Board Of Supervisors — Tuesday, November 6, 2018
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1. Call to Order
2. Moment of Silence
3. Pledge of Allegiance
4. Consideration of Extra Items Not Appearing on the Posted Agenda
4.1EXTRA ITEM - (a) Consideration of an Extra Agenda item for the reasons listed; and (b) Consideration of Letter to Congressman Mike Thompson, in support of a disaster package that assists Lake County Winegrape growers
Letter
approved
Carried 4-0 — moved by Brown
Brown: aye Simon: aye Smith: aye Steele: aye
Brown: aye Simon: aye Smith: aye Steele: aye
Carried 4-0 — moved by Brown
Brown: aye Simon: aye Smith: aye Steele: aye
Brown: aye Simon: aye Smith: aye Steele: aye
Staff memo
(a) This item is being submitted as an "extra" agenda item. The justification for this request to consider an item not on the posted agenda is as follows:
* The need to take action came to my attention subsequent to the posting of the current agenda.
* There is a need to take immediate action before the next available agenda.
Prior to our next regular meeting on November 20, 2018, Congress is expected to take up a disaster assistance bill to aid the many agricultural producers and timber operators affected by devastating hurricanes that swept through the Southeast United States.
(b) Lake County has suffered devastating, repeated natural disasters over the past four years. Each natural disaster greatly affects the tax base, infrastructure and economic stability of our rural county.
Lake County winegrapes typically produce around $75 million per year in revenue. This year, persistent exposure to heavy smoke produced by the Mendocino Complex Fires has resulted in substantial losses to winegrape growers in Lake County.
The purpose of this letter is to urge the inclusion of California winegrape growers in any disaster assistance bill that may move forward.
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
(a) Approve the extra item as requested.
(b) Approve Letter to Congressman Mike Thompson, in support of a disaster package that assists Lake County Winegrape growers, authorizing the Chair to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Rob Brown, District 5 Supervisor
DATE: November 6, 2018
SUBJECT: EXTRA ITEM - (a) Consideration of an Extra Agenda item for the reasons listed; and (b) Consideration of Letter to Congressman Mike Thompson, in support of a disaster package that assists Lake County Winegrape growers
EXECUTIVE SUMMARY:
(a) This item is being submitted as an "extra" agenda item. The justification for this request to consider an item not on the posted agenda is as follows:
* The need to take action came to my attention subsequent to the posting of the current agenda.
* There is a need to take immediate action before the next available agenda.
Prior to our next regular meeting on November 20, 2018, Congress is expected to take up a disaster assistance bill to aid the many agricultural producers and timber operators affected by devastating hurricanes that swept through the Southeast United States.
(b) Lake County has suffered devastating, repeated natural disasters over the past four years. Each natural disaster greatly affects the tax base, infrastructure and economic stability of our rural county.
Lake County winegrapes typically produce around $75 million per year in revenue. This year, persistent exposure to heavy smoke produced by the Mendocino Complex Fires has resulted in substantial losses to winegrape growers in Lake County.
The purpose of this letter is to urge the inclusion of California winegrape growers in any disaster assistance bill that may move forward.
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
(a) Approve the extra item as requested.
(b) Approve Letter to Congressman Mike Thompson, in support of a disaster package that assists Lake County Winegrape growers, authorizing the Chair to sign.
On motion of Supervisor Brown, and by vote of the Board, approved taking this item up as an extra for the reasons stated. The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott Brown and Steele
On motion of Supervisor Brown, and by vote of the Board, approved a letter to Congressman Mike Thompson in support of a disaster package that assists Lake County Winegrape growers. The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott Brown and Steele
Clerk’s notes: Supervisor Brown presented the item to the Board. This item came up after the posted agenda.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
4.2EXTRA ITEM - (a) Consideration of an Extra Agenda item for the reasons listed; and (b) Consideration of Resolution Authorizing the Public Works Director to Sign the Notice of Completion for the Eastlake Elementary SRTS & CDBG Project, Bid No. 16-16
Resolution
Adopted
Carried 4-0 — moved by Simon
Brown: aye Simon: aye Smith: aye Steele: aye
Brown: aye Simon: aye Smith: aye Steele: aye
Staff memo
(a) This item is being submitted as an "extra" agenda item. The justification for this request to consider an item not on the posted agenda is as follows:
� The need to take action came to the attention of this department subsequent to the posting of the current agenda.
Staff was made aware of specific funding deadlines late last week, after the agenda was posted for today's meeting.
� There is a need to take immediate action before the next available agenda.
There is a deadline for the funding source to have all project paperwork completed, which includes the Notice of Completion for the project. The Notice of Completion starts a time period for all subcontractors to have any claims resolved and payments made. With no BOS meeting next week due to the holiday, waiting until the 20th will jeopardize eligibility with the funding source.
(b) On September 12, 2017, the Board approved an Agreement with Granite Construction Company for the Eastlake Elementary SRTS & CDBG Project. The work under this Agreement was satisfactorily completed on September 28, 2018.
Staff has prepared a resolution authorizing the Public Works Director to sign the Notice of Completion.
FISCAL IMPACT (Narrative):
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
(a) Staff requests that the Board of Supervisors concur that justification exists to consider this for an extra agenda item.
Please note, should your Board approve taking this matter up as an extra item on today's agenda, staff will be asking you to postpone consideration of the item itself until after your Board has considered the change orders for this project.
(b) Staff recommends that the Board of Supervisors approve the Resolution Authorizing the Public Works Director to Sign the Notice of Completion for the Eastlake Elementary SRTS & CDBG Project, Bid No. 16-16, and authorize the Chair to execute said Resolution.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: EXTRA ITEM - (a) Consideration of an Extra Agenda item for the reasons listed; and (b) Consideration of Resolution Authorizing the Public Works Director to Sign the Notice of Completion for the Eastlake Elementary SRTS & CDBG Project, Bid No. 16-16
EXECUTIVE SUMMARY:
(a) This item is being submitted as an "extra" agenda item. The justification for this request to consider an item not on the posted agenda is as follows:
� The need to take action came to the attention of this department subsequent to the posting of the current agenda.
Staff was made aware of specific funding deadlines late last week, after the agenda was posted for today's meeting.
� There is a need to take immediate action before the next available agenda.
There is a deadline for the funding source to have all project paperwork completed, which includes the Notice of Completion for the project. The Notice of Completion starts a time period for all subcontractors to have any claims resolved and payments made. With no BOS meeting next week due to the holiday, waiting until the 20th will jeopardize eligibility with the funding source.
(b) On September 12, 2017, the Board approved an Agreement with Granite Construction Company for the Eastlake Elementary SRTS & CDBG Project. The work under this Agreement was satisfactorily completed on September 28, 2018.
Staff has prepared a resolution authorizing the Public Works Director to sign the Notice of Completion.
FISCAL IMPACT (Narrative):
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
(a) Staff requests that the Board of Supervisors concur that justification exists to consider this for an extra agenda item.
Please note, should your Board approve taking this matter up as an extra item on today's agenda, staff will be asking you to postpone consideration of the item itself until after your Board has considered the change orders for this project.
(b) Staff recommends that the Board of Supervisors approve the Resolution Authorizing the Public Works Director to Sign the Notice of Completion for the Eastlake Elementary SRTS & CDBG Project, Bid No. 16-16, and authorize the Chair to execute said Resolution.
On motion of Supervisor Simon, and by vote of the Board, approved taking this item up as an extra for the reasons stated. The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott Brown and Steele
Supervisor Smith offered the Resolution and it was passed by roll call vote:
Ayes: Supervisors Simon, Smith, Scott Brown and Steele
Clerk’s notes: Public Works Director Scott DeLeon presented the item the Board. This item came up after the posted agenda.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
5. Current Construction Projects - Contract Change Orders
5.1(Continued from October 23, 2018) Consideration of Change Order No. Thirteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $15,798.14, for a revised contract amount of $5,399,820.83, and authorize the Chair to sign
Action Item
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
On April 2, 2018 construction began on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project. During construction of the North East retaining wall shown on plan sheet U3 a conflict with Caltrans' flashing beacon signal boxes were identified. The plan sheet identified the signal boxes to be relocated by Caltrans. When Caltrans was contacted to relocate the signal boxes, they directed the County to have the construction contractor relocate the signal boxes in conflict with the new construction. These changes required addition work and materials by the contractor and their electrical subcontractor.
This Change Order No. Thirteen (13) provides compensation for the additional work.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted: 15,798.14
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Thirteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $15,798.14, for a revised contract amount of $5,399,820.83; and authorize the Chair to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: Consideration of Change Order No. Thirteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $15,798.14, for a revised contract amount of $5,399,820.83; and authorize the Chair to sign
EXECUTIVE SUMMARY:
On April 2, 2018 construction began on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project. During construction of the North East retaining wall shown on plan sheet U3 a conflict with Caltrans' flashing beacon signal boxes were identified. The plan sheet identified the signal boxes to be relocated by Caltrans. When Caltrans was contacted to relocate the signal boxes, they directed the County to have the construction contractor relocate the signal boxes in conflict with the new construction. These changes required addition work and materials by the contractor and their electrical subcontractor.
This Change Order No. Thirteen (13) provides compensation for the additional work.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: 15,798.14
Amount Budgeted: 15,798.14
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Thirteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $15,798.14, for a revised contract amount of $5,399,820.83; and authorize the Chair to sign.
On motion of Supervisor Smith, and by vote of the Board, approved Change Order No. Thirteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $15,798.14, for a revised contract amount of $5,399,820.83, and authorized the Chair to sign. The motion carried by the following vote:
Clerk’s notes: Public Works Director Scott DeLeon 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.
5.2(Continued from October 23, 2018) Consideration of Change Order No. Fourteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $30,982.79, for a revised contract amount of $5,430,803.62, and authorize the Chair to sign
Action Item
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
EXECUTIVE SUMMARY:
On April 2, 2018 construction began on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project. During construction several fire hydrants and water valves that were to be relocated by the Clearlake Oaks County Water District (CLOCWD) were not relocated as outlined in the project plans and specifications. By the time the CLOCWD received the proper approvals to move forward with the relocations the concrete improvements at these locations had already been placed. In order for the concrete improvements to be placed the contractor was directed to block out the area around the fire hydrants and to continue work. When the hydrants were relocated the contractor had to return to the locations, remove the block out forms, place new forms and place the final concrete improvements. Additionally, delays were encountered waiting for the CLOCWD to raise and or relocate several water valves that were not at the correct elevation. These changes required addition work and materials by the contractor.
This Change Order No. Fourteen (14) provides compensation for the additional work.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted: $30,982.79
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Fourteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $30,982.79, for a revised contract amount of $5,430,803.62, and authorize the Chair to sign
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: Consideration of Change Order No. Fourteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $30,982.79, for a revised contract amount of $5,430,803.62, and authorize the Chair to sign
EXECUTIVE SUMMARY:
On April 2, 2018 construction began on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project. During construction several fire hydrants and water valves that were to be relocated by the Clearlake Oaks County Water District (CLOCWD) were not relocated as outlined in the project plans and specifications. By the time the CLOCWD received the proper approvals to move forward with the relocations the concrete improvements at these locations had already been placed. In order for the concrete improvements to be placed the contractor was directed to block out the area around the fire hydrants and to continue work. When the hydrants were relocated the contractor had to return to the locations, remove the block out forms, place new forms and place the final concrete improvements. Additionally, delays were encountered waiting for the CLOCWD to raise and or relocate several water valves that were not at the correct elevation. These changes required addition work and materials by the contractor.
This Change Order No. Fourteen (14) provides compensation for the additional work.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $30,982.79
Amount Budgeted: $30,982.79
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Fourteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $30,982.79, for a revised contract amount of $5,430,803.62, and authorize the Chair to sign
On motion of Supervisor Smith, and by vote of the Board, approved Change Order No. Fourteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $30,982.79, for a revised contract amount of $5,430,803.62, and authorized the Chair to sign. The motion carried by the following vote:
Clerk’s notes: Public Works Director Scott DeLeon 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.
5.3(Continued from October 23, 2018) Consideration of Change Order No. Fifteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $43,390.86, for a revised contract amount of $5,474,194.48, and authorize the Chair to sign
Action Item
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
On April 2, 2018 construction began on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project. During excavation for the replacement of the existing storm drain at Station 1023+25 to 1024+25 left, the rock wall adjacent to the excavation collapsed. Upon investigation it was discovered that the existing wall did not have a footing supporting it. The contractor was directed to use detail 5 on sheet D6 as the foundation and to reconstruct the portion of wall that collapsed, approximately 63 feet of wall. The work included constructing a footing, reconstructing the portion of wall the collapsed and placing backfill behind the completed wall, to restore the wall to its existing condition prior to collapse. These changes required addition labor, equipment and materials by the contractor.
This Change Order No. Fifteen (15) provides compensation for the additional work.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted: $43,390.86
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Fifteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $43,390.86, for a revised contract amount of $5,474,194.48, and authorize the Chair to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: Consideration of Change Order No. Fifteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $43,390.86, for a revised contract amount of $5,474,194.48, and authorize the Chair to sign
EXECUTIVE SUMMARY:
On April 2, 2018 construction began on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project. During excavation for the replacement of the existing storm drain at Station 1023+25 to 1024+25 left, the rock wall adjacent to the excavation collapsed. Upon investigation it was discovered that the existing wall did not have a footing supporting it. The contractor was directed to use detail 5 on sheet D6 as the foundation and to reconstruct the portion of wall that collapsed, approximately 63 feet of wall. The work included constructing a footing, reconstructing the portion of wall the collapsed and placing backfill behind the completed wall, to restore the wall to its existing condition prior to collapse. These changes required addition labor, equipment and materials by the contractor.
This Change Order No. Fifteen (15) provides compensation for the additional work.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $43,390.86
Amount Budgeted: $43,390.86
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Fifteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $43,390.86, for a revised contract amount of $5,474,194.48, and authorize the Chair to sign.
On motion of Supervisor Smith, and by vote of the Board, approved Change Order No. Fifteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $43,390.86, for a revised contract amount of $5,474,194.48, and authorized the Chair to sign. The motion carried by the following vote:
Clerk’s notes: Public Works Director Scott DeLeon 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.
5.4(Continued from October 23, 2018) Consideration of Change Order No. Sixteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $35,650.45, for a revised contract amount of $5,509,844.93, and authorize the Chair to sign
Action Item
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
On April 2, 2018 construction began on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project. During the course of construction the contractor encountered additional costs and delays due to the following factors: AT&T and PG&E relocating services and infrastructure was not resolved prior to construction activities, driveway layout & design elevation changes, moving, relocating & raising driveway gates, removal of thicker than industry standard asphalt concrete at Foothill, West Oak Grove and side streets east of Schindler Creek, project changes per Field Directive 4 for driveway elevation issue and reconstruction at 12600 Foothill and Field Directive 5 for road design and layout changes at High Valley intersection. These changes required addition labor, equipment and materials by the contractor.
This Change Order No. Sixteen (16) provides compensation for the additional work.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted: $35,650.45
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Sixteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $35,650.45, for a revised contract amount of $5,509,844.93, and authorize the Chair to sign
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: Consideration of Change Order No. Sixteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $35,650.45, for a revised contract amount of $5,509,844.93, and authorize the Chair to sign
EXECUTIVE SUMMARY:
On April 2, 2018 construction began on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project. During the course of construction the contractor encountered additional costs and delays due to the following factors: AT&T and PG&E relocating services and infrastructure was not resolved prior to construction activities, driveway layout & design elevation changes, moving, relocating & raising driveway gates, removal of thicker than industry standard asphalt concrete at Foothill, West Oak Grove and side streets east of Schindler Creek, project changes per Field Directive 4 for driveway elevation issue and reconstruction at 12600 Foothill and Field Directive 5 for road design and layout changes at High Valley intersection. These changes required addition labor, equipment and materials by the contractor.
This Change Order No. Sixteen (16) provides compensation for the additional work.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $35,650.45
Amount Budgeted: $35,650.45
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Sixteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $35,650.45, for a revised contract amount of $5,509,844.93, and authorize the Chair to sign
On motion of Supervisor Smith, and by vote of the Board, approved Change Order No. Sixteen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16, Federal Aid No. SRTSL-5914(097) for an increase of $35,650.45, for a revised contract amount of $5,509,844.93, and authorized the Chair to sign. The motion carried by the following vote:
Clerk’s notes: Public Works Director Scott DeLeon 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.
5.5(Continued from October 23, 2018) Consideration of Change Order No. Seventeen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16 Federal Aid No. SRTSL-5914(097) for a decrease of $16,347.72, for a revised contract amount of $5,493,497.21, and authorize the Chair to sign
Action Item
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
Attached for the Board's review and approval is Contract Change Order (CCO) 17 for the subject project.
Contract Change Order 17 addresses the balancing of all contract items to reflect the actual final in-place quantities and adjusts CCO 1 based on the actual time used. This results in a decrease of $16,347.72 to the contract amount of $5,509,844.93 for a revised contract amount of $5,493,497.21.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted: $-16,347.72
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Seventeen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16 Federal Aid No. SRTSL-5914(097) for a decrease of $16,347.72, for a revised contract amount of $5,493,497.21, and authorize the Chair to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: Consideration of Change Order No. Seventeen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16 Federal Aid No. SRTSL-5914(097) for a decrease of $16,347.72, for a revised contract amount of $5,493,497.21, and authorize the Chair to sign
EXECUTIVE SUMMARY:
Attached for the Board's review and approval is Contract Change Order (CCO) 17 for the subject project.
Contract Change Order 17 addresses the balancing of all contract items to reflect the actual final in-place quantities and adjusts CCO 1 based on the actual time used. This results in a decrease of $16,347.72 to the contract amount of $5,509,844.93 for a revised contract amount of $5,493,497.21.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: $-16,347.72
Amount Budgeted: $-16,347.72
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Approve Change Order No. Seventeen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16 Federal Aid No. SRTSL-5914(097) for a decrease of $16,347.72, for a revised contract amount of $5,493,497.21, and authorize the Chair to sign.
On motion of Supervisor Smith, and by vote of the Board, approved Change Order No. Seventeen for Eastlake Elementary SRTS & CDBG Project, in Clearlake Oaks, CA, Bid No. 16-16 Federal Aid No. SRTSL-5914(097) for a decrease of $16,347.72, for a revised contract amount of $5,493,497.21, and authorized the Chair to sign. The motion carried by the following vote:
Clerk’s notes: Public Works Director Scott DeLeon 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. Approval of the Consent Agenda
6.1Adopt Proclamation Commending Jill Shaul for Her Years of Service to the County of Lake
Proclamation
passed on consent
6.2(a) Waive the Consultant Selection Policy; (b) Award the Contract to Conduct Lake County’s Comprehensive Classification and Total Compensation Study to CPS-HR, in the amount of $100,000 and Authorize the County Administrative Officer to Sign
Action Item
pulled on consent
approved — Pass
Carried 5-0 — moved by Simon (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
EXECUTIVE SUMMARY:
As you are aware, the County last conducted a Classification and Compensation Study in 2003, and our salaries and benefits have become uncompetitive, reducing the success rate of our employee recruitment efforts and creating significant employee retention and understaffing issues in many County departments. Earlier this year, your Board directed staff to seek a contractor to conduct a study.
Conducting a Comprehensive Classification and Total Compensation study qualifies as provision of "Special Services," as defined in Government Code Section 31000, and Lake County's norms and processes for Purchasing are thus governed by our "Consultant Selection Policy," Section 4, subsections 1-4, of the Lake County Policies and Procedures Manual.
Section I, D of the Consultant Selection Policy indicates that the policy may be waived under certain circumstances, including situations where it is determined to be in the County's best interest.
In this case, we recommend that your Board (a) waive the Consultant Selection Policy, and (b) award the contract to Conduct Lake County's Comprehensive Classification and Total Compensation Study to CPS-HR, in the amount of $100,000, and authorize me to sign and enter into the Agreement, for the following reasons:
� CPS-HR, also known as "Merit Systems Services," is a Joint Powers Agency (JPA), formed to provide sophisticated Human Resources consulting services to public agencies.
� California's State Contracting Manual notes that agreements between CPS-HR and State Agencies and other entities that have adopted the State Contracting Manual do not require competitive bidding, and CPS-HR has been providing classification and compensation services to state, federal and local governments, special districts and non-profit organizations for more than 30 years.
� CPS-HR recently agreed to significantly discount their cost, meeting the County's budget. The change in their proposed cost was driven by the efficiency of an approach to the employee questionnaire suggested by Administrative and HR staff, and not a significant reduction in the level of service provided.
FISCAL IMPACT: __ None _X_ Budgeted __Non-Budgeted
Amount Budgeted: $100,000
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
(a) Waive the Consultant Selection Policy.
(b) Award the Contract to Conduct Lake County's Comprehensive Classification and Total Compensation Study to CPS-HR, in the amount of $100,000 and authorize the County Administrative Officer to Sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Carol J. Huchingson, County Administrative Officer
DATE: November 6, 2018
SUBJECT: (a) Waive the Consultant Selection Policy; (b) Award the Contract to Conduct Lake County's Comprehensive Classification and Total Compensation Study to CPS-HR, in the amount of $100,000 and authorize the County Administrative Officer to Sign
EXECUTIVE SUMMARY:
As you are aware, the County last conducted a Classification and Compensation Study in 2003, and our salaries and benefits have become uncompetitive, reducing the success rate of our employee recruitment efforts and creating significant employee retention and understaffing issues in many County departments. Earlier this year, your Board directed staff to seek a contractor to conduct a study.
Conducting a Comprehensive Classification and Total Compensation study qualifies as provision of "Special Services," as defined in Government Code Section 31000, and Lake County's norms and processes for Purchasing are thus governed by our "Consultant Selection Policy," Section 4, subsections 1-4, of the Lake County Policies and Procedures Manual.
Section I, D of the Consultant Selection Policy indicates that the policy may be waived under certain circumstances, including situations where it is determined to be in the County's best interest.
In this case, we recommend that your Board (a) waive the Consultant Selection Policy, and (b) award the contract to Conduct Lake County's Comprehensive Classification and Total Compensation Study to CPS-HR, in the amount of $100,000, and authorize me to sign and enter into the Agreement, for the following reasons:
� CPS-HR, also known as "Merit Systems Services," is a Joint Powers Agency (JPA), formed to provide sophisticated Human Resources consulting services to public agencies.
� California's State Contracting Manual notes that agreements between CPS-HR and State Agencies and other entities that have adopted the State Contracting Manual do not require competitive bidding, and CPS-HR has been providing classification and compensation services to state, federal and local governments, special districts and non-profit organizations for more than 30 years.
� CPS-HR recently agreed to significantly discount their cost, meeting the County's budget. The change in their proposed cost was driven by the efficiency of an approach to the employee questionnaire suggested by Administrative and HR staff, and not a significant reduction in the level of service provided.
FISCAL IMPACT: __ None _X_ Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted: $100,000
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): None
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
(a) Waive the Consultant Selection Policy.
(b) Award the Contract to Conduct Lake County's Comprehensive Classification and Total Compensation Study to CPS-HR, in the amount of $100,000 and authorize the County Administrative Officer to Sign.
On motion of Supervisor Simon, and by vote of the Board, (a) Waived the Consultant Selection Policy; and (b) Awarded the Contract to conduct Lake County’s Comprehensive Classification and Total Compensation Study to CPS-HR, in the amount of $100,000 and Authorized the County Administrative Officer to Sign . The motion carried by the following vote:
Clerk’s notes: This item was pulled at the request of a public member.
County Administrative Officer Carol Huchingson presented the item to the Board.
Chair Steele asked if anyone present wished to speak and Cheryl Carr spoke. No one else wished to speak and the public input portion of this item was closed.
6.3Adopt Resolution Approving Agreement No. 18-0250 with the State of California, Department of Food and Agriculture and Authorizing the Execution of the Contractor Certification Clause and Signatures for Insect Trapping Activities for FY 2018-19
Resolution
passed on consent
Staff memo
I would like to ask the Board to adopt the attached Resolution approving an agreement with the California Department of Food and Agriculture (CDFA) for the trapping and detection of certain exotic insects in Lake County from July 1, 2018 through the June 30, 2019. The agreement amount is $23,179.
This is a joint federal (USDA), state and county program which can detect early infestations of various exotic insects. The USDA provides funding for the state, and state then distributes a portion of those funds to the counties. The counties are responsible for implementing the exotic insect trapping program. The traps being deployed are meant to detect the following exotic insects: Japanese Beetle, Gypsy Moth, Mediterranean Fruit Fly, Melon Fly, and Oriental Fruit Fly.
The program begins on May 1st and ends on October 31st. the following traps are currently deployed in Lake County: 46 Japanese Beetle, 92 Gypsy Moth, and 103 Fruit Fly traps. All traps must be checked and serviced bi-weekly. Lake County employs two Extra Help Trappers to deploy/check the traps and the state supervises the counties. There have been no detections during my tenure as an Agricultural Commissioner.
This program is critical to Lake County's agricultural industry. Without a detection program, pears and grapes would not be able to be shipped to other parts of the country or internationally due to quarantine requirements. If your Board does not approve this Agreement, CDFA (state) will be forced to operate the program in Lake County and the proposed Agreement will be withdrawn. Two or three counties have done this.
Should the Board adopt this Resolution, please have the chair sign and return two (2) copies of the Agreement, one (1) copy of the Board Resolution and return them to the Department of Agriculture for processing. A signed completed copy will be returned for your records.
FISCAL IMPACT: __ None _X_ Budgeted __Non-Budgeted
Amount Budgeted: $23,179.00
Additional Requested: None
Annual Cost (if planned for future years): N/A
FISCAL IMPACT (Narrative): N/A
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Approving Agreement No. 18-0250 with the State of California, Department of Food and Agriculture and Authorizing the Execution of the Contractor Certification Clause and Signatures for Insect Trapping Activities for FY 2018-19.
Original memo text
..Title
..Body
MEMORANDUM
TO: The Honorable Board of Supervisors
FROM: Steven Hajik, Agricultural Commissioner/Sealer of Weights and Measures
DATE: November 6, 2018
SUBJECT: Adopt Resolution Approving Agreement No. 18-0250 with the State of California, Department of Food and Agriculture and Authorizing the Execution of the Contractor Certification Clause and Signatures for Insect Trapping Activities for FY 2018-19
EXECUTIVE SUMMARY:
I would like to ask the Board to adopt the attached Resolution approving an agreement with the California Department of Food and Agriculture (CDFA) for the trapping and detection of certain exotic insects in Lake County from July 1, 2018 through the June 30, 2019. The agreement amount is $23,179.
This is a joint federal (USDA), state and county program which can detect early infestations of various exotic insects. The USDA provides funding for the state, and state then distributes a portion of those funds to the counties. The counties are responsible for implementing the exotic insect trapping program. The traps being deployed are meant to detect the following exotic insects: Japanese Beetle, Gypsy Moth, Mediterranean Fruit Fly, Melon Fly, and Oriental Fruit Fly.
The program begins on May 1st and ends on October 31st. the following traps are currently deployed in Lake County: 46 Japanese Beetle, 92 Gypsy Moth, and 103 Fruit Fly traps. All traps must be checked and serviced bi-weekly. Lake County employs two Extra Help Trappers to deploy/check the traps and the state supervises the counties. There have been no detections during my tenure as an Agricultural Commissioner.
This program is critical to Lake County's agricultural industry. Without a detection program, pears and grapes would not be able to be shipped to other parts of the country or internationally due to quarantine requirements. If your Board does not approve this Agreement, CDFA (state) will be forced to operate the program in Lake County and the proposed Agreement will be withdrawn. Two or three counties have done this.
Should the Board adopt this Resolution, please have the chair sign and return two (2) copies of the Agreement, one (1) copy of the Board Resolution and return them to the Department of Agriculture for processing. A signed completed copy will be returned for your records.
FISCAL IMPACT: __ None _X_ Budgeted __Non-Budgeted
Estimated Cost: $23,179.00
Amount Budgeted: $23,179.00
Additional Requested: None
Annual Cost (if planned for future years): N/A
FISCAL IMPACT (Narrative): N/A
STAFFING IMPACT (if applicable): N/A
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Approving Agreement No. 18-0250 with the State of California, Department of Food and Agriculture and Authorizing the Execution of the Contractor Certification Clause and Signatures for Insect Trapping Activities for FY 2018-19.
6.4Adopt Resolution Appointing Directors of Certain Special District Boards In Lieu of Holding a General District Election on November 6, 2018
Resolution
passed on consent
Staff memo
EXECUTIVE SUMMARY:
Elections Code Section 10515 requires the Registrar of Voters to submit a certificate of facts to the Board of Supervisors when the number of persons who have filed a Declaration of Candidacy for director does not exceed the number of offices of director to be filled at a general district election. To comply with Section 10515, I am submitting the resolution titled "Resolution Appointing Directors of Certain Special District Boards In Lieu of Holding a General District Election on November 6, 2018" to your Board with the names of persons who filed a Declaration of Candidacy for each of the Special Districts that are not required to hold an election because there are no more nominees than there are vacancies.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Any costs incurred by the Registrar of Voters office as a result of the appointments are fully reimbursable by each individual special district and there is no cost to the Registrar of Voters office.
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Appointing Directors of Certain Special District Boards In Lieu of Holding a General District Election on November 6, 2018
Original memo text
..Title
..Body
MEMORANDUM
TO: LAKE COUNTY BOARD OF SUPERVISORS
FROM: Diane C. Fridley, Registrar of Voters
DATE: November 6, 2018
SUBJECT: Adopt Resolution Appointing Directors of Certain Special District Boards In Lieu of Holding a General District Election on November 6, 2018
EXECUTIVE SUMMARY:
Elections Code Section 10515 requires the Registrar of Voters to submit a certificate of facts to the Board of Supervisors when the number of persons who have filed a Declaration of Candidacy for director does not exceed the number of offices of director to be filled at a general district election. To comply with Section 10515, I am submitting the resolution titled "Resolution Appointing Directors of Certain Special District Boards In Lieu of Holding a General District Election on November 6, 2018" to your Board with the names of persons who filed a Declaration of Candidacy for each of the Special Districts that are not required to hold an election because there are no more nominees than there are vacancies.
FISCAL IMPACT: _X_ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Any costs incurred by the Registrar of Voters office as a result of the appointments are fully reimbursable by each individual special district and there is no cost to the Registrar of Voters office.
STAFFING IMPACT (if applicable): None
..Recommended Action
RECOMMENDED ACTION:
Adopt Resolution Appointing Directors of Certain Special District Boards In Lieu of Holding a General District Election on November 6, 2018
6.5Adopt Resolution Amending Resolution No. 2017-143 to Correct Non-Substantive Typographical Errors
Resolution
passed on consent
Staff memo
EXECUTIVE SUMMARY:
The resolution titled "Resolution Amending Resolution No. 2017-143 To Correct Non-Substantive Typographical Errors" is being submitted to your Board for approval in order to correct typographical errors on certain Special District Directors' names who were appointed in lieu of holding a General District Election on November 7, 2017.
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:
Adopt Resolution Amending Resolution No. 2017-143 to Correct Non-Substantive Typographical Errors
Original memo text
..Title
..Body
MEMORANDUM
TO: LAKE COUNTY BOARD OF SUPERVISORS
FROM: Diane C. Fridley, Registrar of Voters
DATE: November 6, 2018
SUBJECT: Adopt Resolution Amending Resolution No. 2017-143 to Correct Non-Substantive Typographical Errors
EXECUTIVE SUMMARY:
The resolution titled "Resolution Amending Resolution No. 2017-143 To Correct Non-Substantive Typographical Errors" is being submitted to your Board for approval in order to correct typographical errors on certain Special District Directors' names who were appointed in lieu of holding a General District Election on November 7, 2017.
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:
Adopt Resolution Amending Resolution No. 2017-143 to Correct Non-Substantive Typographical Errors
6.6(Sitting as Lake County Sanitation District, Board of Directors) Approve an Exception to Lake County Sewer Code Sec. 205, allowing APN #050-401-12 to remain on a private septic system until such time system is in need of repairs or replacement, at which time, the property will be required to connect to the sewer system at owner's expense
Action Item
passed on consent
Staff memo
A public sewer system has been approved for the Anderson Springs Community and is now under construction.
Per Sec. 205 of the Lake County Code (Sewer Use Ordinance); "The owner of any building situated or constructed within the District and abutting on any street in which there is now located or may in the future be located a public sewer of the District, is hereby required at his or her expense to connect said building directly with the proper public sewer in accordance with the provisions of this Ordinance, within ninety (90) days after date of official notice to do so, provided that said public sewer is within two hundred (200) feet of the property line."
Prior to finalizing the plans for the new sewer district, some property owners had already invested a considerable amount of money installing or upgrading their septic systems after the fire. Originally we had planned on installing a "step-system" which would utilize septic tanks but the plans changed to the "Grinder Pump" system which does not use septic tanks. To be fair to those property owners and to assist fire victims in their recovery process, we agreed to allow property owners the option of being "grandfathered" in to remain on septic until such time as their septic system failed and needed repairs or replaced.
We made it very clear that no NEW permits for septic tanks and leach lines would be issued for the properties within the district.
To be "grand fathered" in, a property owner was required to notify us of their intentions and provide verification that their septic system had been inspected and approved by Environmental Health Department.
One additional property owner has requested this and provided the necessary documentation.
Janis Irvin 11674 Oakwood Rd. APN#050-401-12
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 an exception to Lake County Sewer Code Sec. 205 allowing APN #050-401-12 to remain on private septic systems until such time as the septic system is in need of repairs or replacement, at which time, the property will be required to connect to the sewer system at owner's expense.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Directors
FROM: Jan Coppinger, Special Districts Administrator
DATE: November 6, 2018
SUBJECT:
(Sitting as Lake County Sanitation District, Board of Directors) Approve an exception to Lake County Sewer Code Sec. 205, allowing APN #050-401-12 to remain on a private septic system until such time as the system is in need of repairs or replacement, at which time, the property will be required to connect to the sewer system at owner's expense.
EXECUTIVE SUMMARY:
A public sewer system has been approved for the Anderson Springs Community and is now under construction.
Per Sec. 205 of the Lake County Code (Sewer Use Ordinance); "The owner of any building situated or constructed within the District and abutting on any street in which there is now located or may in the future be located a public sewer of the District, is hereby required at his or her expense to connect said building directly with the proper public sewer in accordance with the provisions of this Ordinance, within ninety (90) days after date of official notice to do so, provided that said public sewer is within two hundred (200) feet of the property line."
Prior to finalizing the plans for the new sewer district, some property owners had already invested a considerable amount of money installing or upgrading their septic systems after the fire. Originally we had planned on installing a "step-system" which would utilize septic tanks but the plans changed to the "Grinder Pump" system which does not use septic tanks. To be fair to those property owners and to assist fire victims in their recovery process, we agreed to allow property owners the option of being "grandfathered" in to remain on septic until such time as their septic system failed and needed repairs or replaced.
We made it very clear that no NEW permits for septic tanks and leach lines would be issued for the properties within the district.
To be "grand fathered" in, a property owner was required to notify us of their intentions and provide verification that their septic system had been inspected and approved by Environmental Health Department.
One additional property owner has requested this and provided the necessary documentation.
Janis Irvin 11674 Oakwood Rd. APN#050-401-12
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 an exception to Lake County Sewer Code Sec. 205 allowing APN #050-401-12 to remain on private septic systems until such time as the septic system is in need of repairs or replacement, at which time, the property will be required to connect to the sewer system at owner's expense.
6.7Adopt Resolution Amending Resolution No. 2018-132 Establishing Position Allocations for Fiscal Year 2018-2019, Budget Unit 6022, County Library
Resolution
passed on consent
Staff memo
EXECUTIVE SUMMARY: Upon request from staff the library is requesting a reduction to the position allocation to remove one full time Library Assistant I/II/Technician and add a 4/5 (0.80) Library Assistant I/II/Technician. Due to the efficiency and experience of our staff this reduction in staff hours is not expected to cause a significant impact to the service provided to the public, but will realize savings for the library.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Savings would be realized.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION: Adopt Resolution Amending Resolution No. 2018-132 Establishing Position Allocations for Fiscal Year 2018-2019, Budget Unit 6022, County Library
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Christopher Veach, County Librarian
DATE: October 18, 2018
SUBJECT: Adopt Resolution Amending Resolution No. 2018-132 Establishing Position Allocations for Fiscal Year 2018-2019, Budget Unit 6022, County Library
EXECUTIVE SUMMARY: Upon request from staff the library is requesting a reduction to the position allocation to remove one full time Library Assistant I/II/Technician and add a 4/5 (0.80) Library Assistant I/II/Technician. Due to the efficiency and experience of our staff this reduction in staff hours is not expected to cause a significant impact to the service provided to the public, but will realize savings for the library.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Estimated Cost:
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): Savings would be realized.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION: Adopt Resolution Amending Resolution No. 2018-132 Establishing Position Allocations for Fiscal Year 2018-2019, Budget Unit 6022, County Library
6.8(a) Waive the informal bidding procedures in accordance with County Code Section 2-38.2 making a determination that competitive bidding would not be in the public’s interest because of the unique nature of the services; and (b) Authorize the Public Services Director to issue a Purchase Order to Dream Ride Elevator in the amount of $94,178.00
Action Item
passed on consent
Staff memo
The Lake County Sheriff's Office is mandated by the Superior Courts to transport inmates to the fourth floor of the courthouse for arraignment and other purposes. The transportation route includes the use of an elevator located in the county building immediately west of the courthouse. This elevator has reached the end of its useful life and is need of a complete overhaul of the machine room equipment, elevator doors, and the cab itself.
Dream Ride Elevator provides recurring inspection and repair services for both elevators located in the courthouse campus. Staff is recommending that the Board of Supervisors waive the competitive bid process based on Dream Ride Elevator's exclusive familiarity with the elevator and the unique nature of the services to be provided.
FISCAL IMPACT: __ None _ Budgeted X Non-Budgeted
Amount Budgeted: $0.00
Additional Requested: $94,178.00
Annual Cost (if planned for future years): N/A
FISCAL IMPACT (Narrative): This unanticipated yet critical project will delay other facility projects until after mid-year due to the urgency of this repair. The additional $94,178.00 in expense which is currently not budgeted will be addressed during the mid-year budget process.
STAFFING IMPACT (if applicable): N/A
(a) Waive the informal bidding procedures in accordance with County Code Section 2-38.2 making a determination that competitive bidding would not be in the public's interest because of the unique nature of the services; and
(b) Authorize the Public Services Director to issue a Purchase Order to Dream Ride Elevator in the amount of $94,178.00.
Original memo text
MEMORANDUM
TO: Board of Supervisors
FROM: Lars Ewing, Public Services Director
DATE: November 6, 2018
SUBJECT: (a) Waive the informal bidding procedures in accordance with County Code Section 2-38.2 because the unique nature of the goods or services precludes competitive bidding for the repair of the court holdings elevator located in the old jail adjacent to the courthouse; and (b) Authorize the Public Services Director / Assistant Purchasing Agent to issue a purchase order to Dream Ride Elevator in the amount of $94,178.00.
EXECUTIVE SUMMARY:
The Lake County Sheriff's Office is mandated by the Superior Courts to transport inmates to the fourth floor of the courthouse for arraignment and other purposes. The transportation route includes the use of an elevator located in the county building immediately west of the courthouse. This elevator has reached the end of its useful life and is need of a complete overhaul of the machine room equipment, elevator doors, and the cab itself.
Dream Ride Elevator provides recurring inspection and repair services for both elevators located in the courthouse campus. Staff is recommending that the Board of Supervisors waive the competitive bid process based on Dream Ride Elevator's exclusive familiarity with the elevator and the unique nature of the services to be provided.
FISCAL IMPACT: __ None _ Budgeted X Non-Budgeted
Estimated Cost: $94,178.00
Amount Budgeted: $0.00
Additional Requested: $94,178.00
Annual Cost (if planned for future years): N/A
FISCAL IMPACT (Narrative): This unanticipated yet critical project will delay other facility projects until after mid-year due to the urgency of this repair. The additional $94,178.00 in expense which is currently not budgeted will be addressed during the mid-year budget process.
STAFFING IMPACT (if applicable): N/A
(a) Waive the informal bidding procedures in accordance with County Code Section 2-38.2 making a determination that competitive bidding would not be in the public's interest because of the unique nature of the services; and
(b) Authorize the Public Services Director to issue a Purchase Order to Dream Ride Elevator in the amount of $94,178.00.
6.9Approve Amendment One to the Agreement between the County of Lake and Quincy Engineering, Inc. for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA
Agreement
passed on consent
Staff memo
EXECUTIVE SUMMARY:
On February 28, 2017, the County of Lake entered into an agreement with Quincy Engineering to provide preliminary and final design, environmental services, right of way, bidding and construction assistance services in order to replace the Cooper Creek Bridge at Witter Springs Road (14C-0119).
As the design development has progressed, it has become necessary that a) the Area of Potential Effects (APE) map be revised to include design impacts, b) the Archeological Survey Report (ASR) and the Historic Property Survey Report (HPSR) be updated per the revised APE, c) a Farmland Impact Memorandum be prepared to address right-of-way impacts to prime and unique farmland, d) draft Delineation of Waters of the U.S. report be updated with the revised APE, and e) the Natural Environment Study (NES) report be updated, per Caltrans' recent field survey, to include an updated species list and to address oak tree mitigation for the project.
EXHIBIT "C" of Amendment One provides a detail sheet that clearly identifies each affected task, task budget augmentation, task budget reduction, and task budget re-allocation. Caltrans has concurred with this amendment and associated costs are eligible for reimbursement. As a result of this amendment, the contract amount will be increased by a net amount of $8,413.97.
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
Staff recommends that the Board of Supervisors approve Amendment One to the Agreement for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA, with Quincy Engineering, Inc., in the amount not to exceed $337,578.74 (an increase of $8,413.97) and authorize the Chairman to execute said Amendment.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Staff recommends that the Board of Supervisors approve Amendment One to the Agreement for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA, with Quincy Engineering, Inc., in the amount not to exceed $337,578.74 (an increase of $8,413.97) and authorize the Chairman to execute said Amendment.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Department
DATE: November 6, 2018
SUBJECT: Approve Amendment One to the Agreement between the County of Lake and Quincy Engineering, Inc. for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA
EXECUTIVE SUMMARY:
On February 28, 2017, the County of Lake entered into an agreement with Quincy Engineering to provide preliminary and final design, environmental services, right of way, bidding and construction assistance services in order to replace the Cooper Creek Bridge at Witter Springs Road (14C-0119).
As the design development has progressed, it has become necessary that a) the Area of Potential Effects (APE) map be revised to include design impacts, b) the Archeological Survey Report (ASR) and the Historic Property Survey Report (HPSR) be updated per the revised APE, c) a Farmland Impact Memorandum be prepared to address right-of-way impacts to prime and unique farmland, d) draft Delineation of Waters of the U.S. report be updated with the revised APE, and e) the Natural Environment Study (NES) report be updated, per Caltrans' recent field survey, to include an updated species list and to address oak tree mitigation for the project.
EXHIBIT "C" of Amendment One provides a detail sheet that clearly identifies each affected task, task budget augmentation, task budget reduction, and task budget re-allocation. Caltrans has concurred with this amendment and associated costs are eligible for reimbursement. As a result of this amendment, the contract amount will be increased by a net amount of $8,413.97.
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
Staff recommends that the Board of Supervisors approve Amendment One to the Agreement for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA, with Quincy Engineering, Inc., in the amount not to exceed $337,578.74 (an increase of $8,413.97) and authorize the Chairman to execute said Amendment.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Estimated Cost: 8,413.97
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Staff recommends that the Board of Supervisors approve Amendment One to the Agreement for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA, with Quincy Engineering, Inc., in the amount not to exceed $337,578.74 (an increase of $8,413.97) and authorize the Chairman to execute said Amendment.
6.10(Continued from October 23, 2018) Approve Amendment Eight to the Agreement for Engineering Services for Four (4) Bridge Replacement Projects and Two (2) Bridge Rehabilitation Projects in Lake County, CA, with Quincy Engineering, Inc. in the amount not to exceed $1,370,973.05 (an increase of $6,965.59) and authorize the Chair to sign
Action Item
passed on consent
Staff memo
EXECUTIVE SUMMARY:
On September 27, 2011, the Department of Public Works entered into an Agreement with Quincy Engineering, Inc. for Engineering Services for Four (4) Bridge Replacement Projects and Two (2) Bridge Rehabilitation Projects in Lake County, CA. The Agreement was modified by Modification One and Amendments One thru Seven to allow for the completion of extra work which was required during the design phase and to extend the term of the Agreement.
Cast-in-drilled-hole (CIDH) piles were installed by the contractor at Robinson Creek Bridge at Mockingbird Lane. Gamma-Gamma Logging (GGL) testing, required to be performed prior to the acceptance of the CIDH piles, detected anomalies in a few piles. Cross-hole Sonic Logging (CSL) testing was then performed on the anomalous piles to determine the extent of the anomalies. Based on the results of the CSL testing, Quincy and its geotechnical sub-consultant performed detailed analyses in order to confirm that each anomalous piles indeed has the required capacity.
This amendment will provide for the additional effort required for Task 10, "Construction Support", in order to analyze the anomalous piles. Caltrans has concurred with this amendment and associated costs are eligible for reimbursement. As a result of this amendment, the contract amount will be increased as indicated below by task and by bridge:
Summary by Task Additional Fee Not to Exceed
Task 10 - Construction Support (Robinson) $6,965.59
Summary by Bridge Additional Fee Not to Exceed
Anderson Creek Bridge at Foard Road $0.00
Manning Creek Bridge at Mathews Road $0.00
Manning Creek Bridge at Ackley Road $0.00
Highland Creek Bridge at Highland Springs Road $0.00
Robinson Creek Bridge at Mockingbird Lane $6,965.59
Harbin Creek Bridge and Harbin Springs Road $0.00
Total $6,965.59
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
Staff recommends that the Board of Supervisors approve Amendment Eight to the Agreement for Engineering Services for Four (4) Bridge Replacement Projects and Two (2) Bridge Rehabilitation Projects in Lake County, CA, with Quincy Engineering, Inc. in the amount not to exceed $1,370,973.05 (an increase of $6,965.59) and authorize the Chairman to execute said Amendment.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Approve Amendment Eight to the Agreement for Engineering Services for Four (4) Bridge Replacement Projects and Two (2) Bridge Rehabilitation Projects in Lake County, CA, with Quincy Engineering, Inc. in the amount not to exceed $1,370,973.05 (an increase of $6,965.59) and authorize the Chair to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: Approve Amendment Eight to the Agreement for Engineering Services for Four (4) Bridge Replacement Projects and Two (2) Bridge Rehabilitation Projects in Lake County, CA, with Quincy Engineering, Inc. in the amount not to exceed $1,370,973.05 (an increase of $6,965.59), and authorize the Chair to sign
EXECUTIVE SUMMARY:
On September 27, 2011, the Department of Public Works entered into an Agreement with Quincy Engineering, Inc. for Engineering Services for Four (4) Bridge Replacement Projects and Two (2) Bridge Rehabilitation Projects in Lake County, CA. The Agreement was modified by Modification One and Amendments One thru Seven to allow for the completion of extra work which was required during the design phase and to extend the term of the Agreement.
Cast-in-drilled-hole (CIDH) piles were installed by the contractor at Robinson Creek Bridge at Mockingbird Lane. Gamma-Gamma Logging (GGL) testing, required to be performed prior to the acceptance of the CIDH piles, detected anomalies in a few piles. Cross-hole Sonic Logging (CSL) testing was then performed on the anomalous piles to determine the extent of the anomalies. Based on the results of the CSL testing, Quincy and its geotechnical sub-consultant performed detailed analyses in order to confirm that each anomalous piles indeed has the required capacity.
This amendment will provide for the additional effort required for Task 10, "Construction Support", in order to analyze the anomalous piles. Caltrans has concurred with this amendment and associated costs are eligible for reimbursement. As a result of this amendment, the contract amount will be increased as indicated below by task and by bridge:
Summary by Task Additional Fee Not to Exceed
Task 10 - Construction Support (Robinson) $6,965.59
Summary by Bridge Additional Fee Not to Exceed
Anderson Creek Bridge at Foard Road $0.00
Manning Creek Bridge at Mathews Road $0.00
Manning Creek Bridge at Ackley Road $0.00
Highland Creek Bridge at Highland Springs Road $0.00
Robinson Creek Bridge at Mockingbird Lane $6,965.59
Harbin Creek Bridge and Harbin Springs Road $0.00
Total $6,965.59
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
Staff recommends that the Board of Supervisors approve Amendment Eight to the Agreement for Engineering Services for Four (4) Bridge Replacement Projects and Two (2) Bridge Rehabilitation Projects in Lake County, CA, with Quincy Engineering, Inc. in the amount not to exceed $1,370,973.05 (an increase of $6,965.59) and authorize the Chairman to execute said Amendment.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: 6,965.59
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Approve Amendment Eight to the Agreement for Engineering Services for Four (4) Bridge Replacement Projects and Two (2) Bridge Rehabilitation Projects in Lake County, CA, with Quincy Engineering, Inc. in the amount not to exceed $1,370,973.05 (an increase of $6,965.59) and authorize the Chair to sign.
6.11(Continued from October 23, 2018) Approve Amendment Two to the Agreement for Construction Management Services for the Eastlake Elementary Safe Routes to School & Community Development Block Grant Project with 4 Leaf, Inc. for an increase of $153,908.70, and an amount not to exceed $351,325.61; and authorize the Chair to sign
Agreement
passed on consent
Staff memo
EXECUTIVE SUMMARY:
On August 22, 2017, the Department of Public Works entered into an agreement with 4 Leaf Inc. for Construction Management Services on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project.
Amendment One to the Agreement was executed on December 15, 2017 to extend the term of the agreement for one year to December 31, 2018.
The work on the project was more involved than originally anticipated and required more time and effort for the consultant. Staff has received concurrence from Caltrans on the additional cost of 4 Leaf's services.
Amendment Two provides for the additional time, effort and cost of performing the work and increases the contract amount by $153,908.70 to a new not to exceed total of $351,325.61.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local Funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
Staff recommends that the Board of Supervisors approve Amendment Two to the Agreement for Construction Management Services for the Eastlake Elementary Safe Routes to School & Community Development Block Grant Project with 4 Leaf, Inc. in the amount not to exceed $351,325.61 and authorize the Chair to execute said Amendment.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local Funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Approve Amendment Two to the Agreement for Construction Management Services for the Eastlake Elementary Safe Routes to School & Community Development Block Grant Project with 4 Leaf, Inc. for an increase of $153,908.70, and an amount not to exceed $351,325.61; and authorize the Chair to sign.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: Approve Amendment Two to the Agreement for Construction Management Services for the Eastlake Elementary Safe Routes to School & Community Development Block Grant Project with 4 Leaf, Inc. for an increase of $153,908.70, and an amount not to exceed $351,325.61; and authorize the Chair to sign
EXECUTIVE SUMMARY:
On August 22, 2017, the Department of Public Works entered into an agreement with 4 Leaf Inc. for Construction Management Services on the Eastlake Elementary Safe Routes to School and Community Development Block Grant Project.
Amendment One to the Agreement was executed on December 15, 2017 to extend the term of the agreement for one year to December 31, 2018.
The work on the project was more involved than originally anticipated and required more time and effort for the consultant. Staff has received concurrence from Caltrans on the additional cost of 4 Leaf's services.
Amendment Two provides for the additional time, effort and cost of performing the work and increases the contract amount by $153,908.70 to a new not to exceed total of $351,325.61.
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local Funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
Staff recommends that the Board of Supervisors approve Amendment Two to the Agreement for Construction Management Services for the Eastlake Elementary Safe Routes to School & Community Development Block Grant Project with 4 Leaf, Inc. in the amount not to exceed $351,325.61 and authorize the Chair to execute said Amendment.
FISCAL IMPACT: __ None _X_Budgeted __Non-Budgeted
Estimated Cost: 153,908.70
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative):
The project is funded through a combination of Federal Safe Routes to School, State Community Development Block Grant and Local Funds. The County is working with Caltrans to find additional funding to cover budget overruns. If Caltrans cannot find additional funding, then local funds will have to be used.
STAFFING IMPACT (if applicable):
..Recommended Action
RECOMMENDED ACTION:
Approve Amendment Two to the Agreement for Construction Management Services for the Eastlake Elementary Safe Routes to School & Community Development Block Grant Project with 4 Leaf, Inc. for an increase of $153,908.70, and an amount not to exceed $351,325.61; and authorize the Chair to sign.
6.12Approve the FY 2018 Emergency Management Performance Grant application in the amount of $138,133, authorize Sheriff Brian Martin to sign the Grant SubAward Face Sheet and the Subrecipient Grants Management Assessment form; and the County Administrative Officer, Carol J. Huchingson to act as the Authorized Agent on behalf of the County, sign the grant assurances, governing body resolution and FFATA Financial Disclosure document
Action Item
passed on consent
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
EXECUTIVE SUMMARY: The Sheriff's Department is requesting approval to submit the Emergency Management Performance Grant (EMPG) application for FY 2018. The amount of this grant totals $138,133 and has a 100% county match. This grant will pay a portion of salaries for employees budgeted in 2201 that perform emergency management duties. The grant assurances are required to be signed by one of the Authorized Agents listed on the Governing Body Resolution. Each page must also be initialed in blue ink. It is requested that Your Board authorize the Sheriff to sign the Grant SubAward Face Sheet and the Subrecipient Grants Management Assessment form; and the County Administrative Officer, Carol J. Huchingson to act as the Authorized Agent on behalf of the County, sign the grant assurances, governing body resolution and FFATA Financial Disclosure document.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): These monies have been budgeted in the Sheriff/OES budget 2704. The County match has been budgeted in the Sheriff/Coroner budget 2201. A modification will be required in the Sheriff/OES budget 2704 for FY2018/19 and will be made prior to final budgets.
STAFFING IMPACT (if applicable): These funds reimburse the Sheriff/Coroner budget 2201 for a portion of salaries for employees in this budget that perform emergency management duties.
..Recommended Action
RECOMMENDED ACTION: Approve the FY 2018 Emergency Management Performance Grant application in the amount of $138,133, authorize Sheriff Brian Martin to sign the Grant SubAward Face Sheet and the Subrecipient Grants Management Assessment form; and the County Administrative Officer, Carol J. Huchingson to act as the Authorized Agent on behalf of the County, sign the grant assurances, governing body resolution and FFATA Financial Disclosure document.
Original memo text
..Title
..Body
MEMORANDUM
TO: Jim Steele, Chairman, Board of Supervisors
FROM: Brian L. Martin, Sheriff/Coroner/OES Director
DATE: November 6, 2018
SUBJECT: Approve the FY 2018 Emergency Management Performance Grant application in the amount of $138,133, authorize Sheriff Brian Martin to sign the Grant SubAward Face Sheet and the Subrecipient Grants Management Assessment form; and the County Administrative Officer, Carol J. Huchingson to act as the Authorized Agent on behalf of the County, sign the grant assurances, governing body resolution and FFATA Financial Disclosure document
EXECUTIVE SUMMARY: The Sheriff's Department is requesting approval to submit the Emergency Management Performance Grant (EMPG) application for FY 2018. The amount of this grant totals $138,133 and has a 100% county match. This grant will pay a portion of salaries for employees budgeted in 2201 that perform emergency management duties. The grant assurances are required to be signed by one of the Authorized Agents listed on the Governing Body Resolution. Each page must also be initialed in blue ink. It is requested that Your Board authorize the Sheriff to sign the Grant SubAward Face Sheet and the Subrecipient Grants Management Assessment form; and the County Administrative Officer, Carol J. Huchingson to act as the Authorized Agent on behalf of the County, sign the grant assurances, governing body resolution and FFATA Financial Disclosure document.
FISCAL IMPACT: __ None __Budgeted __Non-Budgeted
Estimated Cost: $138,133
Amount Budgeted:
Additional Requested:
Annual Cost (if planned for future years):
FISCAL IMPACT (Narrative): These monies have been budgeted in the Sheriff/OES budget 2704. The County match has been budgeted in the Sheriff/Coroner budget 2201. A modification will be required in the Sheriff/OES budget 2704 for FY2018/19 and will be made prior to final budgets.
STAFFING IMPACT (if applicable): These funds reimburse the Sheriff/Coroner budget 2201 for a portion of salaries for employees in this budget that perform emergency management duties.
..Recommended Action
RECOMMENDED ACTION: Approve the FY 2018 Emergency Management Performance Grant application in the amount of $138,133, authorize Sheriff Brian Martin to sign the Grant SubAward Face Sheet and the Subrecipient Grants Management Assessment form; and the County Administrative Officer, Carol J. Huchingson to act as the Authorized Agent on behalf of the County, sign the grant assurances, governing body resolution and FFATA Financial Disclosure document.
On motion of Supervisor Smith, and by vote of the Board, approved Consent Agenda items 6.1 through 6.12, with the exception of 6.2 which was pulled for discussion. The motion carried by the following vote:
7. Timed Items
7.19:05 A.M. - Public Input
Clerk’s notes: Water Resources Director Dave Cowan introduced new employee Marina De Giannanis, Water Resources Coordinator.
7.49:13 A.M. - Consideration of Continuing a Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Pawnee Fire Incident
Proclamation
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
EXECUTIVE SUMMARY:
A wildland fire known as the Pawnee Fire began in Lake County on June 23, 2018, originating in the Spring Valley area of Clearlake Oaks, CA, forcing area-wide evacuations, destroying multiple structures and as of this writing, burning 8,000+ acres.
As a result of the occurrence of the Pawnee Fire, a local health emergency was proclaimed by the Public Health Officer, Dr. Sara Goldgraben on June 25, 2018. Your Board must now continue the existence of the local health emergency.
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:
The County Public Health Officer, respectfully requests that your Board continue the Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Pawnee Fire Incident
Original memo text
..Title
..Body
MEMORANDUM
TO: BOARD OF SUPERVISORS
FROM: Erin Gustafson, Interim Public Health Officer
DATE: November 6, 2018
SUBJECT: Consideration of the Continuation of a Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Pawnee Fire Incident
EXECUTIVE SUMMARY:
A wildland fire known as the Pawnee Fire began in Lake County on June 23, 2018, originating in the Spring Valley area of Clearlake Oaks, CA, forcing area-wide evacuations, destroying multiple structures and as of this writing, burning 8,000+ acres.
As a result of the occurrence of the Pawnee Fire, a local health emergency was proclaimed by the Public Health Officer, Dr. Sara Goldgraben on June 25, 2018. Your Board must now continue the existence of the local health emergency.
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:
The County Public Health Officer, respectfully requests that your Board continue the Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Pawnee Fire Incident
On motion of Supervisor Smith, and by vote of the Board, approved the continuation of a Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Pawnee Fire Incident. The motion carried by the following vote:
Clerk’s notes: Interim Public Health Officer Erin Gustafson presented the item to the Board. Environmental Health Director Jasjit Kang was also present and spoke. Mr. Kang reported that 15 sites have been registered for State cleanup and 2 sites for private cleanup. A total of 13 properties have been cleaned up as of October 15, 2018.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
7.59:14 A.M. - (a) Consideration of Continuing a Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Mendocino Complex Fire
Proclamation
approved — Pass
Carried 5-0 — moved by Scott (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
California Health and Safety Code section 101040 authorizes the local health officer to take any preventive measures that may be necessary to protect and preserve public health from any public hazard during an emergency. The Health Officer of Lake County finds that the Mendocino Complex Fire that started in Mendocino County on July 27, 2018, and spread to Lake County on July 28, 2018 meet the criteria for a Public Health Proclamation. The concurrent fire events have created an imminent threat to public health in Lake County in the form of severely compromised air quality, potential risk to drinking water supply, and potential for contaminated debris from household hazardous waste and materials and structural debris resulting from the potential destruction of structures and this hazardous waste debris poses a substantial present or potential hazard to human health and the environment unless its removal and disposal is performed in a manner that will protect the public health and safety.
..Recommended Action
RECOMMENDED ACTION:
The County Public Health Officer, respectfully requests that your Board continue the Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Mendocino Complex Fire.
Original memo text
..Title
..Body
MEMORANDUM
TO: BOARD OF SUPERVISORS
FROM: Erin Gustafson, Interim Public Health Officer
DATE: November 6, 2018
SUBJECT: (a) Consideration of Continuing a Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Mendocino Complex Fire
EXECUTIVE SUMMARY:
California Health and Safety Code section 101040 authorizes the local health officer to take any preventive measures that may be necessary to protect and preserve public health from any public hazard during an emergency. The Health Officer of Lake County finds that the Mendocino Complex Fire that started in Mendocino County on July 27, 2018, and spread to Lake County on July 28, 2018 meet the criteria for a Public Health Proclamation. The concurrent fire events have created an imminent threat to public health in Lake County in the form of severely compromised air quality, potential risk to drinking water supply, and potential for contaminated debris from household hazardous waste and materials and structural debris resulting from the potential destruction of structures and this hazardous waste debris poses a substantial present or potential hazard to human health and the environment unless its removal and disposal is performed in a manner that will protect the public health and safety.
..Recommended Action
RECOMMENDED ACTION:
The County Public Health Officer, respectfully requests that your Board continue the Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Mendocino Complex Fire.
On motion of Supervisor Scott, and by vote of the Board, approved the continuation of a Proclamation of a Local Health Emergency by the Lake County Health Officer due to the Mendocino Complex Fire. The motion carried by the following vote:
Clerk’s notes: Interim Public Health Officer Erin Gustafson presented the item to the Board. Environmental Health Director Jasjit Kang was also present. Recovery Coordinator Nathan Spangler was present and spoke. CalOES and CalRecycle will be coming out to reassess properties that were rejected.
Chair Steele asked if anyone present wished to speak and Cheryl Carr spoke. No one else wished to speak and the public input portion of this item was closed.
7.69:15 A.M. - Consideration of Continuing a Proclamation of a Local Emergency due to the Mendocino Complex Fire Incident (River and Ranch Fires); and and (b) Update on the Mendocino Complex - River and Ranch Fires Recovery
Presentation
approved — Pass
Carried 5-0 — moved by Scott (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
Wildland fires known as the River Fire and the Ranch Fire erupted in Mendocino County on July 27, 2018, with considerable forward movement into Lake County causing extreme peril and leading to the evacuation of thousands of Lake County residents. As a result of the occurrence of the River and Ranch Fires, a local emergency was proclaimed by the Lake County Sheriff/Director of Emergency Services Brian Martin on July 28, 2018.
The declaration needs to be re-considered and confirmed by your Board once every 30 days to stay in effect.
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:
Sheriff Martin, as the County Director of Emergency Services, respectfully requests that your Board continue the Proclamation of a Local Emergency for the Mendocino Complex Fire.
Original memo text
..Title
..Body
MEMORANDUM
TO: HONORABLE BOARD OF SUPERVISORS
FROM: Brian Martin, Sheriff/Director of Emergency Services
DATE: November 6, 2018
SUBJECT: Consideration of Continuing a Proclamation of a Local Emergency due to the Mendocino Complex Fire Incident (River and Ranch Fires); and (b) Update on the Mendocino Complex - River and Ranch Fires Recovery
EXECUTIVE SUMMARY:
Wildland fires known as the River Fire and the Ranch Fire erupted in Mendocino County on July 27, 2018, with considerable forward movement into Lake County causing extreme peril and leading to the evacuation of thousands of Lake County residents. As a result of the occurrence of the River and Ranch Fires, a local emergency was proclaimed by the Lake County Sheriff/Director of Emergency Services Brian Martin on July 28, 2018.
The declaration needs to be re-considered and confirmed by your Board once every 30 days to stay in effect.
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:
Sheriff Martin, as the County Director of Emergency Services, respectfully requests that your Board continue the Proclamation of a Local Emergency for the Mendocino Complex Fire.
On motion of Supervisor Scott, and by vote of the Board, approved the continuation of a Proclamation of a Local Emergency due to the Mendocino Complex Fire Incident (River and Ranch Fires). The motion carried by the following vote:
Clerk’s notes: Sheriff Brian Martin presented the item to the Board. Recovery Coordinator Nathan Spangler spoke. A recovery scoping meeting will be held Nov 13th for Lake County agencies.
Chair Steele asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
7.79:16 A.M. - Consideration of Continuing a Proclamation of a Local Emergency due to the Pawnee Fire Incident
Action Item
approved — Pass
Carried 5-0 — moved by Scott (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
A wildland fire known as the Pawnee Fire began in Lake County on June 23, 2018,
originating in the Spring Valley area of Clearlake Oaks, CA, forcing area-wide
evacuations, destroying multiple structures and burning 15,000+ acres.
As a result of the occurrence of the Pawnee Fire, a local emergency was proclaimed by
the Lake County Sheriff/Director of Emergency Services Brian Martin on June 24, 2018.
The Board of Supervisors must confirm the existence of a local emergency within seven
(7) days of that date and every thirty (30) days thereafter.
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:
Sheriff Martin, as the County Director of Emergency Services, respectfully requests that your Board Continues the Proclamation of a Local Emergency Due to the Pawnee Fire Incident.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Brian Martin, Sheriff-Coroner-Director of Emergency Services
DATE: November 6, 2018
SUBJECT: Consideration of Continuing a Proclamation of a Local Emergency due to the Pawnee Fire Incident
EXECUTIVE SUMMARY:
A wildland fire known as the Pawnee Fire began in Lake County on June 23, 2018,
originating in the Spring Valley area of Clearlake Oaks, CA, forcing area-wide
evacuations, destroying multiple structures and burning 15,000+ acres.
As a result of the occurrence of the Pawnee Fire, a local emergency was proclaimed by
the Lake County Sheriff/Director of Emergency Services Brian Martin on June 24, 2018.
The Board of Supervisors must confirm the existence of a local emergency within seven
(7) days of that date and every thirty (30) days thereafter.
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:
Sheriff Martin, as the County Director of Emergency Services, respectfully requests that your Board Continues the Proclamation of a Local Emergency Due to the Pawnee Fire Incident.
On motion of Supervisor Scott, and by vote of the Board, approved the continuation of a Proclamation of a Local Emergency due to the Pawnee Fire Incident. The motion carried by the following vote:
Clerk’s notes: Sheriff Brian Martin 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.
7.89:17 A.M. - Consideration of Continuing a Proclamation of a Local Emergency due to the Sulphur Fire Incident
Action Item
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
A wildland fire known as the Sulphur Fire began in Lake County on October 9, 2017 at approximately 12:55 a.m., originating in the Clearlake Oaks area and progressing on to Clearlake and surrounding areas, destroying structures and burning 1800+acres. As a result of the occurrence of the Sulphur Fire, a local emergency was proclaimed by the Lake County Sheriff/Director of Emergency Services Brian Martin on October 9, 2017. The declaration needs to be re-considered and confirmed by your Board once every 30 days to stay in effect.
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:
Consideration of Continuation of a Proclamation of a Local Emergency Due to the Sulphur Fire Incident
Original memo text
..Title
..Body
MEMORANDUM
TO: HONORABLE BOARD OF SUPERVISORS
FROM: BRIAN MARTIN, Sheriff-Coroner-Director of Emergency Services
DATE: November 6, 2018
SUBJECT: Consideration of Continuation of a Proclamation of a Local Emergency due to the Sulphur Fire Incident
EXECUTIVE SUMMARY:
A wildland fire known as the Sulphur Fire began in Lake County on October 9, 2017 at approximately 12:55 a.m., originating in the Clearlake Oaks area and progressing on to Clearlake and surrounding areas, destroying structures and burning 1800+acres. As a result of the occurrence of the Sulphur Fire, a local emergency was proclaimed by the Lake County Sheriff/Director of Emergency Services Brian Martin on October 9, 2017. The declaration needs to be re-considered and confirmed by your Board once every 30 days to stay in effect.
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:
Consideration of Continuation of a Proclamation of a Local Emergency Due to the Sulphur Fire Incident
On motion of Supervisor Smith, and by vote of the Board, approved the continuation of a Proclamation of a Local Emergency due to the Sulphur Fire Incident. The motion carried by the following vote:
Clerk’s notes: Sheriff Brian Martin presented the item to the Board.
Chair Steele asked if anyone present wished to speak. No one wished to speak the the public input portion of this item was closed.
7.99:18 A.M. - Consideration of Continuing a Proclamation of a Local Emergency due to Clayton Fire
Action Item
approved — Pass
Carried 5-0 — moved by Simon (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
As the County seeks funding and performs recovery operations related to tree removal and other fire recovery projects for the Clayton Fire, it is advisable that we continue the declaration of an emergency to support the fire recovery process.
This declaration needs to be re-considered and confirmed by your Board once every 30 days to stay in effect.
..Recommended Action
RECOMMENDED ACTION:
Consideration of Continuing a Proclamation of a Local Emergency due to Clayton Fire.
Original memo text
..Title
..Body
MEMORANDUM
TO: Jim Steele, Chairman, Board of Supervisors
FROM: Brian Martin, Sheriff/Coroner
DATE: November 6, 2018
SUBJECT: Consideration of Continuing a Proclamation of a Local Emergency due to Clayton Fire
EXECUTIVE SUMMARY: As your Board is aware, in the afternoon of August 13, 2016, the Clayton Fire began in the area of Clayton Creek Rd. This prompted the activation of the Lake OES Emergency Operations Center (EOC) and Brian Martin, Lake County Sheriff, declared a Local Emergency August 14, 2016. On August 16, 2016, your Board ratified the declaration by Resolution no. 2016-825, confirming the existence of such emergency.
As the County seeks funding and performs recovery operations related to tree removal and other fire recovery projects for the Clayton Fire, it is advisable that we continue the declaration of an emergency to support the fire recovery process.
This declaration needs to be re-considered and confirmed by your Board once every 30 days to stay in effect.
..Recommended Action
RECOMMENDED ACTION:
Consideration of Continuing a Proclamation of a Local Emergency due to Clayton Fire.
On motion of Supervisor Simon, and by vote of the Board, approved the continuation of a Proclamation of a Local Emergency due to Clayton Fire. The motion carried by the following vote:
Clerk’s notes: Sheriff Brian Martin 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.
7.109:19 A.M. - Consideration of Continuing a Proclamation of a Local Emergency due to the Atmospheric River Storm
Action Item
approved — Pass
Carried 5-0 — moved by Scott (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
On motion of Supervisor Scott, and by vote of the Board, approved the continuation of a Proclamation of a Local Emergency due to the Atmospheric River Storm. The motion carried by the following vote:
Clerk’s notes: Sheriff Brian Martin 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.
7.119:25 A.M. - Consideration of Acceptance of $21,000 Donation from Lake County PEG TV, for the purpose of upgrading Board chambers and on-location Audio/Visual equipment
Action Item
approved — Pass
Carried 5-0 — moved by Simon (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
As your Board is aware, the County partners with the Cities of Clearlake and Lakeport to support the ongoing operation of Lake County PEG TV, a Public, Educational and Governmental television station.
You also may be aware that limitations in the capacity of the audio/visual equipment in our Board chambers have kept us from making Board meetings and other Public Information efforts optimally accessible. Ensuring broad access to meetings in which the public's business is conducted is critical to productive public discourse, and our office will always endeavor on your Board's behalf to ensure this need is met.
My staff has worked to develop a proposal for equipment that will resolve some immediate issues and broaden our capacity to record and convey accessible Public Information, moving forward. This proposal includes acquisition of assistive listening devices, for example, in addition to cameras and other equipment video equipment you may expect.
Lake County PEG TV has generously agreed to donate up to $21,000, toward the cost of these important equipment upgrades.
Ed Robey of Lake County PEG TV, your Board's representative on the PEG Board, will be here to present this donation.
As your Board is aware, the countertops and panels in your chambers date back to the original construction of the building and are in a state of obvious disrepair. Last year, staff purchased materials for replacement. These materials have been stored. It is essential, before the new A/V equipment is brought in, that the new countertops and paneling be installed in order to avoid making holes and cuts shortly thereafter. With this in mind, staff is arranging time over the holidays, when your chambers are not in use, to complete the needed installation, thus paving the way for the newly donated A/V system.
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:
Accept the $21,000 Donation from Lake County PEG TV, for the purpose of upgrading Board chambers and on-location Audio/Visual equipment.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Carol J. Huchingson, County Administrative Officer
DATE: November 6, 2018
SUBJECT: Consideration of Acceptance of $21,000 Donation from Lake County PEG TV, for the purpose of upgrading Board chambers and on-location Audio/Visual equipment
EXECUTIVE SUMMARY:
As your Board is aware, the County partners with the Cities of Clearlake and Lakeport to support the ongoing operation of Lake County PEG TV, a Public, Educational and Governmental television station.
You also may be aware that limitations in the capacity of the audio/visual equipment in our Board chambers have kept us from making Board meetings and other Public Information efforts optimally accessible. Ensuring broad access to meetings in which the public's business is conducted is critical to productive public discourse, and our office will always endeavor on your Board's behalf to ensure this need is met.
My staff has worked to develop a proposal for equipment that will resolve some immediate issues and broaden our capacity to record and convey accessible Public Information, moving forward. This proposal includes acquisition of assistive listening devices, for example, in addition to cameras and other equipment video equipment you may expect.
Lake County PEG TV has generously agreed to donate up to $21,000, toward the cost of these important equipment upgrades.
Ed Robey of Lake County PEG TV, your Board's representative on the PEG Board, will be here to present this donation.
As your Board is aware, the countertops and panels in your chambers date back to the original construction of the building and are in a state of obvious disrepair. Last year, staff purchased materials for replacement. These materials have been stored. It is essential, before the new A/V equipment is brought in, that the new countertops and paneling be installed in order to avoid making holes and cuts shortly thereafter. With this in mind, staff is arranging time over the holidays, when your chambers are not in use, to complete the needed installation, thus paving the way for the newly donated A/V system.
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:
Accept the $21,000 Donation from Lake County PEG TV, for the purpose of upgrading Board chambers and on-location Audio/Visual equipment.
On motion of Supervisor Simon, and by vote of the Board, accepted the $21,000 donation from Lake County PEG TV, for the purpose of upgrading Board chambers and on-location Audio-Visual equipment. The motion carried by the following vote:
Clerk’s notes: Deputy County Administrative Officer Matthew Rothstein presented the item to the Board. PEG Boad member Ed Robey was present to present the donation of $21,000 to Chairman Steele and spoke. PEG Board members Brock Falkenberg and Nick Bennett were also present.
Chair Steele asked if anyone present wished to speak and Cheryl Carr spoke. No one else wished to speak and the public input portion of this item was closed.
7.129:30 A.M. - PUBLIC HEARING - Consideration of Proposed Ordinance Amending Chapter 21 of the Ordinance Code of the County of Lake Pertaining to Allow a Restaurant up to 750 Square Feet Accessory to a Permitted Tasting Room in the "APZ", "A", "RL", "RR" AND "SR" Districts; Allow a Restaurant Exceeding 750 Square Feet in Size Accessory to a Permitted Tasting Room Subject to Obtaining a Major Use Permit in the "APZ", "A", "RL", "RR" and "SR" Districts; Allow a Reduction of the Minimum Residential Construction Standards in the "R1" District from a Minimum Dwelling Size of 720 Square Feet to 360 Square Feet, A Minimum Width Reduction from 15 Feet to 12 Feet and a Minimum Eave Reduction from 12 Inches to 6 Inches; Establish a Permit Process to Allow Emergency Temporary Dwellings After a Catastrophic or Natural Disaster; Modify the Collectors Permit Conditions to Allow a Two Car Garage up to 500 Square Feet Accessory to a Permitted Dwelling; Allow a Reduction in the Minimum Residential Construction Standards of the "MH" Mobile Home Combining District from a Minimum Dwelling Size of 560 Square Feet to 360 Square Feet
Public Hearing
approved
Carried 5-0 — moved by Brown
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Carried 5-0 — moved by Brown
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
EXHIBITS: A. Planning Commission Staff Report
B. Proposed Ordinance as Recommended by Planning Commission
C. Existing Zoning Ordinance with Recommended Changes
D. Resolution of Intent
E. Draft Planning Commission minutes, September 27, 2018.
I. BACKGROUND
On August 14, 2018, staff received direction from the Board of Supervisors to move forward with amendments to Chapter 21 of the Lake County Code. On September 27, 2018, a hearing before the Planning Commission was held and the attached Resolution of intent was adopted pertaining to:
* Restaurants accessory to a permitted tasting room
* Reduction of the Minimum Residential Construction Standards in the "R1" district
* Establishment of a permit process to allow Emergency Temporary Dwellings
* Modification of the Collectors Permit conditions
* Reduction in the Minimum Residential Construction Standards of the "MH" Mobile Home Combining District.
Please refer to the Planning Commission staff Report (Exhibit A) for a detailed description of these proposed amendments. Also, please refer to Exhibit C, which includes copies of the applicable section of the Zoning Ordinance and the proposed revisions depicted by Bold, italicized, highlighted font and strikethrough.
The Planning Commission reviewed the proposed revisions and recommended a minor change to the Collectors Permit terms and conditions to allow a two car garage up to 500 square feet accessory to a permitted dwelling that is not counted toward accessory square footage (Exhibit D).
FISCAL IMPACT: None
Amount Budgeted: N/A
Additional Request: N/A
Annual Cost (if planned for future years): N/A
..Recommended Action
II. RECOMMENDATION
Staff and the Planning Commission recommends that the Board of Supervisors:
A. Find that the proposed text amendment to the Zoning Ordinance is exempt from the California Environmental Quality Act pursuant to � 15061(b)(3) of the CEQA Guidelines with the following findings:
1. The project is consistent with the Lake County General Plan and Zoning Ordinance.
2. This project will not have a significant effect on the environment.
3. The activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
B. Approve the proposed Zoning Ordinance text amendments for the following reasons.
1. The proposed amendments are consistent the provisions of the Lake County General Plan and Zoning Ordinance.
2. This proposed amendments are necessary to protect the health and safety and welfare of the County.
3. The proposed amendments would increase affordable housing opportunities.
4. The project will not result in any significant adverse environmental impacts, and the project is exempt from CEQA.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Michalyn DelValle, Community Development Director
DATE: November 6, 2018
SUBJECT: Ordinance Amendment, AM 18-03 to Amend Chapter 21 of the Lake County Zoning Ordinance to allow a restaurant up to 750 square feet accessory to a permitted tasting room in the "APZ," "A," "RL," "RR," and "SR" Districts; allow a restaurant exceeding 750 square feet in size accessory to permitted tasting room subject to obtaining a Major Use Permit in the "APZ," "A," "RL," "RR" and "SR" Districts; allow a reduction of the Minimum Residential Construction Standards in the "R1" District from a minimum dwelling size of 720 square feet to 360 square feet, a minimum width reduction from 15 feet to 12 feet and a minimum eave reduction from 12 inch to 6 inch; establish a permit process to allow Emergency Temporary Dwellings after a catastrophic or natural disaster; modify the Collectors Permit conditions to allow a two car garage up to 500 square feet accessory to a permitted dwelling; allow a reduction in the Minimum Residential Construction Standards of the "MH" Mobile Home Combining District from a minimum dwelling size of 560 square feet to 360 square feet.
EXHIBITS: A. Planning Commission Staff Report
B. Proposed Ordinance as Recommended by Planning Commission
C. Existing Zoning Ordinance with Recommended Changes
D. Resolution of Intent
E. Draft Planning Commission minutes, September 27, 2018.
I. BACKGROUND
On August 14, 2018, staff received direction from the Board of Supervisors to move forward with amendments to Chapter 21 of the Lake County Code. On September 27, 2018, a hearing before the Planning Commission was held and the attached Resolution of intent was adopted pertaining to:
* Restaurants accessory to a permitted tasting room
* Reduction of the Minimum Residential Construction Standards in the "R1" district
* Establishment of a permit process to allow Emergency Temporary Dwellings
* Modification of the Collectors Permit conditions
* Reduction in the Minimum Residential Construction Standards of the "MH" Mobile Home Combining District.
Please refer to the Planning Commission staff Report (Exhibit A) for a detailed description of these proposed amendments. Also, please refer to Exhibit C, which includes copies of the applicable section of the Zoning Ordinance and the proposed revisions depicted by Bold, italicized, highlighted font and strikethrough.
The Planning Commission reviewed the proposed revisions and recommended a minor change to the Collectors Permit terms and conditions to allow a two car garage up to 500 square feet accessory to a permitted dwelling that is not counted toward accessory square footage (Exhibit D).
FISCAL IMPACT: None
Estimated Cost: N/A
Amount Budgeted: N/A
Additional Request: N/A
Annual Cost (if planned for future years): N/A
..Recommended Action
II. RECOMMENDATION
Staff and the Planning Commission recommends that the Board of Supervisors:
A. Find that the proposed text amendment to the Zoning Ordinance is exempt from the California Environmental Quality Act pursuant to � 15061(b)(3) of the CEQA Guidelines with the following findings:
1. The project is consistent with the Lake County General Plan and Zoning Ordinance.
2. This project will not have a significant effect on the environment.
3. The activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.
B. Approve the proposed Zoning Ordinance text amendments for the following reasons.
1. The proposed amendments are consistent the provisions of the Lake County General Plan and Zoning Ordinance.
2. This proposed amendments are necessary to protect the health and safety and welfare of the County.
3. The proposed amendments would increase affordable housing opportunities.
4. The project will not result in any significant adverse environmental impacts, and the project is exempt from CEQA.
(a) On motion of Supervisor Brown, and by vote of the Board, finds that the proposed text amendment to the Zoning Ordinance is exempt from the California Environmental Quality Act pursuant to 15061 (b)(3) of the CEQA Guidelines. The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott, Brown and Steele
(b) On motion of Supervisor Brown, and by vote of the Board, approved the proposed Zoning Ordinance text amendments as presented. The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott, Brown and Steele
Clerk’s notes: Community Development Director Michalyn DelValle presented the item to the Board and gave a PowerPoint presentation. Chief Building Official Mary Jane Montana was present and spoke.
Chair Steele asked if anyone present wished to speak and the following people spoke: Cheryl Carr, Richard Knoll and Cindy Leonard. No one else wished to speak and the public input portion of this item was closed.
8. Non-Timed Items
8.1Supervisors’ weekly calendar, travel and reports
8.2Consideration of Appointment of Directors to the Lake County Risk Reduction Authority (LCRRA)
Appointment
approved
Carried 5-0 — moved by Smith
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Carried 5-0 — moved by Smith
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
On October 16, 2018, our Board, sitting as both the Board of Supervisors and the Board of Directors of the Lake County Watershed Protection District approved the agreement and participation in LCRRA. The LCRRA is governed by a Board of Directors consisting of one director appointed by the governing body of each Member. So the next step for our Board is to designate our directors who will serve on LCCRA.
Alternates may also be designated to act in the place of appointed directors to LCRRA. However, such designations shall be in writing by the designating director, delivered to the Administering Agency of LCRRA. Such alternate designations to not require approval of the full Board.
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:
Acting as the Board of Supervisors, appoint one director to LCRRA.
Acting as the Board of Directors of the Lake County Watershed Protection District, appoint one director to LCRRA.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
Board of Directors, Lake County Water Protection District
FROM: Jim Steele, 3rd District Supervisor
DATE: November 6, 2018
SUBJECT: Consideration of Appointment of Directors to the Lake County Risk Reduction Authority (LCRRA)
EXECUTIVE SUMMARY:
On October 16, 2018, our Board, sitting as both the Board of Supervisors and the Board of Directors of the Lake County Watershed Protection District approved the agreement and participation in LCRRA. The LCRRA is governed by a Board of Directors consisting of one director appointed by the governing body of each Member. So the next step for our Board is to designate our directors who will serve on LCCRA.
Alternates may also be designated to act in the place of appointed directors to LCRRA. However, such designations shall be in writing by the designating director, delivered to the Administering Agency of LCRRA. Such alternate designations to not require approval of the full Board.
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:
Acting as the Board of Supervisors, appoint one director to LCRRA.
Acting as the Board of Directors of the Lake County Watershed Protection District, appoint one director to LCRRA.
On motion of Supervisor Smith, and by vote of the Board, appointed Supervisor Simon, acting as the Board of Supervisors, as a director to the Lake County Risk Reduction Authority (LCRRA). The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott, Brown and Steele
On motion of Supervisor Smith, and by vote of the Board, appointed Supervisor Steele, acting as Board of Directors of the Lake County Watershed Protection District, as a director to the Lake County Risk Reduction Authority (LCRRA). The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott, Brown and Steele
Clerk’s notes: Chair 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.
8.3Consideration of Report from the Treasurer-Tax Collector
Report
continued
Staff memo
EXECUTIVE SUMMARY:
The Treasurer-Tax Collector (T-TC) is responsible to administer billing, collection and reporting of property tax revenue levied annually for the County, the cities, schools and special districts. The office conducts tax defaulted property sales of real property after five years of tax delinquency. The office serves as the depository for all funds belonging to the County, schools and special districts. The office is responsible to receive, deposit and management investments of funds generated from taxes, fees, grants and if applicable, bond proceeds.
As is the case here in Lake County, the elective T-TC model is used in 56 of 58 counties and generally, such offices research property tax-related questions, provide investment and cash flow information, and assist in developing financing options for County projects. In many counties, Boards of Supervisors have established finance subcommittees of which the T-TC is a part.
The T-TC is one of three key financial offices, and its effectiveness has major implications for the County Budget, which is approved by the Board of Supervisors. Therefore, I am requesting that the T-TC provide an oral report, and be prepared to answer questions from our Board, concerning the status of operations in her department, including but not limited to:
Review of County of Lake - Statement of Investment Policy
Status of annual tax defaulted property sales of real property
Building capacity to keep pace with workload demands and move forward with needed enhancements
Response to complaints
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:
Report and possible direction to staff.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Jim Steele, 3rd District Supervisor
DATE: November 6, 2018
SUBJECT: Consideration of Report from the Treasurer-Tax Collector
EXECUTIVE SUMMARY:
The Treasurer-Tax Collector (T-TC) is responsible to administer billing, collection and reporting of property tax revenue levied annually for the County, the cities, schools and special districts. The office conducts tax defaulted property sales of real property after five years of tax delinquency. The office serves as the depository for all funds belonging to the County, schools and special districts. The office is responsible to receive, deposit and management investments of funds generated from taxes, fees, grants and if applicable, bond proceeds.
As is the case here in Lake County, the elective T-TC model is used in 56 of 58 counties and generally, such offices research property tax-related questions, provide investment and cash flow information, and assist in developing financing options for County projects. In many counties, Boards of Supervisors have established finance subcommittees of which the T-TC is a part.
The T-TC is one of three key financial offices, and its effectiveness has major implications for the County Budget, which is approved by the Board of Supervisors. Therefore, I am requesting that the T-TC provide an oral report, and be prepared to answer questions from our Board, concerning the status of operations in her department, including but not limited to:
Review of County of Lake - Statement of Investment Policy
Status of annual tax defaulted property sales of real property
Building capacity to keep pace with workload demands and move forward with needed enhancements
Response to complaints
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:
Report and possible direction to staff.
This item has been continued to the November 20, 2018 meeting.
8.4Consideration of Advisory Board Appointments:
First Five Lake County
Lucerne Area Town Hall
Appointment
approved
Carried 5-0 — moved by Scott
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Carried 5-0 — moved by Smith
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
EXECUTIVE SUMMARY:
Please be advised that the First 5 Lake Commission re-appointed Commissioners Pam Klier and Susan Jen for another (2) year term at the commission's regular meeting on June 13, 2018. Their terms were set to expire in August 2018. Commissioner Laurie Daly submitted her letter of resignation (previously sent), which the commission regrettably accepted.
We respectfully request that Pam Klier and Susan Jen be officially re-appointed by the Board at your earliest convenience.
Thank you for your attention to this matter.
First Five Lake County - Two (2) vacancies: (2) Member-at-Large Commissioners
Applications Received: Pam Klier- Member-at-Large (Re-appoint)
Susan Jen - Member-at-Large (Re-appoint)
Due to the resignation of member Paul Smith effective October 2018, there is a current vacancy on the Lucerne Area Town Hall with a term ending January 1, 2019.
Lucerne Area Town Hall - One (1) vacancy: General Membership
Applications received: Kurt McKelvey - General Membership
..Recommended Action
RECOMMENDED ACTION:
Appointment of qualified advisory board members.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Carolyn Purdy, Asst. Clerk of the Board
DATE: November 6, 2018
SUBJECT: Consideration of Advisory Board appointments
EXECUTIVE SUMMARY:
Please be advised that the First 5 Lake Commission re-appointed Commissioners Pam Klier and Susan Jen for another (2) year term at the commission's regular meeting on June 13, 2018. Their terms were set to expire in August 2018. Commissioner Laurie Daly submitted her letter of resignation (previously sent), which the commission regrettably accepted.
We respectfully request that Pam Klier and Susan Jen be officially re-appointed by the Board at your earliest convenience.
Thank you for your attention to this matter.
First Five Lake County - Two (2) vacancies: (2) Member-at-Large Commissioners
Applications Received: Pam Klier- Member-at-Large (Re-appoint)
Susan Jen - Member-at-Large (Re-appoint)
Due to the resignation of member Paul Smith effective October 2018, there is a current vacancy on the Lucerne Area Town Hall with a term ending January 1, 2019.
Lucerne Area Town Hall - One (1) vacancy: General Membership
Applications received: Kurt McKelvey - General Membership
..Recommended Action
RECOMMENDED ACTION:
Appointment of qualified advisory board members.
On motion of Supervisor Scott, and by vote of the Board, reappointed Pam Klier and Susan Jen to First Five Lake County. The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott, Brown and Steele
On motion of Supervisor Smith, and by vote of the Board, appointed Kurt McKelvey to the Lucerne Area Town Hall. The motion carried by the following vote:
Ayes: Supervisors Simon, Smith, Scott, Brown and Steele
Clerk’s notes: Chair 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.
8.5Consideration of Addition of Special Meetings to the Board’s Annual Meeting Calendar for 2018
Action Item
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
I am recommending your Board make the following additions to your meeting calendar for 2018:
December 3, 2018 Special Meeting
Convene with the City Councils of Clearlake and Lakeport
Timed item at 9:00 a.m.
Consideration of Strategic Economic Development Plan
Location: Kelseyville Presbyterian Church
December 28, 2018 Special Meeting
Timed items starting at 10:00 a.m.
Continuation of Health Emergency and Disaster Proclamations
Location: Board of Supervisors Chambers
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:
Approve Special Board Meetings on December 3, 2018 at 9:00 a.m. and on December 28, 2018 at 10:00 a.m., both of which will be noticed by the Clerk of the Board per standard practice.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Carol J. Huchingson, County Administrative Officer
DATE: November 6, 2018
SUBJECT: Consideration of Addition of Special Meetings to the Board's Annual Meeting Calendar for 2018
EXECUTIVE SUMMARY:
I am recommending your Board make the following additions to your meeting calendar for 2018:
December 3, 2018 Special Meeting
Convene with the City Councils of Clearlake and Lakeport
Timed item at 9:00 a.m.
Consideration of Strategic Economic Development Plan
Location: Kelseyville Presbyterian Church
December 28, 2018 Special Meeting
Timed items starting at 10:00 a.m.
Continuation of Health Emergency and Disaster Proclamations
Location: Board of Supervisors Chambers
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:
Approve Special Board Meetings on December 3, 2018 at 9:00 a.m. and on December 28, 2018 at 10:00 a.m., both of which will be noticed by the Clerk of the Board per standard practice.
On motion of Supervisor Smith, and by vote of the Board, approved the addition of Special Meetings to the Board’s Annual Meeting Calendar for 2018. The motion carried by the following vote:
Clerk’s notes: County Administrative Officer Carol Huchingson 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.
8.6Discussion and Consideration of a Draft Ordinance Adding Division 3 to Chapter 9 Establishing Fines and Penalties for the Illegal Disposal of Garbage/Refuse and Creating an Illegal Dumping Prevention Program
Ordinance
continued
Staff memo
Attached here is a draft of a possible ordinance adding Division 3 to Chapter 9 of the Lake County Code establishing fines and penalties for the illegal disposal of garbage/refuse and creating an illegal dumping prevention program.
This draft ordinance was initiated by Supervisor Steele and is presented today for your Board's comments and suggestions.
Thank you.
..Recommended Action
RECOMMENDED ACTION:
Direction to staff.
Original memo text
..Title
..Body
MEMORANDUM
TO: HONORABLE BOARD OF SUPERVISORS
FROM: ANITA L. GRANT, County Counsel
DATE: November 6, 2018
SUBJECT: Discussion and Consideration of a Draft Ordinance Adding Division 3 to Chapter 9 Establishing Fines and Penalties for the Illegal Disposal of Garbage/Refuse and Creating an Illegal Dumping Prevention Program
EXECUTIVE SUMMARY:
Attached here is a draft of a possible ordinance adding Division 3 to Chapter 9 of the Lake County Code establishing fines and penalties for the illegal disposal of garbage/refuse and creating an illegal dumping prevention program.
This draft ordinance was initiated by Supervisor Steele and is presented today for your Board's comments and suggestions.
Thank you.
..Recommended Action
RECOMMENDED ACTION:
Direction to staff.
There was Board consensus to carry this item over to the November 20, 2018 meeting.
Clerk’s notes: County Counsel Anita Grant introduced the item. Chair Steele presented the item to the Board. Public Services Director Lars Ewing was present and spoke.
Chair Steele asked if anyone present wished to speak and the following people spoke: Gene Paleno, Joan Moss and Cheryl Carr. No one else wished to speak and the public input portion of this item was closed.
8.7Discussion and Consideration of a Draft Ordinance Adding Article VIII to Chapter 13 of the Lake County Code Regarding Hazardous Vegetation Abatement
Ordinance
continued
Staff memo
Attached here is a draft of a possible ordinance adding Article VIII to Chapter 13 of the Lake County Code regarding hazardous vegetation abatement
This draft ordinance was initiated by Supervisor Steele and is presented today for your Board's comments and suggestions.
Thank you.
..Recommended Action
RECOMMENDED ACTION:
Direction to staff.
Original memo text
..Title
..Body
MEMORANDUM
TO: HONORABLE BOARD OF SUPERVISORS
FROM: ANITA L. GRANT, County Counsel
DATE: November 6, 2018
SUBJECT: Discussion and Consideration of a Draft Ordinance Adding Article VIII to Chapter 13 of the Lake County Code Regarding Hazardous Vegetation Abatement
EXECUTIVE SUMMARY:
Attached here is a draft of a possible ordinance adding Article VIII to Chapter 13 of the Lake County Code regarding hazardous vegetation abatement
This draft ordinance was initiated by Supervisor Steele and is presented today for your Board's comments and suggestions.
Thank you.
..Recommended Action
RECOMMENDED ACTION:
Direction to staff.
There was Board consensus to carry this item over to the November 20, 2018 meeting.
Clerk’s notes: County Counsel Anita Grant presented the item to the Board.
Chair Steele asked if anyone present wished to speak and the following people spoke: Michelle Scully, David Rosen, Tom Nixon, Michael Cremer, Pat Roy, Cindy Leonard, Magdalena Valderama, Cheryl Carr Tom Slate and Cathy Andre. No one else wished to speak and the public input portion of this item was closed.
8.8(Continued from October 23, 2018) Consideration of Request for Board Validation of the Public Works Directors Emergency Action in the Robinson Creek Bridge Rehabilitation Project
Action Item
approved — Pass
Carried 5-0 — moved by Smith (recovered from the archived minutes)
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Brown: aye Scott: aye Simon: aye Smith: aye Steele: aye
Staff memo
EXECUTIVE SUMMARY:
In February, 2018, in my official capacity on behalf of the County of Lake and with the approval of your Board, I entered into a right-of-way contract (Contract) with Nancy Jane Williams (Property Owner), whose property was impacted by the County's Robinson Creek Bridge Rehabilitation Project. The Contract provided for a series of payments to be made by the County to the Property Owner, with the final payment, pursuant to the terms of the Contract, being due within 30 days of the County's completion of the Project.
The Contract required that the Property Owner be allowed to construct water lines across Robinson Creek. The State Department of Fish and Wildlife imposed a deadline of October 15th for all work to be completed within Robinson Creek, which also applied to the Property Owner. Although the project is substantially complete, the final completion requires coordinated efforts by the County and the Property Owner in order to comply with the deadline imposed by the State. It became a matter of urgency that the final check be issued to the Property Owner ahead of schedule in order for her to complete her portion of the work.
Due to the emergency nature of the above-described situation, and with the assistance of the County Counsel's Office, I executed the attached modification to the Contract which allowed the Auditor-Controller to issue an emergency payment to the Property Owner. Pursuant to the terms of this modification, I respectfully request your Board's validation of this action.
Staff recommends that your Board concur that there was sufficient justification for modifying the Contract, and validate the Public Works Directors actions in doing so.
FISCAL IMPACT: _X_ 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:
Staff recommends that your Board concur that there was sufficient justification for modifying the Contract, and validate the Public Works Directors actions in doing so.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM: Scott De Leon, Public Works Director
DATE: November 6, 2018
SUBJECT: Consideration of Request for Board Validation of the Public Works Directors Emergency Action in the Robinson Creek Bridge Rehabilitation Project
EXECUTIVE SUMMARY:
In February, 2018, in my official capacity on behalf of the County of Lake and with the approval of your Board, I entered into a right-of-way contract (Contract) with Nancy Jane Williams (Property Owner), whose property was impacted by the County's Robinson Creek Bridge Rehabilitation Project. The Contract provided for a series of payments to be made by the County to the Property Owner, with the final payment, pursuant to the terms of the Contract, being due within 30 days of the County's completion of the Project.
The Contract required that the Property Owner be allowed to construct water lines across Robinson Creek. The State Department of Fish and Wildlife imposed a deadline of October 15th for all work to be completed within Robinson Creek, which also applied to the Property Owner. Although the project is substantially complete, the final completion requires coordinated efforts by the County and the Property Owner in order to comply with the deadline imposed by the State. It became a matter of urgency that the final check be issued to the Property Owner ahead of schedule in order for her to complete her portion of the work.
Due to the emergency nature of the above-described situation, and with the assistance of the County Counsel's Office, I executed the attached modification to the Contract which allowed the Auditor-Controller to issue an emergency payment to the Property Owner. Pursuant to the terms of this modification, I respectfully request your Board's validation of this action.
Staff recommends that your Board concur that there was sufficient justification for modifying the Contract, and validate the Public Works Directors actions in doing so.
FISCAL IMPACT: _X_ 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:
Staff recommends that your Board concur that there was sufficient justification for modifying the Contract, and validate the Public Works Directors actions in doing so.
On motion of Supervisor Smith, and by vote of the Board, approved the Public Works Directors Emergency Action in the Robinson Creek Bridge Rehabilitation Project. The motion carried by the following vote:
Clerk’s notes: Public Works Director Scott DeLeon 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.
8.9Second Reading - Consideration of an Ordinance imposing a Benefit Assessment for County Service Area #16 - Paradise Valley to Complete the Water System Consolidation with Clearlake Oaks County Water District
Ordinance
Adopted — Pass
Staff memo
County Service Area #16 (CSA #16) has experienced a lack of capacity for over 14 years. The present system does not have sufficient water supply to handle peak demand periods and emergencies that include power outages and firefighting. Two wells were added to the system, but they did not meet the long term needs of the community.
Since 2004, the CSA has been under an urgency ordinance prohibiting new hookups and non-domestic water use. As referenced in the Paradise Cove Area Annexation Hydraulic Capacity Evaluation report dated August, 2015, existing customers will benefit from this consolidation as increased capacity will result in the ability to meet maximum day demand as well as fire suppression needs. Undeveloped parcels will benefit, as lack of capacity and insufficient groundwater will prohibit any new development and the connection moratorium cannot be lifted without the consolidation.
A grant was secured through Proposition 84 Emergency Drought Funding to consolidate CSA #16 with the Clearlake Oaks County Water District (CLOCWD). The grant funding was for $1,434,499 and was supplemented with $411,000 in matching funds provided by Dr. Berger who owns undeveloped land within the CSA boundaries. Per the Planning Commission approval for development of Dr. Berger's land, the service area would need to address the lack of capacity and gain the ability to provide sufficient water to the new development.
A water line was installed down highway 20 and a connecting valve is being installed at Harvey Blvd. A water line is being installed up Harvey Blvd. to a new tank site. The new tank will be provided by CLOCWD with grant funds that they will be awarded as a result of the consolidation.
The project scope and requirements have changed throughout the process and as a result of changes and delays, costs have exceeded the funding available. Additional funds are required to complete the project.
Remaining tasks required to complete this project include:
PGE service installed at the new tank site on Harvey Blvd, SCADA controls installed at the existing tank and at the control valve location, new meters installed to be consistent with CLOCWD meters and billing system, abandoning the wells used by CSA #16, recoating the existing storage tank and installing a mixer in the tank.
Recoating the tank and abandoning the wells can only be completed after the consolidation is complete and water is being supplied by CLOCWD. We have an agreement with CLOCWD to provide funds in an escrow account to be used by CLOCWD to complete the tasks after the consolidation is complete. If the cost of these components is less than projected, CLOCWD will place any remaining funds in a reserve designated specifically for the customers of CSA #16. The consolidation agreement requires CSA #16 rate payers to continue paying $22.00 per month into a Capital Improvement Designation until $244,000 is reached. When that amount is reached, the $22.00 per month CIP fee will be removed from the monthly bill. Any remaining money from the escrow account, after the tank recoating and well abandonment is complete will be put towards the required $244,000 Capital Improvement Designation.
Special Districts is proposing a fee of $3,110 per parcel for all parcels within the County Service Area #16 boundaries. The assessed amount will be included on the property taxes over a period of two years, resulting in two annual amounts of $1,555. The money collected will be used to complete the consolidation with Clearlake Oaks County Water System.
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:
Offer the Ordinance for adoption.
Original memo text
..Title
..Body
MEMORANDUM
TO: Board of Supervisors
FROM : Jan Coppinger, Special Districts Administrator
DATE: November 6, 2018
SUBJECT: Second Reading - Consideration of an Ordinance imposing a Benefit Assessment for County Service Area #16 - Paradise Valley to Complete the Water System Consolidation with Clearlake Oaks County Water District
EXECUTIVE SUMMARY:
County Service Area #16 (CSA #16) has experienced a lack of capacity for over 14 years. The present system does not have sufficient water supply to handle peak demand periods and emergencies that include power outages and firefighting. Two wells were added to the system, but they did not meet the long term needs of the community.
Since 2004, the CSA has been under an urgency ordinance prohibiting new hookups and non-domestic water use. As referenced in the Paradise Cove Area Annexation Hydraulic Capacity Evaluation report dated August, 2015, existing customers will benefit from this consolidation as increased capacity will result in the ability to meet maximum day demand as well as fire suppression needs. Undeveloped parcels will benefit, as lack of capacity and insufficient groundwater will prohibit any new development and the connection moratorium cannot be lifted without the consolidation.
A grant was secured through Proposition 84 Emergency Drought Funding to consolidate CSA #16 with the Clearlake Oaks County Water District (CLOCWD). The grant funding was for $1,434,499 and was supplemented with $411,000 in matching funds provided by Dr. Berger who owns undeveloped land within the CSA boundaries. Per the Planning Commission approval for development of Dr. Berger's land, the service area would need to address the lack of capacity and gain the ability to provide sufficient water to the new development.
A water line was installed down highway 20 and a connecting valve is being installed at Harvey Blvd. A water line is being installed up Harvey Blvd. to a new tank site. The new tank will be provided by CLOCWD with grant funds that they will be awarded as a result of the consolidation.
The project scope and requirements have changed throughout the process and as a result of changes and delays, costs have exceeded the funding available. Additional funds are required to complete the project.
Remaining tasks required to complete this project include:
PGE service installed at the new tank site on Harvey Blvd, SCADA controls installed at the existing tank and at the control valve location, new meters installed to be consistent with CLOCWD meters and billing system, abandoning the wells used by CSA #16, recoating the existing storage tank and installing a mixer in the tank.
Recoating the tank and abandoning the wells can only be completed after the consolidation is complete and water is being supplied by CLOCWD. We have an agreement with CLOCWD to provide funds in an escrow account to be used by CLOCWD to complete the tasks after the consolidation is complete. If the cost of these components is less than projected, CLOCWD will place any remaining funds in a reserve designated specifically for the customers of CSA #16. The consolidation agreement requires CSA #16 rate payers to continue paying $22.00 per month into a Capital Improvement Designation until $244,000 is reached. When that amount is reached, the $22.00 per month CIP fee will be removed from the monthly bill. Any remaining money from the escrow account, after the tank recoating and well abandonment is complete will be put towards the required $244,000 Capital Improvement Designation.
Special Districts is proposing a fee of $3,110 per parcel for all parcels within the County Service Area #16 boundaries. The assessed amount will be included on the property taxes over a period of two years, resulting in two annual amounts of $1,555. The money collected will be used to complete the consolidation with Clearlake Oaks County Water System.
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:
Offer the Ordinance for adoption.
Supervisor Smith offered Ordinance No. 3076, and it was passed by roll call vote:
Clerk’s notes: Chair 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. Closed Session
9.1Public Employee Evaluations
Title: Water Resources Director
Closed Session Item
9.2Conference with Legal Counsel: Significant Exposure to Litigation pursuant to Gov. Code Sec. 54956.9(d)(2)(e)(3): California River Watch
Closed Session Item
Clerk’s notes: The Board reconvened into Regular Session at 1:32 p.m. having taken no action.