,042.40
FISCAL IMPACT (Narrative):
There is no county cost associated with this lease.
STAFFING IMPACT (if applicable):
None
..Recommended Action
RECOMMENDED ACTION:
Approve Amendment to Lease Agreement between the County of Lake and Sam Polo for the annual amount of $38,042.40 through June 30, 2021, and authorize the Chair to sign.
Thank you for your consideration.
cc: Crystal Markytan, Social Services Director
Reba McCauley, Staff Services Manager
7.11Adopt Resolution Amending Resolution No. 2008-168 Authorizing Access to State And Local Summary Criminal History Information by the Department of Social Services.
Resolution
passed on consent
Staff memo
We recommend the Board approve the Resolution adopting access to state and federal level summary criminal history information, subsequent arrest notification, and the Child Abuse Central Index for employment within the Lake County Department of Social Services.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted: $22,750.00
Additional Requested: $0
Annual Cost (if planned for future years): $4,000.00
FISCAL IMPACT (Narrative):
There is no county cost associated with this Resolution.
STAFFING IMPACT (if applicable):
None
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Amending Resolution No. 2008-168 Authorizing Access to State And Local Summary Criminal History Information by the Department of Social Services.
Thank you for your consideration.
cc: Crystal Markytan, Micki Dolby, Sarah Janson - Human Resources
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Crystal Markytan, Social Services Director
DATE: February 6, 2018
SUBJECT: Adopt Resolution Amending Resolution No. 2008-168 Authorizing Access to State And Local Summary Criminal History Information by the Department of Social Services.
EXECUTIVE SUMMARY:
In 2008, the Board adopted Resolution 2008-168 to authorize the Department of Social Services to conduct background checks through the Department of Justice for state and local criminal history on new or promoting employees. The Internal Revenue Service has issued a revision to their Publication 1075 which necessitates an amendment to the current Resolution which will include applying additional criminal history screening to our current background check process.
We recommend the Board approve the Resolution adopting access to state and federal level summary criminal history information, subsequent arrest notification, and the Child Abuse Central Index for employment within the Lake County Department of Social Services.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $22,750.00
Amount Budgeted: $22,750.00
Additional Requested: $0
Annual Cost (if planned for future years): $4,000.00
FISCAL IMPACT (Narrative):
There is no county cost associated with this Resolution.
STAFFING IMPACT (if applicable):
None
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Amending Resolution No. 2008-168 Authorizing Access to State And Local Summary Criminal History Information by the Department of Social Services.
Thank you for your consideration.
cc: Crystal Markytan, Micki Dolby, Sarah Janson - Human Resources
7.12Approve Acceptance of Easement Deeds on Multiple Parcels in Anderson Springs for the Anderson Springs Septic to Sewer Project and Authorize Clerk of the Board to sign.
Action Item
passed on consent
Staff memo
FISCAL IMPACT (Narrative):
N/A
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Approve Grant of Easement on various parcels in Anderson Springs for the Anderson Springs Septic to Sewer Project and authorize Clerk to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Jan Coppinger, Special Districts Administrator
DATE: February 6, 2018
SUBJECT:
Approve Acceptance of Easement Deeds on Multiple Parcels in Anderson Springs for the Anderson Springs Septic to Sewer Project and Authorize Clerk to sign.
EXECUTIVE SUMMARY:
Please see the attached summary table of Easement Deeds from various Anderson Springs property owners to Lake County Special Districts. The actual easement deeds are with the Clerk of the Board.
These Easement Deeds are necessary for the construction of a new sewer system in the community of Anderson Springs. The sewer system is being constructed as part of the effort to rebuild Anderson Springs following the 2015 Valley Fire. The easement deeds allow Lake County Special Districts the right to place a sewer collection main within the public, prescriptive right-of-way within the Anderson Springs community.
This list contains 85 of the 316 easements that are needed for the project. Due to the volume of paperwork, the deeds will be presented in batches so they can be recorded as Special Districts continues to collect the remaining deeds.
This project was presented to the Lake County Planning Commission on July 13, 2017 and is reported to be in conformity with the Lake County General Plan.
*All original easement deeds are available for review in the Clerk of the Board's office. One easement deed has been attached as a sample.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
N/A
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Approve Grant of Easement on various parcels in Anderson Springs for the Anderson Springs Septic to Sewer Project and authorize Clerk to sign.
7.13Adopt Resolution accepting the CSA-2 Spring Valley Water Distribution System Upgrade project as complete and authorize the CSA-2 Administrator to sign the Notice of Completion
Resolution
passed on consent
Staff memo
EXECUTIVE SUMMARY: The contract for the construction of the subject project, as authorized under the Agreement dated July 26, 2016 was satisfactorily completed on September 27, 2017. Staff is working on close out paper work related to the project, however the physical work is completed and ready to be accepted on behalf of the District. The attached Resolution authorizing the signature of the Administrator on the Notice of Completion has been prepared for your consideration.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost: n/a
Amount Budgeted:n/a
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): n/a
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Adopt Resolution accepting the CSA-2 Spring Valley Water Distribution System Upgrade project as complete and authorize the CSA-2 Administrator to sign the Notice of Completion
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott Harter, Deputy Administrator
Jan Coppinger, Administrator
DATE: February 6, 2018
SUBJECT: Adopt Resolution accepting the CSA-2 Spring Valley Water Distribution System Upgrade project as complete and authorize the CSA-2 Administrator to sign the Notice of Completion
EXECUTIVE SUMMARY: The contract for the construction of the subject project, as authorized under the Agreement dated July 26, 2016 was satisfactorily completed on September 27, 2017. Staff is working on close out paper work related to the project, however the physical work is completed and ready to be accepted on behalf of the District. The attached Resolution authorizing the signature of the Administrator on the Notice of Completion has been prepared for your consideration.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost: n/a
Amount Budgeted:n/a
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): n/a
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Adopt Resolution accepting the CSA-2 Spring Valley Water Distribution System Upgrade project as complete and authorize the CSA-2 Administrator to sign the Notice of Completion
7.14Adopt Resolution accepting the CSA-7 Bonanza Springs Ridge Road Water Main project as complete and authorize the CSA-7 Administrator to sign the Notice of Completion
Resolution
passed on consent
Staff memo
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted:n/a
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): n/a
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Adopt Resolution accepting the CSA-7 Bonanza Springs Ridge Road Water Main project as complete and authorize the CSA-7 Administrator to sign the Notice of Completion
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott Harter, Deputy Administrator
Jan Coppinger, Administrator
DATE: February 6, 2018
SUBJECT: Adopt Resolution accepting the CSA-7 Bonanza Springs Ridge Road Water Main project as complete and authorize the CSA-7 Administrator to sign the Notice of Completion
EXECUTIVE SUMMARY: The contract for the construction of the subject project, as authorized under the Agreement dated July 17, 2017 was satisfactorily completed on December 13, 2017. Staff is working on close out paper work related to the project, however the physical work is completed and ready to be accepted on behalf of the District. The attached Resolution authorizing the signature of the Administrator on the Notice of Completion has been prepared for your consideration.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost: n/a
Amount Budgeted:n/a
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): n/a
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Adopt Resolution accepting the CSA-7 Bonanza Springs Ridge Road Water Main project as complete and authorize the CSA-7 Administrator to sign the Notice of Completion
7.15Adopt Resolution accepting the CSA-7 & CSA-18 Water System Repair Project as complete and authorize the CSA-7 & CSA-18 Administrator to sign the Notice of Completion
Resolution
passed on consent
Staff memo
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted: n/a
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): n/a
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Adopt Resolution accepting the CSA-7 & CSA-18 Water System Repair Project as complete and authorize the CSA-7 & CSA-18 Administrator to sign the Notice of Completion
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott Harter, Deputy Administrator
Jan Coppinger, Administrator
DATE: February 6, 2018
SUBJECT: Adopt Resolution accepting the CSA-7 & CSA-18 Water System Repair Project as complete and authorize the CSA-7 & CSA-18 Administrator to sign the Notice of Completion
EXECUTIVE SUMMARY: The contract for the construction of the subject project, as authorized under the Agreement dated October 18, 2016 was satisfactorily completed on October 27, 2017. Staff is working on close out paper work related to the project, however the physical work is completed and ready to be accepted on behalf of the Districts. The attached Resolution authorizing the signature of the Administrator on the Notice of Completion has been prepared for your consideration.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost: n/a
Amount Budgeted: n/a
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): n/a
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Adopt Resolution accepting the CSA-7 & CSA-18 Water System Repair Project as complete and authorize the CSA-7 & CSA-18 Administrator to sign the Notice of Completion
7.16Adopt Resolution accepting the CSA-7 & CSA-18 Valley Fire Water Meter Replacement project as complete and authorize the CSA-7 & CSA-18 Administrator to sign the Notice of Completion
Resolution
passed on consent
approved — Pass
Carried 4-0 — moved by Simon (recovered from the archived minutes by OCR)
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Staff memo
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted: n/a
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): n/a
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Adopt Resolution accepting the CSA-7 & CSA-18 Valley Fire Water Meter Replacement project as complete and authorize the CSA-7 & CSA-18 Administrator to sign the Notice of Completion
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott Harter, Deputy Administrator
Jan Coppinger, Administrator
DATE: February 6, 2018
SUBJECT: Adopt Resolution accepting the CSA-7 & CSA-18 Valley Fire Water Meter Replacement project as complete and authorize the CSA-7 & CSA-18 Administrator to sign the Notice of Completion
EXECUTIVE SUMMARY: The contract for the construction of the subject project, as authorized under the Agreement dated August 23, 2016 was satisfactorily completed on November 14, 2017. Staff is working on close out paper work related to the project, however the physical work is completed and ready to be accepted on behalf of the Districts. The attached Resolution authorizing the signature of the Administrator on the Notice of Completion has been prepared for your consideration.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost: n/a
Amount Budgeted: n/a
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): n/a
STAFFING IMPACT (if applicable): n/a
RECOMMENDED ACTION: Adopt Resolution accepting the CSA-7 & CSA-18 Valley Fire Water Meter Replacement project as complete and authorize the CSA-7 & CSA-18 Administrator to sign the Notice of Completion
On motion of Supervisor Simon, and by vote of the Board, approved Consent Agenda items 7.1 through 7.16. The motion carried by the following vote:
8. Timed Items
8.19:05 A.M. - Public Input
Motion carried
Carried 4-0 — moved by Scott (recovered from the archived minutes by OCR)
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Clerk’s notes: Raevan Shepherd spoke. NAACP Branch President Rick Mayo spoke and read a letter of appreciation to the Board regarding the improved ADA parking in front of the Veterans Building on Third Street in Lakeport, Ca.
8.39:15 A.M. - Provide Update on status of CSA #16 Consolidation Project and Seek Direction from Board of Supervisors
Report
approved
Staff memo
In 2015 an Emergency Drought grant was received from Proposition 84 funds through the Westside Sacramento Integrated Regional Water Management Plan (IRWM) to consolidate County Service Area #16, Paradise Valley Water System with the Clearlake Oaks County Water District (CLOCWD).
The grant was for $1,360,000 with a cash match of $340,000 for a budgeted project of $1,700,000.
1.8 miles of pipeline was installed along Highway 20 to physically connect the two water systems. Over the course of construction and elapsed time, CLOCWD underwent changes in management staff and some Board Members. With those changes and new information from SWRCB concerning grants for CLOCWD, the original concept and agreement were modified.
CLOCWD will receive top priority for grant funds as a benefit of the consolidation and a much needed storage tank would be included in the grant. It was determined that the new tank, located up the hill from Harvey Blvd. would not only benefit their existing customers, it would benefit the CSA #16 customers as well.
The original agreement was for CSA #16 to install increased storage near their existing tank but this option posed water quality issues as the amount stored to meet fire flows far exceeded the amount used by CSA #16 customers. The new agreement for a storage tank at Harvey Blvd. would meet fire flows for CSA #16 and reduce the risk of stagnant water. The new proposal is for CSA #16 to have electricity brought onto the site, engineer the road and waterlines and gain easements for the new tank site as well as recoat the existing tank, and install aeration and scada.
Remaining work also includes replacing the meters and abandoning the existing wells.
Several factors drove the budget higher than projected including increased engineering costs to have engineers from both agencies review and approve the design and plans, increased cultural monitoring due to sensitive sites being identified, increased construction costs due to various disasters driving material costs up and reducing the number of available contractors. The change in scope, although better for all concerned also increased engineering, design and construction costs.
We have exhausted the funds available for this project and still have an estimated $300,000 worth of work to complete the consolidation.
I have discussed a property assessment with the Paradise Valley Water Task force and it appears to be a viable option to completing the work. To date, the property owners have not had to pay anything towards this project and if all properties are assessed, it will require approximately $1,200 per parcel.
Much of the remaining work must be performed after the intertie is functioning and supplying water to CSA 16 so the existing tank can be empty. This includes the tank recoating, tank aeration and mixer and well abandonment.
Alan Gardner, General Manager of Clearlake Oaks County Water District and I have been discussing the completion of this project and we both agree a good, cost effective solution would be to place the remaining funds needed to complete the items into an escrow account so Clearlake Oaks can complete the project after they have assumed responsibility for operations and maintenance of the system and are supplying the customers with water through the new pipeline.
We would both agree to the estimated costs for each item and any cost savings would be placed in Capital Reserves for the CSA #16 customers. The original agreement had the customers paying into a reserve account until a reserve that matched the amount of depreciation that the existing tank had accumulated was reached. Any remaining amounts from the escrow account would be placed into this reserve and reduce the amount to be paid by the customers.
If this is an acceptable solution, I would seek a loan to be secured and repaid with the property tax assessment. The loan funds would be placed in the escrow account and be paid within two years as the property assessment would be spread over two years.
This option would allow the project to be completed in the most cost effective and timely manner possible, cause the least disruption in service to customers and allow a very clear transfer of obligations and responsibilities from CSA #16 to CLOCWD.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
The costs would be offset with the property tax assessment resulting in zero increase in costs or revenues.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
This report is to provide update on status of CSA #16 Consolidation Project and seek direction from Board of Supervisors.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Jan Coppinger, Special Districts Administrator
DATE: February 6, 2018
SUBJECT:
Provide update on status of CSA #16 Consolidation Project and seek direction from Board of Supervisors
EXECUTIVE SUMMARY:
In 2015 an Emergency Drought grant was received from Proposition 84 funds through the Westside Sacramento Integrated Regional Water Management Plan (IRWM) to consolidate County Service Area #16, Paradise Valley Water System with the Clearlake Oaks County Water District (CLOCWD).
The grant was for $1,360,000 with a cash match of $340,000 for a budgeted project of $1,700,000.
1.8 miles of pipeline was installed along Highway 20 to physically connect the two water systems. Over the course of construction and elapsed time, CLOCWD underwent changes in management staff and some Board Members. With those changes and new information from SWRCB concerning grants for CLOCWD, the original concept and agreement were modified.
CLOCWD will receive top priority for grant funds as a benefit of the consolidation and a much needed storage tank would be included in the grant. It was determined that the new tank, located up the hill from Harvey Blvd. would not only benefit their existing customers, it would benefit the CSA #16 customers as well.
The original agreement was for CSA #16 to install increased storage near their existing tank but this option posed water quality issues as the amount stored to meet fire flows far exceeded the amount used by CSA #16 customers. The new agreement for a storage tank at Harvey Blvd. would meet fire flows for CSA #16 and reduce the risk of stagnant water. The new proposal is for CSA #16 to have electricity brought onto the site, engineer the road and waterlines and gain easements for the new tank site as well as recoat the existing tank, and install aeration and scada.
Remaining work also includes replacing the meters and abandoning the existing wells.
Several factors drove the budget higher than projected including increased engineering costs to have engineers from both agencies review and approve the design and plans, increased cultural monitoring due to sensitive sites being identified, increased construction costs due to various disasters driving material costs up and reducing the number of available contractors. The change in scope, although better for all concerned also increased engineering, design and construction costs.
We have exhausted the funds available for this project and still have an estimated $300,000 worth of work to complete the consolidation.
I have discussed a property assessment with the Paradise Valley Water Task force and it appears to be a viable option to completing the work. To date, the property owners have not had to pay anything towards this project and if all properties are assessed, it will require approximately $1,200 per parcel.
Much of the remaining work must be performed after the intertie is functioning and supplying water to CSA 16 so the existing tank can be empty. This includes the tank recoating, tank aeration and mixer and well abandonment.
Alan Gardner, General Manager of Clearlake Oaks County Water District and I have been discussing the completion of this project and we both agree a good, cost effective solution would be to place the remaining funds needed to complete the items into an escrow account so Clearlake Oaks can complete the project after they have assumed responsibility for operations and maintenance of the system and are supplying the customers with water through the new pipeline.
We would both agree to the estimated costs for each item and any cost savings would be placed in Capital Reserves for the CSA #16 customers. The original agreement had the customers paying into a reserve account until a reserve that matched the amount of depreciation that the existing tank had accumulated was reached. Any remaining amounts from the escrow account would be placed into this reserve and reduce the amount to be paid by the customers.
If this is an acceptable solution, I would seek a loan to be secured and repaid with the property tax assessment. The loan funds would be placed in the escrow account and be paid within two years as the property assessment would be spread over two years.
This option would allow the project to be completed in the most cost effective and timely manner possible, cause the least disruption in service to customers and allow a very clear transfer of obligations and responsibilities from CSA #16 to CLOCWD.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
The costs would be offset with the property tax assessment resulting in zero increase in costs or revenues.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
This report is to provide update on status of CSA #16 Consolidation Project and seek direction from Board of Supervisors.
(a) On motion of Supervisor Simon, and by vote of the Board, approved the department to seek a loan mechanism to complete the CSA #16 Consolidation Project and return to the Board for approval of the proposed terms and conditions.
Ayes: Supervisors Simon, Scott, Brown and Steele
Absent: Supervisor Smith
(b) There was Board consensus to support the idea of an escrow account once the loan has been secured.
Clerk’s notes: Special Districts Administrator Jan Coppinger presented the item to the Board.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
8.49:30 A.M. - Report on Community Visioning (CV) forums held in each supervisorial district during January 2018 and possible direction to staff
Report
approved — Pass
Staff memo
As your Board is aware, during this Fiscal Year 2017/2018 staff, has been focused on solutions to the County's very serious and worsening financial situation including redesign of business practices and exploration of new revenue sources. As part of this process, we embarked upon a series of CV forums to educate our citizenry on the significant financial challenges and to engage them in developing solutions and establishing service priorities.
On your February 6, 2018 agenda, I am requesting an opportunity to provide a summary report and engage in discussion of possible next steps with your Board.
Overall, the forums have been very positive experiences during which dozens of ideas have been shared on the services which are most valued along with suggestions for greater efficiencies and possible new revenue streams.
As was conveyed by staff to the public during each forum, given our long history of "doing more with less", there is little doubt that finding new revenues will be an essential part of the solution. Both the Cities of Clearlake and Lakeport successfully passed sales tax measures enabling both jurisdictions to address financial challenges. It appears, from community sentiment resulting from our CV process that there may be support for a similar measure in the County.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Possible direction to staff to initiate the procedure to prepare an ordinance to establish a general purpose sales tax.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Carol J. Huchingson, County Administrative Officer
DATE: February 6, 2018
SUBJECT: Report on Community Visioning (CV) forums held in each supervisorial district during January 2018 and possible direction to staff
EXECUTIVE SUMMARY:
As your Board is aware, during this Fiscal Year 2017/2018 staff, has been focused on solutions to the County's very serious and worsening financial situation including redesign of business practices and exploration of new revenue sources. As part of this process, we embarked upon a series of CV forums to educate our citizenry on the significant financial challenges and to engage them in developing solutions and establishing service priorities.
On your February 6, 2018 agenda, I am requesting an opportunity to provide a summary report and engage in discussion of possible next steps with your Board.
Overall, the forums have been very positive experiences during which dozens of ideas have been shared on the services which are most valued along with suggestions for greater efficiencies and possible new revenue streams.
As was conveyed by staff to the public during each forum, given our long history of "doing more with less", there is little doubt that finding new revenues will be an essential part of the solution. Both the Cities of Clearlake and Lakeport successfully passed sales tax measures enabling both jurisdictions to address financial challenges. It appears, from community sentiment resulting from our CV process that there may be support for a similar measure in the County.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Possible direction to staff to initiate the procedure to prepare an ordinance to establish a general purpose sales tax.
On motion of Supervisor Scott, and by vote of the Board, approved to prepare a resolution for a countywide sales tax ordinance, with a tax rate of 1.5% and sunset clause of 10 years, for the June 2018 ballot, to return for Board approval by February 27, 2018. The motion carried by the following vote:
Clerk’s notes: County Administrative Officer Carol Huchingson introduced the item to the Board with a PowerPoint presentation. Public Services Director Lars Ewing, Public Works Director Scott DeLeon, County Librarian Christopher Veach and Sheriff Brian Martin were present and spoke.
Chair Steele asked if anyone present wished to speak and the following people spoke: Cheryl Carr, Joan Moss and Phil Murphy. No one else wished to speak and the public input portion of this item was closed.
9. Non-Timed Items
9.1Supervisors’ weekly calendar, travel and reports
Motion carried
Carried 0-0 (recovered from the archived minutes by OCR)
Brown: absent Scott: absent Steele: absent
Brown: absent Scott: absent Steele: absent
9.2Consideration of the following appointments:
Child Care Planning and Development
Glenbrook Cemetery District
Appointment
Motion carried · 2 motions
Carried 4-0 — moved by Brown
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Carried 4-0 — moved by Scott
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Staff memo
EXECUTIVE SUMMARY:
Child Care Planning and Development Council: 12 Vacancies - 4 Consumer, 2 Public Agency, 3 Community Representative, 1 Child Care Provider, and 2 Discretionary Appointee.
Applications received: Brandy Perry - Incumbent, Public Agency
Rosario Morris - Incumbent, Child Care Consumer
Jami White - Incumbent, Child Care Consumer
Sara Brucker - New Applicant, Community Representative
Carla Ritz - New Applicant, Community Representative
Glenbrook Cemetery District: 1 Vacancy - General Membership
Applications received: Douglas Brian Domer - New Applicant, General Membership
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Carolyn Purdy, Asst. Clerk of the Board
DATE: February 6, 2018
SUBJECT: Consideration of Advisory Board Appointments
EXECUTIVE SUMMARY:
Child Care Planning and Development Council: 12 Vacancies - 4 Consumer, 2 Public Agency, 3 Community Representative, 1 Child Care Provider, and 2 Discretionary Appointee.
Applications received: Brandy Perry - Incumbent, Public Agency
Rosario Morris - Incumbent, Child Care Consumer
Jami White - Incumbent, Child Care Consumer
Sara Brucker - New Applicant, Community Representative
Carla Ritz - New Applicant, Community Representative
Glenbrook Cemetery District: 1 Vacancy - General Membership
Applications received: Douglas Brian Domer - New Applicant, General Membership
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
On motion of Supervisor Brown, and by vote of the Board, appointed Douglas Domer to the Glenbrook Cemetery District Advisory Board. The motion carried by the following vote:
Ayes: Supervisors Simon, Scott, Brown and Steele
Absent: Supervisor Smith
On motion of Supervisor Scott, and by vote of the Board, appointed Brandy Perry, Rosario Morris, Jami White, Sara Brucker and Carla Ritz to the Child Care Planning and Development Advisory Board. The motion carried by the following vote:
Ayes: Supervisors Simon, Scott, Brown and Steele
Absent: Supervisor Smith
Clerk’s notes: Supervisor Steele presented the item to the Board.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
9.3Consideration of Classification, Compensation, Recruitment and Retention Committee (CCRR) Plans for 2018, and Direction regarding RFP for Classification and Compensation Study, and development of Compensation Philosophy statement.
Action Item
approved
Carried 4-0 — moved by Simon
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Brown: aye Scott: aye Simon: aye Smith: absent Steele: aye
Staff memo
As you are aware, a 2010 Board Policy (Chapter 11, Section 5, 11-2 and 11-3) authorizes the CAO to establish a Classification and Compensation Committee to assist in determining appropriate classification and associated salaries for new and existing County positions and making corresponding recommendations to your Board. In 2016, due to a spiraling employee vacancy rate, I expanded the committee's priorities to include Recruitment and Retention.
Typically, the CAO has issued a memo each November, inviting requests for the consideration of the Committee which, if approved, would become effective the following July 1. In recent years, such requests have been mostly linked to the need to increase salaries. Prior to this past cycle, when limited adjustments were warranted, our employee associations approved them through the meet and confer process. However, in 2017, they declined to do so.
As your Board is aware, employee recruitment efforts have become largely ineffective. Early this decade, 90% of recruitments led to a successful hire. That rate has dropped to around 50%, and your Board is aware we are carrying a continuous staff vacancy rate of about 25%. Intense competition from neighboring counties and other public agencies, compaction in our salary ranges and some aspects of our twelve-step salary schedule have led to significant challenges retaining quality staff and filling key positions.
We last conducted a comprehensive Classification and Compensation study in 2003. Two years after the study was completed, it was determined that our positions would be paid 85% of the median for comparable positions in comparable counties. So much has changed in the years since.
In light of these facts, the CCRR committee is recommending your Board direct staff to issue a Request for Proposals (RFP) for a consultant to conduct a comprehensive Classification and Compensation Study. It is understood that recommendations resulting from the study are not a guarantee of salary increases. The study is needed, after a 15 year hiatus, to review classifications and salary relationships, and gather important data on compensation in comparable jurisdictions, as we prepare to address impending issues including minimum wage and the need for periodic cost of living adjustments.
In addition, many other jurisdictions have adopted compensation philosophies recognizing the significant contribution of employees in carrying out public service priorities, and demonstrating commitment to the development and retention of the workforce as a whole. The Committee recommends that your Board consider adopting such a policy and has prepared an early draft for your conceptual review:
"Employees are our most important resource in providing for high quality public service. We will strive to attract and retain the best employees and invest in their personal and professional growth."
The Committee is not recommending your Board approve such a policy today, but rather that you direct staff (through the Committee) to finalize a Compensation Philosophy Statement for your future consideration and approval.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Direct staff to develop and release a Request for Proposals (RFP) for a consultant to conduct a comprehensive Classification and Compensation Study.
Direct staff to finalize a Compensation Philosophy Statement for the future consideration and approval of your Board.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Carol J. Huchingson, County Administrative Officer
DATE: February 6, 2018
SUBJECT: Consideration of Classification, Compensation, Recruitment and Retention Committee (CCRR) Plans for 2018, and Direction regarding RFP for Classification and Compensation Study, and development of Compensation Philosophy statement.
EXECUTIVE SUMMARY:
As you are aware, a 2010 Board Policy (Chapter 11, Section 5, 11-2 and 11-3) authorizes the CAO to establish a Classification and Compensation Committee to assist in determining appropriate classification and associated salaries for new and existing County positions and making corresponding recommendations to your Board. In 2016, due to a spiraling employee vacancy rate, I expanded the committee's priorities to include Recruitment and Retention.
Typically, the CAO has issued a memo each November, inviting requests for the consideration of the Committee which, if approved, would become effective the following July 1. In recent years, such requests have been mostly linked to the need to increase salaries. Prior to this past cycle, when limited adjustments were warranted, our employee associations approved them through the meet and confer process. However, in 2017, they declined to do so.
As your Board is aware, employee recruitment efforts have become largely ineffective. Early this decade, 90% of recruitments led to a successful hire. That rate has dropped to around 50%, and your Board is aware we are carrying a continuous staff vacancy rate of about 25%. Intense competition from neighboring counties and other public agencies, compaction in our salary ranges and some aspects of our twelve-step salary schedule have led to significant challenges retaining quality staff and filling key positions.
We last conducted a comprehensive Classification and Compensation study in 2003. Two years after the study was completed, it was determined that our positions would be paid 85% of the median for comparable positions in comparable counties. So much has changed in the years since.
In light of these facts, the CCRR committee is recommending your Board direct staff to issue a Request for Proposals (RFP) for a consultant to conduct a comprehensive Classification and Compensation Study. It is understood that recommendations resulting from the study are not a guarantee of salary increases. The study is needed, after a 15 year hiatus, to review classifications and salary relationships, and gather important data on compensation in comparable jurisdictions, as we prepare to address impending issues including minimum wage and the need for periodic cost of living adjustments.
In addition, many other jurisdictions have adopted compensation philosophies recognizing the significant contribution of employees in carrying out public service priorities, and demonstrating commitment to the development and retention of the workforce as a whole. The Committee recommends that your Board consider adopting such a policy and has prepared an early draft for your conceptual review:
"Employees are our most important resource in providing for high quality public service. We will strive to attract and retain the best employees and invest in their personal and professional growth."
The Committee is not recommending your Board approve such a policy today, but rather that you direct staff (through the Committee) to finalize a Compensation Philosophy Statement for your future consideration and approval.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Direct staff to develop and release a Request for Proposals (RFP) for a consultant to conduct a comprehensive Classification and Compensation Study.
Direct staff to finalize a Compensation Philosophy Statement for the future consideration and approval of your Board.
(a) On motion of Supervisor Simon, and by vote of the Board, directed staff to develop and release a Request for Proposal (RFP) for a Classification and Compensation Study. The motion carried by the following vote:
Ayes: Supervisors Simon, Scott, Brown and Steele
Absent: Supervisor Smith
(b) There was Board consensus to develop a Compensation Philosophy statement.
Clerk’s notes: County Administrative Officer Carol Huchingson presented the item to the Board. Human Resources Deputy Director Sarah Jansen spoke.
Chair Steele asked if anyone present wished to speak and the following people spoke: Joan Moss, Vanessa Mayer, Joe Louis Wildman, Sheriff Brian Martin, Phil Murphy No one else wished to speak and the public input portion of this item was closed.
10. Closed Session
10.1Conference with Legal Counsel: Existing Litigation Pursuant to Gov. Code sec. 54956.9(d)(1): Shikman v. County of Lake, et al.
Closed Session Item
Clerk’s notes: The Board reconvened into Regular Session at 11:25 a.m. having taken no action.