Board Of Supervisors — Tuesday, May 13, 2014

..Title ..Body MEMORANDUM TO: Board of Supervisors FROM: Scott De Leon, Public Works Director DATE: April 24, 2014 SUBJECT: Exchange of Federal Transportation Dollars for State Exchange and Matching Dollars EXECUTIVE SUMMARY: On April 24, 2014, the California Department of Transportation (Caltrans) notified the County of the opportunity to participate in the Optional RSTP Federal Exchange and State Match Program for FFY 2013/2014. The exchange amount is based on the County's estimated FFY 2014 apportionments. On an annual basis, the County has exchanged the Federal RSTP dollars for unrestricted State dollars which provide greater flexibility on the type and location of projects to be funded. The County continues to meet the criteria to exchange the 2013/2014 apportionments. Caltrans has forwarded the Federal Apportionment Exchange and State Match Program Agreement for the County of Lake, which allows for the exchange of these funds Staff recommends that the Board of Supervisors approve the attached Agreement exchanging Federal RSTP dollars for unrestricted State dollars and authorize the chair to sign said agreement. If approved, we respectfully request that both copies of the Agreement be signed by the Chair and returned to this Department for processing. FISCAL IMPACT: __ None _X_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 the Board of Supervisors approve the attached Agreement exchanging Federal RSTP dollars for unrestricted State dollars and authorize the chair to sign said agreement. If approved, we respectfully request that both copies of the Agreement be signed by the Chair and returned to this Department for processing.

..Title ..Body MEMORANDUM DATE: APRIL 25, 2014 TO: BOARD OF SUPERVISORS FROM: CAROL J. HUCHINGSON, SOCIAL SERVICES DIRECTOR SUBJECT: REQUEST TO APPROVE PURCHASE OF KEYLESS ENTRY SYSTEM FOR LCDSS BUILDINGS AND AUTHORIZE DEPARTMENT HEAD TO SIGN PURCHASE ORDER EXECUTIVE SUMMARY: In January 2014 our staff issued a Request for Proposals (RFP) for a Keyless Entry System for all six of our facilities located in both Lower Lake and Lakeport. Our existing equipment necessitates that all changes to door entry codes be done manually, thus requiring significant staff time every time an employee separates from Social Services. Due to the size of our department this can happen multiple times each month. The new system will allow for remote updates to ensure better security for our staff, our records, and our buildings in addition to saving many hours of staff time. The RFP solicitation process was officially opened January 2, 2014 and closed on February 18, 2014. The RFP was advertised in the Record Bee for five days and was also mailed to eighteen different vendors; both local and outside of Lake County. Eleven vendors participated in the required walk through of the six buildings. The three proposals which were ultimately received were submitted in sealed envelopes and opened at a set day and time in order to comply with County purchasing procedures. In addition, on March 21, 2014, a Consultant Selection Board (CSB) was convened in order to review and evaluate the three proposals. The final dollar amounts of the bids were as follows: JBR Electric (Chico, CA): $79,400.00 Opening Technologies (Concord, CA): $104,325.02 Greg Hartman Specialty Repairs (Kelseyville, CA) $123,059.00 After an extensive and comprehensive evaluation process, all members of the CSB recommended that the Director award the bid to JBR Electric. This recommendation was based on price, conduciveness of project to the department's needs, shortest project completion timeline, system having a proven audit trail for tracking purposes, expandability for our expansion needs, and system being hard-wired, which was the County I.T. Department's recommendation. FISCAL IMPACT: None Budgeted Non-Budgeted Estimated Cost: $79,400 Amount Budgeted: $100,000 Additional Requested: 0 Annual cost if planned for future years: FISCAL IMPACT NARRATIVE: There is no County cost associated with this purchase. STAFFING IMPACT: None RECOMMENDED ACTION: Approve the purchase of a Keyless Entry System for the Lake County Department of Social Services from JBR Electric of Chico, CA in the amount of $79,400.00 and authorize the Social Services Director to sign the purchase order for said purchase. Thank you for your consideration. ..Recommended Action RECOMMENDED ACTION:

..Title ..Body MEMORANDUM TO: Board of Supervisors FROM: Mark Dellinger, Administrator Jan Coppinger, Compliance Coordinator DATE: April 16, 2014 SUBJECT: Urgency Ordinance for Mt. Hannah Water System, County Service Area #22 EXECUTIVE SUMMARY: This meeting is for a public hearing to consider an urgency ordinance for Mt. Hannah Water System, CSA #22. Critically low water tables are affecting the well at Mt. Hannah, County Service Area #22 (CSA#22). The well level has decreased by 53% and is continuing to drop. The recharge rate has also declined and the well can only produce for one half hour, then must rest for two hours to recharge before pumping can resume. The system has 36 customers and voluntary conservation has been extraordinary. The average use for customers in the system has been approximately 87 gallons per day. The urgency ordinance presented today is to ensure continued compliance during the upcoming summer months and help us protect the system. Under this urgency ordinance two households will have to decrease use slightly to be in compliance. All other customers are already conserving to the extent that they are in compliance. This urgency ordinance allows each single family dwelling unit (SFD) up to 500 cubic feet per month (1,000 cf per billing cycle) without any change in rates or fees. Usage in excess of 500 cf per month will be charged at $10.47 per hundred cubic feet. If a SFD uses over 750 cubic feet per month (1500 cf per billing cycle), they will receive a surcharge of $350 per billing cycle in addition to the increase in water rates for use over 500 cf per month. We have offered and distributed free water conservation devices to all customers requesting them and will continue to assist the customers with tips and strategies for conservation. We have applied for emergency grant funding to drill a new, deeper well and developing a contingency plan to haul water if we do not have a new well operating before we lose the existing well completely. The well drilling expert we have consulted with stated that he has recently been hired to drill deeper wells for others in the same area, and the area has water. In all the other cases, he simply went deeper and reached a sufficient water supply. 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: We are requesting your Board declare CSA #22, Mt Hannah Water System in stage 3 of the drought management plan and approve the attached urgency ordinance with the revised rate structure. We will continue to monitor this system closely and provide updates to your Board on a regular basis.

..Title ..Body MEMORANDUM TO: Board of Supervisors FROM: Richard Coel, Community Development Director SUBJECT: Proposed Amendments to the Chapter 3, Article IV of the Lake County Code: Right to Farm Ordinance DATE: May 7, 2014 Attachments: A. Existing Right to Farm Ordinance B. Proposed Ordinance Amending the Right to Farm Ordinance BACKGROUND This issue was continued from the April 22nd Board hearing due to concerns with the cost of providing Right to Farm notifications annually in the tax billings. Staff had provided a rough estimate of the cost of annual noticing of approximately $2,500 per year. During the past few weeks, staff was able to obtain an estimate from Linnell Printing of $540 plus tax for the cost to print 21,000 copies on thick paper and cut the them into 1/3 page size notices. The total cost for copies and having the notices inserted into the tax bills would be $930 per year. Staff has worked with the Lake County Farm Bureau and the Lake County Association of Realtors to identify options for providing noticing that does not involve recordation of the real estate disclosure statements. Mailing of the notices in the annual tax bills was identified as the best, most effective option. The second best option identified was to have the notice printed on the back of the tax envelope. The Tax Collector/Treasurer is working with their contractor to obtain a cost estimate for printing on the back of the envelopes, and is expected to have an estimate by May 12th. Another potential option that had already been discussed by the Farm Bureau and Association of Realtors, but generally was not supported, was to require the real estate agents to provide copies of the signed notices to the Community Development Department where the notices will be filed by APN for long term storage, in lieu of recordation. Part of the concern with this option was that it does not capture private land transactions were no realtor is involved. Staff with share any additional information concerning the cost of printing on the pack of the tax envelopes during the hearing on May 13th, and we await your Board's direction on how to proceed. ..Recommended Action RECOMMENDATION Staff recommends that the Board of Supervisors take the following actions: A. Find that the proposed text amendment to the Right to Farm Ordinance is not subject to CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines. B. Approve the proposed ordinance text amendments as described in Exhibit B for the following reasons: 1. Recordation of the Right to Farm Disclosure statement for real estate transactions is not feasible. 2. The public will be better served by including the Right to Farm Notice in the annual property tax and supplemental billings, since this will provide regular notifications to all property owners, not just new owners during initial property purchase. Sample Motions: Exemption from CEQA I move the Board of Supervisors find that the proposed text amendment to the Right to Farm Ordinance is not subject to CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines, with the findings listed in the Memo dated April 4, 2014. Ordinance Text Amendment Approval I move to offer the ordinance I move that the Board of Supervisors adopt the proposed Ordinance text amendment to Chapter 3, Article IV of the Lake County Code, for the reasons listed in the Memo dated April 4, 2014.

..Title ..Body MEMORANDUM TO: Honorable Board of Supervisors FROM: Cathy Saderlund, Auditor-Controller/County Clerk DATE: April 28, 2014 SUBJECT: Ordinance Updating Fees for the Auditor-Controller/County Clerk's Office to Reflect State Imposed Fee Increases EXECUTIVE SUMMARY: State of California Assembly Bill 1053 and 110 imposed a $1 increase in the County Clerk fee for a certified copy of a confidential marriage license and a public marriage license, respectively. The County Clerk is required to collect and remit this fee increase to the State of California. The attached ordinance reflects this fee increase and also includes language to allow us to react to State imposed fees in the future, without the necessity of County ordinance. I respectfully request your approval of the attached ordinance. 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): ..Recommended Action RECOMMENDED ACTION: Approval of Fee Ordinance

..Title ..Body MEMORANDUM TO: The Honorable Board of Supervisors FROM: Kathy Ferguson Human Resources Director DATE: April 30, 2014 SUBJECT: Information Only: Health Plan Design Changes Related to the Affordable Care Act cc: Group Insurance Committee EXECUTIVE SUMMARY: As a result of the Affordable Care Act (ACA) some definitions are changing for our health plan. The ACA defines "Out-of-Pocket Maximum" costs to include all in-network: deductibles; co-payments; co-insurance; and other member cost sharing. Our current definition of "Out of Pocket Maximums" does not include deductibles. Therefore, to comply with the ACA for 2015 our EIA Health Plans will be changing the Out-of-Pocket Maximum to a new figure, which includes the cost of the deductible using the required ACA definition. Although it may appear that the County is increasing Out-of-Pocket Maximums, this amount is actually cost neutral due to the new definition. Here is a sample benefit comparison of the assumed cost-neutral approach. Exhibit 1 ACA Mandate: Deductible Apply to Out-of-Pocket Maximum, Cost Neutral Example Benefit Design Current (Sample) 2015 Cost Neutral ACA Compliant Deductible $500 $500 Out-of-Pocket Maximum $3,000 $3,500 Deductible included in OOP Max? No Yes Additionally, the Affordable Care Act requires that the combined pharmacy cost Out-of-Pocket Maximum and medical Out-of-Pocket Maximum cannot exceed $6,450 and $12,900 (2015 limits) for individuals and families respectively. Since our pharmacy plans are separate from our medical plans and do not currently have an Out-of-Pocket Maximum, EIAHealth will be adopting a new, separate annual pharmacy Out-of-Pocket Maximum that, when combined with the Medical Out-of-Pocket Maximum, will meet the ACA's legal requirements. This is a very small improvement in the pharmacy benefit as it creates a new annual maximum limit to cost-sharing for members through pharmacy benefit co-payments. However, very few members incur enough pharmacy expense in any year to make this change a material contributor to higher rates. Here is a sample benefit comparison of the approach described here. Exhibit 2 (2015 limits) ACA Mandate: Rx must have Out-of-Pocket Maximum. Benefit Design Current (Sample) 2015 ACA Compliant Medical OOP Maximum $3,000 (does not include medical deductible) $3,500 (does include medical deductible) Rx OOP Maximum No Maximum $2,950 Rx Co-pays apply to OOP Maximum No Yes, separate maximum In summary, our EIA Health plan renewal for 2015 will include the cost neutral changes described in this memo in order to be compliant with the legal requirements and definitions in the ACA. Should the Group Insurance Committee decide to recommend intentional plan design changes based on our renewal quote that will be a separate discussion/recommendation. FISCAL IMPACT: X None __Budgeted __Non-Budgeted STAFFING IMPACT (if applicable): None. ..Recommended Action RECOMMENDED ACTION: None. This item is informational.

..Title ..Body MEMORANDUM TO: Board of Supervisors FROM: Alan D. Flora, Deputy Administrative Officer DATE: May 8, 2014 SUBJECT: Agreement for Architecture and Engineering Services for Child Support Services Offices EXECUTIVE SUMMARY: As your Board may recall, in analyzing alternatives for the relocation of Child Support Services offices, schematic design was completed for the renovation of the Gard Street School facility. Upon review of the schematic design it was determined that additional design and engineering work would be required to prepare the final design and prepare bid documents for construction. On March 3, 2014 the County released a request for proposals for architecture and engineering services to complete the final design, prepare bid documents, and provide construction inspection services. Three proposals were received on March 17th and reviewed by a consultant selection panel pursuant to County policy on March 19th. The panel unanimously selected the lowest cost proposal by Kappe+Du Architects. Staff negotiated a contract for design services, which is presented to the Board for approval. The County proposes to utilize the Deputy Administrative Officer for Special Projects to be the Project/Construction Manager. Upon approval of a contract staff, are prepared to engage the design team in continued negotiations for condensing the project schedule and scope as feasible to achieve a project completion date at the end of calendar year 2014. FISCAL IMPACT: __ None _X_Budgeted _ _ Non-Budgeted Estimated Cost: Amount Budgeted: Additional Requested: Annual Cost (if planned for future years): FISCAL IMPACT (Narrative): $77,000 STAFFING IMPACT (if applicable): N/A ..Recommended Action RECOMMENDED ACTION: Staff recommends the Board approve the attached agreement and authorize the Chair to sign.

..Title ..Body MEMORANDUM TO: Board of Supervisors FROM: Matt Perry, County Administrative Officer By: Marisa Chilafoe, Emergency Services Manager DATE: April 30, 2014 SUBJECT: Continuing the Proclamation of Emergency Declaration for Drought Conditions EXECUTIVE SUMMARY: On March 4, 2014, your Board proclaimed a state of local emergency due to ongoing drought conditions, and again extended the proclamation on April 8, 2014. Pursuant to State law, your Board is required to review the status of the declared emergency every 30 days. Although we experienced some rainfall this spring, annual rainfall levels remain well below average and drought conditions will continue due to the past several years of below average rainfall. The Governor's Office of Emergency Services ("Cal OES") continues to conduct weekly drought conference calls in order to monitor conditions statewide, while Special Districts continues to monitor Lake County water table levels in several community water systems due to critically low levels. To further support efforts, and at the request of Cal OES, the County of Lake Office of Emergency Services, along with Special Districts, the Department of Public Works, Cal OES Coastal Region, and the California Department of Public Health have formed a local Drought Task Force to closely monitor the situation. The County remains prepared to seek State or Federal assistance should the need arise to address drought issues if conditions persist. Therefore, continuing the declaration of an emergency and maintaining a proactive approach will allow the County to qualify for funding that has been specifically set aside for drought relief purposes and minimize the drought's impact on Lake County. 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 your Board extend the Proclamation of a Declaration of a Local Emergency due to drought conditions.

..Title ..Body MEMORANDUM TO: Board of Supervisors FROM: Matt Perry, County Administrative Officer By: Marisa Chilafoe, Emergency Services Manager DATE: April 30, 2014 SUBJECT: Office of Emergency Services EXECUTIVE SUMMARY: During the transition of Office of Emergency Services ("OES") from the Sheriff's Department to the County Administrative Office ("CAO"), several improvements were outlined for OES to implement. In March of 2014, the CAO appointed an Emergency Services Manager to lead the daily activities of OES on behalf of the County. Following the recent changes to OES, and upon completing a survey of our current state of preparedness, the CAO/OES would like to address several issues. Disaster Council As an additional measure to engage the County of Lake in disaster preparedness and to provide leadership and guidance in such matters, OES feels the regular presence of the Disaster Council is in order. The goal of the Disaster Council is to review and evaluate disaster preparedness, prioritize decision making with respect to preparedness and funding, promote preparedness and outreach for the community, and keep the Board of Supervisors apprised. The Disaster Council is addressed in Chapter 6, Article 1 of the Lake County Code. Staff has prepared a draft set of bylaws for the Council to adopt which will govern the Council's business including officers, membership, terms of appointment, meeting schedule, committees, etc. Bylaws are presented to your Board for information only, as they will be adopted by the Council. In addition, the OES has proposed changes to the Disaster Council Membership as described in the Lake County Code, in order to better facilitate a strong core group to make recommendations to the Board of Supervisors and OES regarding disaster preparedness, as well as provide accountability for the efforts of the Lake Operational Area Disaster Committee, Authorized Body of Five and other committees as may be established. Under this format, the Disaster Council will meet quarterly to review the efforts of its committees, grant funding programs and expenditures, status of emergency situations, preparedness projects/events, and the status of the County's Emergency Operations Plan. The slate of members and officers include the Chairman of the Board of Supervisors (or designee from BOS), Vice Chairman of the Board of Supervisors (or designee from BOS), County Administrative Officer (who is the Director of Emergency Services), Deputy Director of Emergency Services, Emergency Services Manager, Emergency Services Directors from both Clearlake and Lakeport, and the Health Services Director as specified in the Lake County Code. Additional appointments to the Disaster Council include one or more Emergency Chief representatives, and other emergency organization or Department Head representatives as determined by the Director of Emergency Services (or his/her designee). Staff advises your Board of the Director of Emergency Services' intention to appoint the following representatives to serve on the Disaster Council: a) Chief Mike Stone, Kelseyville Fire Protection District b) Captain Chris Macedo, Sheriff's Department c) Scott DeLeon, Department of Public Works d) Mark Dellinger, Special Districts Amendments to Lake County Code Due to the changes in staffing assignments for OES, it has become necessary to amend Chapter 6 of the Lake County Code which outlines staffing, order of succession and the membership of the Disaster Council. The attached ordinance reflects changing the title of the Emergency Services Coordinator to the Emergency Services Manager, as was determined prior to the recent recruitment process. In addition, the changes as referenced above with regards to the Disaster Council Membership have been added to strengthen the Council and the language contained in the Code. Finally, some minor clerical changes were made for consistency purposes. 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: Based upon the information provided above, staff recommends the following: 1. Staff recommends your Board approve and adopt the amendments to Chapter 6 of the Lake County Code as proposed (see attached). 2. Staff recommends your Board appoint a representative of the Board of Supervisors to serve as the Vice Chair of the Disaster Council during this session. Supervisor Rob Brown was appointed Chair on July 9, 2013.