Board Of Supervisors — Tuesday, June 2, 2020
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To participate in real time, please join the Zoom Meeting, by clicking the link below at 9am: https://lakecounty.zoom.us/j/93820452824?pwd=b21seS9ienlrVFdiSlRJdVlmeVViZz09 Meeting ID: 938 2045 2824 Password: 550989 One tap mobile +16699006833,,93820452824#,,1#,550989# US (San Jose) For instructions on connecting with Zoom, email: PublicComment@lakecountyca.gov.
Additionally, up to 4:00 pm on the day preceding this meeting, written comments on any agenda item may be submitted by email to publiccomment@lakecountyca.gov or by voice to (707) 263-2368. Please note the agenda item number you are addressing in your email or voice comment.
Thank you for your interest in this meeting.
1. Call to Order
2. Moment of Silence
3. Pledge of Allegiance
4. Consideration of Extra Items Not Appearing on the Posted Agenda
5. Approval of the Consent Agenda
5.1(Sitting as Air Quality Management District, Board of Directors) Authorize the APCO to sign and submit the Grant agreement between the District and CARB for AB197 Emissions Inventory District Grant, and sign all other program documents.
Agreement
passed on consent
Motion carried
Carried 5-0 (recovered from the archived minutes)
Brown: aye Crandell: aye Sabatier: aye Scott: aye Simon: aye
Brown: aye Crandell: aye Sabatier: aye Scott: aye Simon: aye
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
The passage of AB197 Quality Assurance Review of Point Source Emissions Data occurred in 2016 which required the State to update and post emissions inventory and toxics emissions annually to an online mapping tool. To implement this, the State is providing a Grant to the District to perform the annual inventory and toxics work. The funds for this year are intended to fund review of sources in their current inventory, update as much of the inventory as possible from 2008 to today, and update our reporting processes to obtain this information annually rather than the quadrennial cycle we have been under. Funds are appropriated from the Greenhouse Gas Reduction Fund. Lake County AQMD will receive a small portion of funding to offset additional requirements to do this reporting to the State.
The AB197 program is an overly paper heavy and legalistic process to implement and administer due to the funding source and reporting requirements of the State. The program is setup as a reimbursement program, but we may be able to obtain advance funding. The funding helps cover costs of increased reporting requirements and could be utilized to start the process of streamlining the toxics reporting process.
Attached is the grant agreement and provisions. The grant agreement does require significant reporting and documentation requirements which do not work well for us as we do not have staff dedicated to grant programs, but the reporting is required whether we accept the grant funds or not. ARB staff has stated they will provide some assistance on the grant requirements.
Recommended Action
Authorize the APCO to sign and submit the Grant agreement between the District and CARB for AB197 Emissions Inventory District Grant, and sign all other program documents.
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair,
Lake County Air Quality Management District Board of Directors
From: Douglas Gearhart, Air Pollution Control Officer
Subject: Authorize the APCO to sign and submit the Grant agreement between the District and ARB for AB197 Emissions Inventory District Grant, and sign all other program documents.
Executive Summary: (include fiscal and staffing impact narrative):
The passage of AB197 Quality Assurance Review of Point Source Emissions Data occurred in 2016 which required the State to update and post emissions inventory and toxics emissions annually to an online mapping tool. To implement this, the State is providing a Grant to the District to perform the annual inventory and toxics work. The funds for this year are intended to fund review of sources in their current inventory, update as much of the inventory as possible from 2008 to today, and update our reporting processes to obtain this information annually rather than the quadrennial cycle we have been under. Funds are appropriated from the Greenhouse Gas Reduction Fund. Lake County AQMD will receive a small portion of funding to offset additional requirements to do this reporting to the State.
The AB197 program is an overly paper heavy and legalistic process to implement and administer due to the funding source and reporting requirements of the State. The program is setup as a reimbursement program, but we may be able to obtain advance funding. The funding helps cover costs of increased reporting requirements and could be utilized to start the process of streamlining the toxics reporting process.
Attached is the grant agreement and provisions. The grant agreement does require significant reporting and documentation requirements which do not work well for us as we do not have staff dedicated to grant programs, but the reporting is required whether we accept the grant funds or not. ARB staff has stated they will provide some assistance on the grant requirements.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☒ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Authorize the APCO to sign and submit the Grant agreement between the District and CARB for AB197 Emissions Inventory District Grant, and sign all other program documents.
5.2Adopt Resolution Approving the Amended Agreement No.19-0237 with the State of California, Department of Food and Agriculture for Exotic Pest Detection in the Amount of $38,223 for FY 2019-20
Resolution
passed on consent
Staff memo
Executive Summary
I would like to ask the Board to adopt the attached Resolution approving the amended 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, 2019 through the June 30, 2020. The new agreement amount is $38,223.00.
This is a joint federal (USDA), state and county program which can detect early infestation 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 the implementing the exotics insect trapping program. The traps being deployed are meant to detect the following exotic insects: Japanese Beetle, Gypsy Moth, Mediterranean Fruit Fly, Melon Fly, Oriental Fruit Fly, and Mediterranean Oak Borer Beetle.
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, 103 Fruit Fly, and 40 Mediterranean Oak Borer Beetle. 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.
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. This also could prevent the loss of oak trees in the county. 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.
Should the Board adopt this Resolution, please have the chair sign and return two (2) copies of the Agreement to the Department of Agriculture for processing. A signed completed copy will be returned for your records.
Recommended Action
Adopt Resolution Approving the Amended Agreement No.19-0237 with the State of California, Department of Food and Agriculture for Exotic Pest Detection in the Amount of $38,223 for FY 2019-20.
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Steven Hajik, Agricultural Commissioner/Sealer of Weights and Measures
Subject: Adopt Resolution Approving the Amended Agreement No.19-0237 with the State of California, Department of Food and Agriculture for Exotic Pest Detection in the Amount of $38,223 for FY 2019-20
Executive Summary:
I would like to ask the Board to adopt the attached Resolution approving the amended 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, 2019 through the June 30, 2020. The new agreement amount is $38,223.00.
This is a joint federal (USDA), state and county program which can detect early infestation 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 the implementing the exotics insect trapping program. The traps being deployed are meant to detect the following exotic insects: Japanese Beetle, Gypsy Moth, Mediterranean Fruit Fly, Melon Fly, Oriental Fruit Fly, and Mediterranean Oak Borer Beetle.
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, 103 Fruit Fly, and 40 Mediterranean Oak Borer Beetle. 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.
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. This also could prevent the loss of oak trees in the county. 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.
Should the Board adopt this Resolution, please have the chair sign and return two (2) copies of the Agreement to the Department of Agriculture for processing. A signed completed copy will be returned for your records.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: __ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☒ Economic Development ☐ Disaster Recovery ☒ County Workforce ☒ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Adopt Resolution Approving the Amended Agreement No.19-0237 with the State of California, Department of Food and Agriculture for Exotic Pest Detection in the Amount of $38,223 for FY 2019-20.
5.3Approve Amendment No. 1 to the Agreement between the County of Lake and Redwood Community Services, Inc. for the Lake County WRAP Program, Foster Care Program, and Intensive Services Foster Care (ISFC) Program for Specialty Mental Health Services for Fiscal Year 2019-20 from April 1, 2020 through June 30, 2020 for an increase in fees and payment terms due to COVID-19.
Agreement
passed on consent
Staff memo
Executive Summary
Attached, for your approval is the Amendment No. 1 to the Standard Agreement between the County of Lake and Redwood Community Services, Inc. for the Lake County Wrap Program, Foster Care Program, and Intensive Services Foster Care (ISFC) Program for Specialty Mental Health Services for Fiscal year 2019-20. The parties desire to amend the Standard Agreement in order to clarify appropriate services are being provided and recorded with accuracy to insure appropriate compensation for contracted services provided to children and Transitional-Aged Youth (ages 16 to 24). Additionally, the parties also desire to amend the Standard Agreement to adjust the payment terms and fee schedule in response to the COVID-19 emergency.
Recommended Action
Approve Amendment No. 1 to the Agreement between the County of Lake and Redwood Community Services, Inc. for the Lake County WRAP Program, Foster Care Program, and Intensive Services Foster Care (ISFC) Program for Specialty Mental Health Services for Fiscal Year 2019-20 from April 1, 2020 through June 30, 2020 for an increase in fees and payment terms due to COVID-19.
| Estimated Cost | $0 |
|---|---|
| Amount Budgeted | $850,000.00 |
| Additional Requested | $0 |
Original memo text
Memorandum
Date: June 2, 2020
To: Lake County Board of Supervisors
From: Todd Metcalf, MPA, Behavioral Health Services Director
Subject: Approve Amendment No. 1 to the Agreement between the County of Lake and Redwood Community Services, Inc. for the Lake County WRAP Program, Foster Care Program, and Intensive Services Foster Care (ISFC) Program for Specialty Mental Health Services for Fiscal Year 2019-20 from April 1, 2020 through June 30, 2020 for an increase in fees and payment terms due to COVID-19.
Executive Summary:
Attached, for your approval is the Amendment No. 1 to the Standard Agreement between the County of Lake and Redwood Community Services, Inc. for the Lake County Wrap Program, Foster Care Program, and Intensive Services Foster Care (ISFC) Program for Specialty Mental Health Services for Fiscal year 2019-20. The parties desire to amend the Standard Agreement in order to clarify appropriate services are being provided and recorded with accuracy to insure appropriate compensation for contracted services provided to children and Transitional-Aged Youth (ages 16 to 24). Additionally, the parties also desire to amend the Standard Agreement to adjust the payment terms and fee schedule in response to the COVID-19 emergency.
If not budgeted, fill in the blanks below only:
Estimated Cost: $0 Amount Budgeted: $850,000.00 Additional Requested: $0 Future Annual Cost: TBD
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Approve Amendment No. 1 to the Agreement between the County of Lake and Redwood Community Services, Inc. for the Lake County WRAP Program, Foster Care Program, and Intensive Services Foster Care (ISFC) Program for Specialty Mental Health Services for Fiscal Year 2019-20 from April 1, 2020 through June 30, 2020 for an increase in fees and payment terms due to COVID-19.
5.4(a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve the Agreement between the County of Lake and Hilltop Recovery Services for Substance Use Disorder Intensive Outpatient Program and Outpatient Drug Free Services for FY 2020-21, for a contract maximum of $175,000 and authorize the Board Chair to sign the Agreement.
Report
passed on consent
Staff memo
Executive Summary
Attached, for your approval, is the Agreement between the County of Lake and Hilltop Recovery Services for Lake County Residents who have a need for intensive and continuing treatment services for Fiscal Year 2020-21. Under the Agreement, Lake County Behavioral Health Services (LCBHS) is obligated to pay for services provided to residents receiving Intensive Outpatient Program (IOP) and outpatient Drug Free Services (ODF). Hilltop Recovery Services (HRS) is a Non-profit public benefit corporation. Hilltop's facility in Clearlake Oaks is a licensed and certified treatment facility. Lake County Behavioral Health Services continues to partner with Hilltop Recovery Services in the mission to treat Lake County Residents who are dealing with alcohol and drug related problems.
Which exemption is being requested? 38.2 (A)
How long has Agreement been in place? New Agreement for FY 20-21
When was purchase last rebid? N/A
Reason for request to waive bid? Unique Nature of Goods/Services
Recommended Action
(a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve the Agreement between the County of Lake and Hilltop Recovery Services for Substance Use Disorder Intensive Outpatient Program and Outpatient Drug Free Services for FY 2020-21, for a contract maximum of $175,000 and authorize the Board Chair to sign the Agreement.
| Estimated Cost | $175,000.00 |
|---|---|
| Amount Budgeted | $175,000.00 |
| Additional Requested | $0 |
Original memo text
Memorandum
Date: June 2, 2020
To: Lake County Board of Supervisors
From: Todd Metcalf, B.S.
Behavioral Health Services Director
Subject: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve the Agreement between the County of Lake and Hilltop Recovery Services for Substance Use Disorder Intensive Outpatient Program and Outpatient Drug Free Services for FY 2020-21, for a contract maximum of $175,000 and authorize the Board Chair to sign the Agreement.
Executive Summary: Attached, for your approval, is the Agreement between the County of Lake and Hilltop Recovery Services for Lake County Residents who have a need for intensive and continuing treatment services for Fiscal Year 2020-21. Under the Agreement, Lake County Behavioral Health Services (LCBHS) is obligated to pay for services provided to residents receiving Intensive Outpatient Program (IOP) and outpatient Drug Free Services (ODF). Hilltop Recovery Services (HRS) is a Non-profit public benefit corporation. Hilltop's facility in Clearlake Oaks is a licensed and certified treatment facility. Lake County Behavioral Health Services continues to partner with Hilltop Recovery Services in the mission to treat Lake County Residents who are dealing with alcohol and drug related problems.
If not budgeted, fill in the blanks below only:
Estimated Cost: $175,000.00 Amount Budgeted: $175,000.00 Additional Requested: $0 Future Annual Cost: TBD
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested? 38.2 (A)
How long has Agreement been in place? New Agreement for FY 20-21
When was purchase last rebid? N/A
Reason for request to waive bid? Unique Nature of Goods/Services
Recommended Action: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services; and (b) Approve the Agreement between the County of Lake and Hilltop Recovery Services for Substance Use Disorder Intensive Outpatient Program and Outpatient Drug Free Services for FY 2020-21, for a contract maximum of $175,000 and authorize the Board Chair to sign the Agreement.
5.5(a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods and/or services; and (b) Approve Agreement between County of Lake and High Country Security for Commercial Fire Alarm Installation and Monitoring at 14092 Lakeshore Drive, Clearlake for Fiscal Years 2019-20 and 2020-21 for a contract maximum of $28,366.70 and authorize the Board Chair to sign the Agreement.
Action Item
not acted on
Staff memo
Executive Summary
Attached for your approval is the itemized Proposal and Installation Agreement between County of Lake and High Country Security for Commercial Fire Alarm Installation and Monitoring at 14092 Lakeshore Drive in Clearlake for Fiscal Years 2019-20 and 2020-21 for a contract maximum of $28,366.70. This includes $26,326.70 for equipment and installation services plus 24/7 Alarm Monitoring at $60.00 per month for 24 months and a yearly Annual System Fire Test at $300.00 per year for 2 years. Lake County Behavioral Health Services (LCBHS) has contracted with High Country Security for Commercial Alarm Installation and Security Monitoring/Testing for other LCBHS locations with good success. High Country Security also provides these services to other county agencies, and has maintained a good relationship with County of Lake for several years. LCBHS is requesting to waive the formal bidding process pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services.
Which exemption is being requested? 38.2
How long has Agreement been in place? Initial Agreement
When was purchase last rebid? N/A
Reason for request to waive bid? Unique Nature of Goods/Services
Recommended Action
(a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods and/or services; and (b) Approve Agreement between County of Lake and High Country Security for Commercial Fire Alarm Installation and Monitoring at 14092 Lakeshore Drive, Clearlake for Fiscal Years 2019-20 and 2020-21 for a contract maximum of $28,366.70 and authorize the Board Chair to sign the Agreement.
| Estimated Cost | $28,366.70 |
|---|---|
| Amount Budgeted | $28,366.70 |
| Additional Requested | $0 |
Original memo text
Memorandum
Date: June 2, 2020
To: Lake County Board of Supervisors
From: Todd Metcalf, MPA, Behavioral Health Services Director
Subject: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods and/or services; and (b) Approve Agreement between County of Lake and High Country Security for Commercial Fire Alarm Installation and Monitoring at 14092 Lakeshore Drive, Clearlake for Fiscal Years 2019-20 and 2020-21 for a contract maximum of $28,366.70 and authorize the Board Chair to sign the Agreement.
Executive Summary: Attached for your approval is the itemized Proposal and Installation Agreement between County of Lake and High Country Security for Commercial Fire Alarm Installation and Monitoring at 14092 Lakeshore Drive in Clearlake for Fiscal Years 2019-20 and 2020-21 for a contract maximum of $28,366.70. This includes $26,326.70 for equipment and installation services plus 24/7 Alarm Monitoring at $60.00 per month for 24 months and a yearly Annual System Fire Test at $300.00 per year for 2 years. Lake County Behavioral Health Services (LCBHS) has contracted with High Country Security for Commercial Alarm Installation and Security Monitoring/Testing for other LCBHS locations with good success. High Country Security also provides these services to other county agencies, and has maintained a good relationship with County of Lake for several years. LCBHS is requesting to waive the formal bidding process pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods or services.
If not budgeted, fill in the blanks below only:
Estimated Cost: $28,366.70 Amount Budgeted: $28,366.70 Additional Requested: $0 Future Annual Cost: TBD
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested? 38.2
How long has Agreement been in place? Initial Agreement
When was purchase last rebid? N/A
Reason for request to waive bid? Unique Nature of Goods/Services
Recommended Action: (a) Waive the formal bidding process, pursuant to Lake County Code Section 38.2, as it is not in the public interest due to the unique nature of goods and/or services; and (b) Approve Agreement between County of Lake and High Country Security for Commercial Fire Alarm Installation and Monitoring at 14092 Lakeshore Drive, Clearlake for Fiscal Years 2019-20 and 2020-21 for a contract maximum of $28,366.70 and authorize the Board Chair to sign the Agreement.
No action taken.
Clerk’s notes: This item was pulled from the consent agenda and taken up later for discussion. Supervisor Sabatier presented the item for the Board. Behavioral Health Director Todd Metcalf spoke. After discussion, Mr. Metcalf stated the department would put the item out to bid and then bring back to the Board for approval at a later date.
Chair Simon asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.
5.6Approve Minutes of the Board of Supervisors Meetings March 10, 2020, March 24, 2020, and May 12, 2020
Minutes
passed on consent
5.7Adopt Resolution Approving County of Lake Health Services to Apply for Grant Funding in the Amount of $176,856 through the County Medical Services Program Governing Board (CMSP) for Fiscal Year 19/20
Resolution
passed on consent
Staff memo
Executive Summary
The Health Services Department is requesting Board approval to apply for funding in the amount of $176,856 in support of our COVID-19 emergency response effort.
This funding may be used for Personal Protection Equipment (PPE) supplies, supportive quarantine services, non-profit human services providers and administrative and overhead expenses (limited to 15%).
Should you have questions, or require further information, please contact me at 263-1090.
Recommended Action
Adopt Resolution Approving County of Lake Health Services to Apply for Grant Funding in the Amount of $176,856 through the County Medical Services Program Governing Board (CMSP) for Fiscal Year 19/20
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Denise Pomeroy, Health Services Director
Subject: Adopt Resolution Approving County of Lake Health Services to Apply for Grant Funding in the Amount of $176,856 through the County Medical Services Program Governing Board (CMSP) for Fiscal Year 19/20
Executive Summary:
The Health Services Department is requesting Board approval to apply for funding in the amount of $176,856 in support of our COVID-19 emergency response effort.
This funding may be used for Personal Protection Equipment (PPE) supplies, supportive quarantine services, non-profit human services providers and administrative and overhead expenses (limited to 15%).
Should you have questions, or require further information, please contact me at 263-1090.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☒ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☒ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Adopt Resolution Approving County of Lake Health Services to Apply for Grant Funding in the Amount of $176,856 through the County Medical Services Program Governing Board (CMSP) for Fiscal Year 19/20
5.8(a) Approve the purchase of a mobile radio communications vault for the Goat Mountain repeater site (b) approve budget transfer and (c) authorize the Sheriff or his designee to sign the Purchase Order in an amount of $119,064
Action Item
passed on consent
Staff memo
Executive Summary
On April 16, 2020, sealed bid #20-16, titled Goat Mountain Communications Vault Project was issued to the following vendors:
Armag, Will-Burt, ADS Inc, Custom Vaults, United Radio Communications and Pepro. The bid was for a mobile vault where installation would require no ground disturbance, thus eliminating the need for an EHP (Environmental Historical Preservation) document from the Department of Homeland Security. DHS has approved this purchase and it is similar to one currently in use by the U.S, Forest Service. Both agencies have provided funding for this project.
Members of the fire agencies in Lake County and the Lake County Sheriff's Office have been working tirelessly on improving two way radio communications for several years. A few years ago we learned that placing a two way radio repeater on Goat Mountain in the Mendocino National Forest would greatly enhance our ability to communicate and thus hopefully make their jobs safer. Currently the ability to communicate via two-way radios in the vast majority of the Mendocino National Forest is almost non-existent.
Public Safety agencies heavily rely on two-way radio communications in Lake County and we have noticed that two way radio service in the Northern, North Western and North Eastern portions of Lake County are below standards in radio coverage.
The fire agencies in Lake County as well as the law enforcement agencies have seen firsthand how vital two-way radio communications is to the first responder communities in Lake County and it is a necessity for them in order for them to provide the excellent service they provide to the residents of Lake County.
As earlier mentioned the public safety agencies in Lake County rely on two-way radio communications to contact their respective dispatch centers and allied first responder agencies in Lake County. The Lake County Sheriff's Office Central Dispatch is the central hub for radio communications as well as 911 phone calls and cellular 911 calls in Lake County. The need for adequate two way radio communications service in Lake County is vital and we strongly support the placement of a two way radio repeater on Goat Mountain in Lake County.
Only one bid was received by Pepro Secure Deployable Radio sites, in the amount of $116,645.10 which includes over $10,000 in delivery and installation costs.
Funding is available in the Sheriff/Central Dispatch budget in the amount of $52,420 which is being provided by the U.S. Forest Service and in the Sheriff/OES budget in the amount of $66,644. Neither funding sources are from the county general fund. Additional purchases of equipment will be needed at a later date with approximately $38,000 set aside in Homeland Security funding for both law and fire.
Not applicable
Recommended Action
The Sheriff's Department recommends (a) Approve the purchase of a mobile radio communications vault for the Goat Mountain repeater site (b) approve budget transfer and (c) authorize the Sheriff or his designee to sign the Purchase Order in an amount of $119,064
| Estimated Cost | $116,646 |
|---|---|
| Amount Budgeted | $119,064 |
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chairman, Lake County Board of Supervisors
From: Brian L. Martin, Sheriff/Coroner/OES Director
Subject: (a) Approve the purchase of a mobile radio communications vault for the Goat Mountain repeater site (b) approve budget transfer and (c) authorize the Sheriff or his designee to sign the Purchase Order in an amount of $119,064
Executive Summary:
On April 16, 2020, sealed bid #20-16, titled Goat Mountain Communications Vault Project was issued to the following vendors:
Armag, Will-Burt, ADS Inc, Custom Vaults, United Radio Communications and Pepro. The bid was for a mobile vault where installation would require no ground disturbance, thus eliminating the need for an EHP (Environmental Historical Preservation) document from the Department of Homeland Security. DHS has approved this purchase and it is similar to one currently in use by the U.S, Forest Service. Both agencies have provided funding for this project.
Members of the fire agencies in Lake County and the Lake County Sheriff's Office have been working tirelessly on improving two way radio communications for several years. A few years ago we learned that placing a two way radio repeater on Goat Mountain in the Mendocino National Forest would greatly enhance our ability to communicate and thus hopefully make their jobs safer. Currently the ability to communicate via two-way radios in the vast majority of the Mendocino National Forest is almost non-existent.
Public Safety agencies heavily rely on two-way radio communications in Lake County and we have noticed that two way radio service in the Northern, North Western and North Eastern portions of Lake County are below standards in radio coverage.
The fire agencies in Lake County as well as the law enforcement agencies have seen firsthand how vital two-way radio communications is to the first responder communities in Lake County and it is a necessity for them in order for them to provide the excellent service they provide to the residents of Lake County.
As earlier mentioned the public safety agencies in Lake County rely on two-way radio communications to contact their respective dispatch centers and allied first responder agencies in Lake County. The Lake County Sheriff's Office Central Dispatch is the central hub for radio communications as well as 911 phone calls and cellular 911 calls in Lake County. The need for adequate two way radio communications service in Lake County is vital and we strongly support the placement of a two way radio repeater on Goat Mountain in Lake County.
Only one bid was received by Pepro Secure Deployable Radio sites, in the amount of $116,645.10 which includes over $10,000 in delivery and installation costs.
Funding is available in the Sheriff/Central Dispatch budget in the amount of $52,420 which is being provided by the U.S. Forest Service and in the Sheriff/OES budget in the amount of $66,644. Neither funding sources are from the county general fund. Additional purchases of equipment will be needed at a later date with approximately $38,000 set aside in Homeland Security funding for both law and fire.
If not budgeted, fill in the blanks below only:
Estimated Cost: _$116,646___ Amount Budgeted: _$119,064__ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☒ Not applicable
☐ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☒ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: The Sheriff's Department recommends (a) Approve the purchase of a mobile radio communications vault for the Goat Mountain repeater site (b) approve budget transfer and (c) authorize the Sheriff or his designee to sign the Purchase Order in an amount of $119,064
5.9Approve Contract for Commissary Services between the County of Lake and Keefe Commissary Network, LLC with costs neutral to the county.
Action Item
passed on consent
Staff memo
Executive Summary
On May 7, 2018, the Lake County Sheriff's Department issued a RFP for Inmate Commissary Services. The intent was to look at cost differences in running a store or contracting out the service. The RFP was sent to four (4) vendors and posted on both the County and Sheriff websites. A mandatory pre-proposal conference and facility tour was held in which two vendors attended.
A committee was formed to review each of the vendor systems and site visits were coordinated to various jail facilities. Participants included Captain Hosman, Lt. Findley, Sgt. Jimeneze, Sgt. Bussard, and Finance staff Mary Beth Strong, Eugene Ortega, Nancy McCarrick and Jolene Pryal. The bid opening was completed on March 6, 2019. After much discussion, negotiation and several disasters that have delayed this process, a contract has been signed.
Funds received from commissary and costs paid to run this program are paid through the Inmate Welfare fund so this system should be cost neutral.
Benefits include the ability for families to order commissary and supplies through a website for delivery directly to the jail facility. This will allow the elimination of the on site store which will allow staff to work on other inmate needs. Keefe is working with our other vendors to interface with Trinity, our food service provider and ICS, our inmate phone provider to streamline procedures which will be a benefit for all parties. This system will allow a more automated booking and releasing process by the use of kiosks and debit cards.
Not applicable
Recommended Action
Approve Contract for Commissary Services between the County of Lake and Keefe Commissary Network, LLC.
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chairman, Lake County Board of Supervisors
From: Brian L. Martin, Sheriff/Coroner
Subject: Approve Contract for Commissary Services between the County of Lake and Keefe Commissary Network, LLC with costs neutral to the county.
Executive Summary:
On May 7, 2018, the Lake County Sheriff's Department issued a RFP for Inmate Commissary Services. The intent was to look at cost differences in running a store or contracting out the service. The RFP was sent to four (4) vendors and posted on both the County and Sheriff websites. A mandatory pre-proposal conference and facility tour was held in which two vendors attended.
A committee was formed to review each of the vendor systems and site visits were coordinated to various jail facilities. Participants included Captain Hosman, Lt. Findley, Sgt. Jimeneze, Sgt. Bussard, and Finance staff Mary Beth Strong, Eugene Ortega, Nancy McCarrick and Jolene Pryal. The bid opening was completed on March 6, 2019. After much discussion, negotiation and several disasters that have delayed this process, a contract has been signed.
Funds received from commissary and costs paid to run this program are paid through the Inmate Welfare fund so this system should be cost neutral.
Benefits include the ability for families to order commissary and supplies through a website for delivery directly to the jail facility. This will allow the elimination of the on site store which will allow staff to work on other inmate needs. Keefe is working with our other vendors to interface with Trinity, our food service provider and ICS, our inmate phone provider to streamline procedures which will be a benefit for all parties. This system will allow a more automated booking and releasing process by the use of kiosks and debit cards.
If not budgeted, fill in the blanks below only:
Estimated Cost: _Cost Neutral Amount Budgeted: ____ Additional Requested: ____ Future Annual Cost: ____
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☒ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Approve Contract for Commissary Services between the County of Lake and Keefe Commissary Network, LLC.
5.10Approve Second Amendment to Lease Agreement Between County of Lake and Gary Sada and Sheila Sada for $86,332.68, From July 1, 2020 to June 30, 2021, for the Property Located at 926 S. Forbes St. in Lakeport and Authorize the Chair to Sign.
Agreement
passed on consent
Staff memo
Executive Summary
Lake County Department of Social Services (LCDSS) is amending the Lease Agreement with Gary Sada and Sheila Sada for the office space located at 926 S. Forbes St. in Lakeport to extend the Lease term for one (1) year. LCDSS has rented the space since 2002, and this location houses our Child Welfare Services branch. The Amendment increases the monthly rent by $50.00 for a total cost of $7,194.39 per month.
Recommended Action
Approve Second Amendment to Lease Agreement between County of Lake and Gary Sada and Sheila Sada for $86,332.68, from July 1, 2020 to June 30, 2021, for the property located at 926 S. Forbes St. in Lakeport and authorize the Chair to sign.
| Estimated Cost | $86,332.68 |
|---|---|
| Amount Budgeted | $86,332.68 |
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Crystal Markytan, Social Services Director
Subject: Approve Second Amendment to Lease Agreement between County of Lake and Gary Sada and Sheila Sada for $86,332.68, from July 1, 2020 to June 30, 2021, for the property located at 926 S. Forbes St. in Lakeport and Authorize the Chair to Sign.
Executive Summary:
Lake County Department of Social Services (LCDSS) is amending the Lease Agreement with Gary Sada and Sheila Sada for the office space located at 926 S. Forbes St. in Lakeport to extend the Lease term for one (1) year. LCDSS has rented the space since 2002, and this location houses our Child Welfare Services branch. The Amendment increases the monthly rent by $50.00 for a total cost of $7,194.39 per month.
If not budgeted, fill in the blanks below only:
Estimated Cost: $86,332.68 Amount Budgeted: $86,332.68 Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☒ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Approve Second Amendment to Lease Agreement between County of Lake and Gary Sada and Sheila Sada for $86,332.68, from July 1, 2020 to June 30, 2021, for the property located at 926 S. Forbes St. in Lakeport and authorize the Chair to sign.
5.11Approve Second Amendment to Lease Agreement Between County of Lake and Gary Weiser and Shelly Weiser for $15,000 per fiscal year, from July 1, 2020 to June 30, 2025, for the Property Located at 4477 Moss Avenue, Unit C, in Clearlake and Authorize the Chair to Sign
Agreement
passed on consent
Staff memo
Executive Summary
Lake County Department of Social Services (LCDSS) is amending the Lease Agreement with Gary Weiser and Shelly Weiser for the office space located at 4477 Moss Avenue, Unit C, in Clearlake to extend the Lease term for five (5) years. LCDSS has rented this space since 2008 and it currently houses the Welfare Fraud Investigation operation under contract with Lake County Probation. This Amendment increases the monthly rent by $122.88 and the monthly utility payment by $2.50 for a total cost of $1,250 per month. An older version of this Amendment appeared on an earlier agenda, however that version was pulled, and revisions were made to clarify the effective date of the increase as July 1, 2020.
Recommended Action
Approve Second Amendment to Lease Agreement between County of Lake and Gary Weiser and Shelly Weiser for $15,000 per fiscal year, from July 1, 2020 to June 30, 2025; and authorize the Chair to sign.
| Estimated Cost | $15,000 |
|---|---|
| Amount Budgeted | $15,000 |
| Future Annual Cost | $15,000 |
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Crystal Markytan, Social Services Director
Subject: Approve Second Amendment to Lease Agreement between County of Lake and Gary Weiser and Shelly Weiser for $15,000 per fiscal year, from July 1, 2020 to June 30, 2025, for the property located at 4477 Moss Avenue, Unit C, in Clearlake and authorize the Chair to sign.
Executive Summary:
Lake County Department of Social Services (LCDSS) is amending the Lease Agreement with Gary Weiser and Shelly Weiser for the office space located at 4477 Moss Avenue, Unit C, in Clearlake to extend the Lease term for five (5) years. LCDSS has rented this space since 2008 and it currently houses the Welfare Fraud Investigation operation under contract with Lake County Probation. This Amendment increases the monthly rent by $122.88 and the monthly utility payment by $2.50 for a total cost of $1,250 per month. An older version of this Amendment appeared on an earlier agenda, however that version was pulled, and revisions were made to clarify the effective date of the increase as July 1, 2020.
If not budgeted, fill in the blanks below only:
Estimated Cost: $15,000 Amount Budgeted: $15,000 Additional Requested: ________ Future Annual Cost: $15,000
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☒ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action:
Approve Second Amendment to Lease Agreement between County of Lake and Gary Weiser and Shelly Weiser for $15,000 per fiscal year, from July 1, 2020 to June 30, 2025; and authorize the Chair to sign.
5.12Approve Amendment One to the Agreement between the County of Lake and SCS Engineers for CEQA Environmental Review and Regulatory Agency Permitting Services for the Eastlake Landfill Expansion Project in the increased amount of $121,800 and authorize the Chair to sign
Action Item
passed on consent
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
In December 2018 the Board of Supervisors approved an agreement with SCS Engineers to complete CEQA environmental review and regulatory agency permitting services for the proposed Eastlake Sanitary Landfill expansion project. SCS Engineers was previously selected by a County consultant selection board as the most qualified firm to provide professional landfill expansion services. The scope of work of the current agreement includes early agency consultation, special studies and technical study updates, and the preparation of a CEQA Initial Study for the preferred project alternative. The preferred alternative was the design option selected by the County after various expansion alternatives were initially explored, including options solely on County-owned properties, other options on both County and adjacent privately-owned land, as well as options that included on-site transfer station operations. Thus far CEQA has been largely completed, which will culminate in an Initial Study and Mitigated Negative Declaration (IS/MND) and general plan conformity finding to be recommended to the Planning Commission on May 28th.
With CEQA nearing completion, the project is now ready to move ahead to the next phase of work which is the preparation of a revised Joint Technical Document (JTD) and subsequent regulatory agency permit applications. The JTD is the landfill design and operations report that serves as the technical basis for the primary landfill permit applications of a Solid Waste Facilities Permit administered by CalRecycle and its local enforcement agency Lake County Environmental Health, and Waste Discharge Requirements administered by the Central Valley Regional Water Quality Control Board.
To effectuate this work, staff solicited a scope of work and cost estimate from SCS Engineers to prepare the revised JTD and primary permit applications. This work is projected to last approximately nine months. Once the JTD is deemed complete and the permit applications referenced herein are submitted, the County will be poised to progress to the next round of permitting, land acquisition, and final design and construction contract bid preparation for the first expansion area module.
$750,000 is included in the FY 19/20 budget for the landfill expansion project. This is sufficient for the work to be completed by SCS Engineers under the existing agreement as well as this proposed amendment.
Recommended Action
Approve Amendment One to the Agreement between the County of Lake and SCS Engineers for CEQA Environmental Review and Regulatory Agency Permitting Services for the Eastlake Landfill Expansion Project in the increased amount of $121,800 and authorize the Chair to sign
| Estimated Cost | $121,800 |
|---|---|
| Amount Budgeted | $125,000 |
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Lars Ewing, Public Services Director
Subject: Approve Amendment One to the Agreement between the County of Lake and SCS Engineers for CEQA Environmental Review and Regulatory Agency Permitting Services for the Eastlake Landfill Expansion Project in the increased amount of $121,800 and authorize the Chair to sign.
Executive Summary: (include fiscal and staffing impact narrative):
In December 2018 the Board of Supervisors approved an agreement with SCS Engineers to complete CEQA environmental review and regulatory agency permitting services for the proposed Eastlake Sanitary Landfill expansion project. SCS Engineers was previously selected by a County consultant selection board as the most qualified firm to provide professional landfill expansion services. The scope of work of the current agreement includes early agency consultation, special studies and technical study updates, and the preparation of a CEQA Initial Study for the preferred project alternative. The preferred alternative was the design option selected by the County after various expansion alternatives were initially explored, including options solely on County-owned properties, other options on both County and adjacent privately-owned land, as well as options that included on-site transfer station operations. Thus far CEQA has been largely completed, which will culminate in an Initial Study and Mitigated Negative Declaration (IS/MND) and general plan conformity finding to be recommended to the Planning Commission on May 28th.
With CEQA nearing completion, the project is now ready to move ahead to the next phase of work which is the preparation of a revised Joint Technical Document (JTD) and subsequent regulatory agency permit applications. The JTD is the landfill design and operations report that serves as the technical basis for the primary landfill permit applications of a Solid Waste Facilities Permit administered by CalRecycle and its local enforcement agency Lake County Environmental Health, and Waste Discharge Requirements administered by the Central Valley Regional Water Quality Control Board.
To effectuate this work, staff solicited a scope of work and cost estimate from SCS Engineers to prepare the revised JTD and primary permit applications. This work is projected to last approximately nine months. Once the JTD is deemed complete and the permit applications referenced herein are submitted, the County will be poised to progress to the next round of permitting, land acquisition, and final design and construction contract bid preparation for the first expansion area module.
$750,000 is included in the FY 19/20 budget for the landfill expansion project. This is sufficient for the work to be completed by SCS Engineers under the existing agreement as well as this proposed amendment.
If not budgeted, fill in the blanks below only:
Estimated Cost: _$121,800_ Amount Budgeted: _$125,000_ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Approve Amendment One to the Agreement between the County of Lake and SCS Engineers for CEQA Environmental Review and Regulatory Agency Permitting Services for the Eastlake Landfill Expansion Project in the increased amount of $121,800 and authorize the Chair to sign
5.13Adopt Resolution Establishing County-Maintained Mileage for 2019
Resolution
passed on consent
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
During May of each year, the County is required to submit to the Department of Transportation changes to the County-Maintained Road System.
Staff has prepared the Resolution for your consideration. You will note during the last year, there has been no net change to the County-Maintained Road System as per Exhibit "A" attached.
We respectfully request the Board's approval of the attached resolution and authorization for the Chair to sign.
Recommended Action
Adopt Resolution Establishing County-Maintained Mileage for 2019.
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: Adopt Resolution Establishing County-Maintained Mileage for 2019
Executive Summary: (include fiscal and staffing impact narrative):
During May of each year, the County is required to submit to the Department of Transportation changes to the County-Maintained Road System.
Staff has prepared the Resolution for your consideration. You will note during the last year, there has been no net change to the County-Maintained Road System as per Exhibit "A" attached.
We respectfully request the Board's approval of the attached resolution and authorization for the Chair to sign.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Adopt Resolution Establishing County-Maintained Mileage for 2019.
5.14Approve Award of Bid for the Clayton Creek Road at Clayton Creek Bridge Replacement Project, Bid No. 20-10; Federal Aid Project No. BRLO-5914(077) and Authorize the Chair to Sign
Action Item
passed on consent
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
The Purchasing Department publicly opened bids for the subject project on Thursday, April 30, 2020. Seven (7) bids were received and the apparent lowest responsible bidder was West Coast Contractors DBA Oregon West Coast Contractors, of Coos Bay, OR. Please refer to the attached bid tabulation.
The project is fully funded from the Federal Highway Bridge Program (HBP) and Toll Credits. The scope of the project is the replacement of the Clayton Creek Road Bridge over Clayton Creek near Lower Lake, CA.
Staff recommends that the Board of Supervisors award the Contract for the Clayton Creek Road at Clayton Creek Bridge Replacement Project to West Coast Contractors DBA Oregon West Coast Contractors in the amount of $1,613,171.40 and authorize the Chair to execute the Agreement and execute the attached Notice of Award.
Recommended Action
Award Contract for the Clayton Creek Road at Clayton Creek Bridge Replacement Project to West Coast Contractors DBA Oregon West Coast Contractors in the amount of $1,613,171.40 and authorize the Chair to execute the Agreement and execute the attached Notice of Award.
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: Approval of Award of Bid for the Clayton Creek Road at Clayton Creek Bridge Replacement Project, Bid No. 20-10; Federal Aid Project No. BRLO-5914(077) and Authorize the Chair to Sign
Executive Summary: (include fiscal and staffing impact narrative):
The Purchasing Department publicly opened bids for the subject project on Thursday, April 30, 2020. Seven (7) bids were received and the apparent lowest responsible bidder was West Coast Contractors DBA Oregon West Coast Contractors, of Coos Bay, OR. Please refer to the attached bid tabulation.
The project is fully funded from the Federal Highway Bridge Program (HBP) and Toll Credits. The scope of the project is the replacement of the Clayton Creek Road Bridge over Clayton Creek near Lower Lake, CA.
Staff recommends that the Board of Supervisors award the Contract for the Clayton Creek Road at Clayton Creek Bridge Replacement Project to West Coast Contractors DBA Oregon West Coast Contractors in the amount of $1,613,171.40 and authorize the Chair to execute the Agreement and execute the attached Notice of Award.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action:
Award Contract for the Clayton Creek Road at Clayton Creek Bridge Replacement Project to West Coast Contractors DBA Oregon West Coast Contractors in the amount of $1,613,171.40 and authorize the Chair to execute the Agreement and execute the attached Notice of Award.
5.15Approve Addendum to Agreement by and between the County of Lake and Megabyte Systems Inc. to purchase the Transient Occupancy Tax (TOT) module for the amount of $25,000 and authorize the Chair to sign.
Agreement
pulled on consent
approved — Pass
Carried 5-0 — moved by Crandell (recovered from the archived minutes)
Brown: aye Crandell: aye Sabatier: aye Scott: aye Simon: aye
Brown: aye Crandell: aye Sabatier: aye Scott: aye Simon: aye
Staff memo
Executive Summary
(include fiscal and staffing impact narrative): Our department is responsible for the billing and collection of the County Transient Occupancy Tax. At this time, we are using an Access database to generate the quarterly billing and track the payments through an Excel spreadsheet. The current County property tax system we use, Megabyte, has developed a TOT module which can be linked to the current assessment data in this system. The purchase of the TOT module will increase the efficiency of the process and will allow us to track and create a variety of reports such as non-payment, delinquency letters and financial reports. The TOT return processing can also be automated and filed on-line.
Recommended Action
Approve and authorize the Chair to sign the addendum between the County of Lake and Megabyte Systems Inc. for the purchase of the Transient Occupancy Tax (TOT) module in the amount of $25,000.
| Estimated Cost | $25,000 |
|---|---|
| Amount Budgeted | $25,000 |
| Additional Requested | 0 |
| Future Annual Cost | $3,100 annual licensing/support |
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Barbara C. Ringen, Treasurer-Tax Collector
Subject: Approve Addendum to Agreement by and between the County of Lake and Megabyte Systems Inc. for the purchase of the Transient Occupancy Tax (TOT) module, in the amount of $25,000 and authorize the Chair to sign.
Executive Summary: (include fiscal and staffing impact narrative): Our department is responsible for the billing and collection of the County Transient Occupancy Tax. At this time, we are using an Access database to generate the quarterly billing and track the payments through an Excel spreadsheet. The current County property tax system we use, Megabyte, has developed a TOT module which can be linked to the current assessment data in this system. The purchase of the TOT module will increase the efficiency of the process and will allow us to track and create a variety of reports such as non-payment, delinquency letters and financial reports. The TOT return processing can also be automated and filed on-line.
If not budgeted, fill in the blanks below only:
Estimated Cost: _$25,000__ Amount Budgeted: __$25,000__ Additional Requested: ___0_____ Future Annual Cost: _$3,100 annual licensing/support_
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☒ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☒ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Approve and authorize the Chair to sign the addendum between the County of Lake and Megabyte Systems Inc. for the purchase of the Transient Occupancy Tax (TOT) module in the amount of $25,000.
On motion of Supervisor Crandell, and by vote of the Board, approved the Addendum to Agreement by and between the County of Lake and Megabyte Systems Inc. to purchase the Transient Occupancy Tax (TOT) module for the amount of $25,000 and authorized the Chair to sign. The motion carried by the following vote:
Clerk’s notes: This item was pulled from the consent agenda and taken up later in the day for discussion. Supervisor Sabatier presented the item to the Board. Tax Administrator Patrick Sullivan, County Administrative Officer Carol Huchingson, and Assistant Treasurer Tax Collector Elizabeth Martinez spoke.
Chair Simon asked if anyone present wished to speak and the following person spoke via Zoom: Sally Peterson. No one else wished to speak and the public input portion of this item was closed.
5.16Approve to Waive 900-hour limit for Extra Help Quagga Mussel Coordinator Edward (Marty) Jones.
Action Item
passed on consent
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
The Water Resources Department requests authorization to waive the 900-hour limit for Edward (Marty) Jones.
Edward (Marty) Jones is employed as a Quagga Mussel Coordinator (Extra-Help). Marty has been working additional hours to provide support for the Quagga Mussel Program. We feel it would be to the county's benefit to extend Marty's hours until we get a permanent employee hired to replace Mark Miller's position. Hours are not to exceed 1250.
Recommended Action
Approve to Waive 900-hour limit for Extra Help Quagga Mussel Coordinator Edward (Marty) Jones.
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott De Leon, Water Resources Director
Subject: Approve to Waive 900-hour limit for Extra Help Quagga Mussel Coordinator Edward (Marty) Jones
Executive Summary: (include fiscal and staffing impact narrative):
The Water Resources Department requests authorization to waive the 900-hour limit for Edward (Marty) Jones.
Edward (Marty) Jones is employed as a Quagga Mussel Coordinator (Extra-Help). Marty has been working additional hours to provide support for the Quagga Mussel Program. We feel it would be to the county's benefit to extend Marty's hours until we get a permanent employee hired to replace Mark Miller's position. Hours are not to exceed 1250.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☒ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☒ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Approve to Waive 900-hour limit for Extra Help Quagga Mussel Coordinator Edward (Marty) Jones.
5.17Approve to Waive 900-hour limit for Extra help Field Technician II Daniella Cazares
Action Item
passed on consent
approved — Pass
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
The Water Resources Department requests authorization to waive the 900-hour limit for Daniella Cazares.
Daniella Cazares is employed as a Field Technician (Extra-Help). Daniella has been working additional hours to provide support for the Nutrient TMDL report mandated by the State of California. We feel it would be to the county's benefit to extend Daniella's hours. Hours are not to exceed 1200.
Recommended Action
Approve to waive 900-hour limit for Extra help Field Technician II Daniella Cazares
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott De Leon, Water Resources Director
Subject: Approve to waive 900-hour limit for Extra help Field Technician II Daniella Cazares
Executive Summary: (include fiscal and staffing impact narrative):
The Water Resources Department requests authorization to waive the 900-hour limit for Daniella Cazares.
Daniella Cazares is employed as a Field Technician (Extra-Help). Daniella has been working additional hours to provide support for the Nutrient TMDL report mandated by the State of California. We feel it would be to the county's benefit to extend Daniella's hours. Hours are not to exceed 1200.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☒ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☒ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Approve to waive 900-hour limit for Extra help Field Technician II Daniella Cazares
On motion of Supervisor Sabatier, and by vote of the Board, approved Consent Agenda items 5.1 through 5.17, with the exception of Item 5.5 and 5.15, which were pulled for discussion. The motion carried by the following vote:
6. Timed Items
6.19:01 A.M. - PUBLIC INPUT
Report
Clerk’s notes: There was no public input.
7. Non-Timed Items
7.1Supervisors’ weekly calendar, travel and reports
7.2Consideration of Timeline for resumption of in-person Board of Supervisors Meetings.
Action Item
not acted on
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
As we enter the accelerated Stage 2 of Governor Newsom's plan for gradual reopening of lower-risk workplaces, I am requesting to engage in discussion with your Board regarding continued Zoom meetings or resumption of in-person Board of Supervisors meetings.
Recommended Action
Direction to staff.
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Carol J. Huchingson, County Administrative Officer
Subject: Consideration of timeline for resumption of in-person Board of Supervisors meetings
Executive Summary: (include fiscal and staffing impact narrative):
As we enter the accelerated Stage 2 of Governor Newsom's plan for gradual reopening of lower-risk workplaces, I am requesting to engage in discussion with your Board regarding continued Zoom meetings or resumption of in-person Board of Supervisors meetings.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☒ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☒ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Direction to staff.
No action taken.
Clerk’s notes: County Administrative Officer Carol Huchingson presented the item to the Board. The recommendation for the Board is to continue meeting via the Zoom platform while physical accommodations and technical issues are resolved to resume the in-person Board of Supervisors meetings.
Chair Simon asked if anyone present wished to speak and the following people spoke via zoom: Sally Peterson, Marvin Avilez, Betsy Cawn and Melissa Fulton. No one else wished to speak and the public input portion of this item was closed.
7.3Consideration of rescission of Urgency Ordinance No. 3091 establishing temporary safety protocols for County facilities to the public during the ongoing COVID-19 state of emergency
Action Item
approved — Pass
Carried 5-0 — moved by Sabatier (recovered from the archived minutes)
Brown: aye Crandell: aye Sabatier: aye Scott: aye Simon: aye
Brown: aye Crandell: aye Sabatier: aye Scott: aye Simon: aye
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
This agenda item has been prepared at the request of Chairman Simon. As your Board recalls, on May 5, 2020, you adopted Urgency Ordinance No. 3091 requiring the use of face coverings, absent the option of a minimum six-foot separation or the use of protective shielding, by all persons who engage in in-person interactions, face-to-face meetings, or for situations in which persons must work together in close proximity. This Ordinance also requires that persons utilizing elevators wear face coverings and provides for face coverings will be offered free of charge to persons who need them.
At the time your Board adopted this Ordinance, there was no Public Health Order in place requiring the use of face coverings, although an Order has more recently been put into effect. Since the Public Health Order essentially supersedes the Urgency Ordinance, the Chair is recommending your Board consider rescinding the Urgency Ordinance effective immediately.
Recommended Action
By motion, rescind Urgency Ordinance No. 3091.
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable, Chair, Lake County Board of Supervisors
From: Carol J. Huchingson, County Administrative Officer
Subject: Consideration of rescission of Urgency Ordinance No. 3091 establishing temporary safety protocols for County facilities to the public during the ongoing COVID-19 state of emergency
Executive Summary: (include fiscal and staffing impact narrative):
This agenda item has been prepared at the request of Chairman Simon. As your Board recalls, on May 5, 2020, you adopted Urgency Ordinance No. 3091 requiring the use of face coverings, absent the option of a minimum six-foot separation or the use of protective shielding, by all persons who engage in in-person interactions, face-to-face meetings, or for situations in which persons must work together in close proximity. This Ordinance also requires that persons utilizing elevators wear face coverings and provides for face coverings will be offered free of charge to persons who need them.
At the time your Board adopted this Ordinance, there was no Public Health Order in place requiring the use of face coverings, although an Order has more recently been put into effect. Since the Public Health Order essentially supersedes the Urgency Ordinance, the Chair is recommending your Board consider rescinding the Urgency Ordinance effective immediately.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☒ Well-being of Residents ☒ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☒ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action:
By motion, rescind Urgency Ordinance No. 3091.
On motion of Supervisor Sabatier, and by vote of the Board, approved the rescission of Urgency Ordinance No. 3091 establishing temporary safety protocols for County facilities to the public during the ongoing COVID-19 State of Emergency. The motion carried by the following vote:
Clerk’s notes: County Administrative Officer Carol Huchingson presented the item to the Board.
Chair Simon asked if anyone present wished to speak and the following person spoke via Zoom: Sally Peterson. No one else wished to speak and the public input portion of this item was closed.
7.4Consideration of Resolution Further Amending Resolution 2019-79 to Clarify the Procedures Used in the Collection of Taxes Due Pursuant to the Lake County Cannabis Cultivation Tax Ordinance
Resolution
Adopted — Pass
Staff memo
Executive Summary
(include fiscal and staffing impact narrative):
At the previous Board of Supervisors meeting on March 3, 2020, your Board provided staff direction regarding the collection of cannabis cultivation taxes. Staff advised that it would return to your Board with a resolution implementing said direction with the assistance of County Counsel.
Per your direction, the cannabis cultivation tax accrual shall be on an annualized basis using a calendar year model. This brings the process into alignment with Resolution 2019-162, which offered cultivators the opportunity to opt-out of cultivation in the current calendar year so long as the necessary documentation was filed by June 1st.
The annual cultivation tax will be imposed in its entirety in the calendar year in which the taxpayer begins to engage in cannabis cultivation operations. There will be no proration of cultivation taxes based off the amount of time in operation or a delayed start date. In consideration of the impacts surrounding COVID-19, the Resolution before your Board would extend the filing deadline to opt-out of cultivation to June 15th. This would offer any cultivator who has not yet begun operations, or a site in its first year of operation with a start date later this year, an opportunity to delay their operational date to January 1st, 2021, thereby not incurring a 2020 tax bill.
The proposed Resolution is attached for your Board's consideration.
Recommended Action
Adopt the Resolution Further Amending Resolution 2019-79 to Clarify the Procedures Used in the Collection of Taxes Due Pursuant to the Lake County Cannabis Cultivation Tax Ordinance
Original memo text
Memorandum
Date: June 2, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Carol J. Huchingson, County Administrative Officer
Subject: Consideration of Resolution Further Amending Resolution 2019-79 to Clarify the Procedures Used in the Collection of Taxes Due Pursuant to the Lake County Cannabis Cultivation Tax Ordinance
Executive Summary: (include fiscal and staffing impact narrative):
At the previous Board of Supervisors meeting on March 3, 2020, your Board provided staff direction regarding the collection of cannabis cultivation taxes. Staff advised that it would return to your Board with a resolution implementing said direction with the assistance of County Counsel.
Per your direction, the cannabis cultivation tax accrual shall be on an annualized basis using a calendar year model. This brings the process into alignment with Resolution 2019-162, which offered cultivators the opportunity to opt-out of cultivation in the current calendar year so long as the necessary documentation was filed by June 1st.
The annual cultivation tax will be imposed in its entirety in the calendar year in which the taxpayer begins to engage in cannabis cultivation operations. There will be no proration of cultivation taxes based off the amount of time in operation or a delayed start date. In consideration of the impacts surrounding COVID-19, the Resolution before your Board would extend the filing deadline to opt-out of cultivation to June 15th. This would offer any cultivator who has not yet begun operations, or a site in its first year of operation with a start date later this year, an opportunity to delay their operational date to January 1st, 2021, thereby not incurring a 2020 tax bill.
The proposed Resolution is attached for your Board's consideration.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☒ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action:
Adopt the Resolution Further Amending Resolution 2019-79 to Clarify the Procedures Used in the Collection of Taxes Due Pursuant to the Lake County Cannabis Cultivation Tax Ordinance
Supervisor Sabatier offered the Resolution and it was passed by roll call vote:
Clerk’s notes: County Counsel Anita Grant presented the item to the Board. Tax Administrator Patrick Sullivan spoke.
Chair Simon asked if anyone present wished to speak. No one wished to speak and the public input portion of this item was closed.