CITY OF BIG BEAR LAKE CITY COUNCIL MEETING AGENDA February 27, 2017
Regular Session - 6:30 p.m. – Hofert Hall ______COUNCILMEMBERS MAYOR BILL JAHN MAYOR PRO TEM RICK HERRICK COUNCILMEMBER DAVID CARETTO COUNCILMEMBER BOB JACKOWSKI COUNCILMEMBER RANDALL PUTZ
CITY STAFF CITY MANAGER JEFF MATHIEU CITY ATTORNEY STEVE DEITSCH COO/ACTING CITY CLERK KATHLEEN SMITH SENIOR ADMINISTRATIVE ANALYST SARAH SIEP
OPEN SESSION
CALL TO ORDER
PLEDGE OF ALLEGIANCE/MOMENT OF SILENCE
ROLL CALL
Please Note: Agenda items may be moved at the discretion of the City Council.
ANNOUNCEMENTS & UPCOMING EVENTS
The March 13, March 27 and April 10 Regular Meetings of City Council have been cancelled. The next Regular City Council Meeting will be Monday, April 24 at 6:30 p.m.
Event Calendar for the Performing Arts Center – (For tickets please contact the box office at (909) 866-4970 or visit citybigbearlake.com unless noted otherwise)
Big Bear Middle School Presents The Lion King, March 16 through 18 at 7:00 p.m. and March 19 at 1:30 p.m.
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CITY COUNCIL AGENDA PAGE 2 February 27, 2017
Big Bear High School Performing Arts Presents Into the Woods, April 21 through 22, and 28 through 29 at 7:00 p.m. and April 23, 2:00 p.m.
PRESENTATIONS
Presentation from Gloria Meade regarding organizing a Committee for Big Bear at the 2018 Tournament of Roses Parade.
PUBLIC COMMUNICATIONS: (Public comment is permitted only on items not on the posted agenda that are within the subject matter jurisdiction of the City. Please note that State law prohibits the City Council, Fire Protection District Board or Successor Agency from taking any action on items not listed on the agenda. There is a three minute maximum time limit when addressing the respective Board during this time period.)
1. CONSENT CALENDAR
City Council
1.1 APPROVAL OF DEMANDS - CHECK ISSUE DATE 02/03/17 THROUGH 02/16/17 IN THE AMOUNT OF $828,019.08
1.2 APPROVAL OF MEETING MINUTES FROM THE FEBRUARY 13, 2017 MID-YEAR BUDGET WORKSHOP MEETING OF CITY COUNCIL
1.3 APPROVAL OF MEETING MINUTES FROM THE FEBRUARY 13, 2017 JOINT MEETING OF THE CITY COUNCIL AND PLANNING COMMISSION
1.4 APPROVAL OF MEETING MINUTES FROM THE FEBRUARY 13, 2017 REGULAR MEETING OF CITY COUNCIL
1.5 FUTURE VACANCIES ON THE PLANNING COMMISSION
Council consideration of authorizing the advertisement of the three prospective vacancies for the current terms that expire on June 30, 2017 on the Planning Commission.
1.6 FUTURE VACANCIES ON THE DEPARTMENT OF WATER & POWER (DWP) BOARD OF COMMISSIONERS
Council consideration of authorizing the advertisement of the two prospective vacancies for the current terms that expire on June 30, 2017 on the DWP Board of Commissioners.
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CITY COUNCIL AGENDA PAGE 3 February 27, 2017
1.7 AWARD OF CONTRACT – ALPINE PEDAL PATH REHABILITATION, PHASES I AND II
Council consideration of approving a Resolution to reject all bids for the Alpine Pedal Path Rehabilitation Project, and making findings pursuant to Public Contract Code section 20167; establishing a budget for Phase I and II Alpine Pedal Path in the amount of $1,060,000 utilizing the funding sources identified herein; authorizing the City Manager, and/or his designee, to award construction contracts to Bear Valley Paving for Phase I Alpine Pedal Path Rehabilitation Project in a combined amount not to exceed $750,000 and execute contract documents; and authorizing staff to contract for Project Management and inspection services with an approved consultant.
1.8 CONTRACT EMERGENCY WORK TO STL LANDSCAPING, INC.
Council consideration of authorizing the payment of $141, 955.67 to STL Landscaping, Inc. for emergency work and directing staff to pursue reimbursement from the entities responsible.
1.9 BIG BEAR CITY COMMUNITY SERVICES DISTRICT SEWAGE TREATMENT FEES AGREEMENT
Council consideration of adopting the Big Bear City Community Services District Sewage Treatment Fees Agreement.
1.10 NEW TRASH COLLECTION MANDATES
Council consideration of receiving and filing a report regarding new trash collection mandates from the Regional Water Quality Control Board (RWQCB), which will require the City to categorize each of its storm water systems and install control mechanisms for trash.
ITEMS REMOVED FROM THE CONSENT CALENDAR
2. PUBLIC HEARINGS
Any person may appear and be heard in support or opposition to the proposal at the time of the meeting. If you challenge the action in court, you may be limited to raising only those issues which you or someone else raised at the public meeting described in the notice, or in written correspondence delivered to the City at or before the public meeting.
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CITY COUNCIL AGENDA PAGE 4 February 27, 2017
2.1 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATIONS FOR PROGRAM YEAR 2017-2018
Council consideration, discussion and possible action regarding holding a public hearing to review written and oral reports and public testimony regarding a recommendation to the San Bernardino County Economic Development Agency (EDA) to fund the Public Works Department ADA Upgrades at City Hall using the allocation of $25,749; and by a separate motion, make a recommendation to fund the nine (9) local public service programs shown on Table 1 equally with a grant of $3,880.00 during the 2017-2018 CDBG funding cycle.
CITY COUNCIL GENERAL ANNOUNCEMENTS & CITY BUSINESS
Board/Committee Reports
Mountain Transit Board Meeting on February 15, represented by Councilmember Jackowski and Councilmember Putz.
NAY Foundation Meeting February 15, represented by Mayor Pro Tem Herrick.
Big Bear Fire Authority Meeting February 15, represented by all Councilmembers.
San Bernardino County Transportation Authority (SBCTA) Board Meeting on February 17, represented by Mayor Jahn.
League of CA Cities Desert-Mountain Division Meeting February 17, represented by Councilmember Putz.
Big Bear Area Regional Wastewater Agency (BBARWA) Board Meetings February 22, represented by Mayor Pro Tem Herrick and Councilmember Caretto.
ADJOURNMENT
I hereby certify under penalty of perjury, under the laws of the State of California, that the foregoing agenda was posted in accordance with the applicable legal requirements. Dated this 23rd day of February, 2017.
The City of Big Bear Lake wishes to make all of its public meetings accessible to the public. If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at (909) 866-5831. Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
Page 4 City of Big Bear Lake
Checks Issued 02/3/17 through 02/16/17
Check# Vendor/Employee Date Amount 70949USPostmaster 02/09/17 2,352.15 70952 All Protection Alarm 02/09/17 1,248.47 70955 Big Bear Traction 02/09/17 1,198.35 70957BearValleyElectric 02/09/17 68.68 70958BearValleyPaving,Inc. 02/09/17 88,781.97 70959CuttingEdgeSupply 02/09/17 18,288.89 70960 Docu-Trust 02/09/17 22.80 70961EvergreenInt'lRestaurant 02/09/17 441.00 70962 Frontier Communications 02/09/17 2,500.55 70963TheGrizzly 02/09/17 1,528.00 70965IntelesysOne,Inc. 02/09/17 4,596.00 70966JudicialDataSystemsCorp 02/09/17 100.00 70967ShawnMcDonaldEquip,Inc. 02/09/17 16,037.50 70968MileHighEquipment,Inc. 02/09/17 112,166.91 70969MileHighEquipment,Inc. 02/09/17 4,894.50 70970 Moonridge Fuelstop 02/09/17 1,243.64 70971RandySpitz 02/09/17 113.00 70972 Quill Corporation 02/09/17 307.96 70973Robertson'sReadyMix 02/09/17 10,315.20 70974 Romans Construction Corp. 02/09/17 16,750.27 70975SierraAggregateCo 02/09/17 2,309.65 70977 Tracey Potter 02/09/17 4,455.00 70978VerizonWireless 02/09/17 40.02 70985 Big Bear Traction 02/15/17 49,605.99 70986 Romans Construction Corp. 02/15/17 59,394.22 70987SanBernardinoCounty 02/16/17 22.00 70988SanBernardinoCountyAuditor 02/16/17 75.00 70989SanBernardinoCountyVehicleSvcsDept 02/16/17 19,215.98 7099012MilesOut.com 02/16/17 600.00 70992 AgendaPal Corporation 02/16/17 399.00 70993AllAmericanAsphalt 02/16/17 4,073.48 70994AmericanPlanningAssociation 02/16/17 1,405.00 70995 Aqua Patch Road Materials, L.L.C. 02/16/17 1,561.83 70996BadBearSportswear 02/16/17 113.14 70997BigBearLakeUrgentCare 02/16/17 95.00 70998 Big Bear Traction 02/16/17 3,584.96 70999TimBreunig 02/16/17 200.00 71001 ButchersBlocks&BuildingMaterials 02/16/17 482.68 71003CALBO 02/16/17 215.00 71004 Calolympic Glove & Safety Co 02/16/17 1,568.80 71005 Cintas Corporation 02/16/17 156.08 71007CrafcoInc. 02/16/17 1,389.56 71008CuttingEdgeSupply 02/16/17 598.47 71010LumberCityCorp. 02/16/17 64.65 71012HinderliterdeLamas&AssocInc. 02/16/17 1,029.30 71013 Lance Soll & Lunghard 02/16/17 3,300.00 71014MileHighEquipment,Inc. 02/16/17 29,903.75 71015MissionLinenSupplyInc. 02/16/17 777.94 71016RandySpitz 02/16/17 189.87
Page 5 Page 1 of 2 City of Big Bear Lake
Checks Issued 02/3/17 through 02/16/17
Check# Vendor/Employee Date Amount 71017 Municipal Code Corporation 02/16/17 1,619.42 71018NAPAAutoParts 02/16/17 4,090.27 71019OrkinInc. 02/16/17 107.26 71020PacificTruckEquipment,Inc 02/16/17 9,382.95 71021 Porter's Firewood 02/16/17 16,680.00 71022MichaelPugheJr 02/16/17 12,265.00 71023GeneralWirelessOperationsInc. 02/16/17 86.17 71024 ROW Traffic Safety, Inc. 02/16/17 1,743.50 71025 Rochester Midland Corporation 02/16/17 559.58 71026 Robertson's Ready Mix 02/16/17 2,479.58 71027 Romans Construction Corp. 02/16/17 10,892.79 71028RPMTechInc. 02/16/17 288.19 71029SamEnterprises 02/16/17 2,416.27 71030 Paul Senft 02/16/17 200.00 71031 Ronald C. Tholen 02/16/17 200.00 71033UndergroundServiceAlertInc. 02/16/17 33.00 71034 VolvoConstructionEquipmentInc. 02/16/17 21,983.67 71035WaxieSanitarySupplyInc. 02/16/17 3,114.06 71036WilldanEngineeringInc 02/16/17 19,465.00 71037 Xylem Water Solutions USA Inc 02/16/17 888.33 71038 San Bernardino County Clerk of the Board of Supervisors 02/16/17 50.00 71039BigBearDisposalInc 02/16/17 159,366.88 71040BigBearDisposalInc 02/16/17 269.83 71041BearValleyElectric 02/16/17 17,791.15 71042JaredCheek 02/16/17 165.00 71043CreativeColorPrintingInc. 02/16/17 2,231.00 71044TNTGeneralBuildersInc 02/16/17 9,450.00 71045 Fox Farm Storage 02/16/17 270.00 71046 Frontier Communications 02/16/17 121.95 71047 Ricoh USA, Inc. 02/16/17 1,804.65 71048ValeroMarketing&SupplyCo 02/16/17 3,621.64 71049VerizonWireless 02/16/17 40.01 71050 Jason Watterson 02/16/17 165.00 71051 Xylem Water Solutions USA Inc 02/16/17 12,144.22 ACHCylwikPropertyManagement 02/16/17 7,187.50 ACHKyleLindleyConstruction 02/15/17 21,529.50 ACH Ruth Lorentz 02/09/17 3,025.00 ACHAnneBush 02/16/17 200.00 ACHCraigSmith 02/16/17 200.00 ACHKyraAkins 02/16/17 1,260.00 ACH Sean Stephenson 02/16/17 986.00 ACH Sheri Davis 02/16/17 1,500.00 ACHGaryPayne 02/09/17 1,737.50 ACHCylwikPropertyManagement 02/16/17 4,625.00 828,019.08
Page 6 Page 2 of 2 City of Big Bear Lake Expenditure By Department Checks Issued 02/03/17 through 02/16/2017
Check# Vendor/Employee Transaction Amount City Council 4110 70961 Evergreen Int'l Restaurant Meal Provisions 02/09/17 441.00 City Council Total 441.00 City Clerk 4130 70963 The Grizzly Legal Notices 02/09/17 606.00 71017 Municipal Code Corporation Municipal Code Supplement 02/16/17 1,619.42 City Clerk Total 2,225.42 Financial Services 4140 70972 Quill Corporation Office Supplies 02/09/17 57.10 71012 Hinderliter de Lamas & Assoc Inc. Sales Tax Consulting 02/16/17 1,029.30 71013 Lance Soll & Lunghard 2016 Controller Reports 02/16/17 3,300.00 Financial Services Total 4,386.40 Human Resources 4150 70997 Big Bear Lake Urgent Care DMV Physical 02/16/17 95.00 71042 Jared Cheek Training Expense 02/16/17 165.00 71050 Jason Watterson Training Expense 02/16/17 165.00 Human Resources Total 425.00 PW: Traffic Safety 4230 70966 Judicial Data Systems Corp Parking Activity/Dec 02/09/17 100.00 70988 San Bernardino County Auditor Parking Citations/Dec 02/16/17 75.00 71041 Bear Valley Electric Electricity Usage 02/16/17 559.21 PW: Traffic Safety Total 734.21 Engineering 4310 71036 Willdan Engineering Inc Engineering Consulting Services 02/16/17 145.00 ACH Cylwik Property Management Engineering Consulting Services 02/16/17 7,187.50 Engineering Total 7,332.50 PW: Street Maintenance 4320 70952 All Protection Alarm Alarm Monitoring 02/09/17 299.70 70955 Big Bear Traction Chains 02/09/17 1,198.35 70958 Bear Valley Paving, Inc. Snow Removal 02/09/17 88,781.97 70959 Cutting Edge Supply Snow Blades 02/09/17 18,288.89 70967 Shawn McDonald Equip, Inc. Snow Removal 02/09/17 16,037.50 70968 Mile High Equipment, Inc. Snow Removal 02/09/17 112,166.91 70969 Mile High Equipment, Inc. Snow Removal 02/09/17 4,894.50 70970 Moonridge Fuelstop Fuel 02/09/17 1,243.64 70973 Robertson's Ready Mix Snow Removal 02/09/17 10,016.00 70974 Romans Construction Corp. Snow Removal 02/09/17 16,750.27 70975 Sierra Aggregate Co Cinders 02/09/17 2,309.65 70977 Tracey Potter Snow Removal 02/09/17 4,455.00
Page 7 Page 1 of 6 City of Big Bear Lake Expenditure By Department Checks Issued 02/03/17 through 02/16/2017
Check# Vendor/Employee Transaction Amount 70985 Big Bear Traction Chains 02/15/17 49,605.99 70986 Romans Construction Corp. Snow Removal 02/15/17 44,653.69 70989 San Bernardino County Vehicle Svcs Dept Fuel 02/16/17 16,126.97 70995 Aqua Patch Road Materials, L.L.C. Cold Patch Asphalt 02/16/17 1,561.83 70998 Big Bear Traction Chain Repair Materials 02/16/17 3,584.96 71001 Butchers Blocks & Building Materials Materials/Supplies 02/16/17 243.92 71004 Calolympic Glove & Safety Co Safety Supplies 02/16/17 888.44 71005 Cintas Corporation First Aid Supplies 02/16/17 156.08 71007 Crafco Inc. Cold Patch Asphalt 02/16/17 1,389.56 71008 Cutting Edge Supply Snow Blades 02/16/17 598.47 71010 Lumber City Corp. Materials/Supplies 02/16/17 34.82 71014 Mile High Equipment, Inc. Snow Removal 02/16/17 29,903.75 71015 Mission Linen Supply Inc. Uniform Laundry Service 02/16/17 311.17 71018 NAPA Auto Parts Repair Materials 02/16/17 51.70 71019 Orkin Inc. Pest Control 02/16/17 107.26 71021 Porter's Firewood Snow Removal 02/16/17 16,680.00 71022 Michael Pughe Jr Snow Removal 02/16/17 12,265.00 71024 ROW Traffic Safety, Inc. Equipment Repair Parts 02/16/17 1,743.50 71025 Rochester Midland Corporation Janitorial Supplies 02/16/17 139.90 71026 Robertson's Ready Mix Materials 02/16/17 2,479.58 71027 Romans Construction Corp. Snow Removal 02/16/17 10,892.79 71028 RPM Tech Inc. Equipment Repair Parts 02/16/17 288.19 71029 Sam Enterprises Chain Repair Materials 02/16/17 2,416.27 71034 Volvo Construction Equipment Inc. Snow Removal Loader Rentals 02/16/17 21,609.25 71036 Willdan Engineering Inc Snow Related Code Enforcement Services 02/16/17 4,320.00 71045 Fox Farm Storage Storage Rental Spaces 02/16/17 270.00 71048 Valero Marketing & Supply Co Fuel 02/16/17 3,227.70 ACH Kyle Lindley Construction Snow Removal 02/15/17 14,897.50 PW: Street Maintenance Total 516,890.67 PW: Vehicle Maintenance 4325 71015 Mission Linen Supply Inc. Uniform Laundry Service 02/16/17 38.92 71018 NAPA Auto Parts Vehicle Repair Parts 02/16/17 3,761.95 71034 Volvo Construction Equipment Inc. Vehicle Repair Parts 02/16/17 374.42 71041 Bear Valley Electric Electricity Usage 02/16/17 34.22 PW: Vehicle Maintenance Total 4,209.51 PW: Street Lighting 4330 70957 Bear Valley Electric Electricity Usage 02/09/17 68.68 71041 Bear Valley Electric Electricity Usage 02/16/17 320.91 PW: Street Lighting Total 389.59
Page 8 Page 2 of 6 City of Big Bear Lake Expenditure By Department Checks Issued 02/03/17 through 02/16/2017
Check# Vendor/Employee Transaction Amount PW: Parking Lots/Chamber 4335 70986 Romans Construction Corp. Snow Removal 02/15/17 14,740.53 71025 Rochester Midland Corporation Janitorial Supplies 02/16/17 139.90 71035 Waxie Sanitary Supply Inc. Janitorial Supplies 02/16/17 778.52 71041 Bear Valley Electric Electricity Usage 02/16/17 1,719.08 ACH Kyle Lindley Construction Snow Removal 02/15/17 6,632.00 PW: Parking Lots/Chamber Total 24,010.03 Planning 4410 70949 US Postmaster Bulk Postage-Rathbun Mailer 02/09/17 2,352.15 70963 The Grizzly Legal Notices 02/09/17 724.00 70972 Quill Corporation Office Supplies (Credit) 02/09/17 (73.85) 70987 San Bernardino County Monthly Assessor Parcel Revision Fee 02/16/17 22.00 70994 American Planning Association Membership Fees 02/16/17 1,405.00 71038 SB County Clerk of the Board of Supervisors Notice of Exemption Fee 02/16/17 50.00 71043 Creative Color Printing Inc. Rathbun Sustainability Plan Brochures 02/16/17 2,231.00 ACH Ruth Lorentz Professional Consulting Services 02/09/17 3,025.00 Planning Total 9,735.30 Planning Commission 4411 70963 The Grizzly Legal Notices 02/09/17 198.00 70999 Tim Breunig Planning Commissioner Services 02/16/17 200.00 71030 Paul Senft Planning Commissioner Services 02/16/17 200.00 71031 Ronald C. Tholen Planning Commissioner Services 02/16/17 200.00 ACH Anne Bush Planning Commissioner Services 02/16/17 200.00 ACH Craig Smith Planning Commissioner Services 02/16/17 200.00 Planning Commission Total 1,198.00 Code Compliance 4415 70972 Quill Corporation Office Supplies (Credit) 02/09/17 (73.85) 70989 San Bernardino County Vehicle Svcs Dept Fuel 02/16/17 718.82 70996 Bad Bear Sportswear Employee Uniforms 02/16/17 113.14 71001 Butchers Blocks & Building Materials Materials/Supplies 02/16/17 29.06 71010 Lumber City Corp. Materials/Supplies 02/16/17 2.70 71046 Frontier Communications TPHR Hotline 02/16/17 121.95 71048 Valero Marketing & Supply Co Fuel 02/16/17 133.69 ACH Kyra Akins TPHR Inspections 02/16/17 1,260.00 ACH Sean Stephenson TPHR Inspections 02/16/17 986.00 Code Compliance Total 3,291.51 Intergovernmental/Community 4420 ACH Sheri Davis Film Services 02/16/17 1,500.00 Intergovernmental/Community Relations Total 1,500.00
Page 9 Page 3 of 6 City of Big Bear Lake Expenditure By Department Checks Issued 02/03/17 through 02/16/2017
Check# Vendor/Employee Transaction Amount Building & Safety 4430 70972 Quill Corporation Office Supply (Credit) 02/09/17 (73.85) 71003 CALBO CALBO Membership 02/16/17 215.00 71036 Willdan Engineering Inc Building Official Services 02/16/17 15,000.00 71048 Valero Marketing & Supply Co Fuel 02/16/17 191.35 Building & Safety Total 15,332.50 PAC: Performing Arts Center 4610 70952 All Protection Alarm Alarm Monitoring 02/09/17 202.70 71001 Butchers Blocks & Building Materials Materials/Supplies 02/16/17 4.71 71018 NAPA Auto Parts Materials/Supplies 02/16/17 17.70 71023 General Wireless Operations Inc. Theater Supplies 02/16/17 86.17 ACH Gary Payne Contract Services 02/09/17 1,737.50 PAC: Performing Arts Center Total 2,048.78 PW: City Parks 4625 71001 Butchers Blocks & Building Materials Materials/Supplies 02/16/17 5.68 71004 Calolympic Glove & Safety Co Safety Supplies 02/16/17 680.36 71010 Lumber City Corp. Materials/Supplies 02/16/17 9.69 71025 Rochester Midland Corporation Janitorial Supplies 02/16/17 139.89 71035 Waxie Sanitary Supply Inc. Janitorial Supplies 02/16/17 778.52 71041 Bear Valley Electric Electricity Usage 02/16/17 2,480.70 PW: City Parks Total 4,094.84 General Government 4800 70952 All Protection Alarm Answering Service 02/09/17 618.21 70960 Docu-Trust Document Storage 02/09/17 22.80 70962 Frontier Communications Telephone Service 02/09/17 1,856.42 70971 Randy Spitz Coffee Supplies 02/09/17 113.00 70972 Quill Corporation Office Supplies 02/09/17 472.41 71016 Randy Spitz Coffee Supplies 02/16/17 189.87 71047 Ricoh USA, Inc. Copier Lease 02/16/17 1,804.65 General Government Total 5,077.36 Technology Services 4810 70962 Frontier Communications Alarm Lines 02/09/17 57.51 70965 Intelesys One, Inc. Phone System Annual Support 02/09/17 4,596.00 70990 12 Miles Out.com Video Streaming 02/16/17 600.00 70992 AgendaPal Corporation Monthly Subscription 02/16/17 399.00 Technology Services Total 5,652.51 Civic Center 4820 70952 All Protection Alarm Alarm Monitoring 02/09/17 127.86 70989 San Bernardino County Vehicle Svcs Dept Fuel 02/16/17 894.72
Page 10 Page 4 of 6 City of Big Bear Lake Expenditure By Department Checks Issued 02/03/17 through 02/16/2017
Check# Vendor/Employee Transaction Amount 71001 Butchers Blocks & Building Materials Materials/Supplies 02/16/17 51.14 71010 Lumber City Corp. Materials/Supplies 02/16/17 17.44 71015 Mission Linen Supply Inc. Uniform Laundry Service 02/16/17 54.46 71025 Rochester Midland Corporation Janitorial Supplies 02/16/17 139.89 71035 Waxie Sanitary Supply Inc. Janitorial Supplies 02/16/17 778.52 71041 Bear Valley Electric Electricity Usage 02/16/17 33.33 71044 TNT General Builders Inc Snow Removal 02/16/17 9,450.00 Civic Center Total 11,547.36 Sanitation 250 70962 Frontier Communications Pump Station Lines 02/09/17 586.62 70978 Verizon Wireless Telemetry Line 02/09/17 40.02 70989 San Bernardino County Vehicle Svcs Dept Fuel 02/16/17 1,475.47 71001 Butchers Blocks & Building Materials Materials/Supplies 02/16/17 62.01 71015 Mission Linen Supply Inc. Uniform Laundry Service 02/16/17 311.17 71018 NAPA Auto Parts Vehicle Repair Parts 02/16/17 258.92 71033 Underground Service Alert Inc. Tickets 02/16/17 33.00 71037 Xylem Water Solutions USA Inc Pump Impeller 02/16/17 888.33 71041 Bear Valley Electric Electricity Usage 02/16/17 11,712.69 71048 Valero Marketing & Supply Co Fuel 02/16/17 68.90 71049 Verizon Wireless Test Modem 02/16/17 40.01 71051 Xylem Water Solutions USA Inc Pump Repairs 02/16/17 12,144.22 Sanitation Total 27,621.36 Village Streetscape 291 70973 Robertson's Ready Mix Snow Removal 02/09/17 299.20 71001 Butchers Blocks & Building Materials Materials/Supplies 02/16/17 73.25 71035 Waxie Sanitary Supply Inc. Janitorial Supplies 02/16/17 778.50 71039 Big Bear Disposal Inc Village Litter Containers 02/16/17 1,411.43 71041 Bear Valley Electric Electricity Usage 02/16/17 931.01 Village Streetscape Total 3,493.39 Capital Projects 321 70993 All American Asphalt Knickerbocker - Pennsylvania Parking Lot Construction 02/16/17 4,287.87 71001 Butchers Blocks & Building Materials Knickerbocker - Pennsylvania Parking Lot Materials 02/16/17 12.91 71020 Pacific Truck Equipment, Inc Vehicle Accessories, Bed & Tool Box 02/16/17 9,382.95 ACH Cylwik Property Management Engineering Consulting Services 02/16/17 2,625.00 Capital Projects Total 16,308.73 Capital Projects /Streets 350 ACH Cylwik Property Management Engineering Consulting Services 02/16/17 375.00 Capital Projects/Street Improvements Total 375.00 Refuse 550
Page 11 Page 5 of 6 City of Big Bear Lake Expenditure By Department Checks Issued 02/03/17 through 02/16/2017
Check# Vendor/Employee Transaction Amount 71015 Mission Linen Supply Inc. Uniform Laundry Service 02/16/17 62.22 71039 Big Bear Disposal Inc Residential Curb & Bin Service 02/16/17 157,955.45 71040 Big Bear Disposal Inc Portable Restroom Rentals 02/16/17 269.83 ACH Cylwik Property Management Engineering Consulting Services 02/16/17 1,625.00 Refuse Total 159,912.50 Deposits Payable 750 70993 All American Asphalt Retention-Knickerbocker/Pennsylvania Parking Lot 02/16/17 (214.39) Deposits Payable Total (214.39) Grand Total 828,019.08
Page 12 Page 6 of 6 CITY OF BIG BEAR LAKE TREASURER'S REPORT January, 2017 DISTRIBUTION OF TREASURY CASH
MARKET DATE OF % OF RATE COST VALUE MATURITY
Demand Account - Union Bank 1,664,354$ 14.36% Imprest Cash - Union Bank Payroll 5,000 0.04% Imprest Cash 1,775 0.02% Local Agency Investment Fund (LAIF) 0.751% 9,915,661 immediate 85.58% Total Cash In Treasury: $ 11,586,790 100.00%
INVESTMENT ACTIVITY
LAIF transactions: Deposited $0 Withdrawn $0 LAIF average life of portfolio: 171 Days Interest received since 7/1/2016: $45,238
Note: The aforementioned investments conform to the City's investment policy. (Res. 97-18) Cash is sufficient to meet needs of the next 6 months. Interest earned on invested cash is accrued on a quarterly basis.
DISTRIBUTION OF CASH BY FUNDS January December 2017 2016 Change General 5,332,148 4,137,178 1,194,971 Sanitation 3,782,182 3,694,174 88,008 Measure I (189,407) (217,938) 28,531 Capital Improvement 1,140,911 1,139,236 1,675 Refuse 462,952 571,873 (108,921) Trust 805,248 345,204 460,045 Successor Agency 19,642 (106,045) 125,687 AB 3229 Supp Law Enforce 233,114 216,718 16,396 Total Cash in Treasury: 11,586,790 9,780,400 1,806,390
CASH WITH FISCAL AGENT - RESERVE FUNDS
COST MARKET CURRENT BASIS VALUE YIELD 2005 Revenue Refunding Bonds Big Bear Lake Reserve Fund 579,379 579,379 0.36% Moonridge Reserve Fund 79,380 79,380 0.36%
1999 IA Tax Allocation Bonds 289,289 289,289 0.36%
NOTE - Pursuant to California Govt. Code 53647 all local government agencies are required to report the current market value of investments under management by an outside party. The reserve funds for the aforementioned bond issues are held and managed by our Trustee, Union Bank.
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CITY OF BIG BEAR LAKE CITY COUNCIL SPECIAL WORKSHOP MEETING MINUTES FEBRUARY 13, 2017
A Special Meeting of the City Council of the City of Big Bear Lake was called to order by Mayor Bill Jahn at 9:01 a.m., on Monday, February 13, 2017, in the Training Room at the Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, California.
Flag Salute: Led by Councilmember Caretto
Councilmembers Present: Mayor Bill Jahn Mayor Pro Tem Rick Herrick Councilmember David Caretto Councilmember Randall Putz
Councilmembers Absent: Councilmember Bob Jackowski
Others Present: Jeff Mathieu, City Manager Kathleen Smith, COO/Acting City Clerk Kelly Ent, Director of Administrative Services Erica Stephenson, Finance Supervisor/HR Manager David Lawrence, Director of PW/City Engineer Sarah Siep, Senior Administrative Analyst
PUBLIC COMMUNICATIONS:
None.
DISCUSSION/ACTION ITEMS:
1. FISCAL YEAR 2016-2017 MID-YEAR BUDGET ADJUSTMENTS
Council consideration, discussion and possible action regarding receiving a presentation from staff, and adopting a Resolution approving the proposed mid- year adjustments to the Fiscal Year 2016-17 adopted budget.
Kelly Ent, Director of Administrative Services, gave a presentation on the Fiscal Year 2016-2017 City of Big Bear Lake approved Budget and adjustments needed.
Councilmember Putz inquired about property tax adjustments going forward.
Staff, Jeff Mathieu, City Manager, and Kathleen Smith, Chief Operations Officer/Acting City Clerk responded.
Councilmember Caretto inquired about the fiscal status of this quarter.
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Page 2 Special Workshop Meeting Minutes February 13, 2017
Staff responded.
Discussion with staff and Council regarding a delay experienced in receiving sales/property/TOT tax reports from the State and County.
Council and staff further discussion regarding how construction and building taxes have impacted building permit revenues, and in turn, how that has affected the needs of Building & Safety and Planning Departments; Council and staff then previewed Item 2 regarding the addition of a staff position.
Mayor Jahn asked about the funding status of Neighborhood and Village way- finding signs.
City Manager responded.
Councilmember Caretto commented on how impressive the budget reports are, especially considering all projects, and on the benefit of distributing information to the media to better inform the public.
Council and staff discussion of Councilmember Caretto’s comment, CDBG Funds, Law Enforcement services costs, and funding reserves.
Motion by Mayor Pro Tem Herrick, seconded by Councilmember Caretto, to adopt the following Resolution entitled:
RESOLUTION NO. 2017-01
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BIG BEAR LAKE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, APPROVING ADJUSTMENTS TO THE CITY OF BIG BEAR LAKE ADOPTED BUDGET FOR FISCAL YEAR 2016- 17
Said motion was approved by the following vote:
AYES: Herrick, Caretto, Putz, Jahn NOES: None ABSTAIN: None ABSENT: Jackowski
2. DEVELOPMENT SERVICES SPECIALIST CLASS SPECIFICATION & SALARY SCHEDULE
Council consideration, discussion and possible action regarding adopting a Resolution to establish the class specification for Development Services Specialist, salary range and authorizing the position of Development Services Specialist.
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Page 3 Special Workshop Meeting Minutes February 13, 2017
Staff and Council review discussion from Item 1, no further discussion.
Motion by Councilmember Caretto, seconded by Councilmember Putz, to adopt the following Resolution entitled:
REOLUTION NO. 2017-02
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BIG BEAR LAKE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, ESTABLISHING THE CLASS SPECIFICATION OF DEVELOPMENT SERVICES SPECIALIST AND ESTABLISHING A SALARY RANGE FOR THIS POSITION
Said motion was approved by the following vote:
AYES: Putz, Caretto, Herrick, Jahn, NOES: None ABSTAIN: None ABSENT: Jackowski
ADJOURNMENT
There being no further business to come before the Council at this session, Mayor Jahn adjourned the meeting at 10:10 a.m.
______Kathleen Smith, Acting City Clerk
Page 16
CITY OF BIG BEAR LAKE CITY COUNCIL AND PLANNING COMMISSION MINUTES FOR A SPECIAL JOINT MEETING FEBRUARY 13, 2017
A Special Joint Meeting of the City Council and Planning Commission of the City of Big Bear Lake was called to order by Mayor Jahn at 5:30 p.m., Monday, February 13, 2017, at the Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, California.
Flag Salute: Led by Councilmember Jackowski
Councilmembers Present: Mayor Bill Jahn Mayor Pro Tem Rick Herrick Councilmember David Caretto Councilmember Bob Jackowski Councilmember Randall Putz
Councilmembers Excused: None
Planning Commissioners Present: Chairman Craig Smith Vice Chairperson Anne Bush Commissioner Tim Breunig Commissioner Ronald Tholen Commissioner Paul Senft
Planning Commissioners Excused: None
Others Present: Jeff Mathieu, City Manager Kathleen Smith, COO/Acting City Clerk Jim Miller, Community Development Director Sarah Siep, Senior Administrative Analyst
PUBLIC COMMUNICATIONS:
None.
DISCUSSION/ACTION ITEMS
1. RATHBUN CORRIDOR SUSTAINABILITY PLAN
Council and Commission consideration of receiving a presentation from MIG Consultants regarding the Rathbun Corridor Sustainability Plan.
Jeff Mathieu, City Manager, introduced a presentation of the Rathbun Corridor Sustainability Plan.
Jim Miller, Community Development Director, gave an overview on the background of the Plan and its economic development impacts, and introduced MIG Consultant Jay Renkens.
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Page 2 Special Joint Meeting Minutes February 13, 2017
Jay Renkens, MIG Consultant, gave a presentation regarding updates made to the Rathbun Corridor Sustainability Plan since the last meeting, including the recent Community Open House, and discussed the Plan moving forward.
Mayor Pro Tem Herrick asked how income status figures play into the economic development portion of the Plan.
Councilmember Caretto thanked Jay Renkens for the presentation and asked for clarification in identifying which side of the creek the trail is on and where the trail would switch sides; he also inquired about possible future revisions to the Plan as properties develop, and clarified the section about golf course parking.
Jay Renkens addressed Council’s questions and discussed the City’s ability to support additional commercial development.
Chairman Smith congratulated MIG Consultants and staff for their work on the Plan, and commented on the importance of adding a second roundabout to Moonridge in order to provide an egress for potentially heavy traffic conditions, and suggested putting in recessed lighted crosswalks in lieu of overhead crossing signals to make for a truly unique business district.
City Manager responded.
Councilmember Putz echoed the congratulations and commented on the importance of considering the impact east/west of Moonridge, and asked what the next steps are to implement the Plan.
Jay Renkens and staff responded.
Commissioner Senft inquired about the prioritization process for each phase of Plan development.
Council and Commission consensus to accept the Plan as complete per staff’s recommendation on Regular City Council Meeting Consent Calendar Item 1.5, with the second roundabout added to the Plan per Chairman Smith’s recommendation.
ADJOURNMENT
There being no further business to come before the Council and Commission at this session, Mayor Jahn adjourned the meeting at 6:26 p.m.
______Kathleen Smith, Acting City Clerk
Page 18
CITY OF BIG BEAR LAKE CITY COUNCIL MINUTES FOR A REGULAR MEETING FEBRUARY 13, 2017
A Regular Meeting of the City Council of the City of Big Bear Lake was called to order by Mayor Bill Jahn at 6:34 p.m., on Monday, February 13, 2017, at the Civic Center, 39707 Big Bear Boulevard, Big Bear Lake, California.
OPEN SESSION
Invocation from Pastor Bill Weaver of Summit Christian Fellowship Big Bear.
Flag Salute: Led by Councilmember Putz
Councilmembers Present: Mayor Bill Jahn Mayor Pro Tem Rick Herrick Councilmember David Caretto Councilmember Bob Jackowski Councilmember Randall Putz
Councilmembers Excused: None
Others Present: Jeff Mathieu, City Manager Kathleen Smith, COO/Acting City Clerk Sarah Siep, Senior Administrative Analyst Lindsey Corral, Administrative Analyst
ANNOUNCEMENTS & UPCOMING EVENTS
City offices will be closed on Monday, February 20, 2017 in observance of the President’s Day Holiday. Offices will re-open Tuesday, February 21, 2017 at 8:00 a.m.
PUBLIC COMMUNICATIONS:
None
1. CONSENT CALENDAR
Motion by Councilmember Caretto, seconded by Councilmember Putz, to approve the Consent Calendar as follows:
City Council
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Page 2 City Council Minutes February 13, 2017
1.1 APPROVAL OF DEMANDS – CHECK ISSUE DATE 01/04/17 THROUGH 01/13/17 IN THE AMOUNT OF $373,071.97; CHECK ISSUE DATE 01/14/17 THROUGH 02/02/17 IN THE AMOUNT OF $589,892.30; AND TREASURER’S REPORT FOR DECEMBER 2016
Approved.
1.2 APPROVAL OF MEETING MINUTES FROM THE JANUARY 9, 2017 REGULAR MEETING OF CITY COUNCIL
Approved.
1.3 MOJAVE DESERT MOUNTAIN INTEGRATED WASTE JOINT POWERS AUTHORITY
Council consideration of adopting a Resolution confirming the re-appointment of Councilmember Randall Putz as the City’s Delegate and Councilmember Bob Jackowski as Alternate to the Mojave Desert Mountain Integrated Waste Joint Powers Authority Board of Directors.
Approved the following Resolution entitled:
RESOLUTION NO. 2017-03
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BIG BEAR LAKE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, RE- APPOINTING COUNCILMEMBER RANDALL PUTZ AS THE CITY’S DELEGATE TO THE MOJAVE DESERT MOUNTAIN INTEGRATED WASTE JOINT POWERS AUTHORITY BOARD OF DIRECTORS, AND COUNCILMEMBER BOB JACKOWSKI AS ALTERNATE
1.4 COUNTY OF SAN BERNARDINO SOLID WASTE ADVISORY TASK- FORCE REPRESENTATIVE
Council consideration of upholding the Mayor’s appointment of Councilmember Caretto as delegate and Mayor Jahn as the Alternate on the County of San Bernardino Solid Waste Advisory Task-Force.
Approved.
1.5 ADOPTION OF THE RATHBUN CORRIDOR PLAN
Council consideration of finding the Rathbun Corridor Sustainability Plan exempt under the California Environmental Quality Act; and adopting a Resolution approving the Rathubn Corridor Sustainability Plan as complete.
Approved the following Resolution entitled:
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Page 3 City Council Minutes February 13, 2017
RESOLUTION NO. 2017-04
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BIG BEAR LAKE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, APPROVING THE RATHBUN CORRIDOR SUSTAINABILITY PLAN.
1.6 PURCHASE OF SAND CANYON PROPERTY
Council consideration of reaffirming their December 8, 2016 and January 9, 2017 decisions to move forward with the purchase of the .64 acres at the southeast end of Sand Canyon Road identified as APN 310-301-21 and APN 310-301-18; and directing the City Manager, and/or his designee, to execute appropriate purchase and sale agreements and any other related documents necessary to complete the purchase.
Approved.
1.7 AUTHORIZATION TO ADVERTISE FOR DESIGN SERVICES – ATP PEDESTRIAN AND BICYCLE MOBILITY PROJECT
Council consideration of authorizing staff to advertise, receive and evaluate bids for design services for the ATP Pedestrian and Bicycle Mobility Project; and adopting a Resolution giving the City Manager, and/or his designee, authority to enter into agreements and sign project specific engineering documents relating to Federal and State Local Assistance Federal Grant Procedures.
Approved and adopted the following Resolution entitled:
RESOLUTION NO. 2017-05
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BIG BEAR LAKE, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA, AUTHORIZING THE CITY MANAGER, AND/OR HIS DESIGNEE, TO EXECUTE ALL MASTER AGREEMENTS, PROGRAM SUPPLEMENTAL AGREEMENTS, RIGHT-OF-WAY AGREEMENTS, FUND EXCHANGE AGREEMENTS, FUND TRANSFER AGREEMENTS AND/OR ANY AMENDMENT THERETO WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION FOR THE ACTIVE TRANSPORTATION PROGRAM 2015 CYCLE 2 PEDESTRIAN AND BICYCLE MOBILITY PROJECT ON BIG BEAR BLVD
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Page 4 City Council Minutes February 13, 2017
1.8 AUTHORIZATION TO ADVERTISE FOR DESIGN SERVICES – STANFIELD CONNECTIVITY PROJECT
Council consideration of authorizing staff to advertise, receive and evaluate bids for design services of the TDA Article 3 Stanfield Connectivity Project.
Approved.
1.9 NOTICE OF COMPLETION KNICKERBOCKER AND PENNSYLVANIA PARKING LOTS
Council consideration of accepting the Knickerbocker and Pennsylvania Parking Lot Project as complete; directing the City Clerk’s Office to file the Notice of Completion with the County Recorder’s Office; releasing the remaining retention to All American Asphalt thirty-five (35) days after the recordation of the Notice of Completion, provided that no stop notices have been filed with the City; and authorizing the replacement of unused funds in the amount of $149,612.28 into Measure Y.
Approved.
1.10 TRANSIENT PRIVATE HOME RENTAL STR HELPER SOFTWARE LICENSE AGREEMENT
Council consideration of authorizing the City Manager, and/or his designee, to execute the STR Helper Software License Agreement presented by Bear Cloud Software.
Approved.
Successor Agency
1.11 THE CROSSINGS AT BIG BEAR LAKE 2015 COMPLIANCE REPORT
Agency consideration of receiving and filing the 2015 Compliance Report for the Crossings at Big Bear Lake.
Approved.
The balance of the Consent Calendar was approved by the following vote:
AYES: Caretto, Jackowski, Putz, Herrick, Jahn NOES: None ABSTAIN: None ABSENT: None
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Page 5 City Council Minutes February 13, 2017
ITEMS REMOVED FROM THE CONSENT CALENDAR
None.
2. DISCUSSION/ACTION ITEMS
2.1 JANUARY 2017 SNOW STORM UPDATE AND AUTHORIZATION TO USE SNOW CONTINGENCY RESERVES AND PROCESS SNOW REMOVAL CONTRACTOR CHANGE ORDERS
Council consideration, discussion and possible action regarding receiving a presentation from staff and authorizing the transfer in the amount of $300,000 from Snow Contingency Reserves and the processing of snow removal contractor change orders to complete snow removal efforts through the end of the season.
Jeff Mathieu, City Manager, introduced the Item.
Mayor Jahn reviewed the meeting and presentation procedures.
David Lawrence, Director of Public Works/City Engineer, gave a presentation regarding the January 2017 Snow Storm Update and discussed issues related to the storm.
Councilmember Jackowski commended staff for their work during the storm, clarified roadway jurisdictions, inquired about the tractor trailers hauling containers up and down Big Bear Boulevard, and asked for clarification on the City’s berm reduction policy.
Mayor Jahn asked Council to hold further questions until after guest speakers and public comment; he then invited Wade Reeser to speak.
Wade Reeser, Snow Summit, LLC, addressed Council regarding the number of tickets sold at the ski resorts in comparison to previous years, how he is working with other agencies to improve the parking and traffic situations, and discussed options for public transportation hubs.
Marc Stamer, US Forest Service, addressed Council regarding the function of US Forest Serivce staff and the efforts he has made to keep appropriate public lands accessible.
Chief Jeff Willis, Big Bear Fire Department, addressed Council regarding the emergency response methods used by the Fire Department, including response time, and how those components are affected during times of heavy traffic and snow conditions.
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Page 6 City Council Minutes February 13, 2017
Captain Brad Toms, San Bernardino County Sheriff’s Department, thanked Council for their time, and discussed efforts made by different agencies to add additional deputies to the Big Bear Station during peak times and to ensure all needs are met, including tow services for stuck vehicles; he also noted no major traffic incidents were reported during the recent snow storm events.
At the hour of 7:23 p.m., Mayor Jahn opened the floor to public comment.
Gloria Rose, Big Bear Lake: Addressed Council regarding the influx of visitors to her neighborhood, the berms from snow plowing, the accessibility for emergency vehicles and fire hydrants, and thanked Phil Mosley, Councilmember Caretto and Assemblyman Jay Obernolte for their efforts in addressing these issues.
Margaret Padelford, Big Bear Lake: Addressed Council regarding the issues she faced during the winter storm, including her concerns with vacation rental properties.
Jennifer Jones, Big Bear Lake: Addressed Council regarding safety concerns with overcrowding on mountain roads, and asked what the true functional capacity of the community is.
Peter Parry, Big Bear Lake: Addressed Council regarding berm busting, and inquired about how City funds are used during busy weekends when more resources are needed.
Jodi Lewis, Big Bear Lake: Addressed Council regarding parking options for future consideration, including putting a hub at the base of mountain to bus visitors in.
Steve Wilson, Big Bear Lake: Addressed Council regarding snow removal, ski resort crowding, and questioned the capabilities of City crew and equipment to adequately remove snow to accommodate the expected number of visitors.
Andy Acosta, Big Bear Lake: Addressed Council accusing the City of being ill- prepared for the storm, and stated the streets are still not wide enough.
Vicky Roney, Big Bear Lake: Addressed Council regarding the ongoing traffic issues and stated snow is not the issue, but rather congestion is the problem.
Randy Bugna, Big Bear Lake: Addressed Council as a former Laguna Beach resident with experience in crowds, and stated that if traffic and parking issues are not resolved now, it will only get more difficult to do so in the future.
Norm Reinik, Big Bear Lake: Addressed Council as a 47-year resident of Big Bear Lake to commend staff for doing a good job, considering the large amount of snowfall, and suggested having better up-to-date news alerts for keeping residents informed.
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Page 7 City Council Minutes February 13, 2017
Christy Romero-Payne, Big Bear City: Addressed Council regarding her concern with residents not being seen or heard by City officials, and feels she is losing the community to tourists.
Ray Payne, Big Bear City: Addressed Council to inquire if the City receives revenue from Mammoth Resorts, and if so, how that revenue is spent.
Payton Cawley, Sugarloaf: Thanked Council for listening to everyone’s concerns and commented on how Big Bear is a tourist town and everyone is just trying to make the community better for all.
At the hour of 8:02 p.m., seeing no further public comment, Mayor Jahn returned the discussion to Council.
Councilmember Putz thanked everyone for attending and for their constructive criticism and suggestions, discussed what the threshold for Big Bear is on how welcoming we want to be to visitors, and how to ensure resources are used properly.
Councilmember Caretto echoed Councilmember Putz’s thanks to the public and pointed out that staff and Council have been receiving a multitude of correspondence regarding snow conditions; he discussed the berm reduction and snow plow policy, issues with TPHR and other visitor parking, signage for parking restrictions, berm busting around mail boxes, and addressed certain street and highways closures.
City Manager and staff responded.
Councilmember Caretto further discussed ticket sales at the ski resorts and inquired about patron parking.
At the hour of 8:32 p.m., Mayor Jahn left the meeting.
At the hour of 8:33 p.m., Mayor Jahn returned to the meeting.
Wade Reeser responded.
Councilmember Caretto inquired about snow play on Snow Forest and what responsibility the US Forest Service has to provide parking and entry.
Marc Stamer responded.
Councilmember Jackowski thanked the public for their input and assured them that the City will do its best to address each point discussed and develop solutions to address each issue.
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Page 8 City Council Minutes February 13, 2017
Mayor Pro Tem Herrick shared the same sentiment of the fellow Councilmembers, and despite all the issues and frustrations, he hopes the storms will keep coming so that the City may learn from it and grow the community for the better.
Mayor Jahn echoed Councils’ thanks to the public and assured everyone that the City will strive to continue addressing all issues, and invited everyone to attend the follow-up City Council Meeting on April 24.
Motion by Mayor Pro Tem Herrick, seconded by Councilmember Jackowski, to approve staff’s recommendation and authorize the transfer in the amount of $300,000 from Snow Contingency Reserves and the processing of snow removal contractor change orders to complete snow removal efforts through the end of the season.
Said motion was approved by the following vote:
AYES: Herrick, Caretto, Putz, Jackowski, Jahn NOES: None ABSTAIN: None ABSENT: None
At the hour of 8:48 p.m., Mayor Jahn called a short recess of the meeting.
At the hour of 8:51 p.m., Mayor Jahn reconvened the meeting.
CITY COUNCIL GENERAL ANNOUNCEMENTS & CITY BUSINESS
Board/Committee Reports
Big Bear Area Regional Wastewater Agency (BBARWA) Board Meetings January 18, January 25, January 26 and February 2, represented by Mayor Pro Tem Herrick and Councilmember Caretto
ADJOURNMENT
There being no further business to come before the Council at this session, Mayor Jahn adjourned the meeting at 8:52 p.m.
______Kathleen Smith, COO/Acting City Clerk
Page 26
AGENDA REPORT
MEETING DATE: February 27, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Jeff Mathieu, City Manager
REVIEWED BY: Kathleen Smith, COO/Acting City Clerk
PREPARED BY: Sarah Siep, Senior Administrative Analyst
SUBJECT: FUTURE VACANCIES ON THE PLANNING COMMISSION
BACKGROUND:
The terms for current Planning Commissioners Craig Smith, Paul Senft and Tim Breunig will expire on June 30, 2017.
DISCUSSION:
In the past, City Council has taken the following steps when filling a vacancy on the Planning Commission:
1. Send announcement and/or place advertisements in local media announcing the application period has opened, inviting residents of the City to submit an application to the City Clerk’s Office (qualified applicants must be a registered voter). 2. Council conducts interviews of the qualified applicants. 3. Council selects applicants and appointments are made at a public meeting.
RECOMMENDATION:
It is recommended that City Council authorize the advertisement of the three pending vacancies for the current terms that expire on June 30, 2017 on the Planning Commission, application process to begin March 15, 2017.
Page 27
AGENDA REPORT
MEETING DATE: February 27, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Jeff Mathieu, City Manager
REVIEWED BY: Kathleen Smith, COO/Acting City Clerk
PREPARED BY: Sarah Siep, Senior Administrative Analyst
SUBJECT: FUTURE VACANCIES ON THE DEPARTMENT OF WATER & POWER (DWP) BOARD OF COMMISSIONERS
BACKGROUND:
The terms for current DWP Board Commissioners Don Smith and Craig Hjorth will expire on June 30, 2017.
DISCUSSION:
In the past, City Council has taken the following steps when filling a vacancy on the DWP Board of Commissioners:
1. Send announcement and/or place advertisements in local media announcing the application period has opened, inviting residents of areas serviced by the DWP to submit an application to the City Clerk’s Office (qualified applicants must be a registered voter). 2. Council conducts interviews of the qualified applicants. 3. Council selects applicants and appointments are made at a public meeting.
RECOMMENDATION:
It is recommended that City Council authorize the advertisement of the two pending vacancies for the current terms that expire on June 30, 2017 on the DWP Board of Commissioners, application process to begin March 15, 2017.
Page 28
AGENDA REPORT
MEETING DATE: February 27, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Jeff Mathieu, City Manager
REVIEWED BY: Kathleen Smith, Chief Operations Officer
PREPARED BY: David Lawrence, P.E., Director of Public Works/City Engineer
SUBJECT: ALPINE PEDAL PATH REHABILITATION, PHASES I AND II – AUTHORIZATION TO AWARD CONSTRUCTION CONTRACT
BACKGROUND & DISCUSSION:
The City has partnered with the United States Forest Service (USFS) and the Big Bear Municipal Water District (BBMWD) to rehabilitate the Alpine Pedal Path. On July 6, 2016, construction bids were publicly opened and read aloud for the Alpine Pedal Path Rehabilitation Project (Project). Three (3) bids were received, and All American Asphalt was the apparent lowest responsive bidder with a bid of $834,121. At their July 11, 2016 Regular Meeting, Council rejected all bids for Project and gave approval to solicit bids and award a contract not to exceed $130,000 to replace both bridges on the Alpine Pedal Path. A Notice of Completion for the bridge replacements was recorded by the County Recorder’s Office on January 17, 2017.
In addition to Council’s direction to award a contract for replacement of both Alpine Pedal Path bridges, all bids were rejected due to the nearly $500,000 funding shortfall, and staff was directed to evaluate the City’s options to potentially make findings pursuant to Public Contract Code section 20167, in order to solicit proposals on the open market from qualified contractors to construct the project and employ value engineering to achieve cost savings. In addition, staff has pursued additional funding sources. After identifying funds from a number of sources, we have commitments for a total of $860,000, with an additional $200,000 in grant funding anticipated after July 1, 2017, for a total of $1,060,000. This is the total amount of funding available to complete the replacement of bridges, Phase I of the Project (Stanfield Cutoff to North Shore Lane), and Phase II of the Project (the Serrano section, along North Shore Lane). Following is a list of funding sources and amounts that have been identified:
Page 29 AGENDA REPORT: ALPINE PEDAL PATH REHABILITATION PROJECT, PHASES I AND II – AUTHORIZATION TO AWARD CONSTRUCTION CONTRACT February 27, 2017 Page 2
Source Amount 2015 HCF Grant $250,000 (Contingent on 2016 HCF award, July 1, 2017) 2016 HCF Grant $200,000 USFS Cost-Share Agreement $240,000 USFS CLM concessionaire funds $200,000 CBBL General Fund $70,000 BBMWD Cash Contribution $100,000 Total $1,060,000
Approximately $240,000 of the available funding has already been used to purchase the replacement bridges for the Alpine Pedal Path and to contract for the removal and installation of the new bridges. The remaining Project balance of approximately $820,000 is contingent on being awarded the 2016 HCF Grant, which we anticipate on July 1, 2017.
EVALUATION OF POTENTIAL CONTRACT OPTIONS
Discussions began with qualified local contractors to determine if a lower price for the Project could be obtained with value engineering. During these discussions, Bear Valley Paving indicated that they could complete the Project for approximately $750,000. The City and Bear Valley Paving have a history of successfully negotiating contracts and completing quality projects in a timely and cost-effective manner. All other contractors contacted by us did not believe that they could complete the project at this cost within the proposed time frame and voluntarily opted out of further consideration for the Project.
Because funding to complete Phase II of the Project is contingent on being awarded $200,000 from Cal Parks for the 2016 HCF Grant that we applied for, we propose to award each phase of the Project independently. We propose to award Phase I immediately and Phase II contingent on award of the 2016 HCF Grant.
FISCAL IMPACT
At the July 11, 2016 City Council meeting the following estimated budget was presented for Phase I of the Project:
PROPOSED BUDGET:
Description Proposed Budget Construction $834,121 Administration/Inspection ~ (5%) $41,706 Contingency ~ (10%) $83,412 Phase I + II Bridge Costs $118,584 Total $1,077,823
Based on the proposal from Bear Valley Paving, we recommend the following budget for completion of both phases of this project: Page 30 AGENDA REPORT: ALPINE PEDAL PATH REHABILITATION PROJECT, PHASES I AND II – AUTHORIZATION TO AWARD CONSTRUCTION CONTRACT February 27, 2017 Page 3
NEW BUDGET:
Description Proposed Budget Bridge Replacement (already expended) $240,000 Construction (Phases I and II) $750,000 Administration/Inspection ~ (4.3%) $32,500 Contingency ~ (5%) $37,500 Total $1,060,000
Provided that we are awarded the 2016 HCF Grant in the amount of $200,000, there is no anticipated additional fiscal impact to complete this Project. In the event that we are not awarded the HCF funding, we will explore more funding options for the completion of Phase II of the Project and will report to City Council with further recommendations prior to awarding a contract for Phase II.
RECOMMENDATIONS
It is recommended that the City Council take the following actions:
1. Approve Resolution No. 2017-XX Rejecting all bids for the Alpine Pedal Path Rehabilitation Project received by the City Clerk on July 6, 2016, and making findings pursuant to Public Contract Code section 20167 in order to obtain the project at a lower cost than the bids received; and,
2. Establish a budget for Phase I and II Alpine Pedal Path in the amount of $1,060,000 utilizing the funding sources identified herein; and,
3. Authorize the City Manager, and/or his designee, to award construction contracts to Bear Valley Paving for Phase I Alpine Pedal Path Rehabilitation Project in a combined amount not to exceed $750,000 and execute contract documents; and,
4. Authorize staff to contract for Project Management and inspection services with an approved consultant.
Page 31 RESOLUTION NO. 2017-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BIG BEAR LAKE REJECTING ALL BIDS AND MAKING FINDINGS PURSUANT TO PUBLIC CONTRACT CODE SECTION 21067 AUTHORIZING THE CITY OBTAIN A CONTRACT ON THE OPEN MARKET IN ORDER TO ACHIEVE COST SAVINGS ON THE ALPINE PEDAL PATH REHABILITATION PROJECT
WHEREAS, the City of Big Bear Lake (“City”) complied with its own local policies and procedures as well as the Public Contract Code competitive bidding requirements and invited bids for the Alpine Pedal Path Rehabilitation Project (“Project”); and
WHEREAS, more than four (4) contractors received bid packages and seven (7) contractors attended a non-mandatory pre-bid conference and site inspection for the Project; and
WHEREAS, the City received only three bids, each significantly exceeding the Project budget; and
WHEREAS, the three bids received exceeded the City Engineer’s cost estimate by more than 40%; and
WHEREAS, City Staff has evaluated the City’s options for achieving cost savings on the Project by value engineering discussions with the three bidders and other local contractors in order to complete the Project work for less than the bids previously received; and
WHEREAS, based on this evaluation, City staff believes the Project can be performed more economically and at a lower price than the price in the three bids received; and
WHEREAS, California Public Contract Code section 20167 provides that after rejecting bids, the City Council may pass a resolution by a four - fifths vote declaring that the Project can be performed more economically by day labor or that materials or supplies can be furnished at a lower price in the open market.
WHEREAS, The Code further provides that once the resolution is passed, the City can proceed in the manner stated in the resolution without further complying with all Public Contract Code bidding requirements.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF BIG BEAR LAKE DOES HEREBY RESOLVE, FIND AND DETERMINE AS FOLLOWS:
1. The above recitals are incorporated as if set forth fully herein.
2. Having rejected the bids for the Project on July 11, 2016, the City Council finds and determines pursuant to Public Contract Code section 20167 that the Project can be performed more economically by day labor or the materials or supplies furnished at a lower price in the open market than in the bids received.
Page 32 Resolution No. 2017-XX Page 2 3. In accordance with Public Contract Code section 20167, the City Council authorizes the City Manager to award and execute construction contracts for the Project to Bear Valley Paving in an amount not to exceed $750,000.
PASSED, ADOPTED, AND APPROVED this ____ day of ______, 2017.
______
W.E. Jahn, Mayor
ATTEST:
______
Kathleen Smith, Acting City Clerk
Page 33
AGENDA REPORT
MEETING DATE: February 27, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Jeff Mathieu, City Manager
REVIEWED BY: Kathleen Smith, Chief Operations Officer
PREPARED BY: David Lawrence, P.E., Director of Public Works/City Engineer
SUBJECT: EMERGENCY REPAIR OF TRAFFIC SIGNALS
BACKGROUND & DISCUSSION:
We have been working with Caltrans to ensure completion of the Caltrans project to install handicap ramps, repair sidewalks and replace traffic signals along Big Bear Boulevard. The new traffic signals have a camera traffic loop system that creates an invisible loop on the ground. The camera actuates the signal timing to allow for the free flow of traffic. This new system will increase reliability and allow for better traffic flow.
The traffic signals were scheduled to be installed in the summer of 2016 and put into operations by September of 2016. The installation of the new traffic signals was delayed as a result of the undergrounding of utilities along Big Bear Boulevard. The antiquated ground surface wired equipment was further destroyed by the installation of the underground utilities and handicapped ramps, and the loops were unable to be repaired or reinstalled due to weather conditions in mid- December of 2016. As a result, it was determined that Caltrans would not have the signal equipment installed on the new poles until the summer of 2017.
Without the new system or old loops, the expected traffic during the winter holidays would adversely affect the traffic flow causing people to seek alternate routes into residential neighborhoods or leave the mountain altogether. Based on these concerns, we approached Caltrans and their contractor, STL Landscaping, Inc., to determine the amount of effort it would take to ensure the traffic cameras were installed on the existing poles temporarily in order to mitigate the concern over holiday traffic flow. The feasibility of this effort was determined to be doable; however, Caltrans was unable to issue a change order for the work and did not have a financial mechanism to invoice each responsible entity or to pay their contractor for the work performed. As such, we felt it necessary to provide assistance due to the emergency nature of the project and authorized the work with a commitment from the entities responsible for the undergrounding of utilities along Big Bear Boulevard to reimburse the City for the contract cost.
The entities responsible providing reimbursement to the City include Bear Valley Electric Service, Big Bear Lake Department of Water and Power, Southwest Gas Company, Frontier Communications and Caltrans. Each entity has committed to reimburse the City for their portion Page 34 AGENDA REPORT – EMERGENCY REPAIR OF TRAFFIC SIGNALS
February 27, 2017 Page 2 of the work performed. We have received reimbursement from Big Bear Lake Department of Water and Power and Southwest Gas Company totaling $39,739.22 to date. The City is responsible to reimburse STL Landscaping, Inc. in the amount of $141,955.67 and, after reimbursement from all responsible entities, the net cost to the city will be zero.
FISCAL IMPACT:
There is no fiscal impact for the emergency work as the contract cost is fully reimbursable
RECOMMENDATION:
We recommend City Council authorize the payment of $141,955.67 to STL Landscaping, Inc. for emergency work and direct staff to pursue reimbursement from the entities responsible.
Page 35
AGENDA REPORT
MEETING DATE: February 27, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Jeff Mathieu, City Manager
REVIEWED BY: Kathleen Smith, Chief Operations Officer
PREPARED BY: David Lawrence, P.E., Director of Public Works/City Engineer
SUBJECT: AGREEMENT BETWEEN CITY OF BIG BEAR LAKE AND THE BIG BEAR CITY COMMUNITY SERVICES DISTRICT CONCERNING SEWAGE TREATMENT FEES
BACKGROUND & DISCUSSION:
In 1990, an agreement was made between the City of Big Bear Lake (City) and the Big Bear City Community Services District (BBCCSD) pertaining to the disposition of sewage from the Eagle Mountain Subdivision Tract 12488. A number of the parcels included in that subdivision were closest in proximity to BBCCSD’s sewage trunk line, and the agreement allowed BBCCSD to collect the connection fees while the City was to collect the annual user fees.
In 1992, the City annexed property (Annexation No. 92-01) which included Big Bear Boulevard between Stanfield Cutoff/Starvation Flats Road and Division Drive. Businesses affected by this annexation included Riffenburgh Lumber, Big Bear Lake Convention Center, and Motel 6. At that time, the City entered into an agreement with BBCCSD for the continuation of sewage services, related to the annexation area.
The current agreement executed in 2003, does not expire; however, due to changes in Big Bear Area Regional Wastewater Agency’s (BBARWA) billing practices, the City and BBCCSD have proposed minor modifications to the agreement, with creation of new agreement (Proposed Agreement). All of the properties in the Proposed Agreement currently use BBCCSD’s trunk line for transportation of commercial and industrial sewage to BBARWA. The City would continue to charge and collect sewer user fees in the annexed area.
BBARWA charges the City and BBCCSD for treatment of sewage. The Proposed is Agreement will require the City pay BBCCSD the same amount that BBARWA charges the City for properties that use the City’s trunk line for treating sewage.
FISCAL IMPACT:
There is no fiscal impact to approve the modifications to the existing agreement.
Page 36 AGENDA REPORT – AGREEMENT BETWEEN THE CITY AND BBCCSD CONCERNING SEWAGE TREATMENT FEES February 27, 2017 Page 2
RECOMMENDATION:
It is recommended that Council approve the Proposed Agreement between City of Big Bear Lake and the Big Bear City Community Services District concerning sewage treatment fees, directing the City to charge and collect annual sewer user fees and to pay BBCCSD all fees collected for all parcels contained in the areas mentioned in the Proposed Agreement, which continue to use BBCCSD’s trunk lines.
Page 37 AGREEMENT BETWEEN THE CITY OF BIG BEAR LAKE AND THE BIG BEAR CITY COMMUNITY SERVICES DISTRICT CONCERNING SEWAGE TREATMENT FEES
This Agreement is made and entered into as of this _____ day of ______, 2017 by and between BIG BEAR CITY COMMUNITY SERVICES DISTRICT, hereinafter referred to as “BBCCSD,” and the CITY OF BIG BEAR LAKE, hereinafter referred to as “City,” sometimes referred herein individually as “Party” and collectively as “Parties.”
In consideration of the mutual covenants hereinafter set forth, the Parties agree as follows:
Section 1. Recitals
A. The City and BBCCSD entered into a certain agreement dated June 3, 1992 (“1992 Agreement”) pursuant to which, among other matters, the City proceeded to process an application to LAFCO in order to annex a certain property to the City and detach said property from the BBCCSD. The real property subject to the annexation generally included property on which were located Riffenburgh Lumber, Big Bear Convention Center and Motel 6 (“Original Annexation Area”). In 1990, the City and BBCCSD entered into another agreement (“1990 Agreement”) pertaining to the disposition of sewage from the “Eagle Mountain/Castle Glen Subdivision”, also known as Subdivision Tract 12488 (“Tract”) within the City. Pursuant to the 1990 Agreement, the City was to receive and retain all user fees collected from within the Tract. However, pursuant to a separate agreement related to this matter, the City and BBCCSD agreed that the City shall pay all charges imposed by the Big Bear Area Regional Wastewater Agency (“BBARWA”) related to the Tract.
B. BBCCSD owns and operates the sewer system trunk line (“Trunk Line”) which serves the Original Annexation Area, as well as portions of the Tract as described in Exhibit “A” attached hereto and incorporated hereto by reference (the Original Annexation Area and such portions of the Tract are hereinafter collectively referred to as “Service Area”).
C. BBARWA operates the sewage treatment facility which receives sewage from the Trunk Line. BBARWA charges the City and BBCCSD for the treatment and disposal of sewage
Page 38 based on the metered flow from their respective service areas, and such charges are passed on to individual customers.
D. The property owners (“Customers”) within the Service Area make payment to the City for the cost of sewer services, including charges for sewage treatment services rendered by BBARWA. BBARWA charges BBCCSD for sewage transmitted to BBARWA through the Trunk Line.
E. The City and BBCCSD desire and intend to provide for payment by the City to BBCCSD for sewage transported through the Trunk Line from the Service Area to BBARWA.
Section 2. Payment by City to BBCCSD.
The City shall make payments to BBCCSD for sewage transported from the Service Area through the Trunk Line to BBARWA. Such payment shall be based upon the “equivalent dwelling unit” (“EDU”) counts established by the City for commercial properties within the Service Area, to which will be added the current count of residential properties within the Tract which are served by the Trunk Line. The foregoing EDU counts will be multiplied by that amount, per EDU, that the City pays to BBARWA each year. Thereafter, the City shall make one annual payment to BBCCSD on or before December 31 of each year for sewage placed by Customers in the Trunk Line from the Service Area as calculated herein.
Page 39 SIGNATURE PAGE TO AGREEMENT BETWEEN THE CITY OF BIG BEAR LAKE AND THE BIG BEAR CITY COMMUNITY SERVICES DISTRICT CONCERNING SEWAGE TREATMENT FEES
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed and attested by their proper officers hereunto duly authorized, and their official seals to be hereto affixed as of the day and year first written above. THE CITY OF BIG BEAR LAKE BIG BEAR CITY COMMUNITY SERVICES DISTRICT
By:______By:______W.E. JAHN JOHN GREEN Mayor of the City of Big Bear Lake President of the Board of Directors
Date:______Date:______
ATTEST: ATTEST:
By:______By:______KATHLEEN SMITH MARY REEVES Acting City Clerk of the City of Big Bear Lake Secretary of the Board of Directors
Page 40 EXHIBIT “A” CSD Trunk Line
Page 41
AGENDA REPORT
MEETING DATE: February 27, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Jeff Mathieu, City Manager
REVIEWED BY: Kathleen Smith, Chief Operations Officer
PREPARED BY: David Lawrence, P.E., Director of Public Works/City Engineer
SUBJECT: NEW TRASH COLLECTION MANDATES
DISCUSSION:
The City has received notice that the Regional Water Quality Control Board (RWQCB) intends to issue a 13267 Letter to compel us to comply with a directive to reduce trash in our storm water system. Originally the State intended to include this new mandate as part of a new trash Total Maximum Daily Load (TMDL), however, recent court proceedings indicate that many of the requirements proposed in the trash TMDL are considered unfunded mandates. As a result, the RWQCB has decided to mandate this requirement through a different mechanism, by issuing a letter directive, also known as the 13267 Letter.
Based on the information provided by the RWQCB at a recent storm water management meeting, the City will receive the Letter of Directive to minimize the impact of trash in our storm water system. This new mandate will require the City to categorize each of its storm water systems and install control mechanisms for trash. After identifying the City’s control points, we will be required to provide a controlled device at a rate of repair of 10% per year. The requirement is to control all trash measuring 5 mm (the size of a cigarette butt) and above. In order to comply with this new mandate, substantial improvements will need to be made to the City’s storm drain system and trash collection facility. These new capital expenditures are likely to require an increase in the refuse user fees.
FISCAL IMPACT:
There is no fiscal impact at this time. Our objective is to make you aware of a potential fiscal impact should this mandate be issued. As part of the budget preparation process, we will review with the City Council the detailed implications of this mandate on the fiscal position of the Refuse Fund and any potential impact on user fees. Should changes to refuse user fees be necessary, such changes would require a public hearing under Proposition 218.
RECOMMENDATION:
It is recommended that City Council receive and file this report. Page 42
AGENDA REPORT
MEETING DATE: February 27, 2017
TO: Honorable Mayor and Members of the City Council
FROM: Jeff Mathieu, City Manager
INITIATED BY: James J. Miller, Community Development Director
REVIEWED BY: Kathleen Smith, Chief Operating Officer
PREPARED BY: Ruth Lorentz, Principal Planner
SUBJECT: COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) APPLICATIONS FOR PROGRAM YEAR 2017-2018
BACKGROUND
The Community Development Block Grant (CDBG) program is a federally-funded program which makes grant funds available for eligible applicants that provide services to low and moderate income households and/or persons. The U.S. Department of Housing and Urban Development (HUD) establishes the CDBG regulations and administers the program through state and local governments. The San Bernardino County Economic Development Agency (EDA) manages the CDBG program for HUD in the unincorporated portions of the County and in participating county cities, including the City of Big Bear Lake. Each year the City is allocated CDBG funds. Factors that contribute to the annual allocation include permanent population, poverty level and overcrowded housing.
The County solicits applications for CDBG funding proposals and reviews each for eligibility. In order to be considered an eligible application, at least one of the following objectives must be met:
1. To principally benefit low and moderate income persons determined to be 51% or greater of the households served; 2. To eliminate slums and blight; or 3. To meet a recent and urgent need.
The proposed grant activity may include public service activities such as social, educational or health services; or the grant activity may include a capital improvement project, such as the remodeling of restrooms within a facility that serves low to moderate income households to meet disabled access requirements.
Page 43 AGENDA REPORT – 2017-2018 CDBG February 27, 2017 Page 2
DISCUSSION
The City’s allocation for the 2017-2018 funding cycle is estimated to be $25,749. Staff prepared Table 1 below to summarize the eligible programs and their requested funding amounts. The corresponding grant applications are available for viewing at the City Clerk’s Office. The purpose of this public hearing is to set priorities and make funding recommendations to the County Board of Supervisors. The recommendations must be submitted to the County on March 3, 2017.
Table 1: Summary of Eligible Proposals 2016-17 2017-18 2017-18 APPLICANT PROJECT DESCRIPTION AWARD BUDGET REQUEST NON-PROFIT COMMUNITY SERVICE ORGANIZATIONS Bear Valley Community Health services, parenting education, $3,681.55 $52,643 $5,000 Healthcare District (BVCHD) case management Big Bear Valley Hummingbird School supplies, clothing, haircuts, $3,681.55 $27,800 $10,000 Project after-school care DOVES of Big Bear Valley, Inc. Transitional Program including $3,681.55 $103,480 $5,000 counseling, rent and utilities assistance The Lighthouse Project Materials for Big Bear Middle School $3,681.55 $5,310 $5,310 STEAM program Soroptomists of Big Bear Valley Tuition assistance for before- and $3,681.55 $41,000 $5,000 after-school care United States Adaptive Personnel providing therapeutic $3,681.55 $62,800 $10,000 Recreation Center, Inc. (USARC) recreational programs PUBLIC AGENCIES Bear Valley Unified School Health services and social skills $3,681.55 $51,973 $10,000 District (BVUSD) Healthy Start education and referrals Big Bear Lake Branch Library Adult Literacy Service Program $3,681.55 $30,000 $10,000
Big Bear Valley Recreation & Meals 3 times/week to seniors aged 60 $3,681.55 $62,000 $5,000 Parks District (BBVRPD) and over CAPITAL IMPROVEMENTS City of Big Bear Lake Public Demolition and reconstruction of Works Department sidewalks and stairs for ADA $0* $338,225 $35,000 compliance NON-LOCAL COMMUNITY SERVICE ORGANIZATIONS Child Advocates of San Court appointed advocate for $0 $694,573 $3,000 Bernardino County advocacy and mentoring to youth YMCA of the East Valley Low-cost or free legal aid services and $0 $169,423 $2,500 education TOTAL CDBG FUNDS REQUESTED $105,810 *A similar proposal was reallocated past CDBG funds last year.
Due to County restrictions, the City has been using CDBG monies for Capital projects and substituting General Fund monies to fund eligible public service applicants. Since the 2011-2012 cycle, the funds were allocated to the City’s Enhanced Code Enforcement program. However, HUD’s restrictive regulations severely limit the types of Code Enforcement expenses that can be reimbursed. Last year, the County recommended that the City re-allocate those funds set aside in past years to a new City capital improvement project. Accordingly, the City Council allocated the Page 44 AGENDA REPORT – 2017-2018 CDBG February 27, 2017 Page 3
2016-2017 funds to the Derelict Building Abatement Program and reallocated past funds to ADA upgrades to City Hall. This year, the proposed City capital project is continued ADA upgrades to City Hall. The ADA upgrades will be presented to City Council when the project is advertised for bids. The program is discussed later in this report.
The County has identified twelve eligible programs that are requesting funding from the City allocation. The County has summarized these on the County’s Eligible Proposal List, attached as Attachment 1. Two of the programs are non-local organizations requesting funding from Big Bear Lake. Nine proposals are from Big Bear’s local service organizations and one proposal is the City’s Capital Improvement request for ADA upgrades to City Hall. All applications are available at the City Clerk’s Office for review.
Public Service Program Requests
The public service organizations are seeking funding to continue offering services under existing programs. These include the Healthcare District’s MOM and DAD Projects, the Hummingbird Project’s School Supplies Program, the Healthy Start’s Health Screening Aides, DOVES’ Transitional Needs Services, the Soroptimists Childcare Tuition Assistance Program, the Library’s Literacy Services, the Park District’s Senior Nutrition Program, and the United States Adaptive Recreation’s Therapeutic Recreation Programs. The Lighthouse Project is seeking funding to provide for new equipment for Big Bear Middle School students to participate in STEAM (Science, Technology, Engineering, Arts, and Math). These nine local organizations are only seeking funds from the City of Big Bear Lake.
The two out of area proposals include the YMCA of the East Valley and Child Advocates of San Bernardino County. The proposals include free and low-cost Legal Aid services to low and moderate income households residing in the County and Court appointed advocates to provide advocacy and mentoring to foster youth and youth on-probation, respectively. Both organizations are requesting funding from multiple County cities, including Big Bear Lake. Since the City has the lowest CDBG allocation of the County, it has been the City’s precedent to only fund eligible Big Bear Valley organizations.
Capital Improvement Program Requests
As a participant in the County CDBG program, the City is required by the federal Department of Housing and Urban Development (HUD) to provide a self-evaluation of compliance with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. Section 794, et seq.). This evaluation identifies both City public and administrative facilities to which the public and staff have access during the administration of the CDBG program. Compliance with Section 504 means that facilities, including common areas, are fully accessible to mobility impaired and hearing and/or visually impaired persons. The City’s 2016 self-evaluation has identified multiple areas at City Hall which will require upgrades over time.
There is one application from the City which the County deemed to be CDBG-eligible under the capital improvement program category. The Public Works Department is seeking funding to make required disabled access upgrades to City Hall, which consists of demolition and reconstruction to accommodate ADA-compliant sidewalks, stairs, and signage. The program was re-allocated Page 45 AGENDA REPORT – 2017-2018 CDBG February 27, 2017 Page 4 unexpended funds last year, in the amount of $137,297. Public Works estimates the entire program cost to be $338,225 and is requesting additional CDBG monies to fund the project.
Grant Process and Funding Thresholds
Just as in past CDBG cycles, the County will not fund public services with their allocation. Consequently, participating cities are responsible for administering the projects for which they recommend funding approval from their respective allocations. Furthermore, participating cities that receive less than $150,000, such as Big Bear Lake, are limited to funding only up to four projects.
Budget Impact
The City will become responsible for ensuring compliance with HUD regulations if the City allocates funds to eligible applicants. Procedures and responsibilities may include issuing reimbursements, creating monthly budget reports, conducting audits and inspections of the funded projects, and any other procedures involved with the management of individual grant awards. These responsibilities are commonly handled by a CDBG Development Analyst, which the City does not have on staff. As a result, the City would have to contract with an experienced CDBG consultant which would directly impact the City’s fiscal budget.
As an alternative, the City may use its allocation toward a City project normally funded by general funds. If CDBG funds can be substituted for general fund monies, an amount of $25,749 would become available for the City Council to redirect to CDBG applicants. This alternative enables the Council to make funding decisions that are not subject to thresholds and regulations. In this way, the City works directly with County staff to comply with HUD regulations, and no budget impact is anticipated.
If this alternative is selected, the 2017-2018 amount of $25,749 would be allocated to the City’s capital improvement project, which would free up $25,749 of general funds available to fund the nine public service programs. Upon learning that the 2017-2018 CDBG allocation was substantially less than in prior years, staff presented the chart below showing the funding history and recommended a mid-year budget adjustment at the February 13 workshop to establish a $35,000 general fund appropriation which could be available to fund the nine public service programs. Should the City Council choose to utilize the $25,749 CDBG allocation for a City project, it is recommended that the mid- year budget appropriation be distributed equally to the nine public service organizations in the amount of $3,880.00 for a total of $34,920. Page 46 AGENDA REPORT – 2017-2018 CDBG February 27, 2017 Page 5
Public Noticing
The County initiated public noticing of this year’s CDBG program. The City also notified prior year and local public service applicants of the application deadlines by email and letter on October 21 and by a reminder email November 22, 2016. A public hearing notice of today’s hearing was posted in three public places, placed on the City’s website, and emailed to each of the eligible applicants on February 7, 2017. In addition, a legal notice was published in The Grizzly newspaper on February 15, 2017. No public correspondence was received at the time of writing this report.
CONCLUSION
The City’s CDBG allocation is $25,749. CDBG regulations imposed by HUD and the County will restrict the City to funding only four projects and administering the programs it recommends. Alternatively, the City may recommend using the CDBG allocation to fund the City’s capital improvement project for ADA upgrades at City Hall and utilize general fund money for this year’s CDBG-eligible applicants without having to adhere to the restrictive regulations. Should this alternative be selected, it is recommended that a grant of $3,880.00 be made available to the nine local public service programs.
RECOMMENDATION
That the City Council conduct a public hearing, consider written and oral reports and public testimony, and take the following actions:
1. Make a recommendation to the San Bernardino County Economic Development Agency (EDA) to fund one (1) program: the Public Works Department ADA Upgrades at City Hall using the allocation of $25,749.
2. In a separate motion, make a recommendation to fund the nine (9) local public service programs shown on Table 1 equally with a grant of $3,880.00 during the 2017-2018 CDBG funding cycle, which will result in no funding for the remaining two (2) non-local public service programs (YMCA of the East Valley and Child Advocates of San Bernardino County).
Attachment 1 A County-prepared list including the financial aspects and qualifying requirements of each proposal. It identifies the amount of CDBG funds requested from the City and other agencies and the amount’s relation to the total project costs. It also identifies the primary benefit area and any unexpended CDBG allocations.
Attachment 2 Letter from the County EDA regarding the 2017-2018 CDBG program
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ATTACHMENT 1
County-Prepared Eligible Projects List
Page 48 ELIGIBLE Proposals San Bernardino County 11/12/2017 Department of Community Development and Housing 2017-2018 CDBG Proposals Eligible Proposals
Application Number Applicant Project Description Community & Request Comments BBLK17-005 The Mom and Dad Project The City of Big Bear Lake, through BVCHD The Big Bear Lake 5,000 Eligible public service project for Megan Meadors, Program Director Mom and Dad Project, will provide health Income Qualifying Households. Would (909) 878-2326 services such as parenting education, case Total $5,000 require documentation of low/mod P.O. Box 1649 management and resource utilization (such as income household status for those Big Bear Lake CA 92315 medical and dental care) for all youth to reduce served. Eligibility is subject to BVCHD abuse and neglect. These services will benefit The Mom and Dad Project funding approximately 350 persons from low/mod income participation. households.
BBLK17-017 San Bernardino County Library The city of Big Bear Lake Adult Literacy Service Big Bear Lake 5,000 Eligible continuing Public Service Leonard Hernandez, County Librarian Program will provide approximately 240 low-to project. Services are limited to Low- (909) 387-2258 moderate-income residents of Big Bear Lake and Total $5,000 and moderate-income clients and 777 E. Rialto Avenue surrounding area with access to individualized requires documentation of at least 51% San Bernardino CA 92415-0770 tutoring and one-on-one Literacy instructions. of the clients are low- to moderate- Adult Literacy Services are provided free of income. charge to all participants enrolled in the program.
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F:\Consolidated Plan\2017-18\ELIG-NOT ELIG LISTS\All City Elig-Not Elig List 1-9-171/12/2017 ELIGIBLE Proposals San Bernardino County 21/12/2017 Department of Community Development and Housing 2017-2018 CDBG Proposals Eligible Proposals
Application Number Applicant Project Description Community & Request Comments BBLK17-024 DOVES of Big Bear Valley, Inc. Public Service - City of Big Bear Lake, through Big Bear Lake 5,000 Eligible Public service project. Battered Sarah Garrison, Program Manager DOVES, will utilize CDBG funds to provide and abused spouses are a presumed (909) 866-1546 group classes and counseling for approximately Total $5,000 benefit population. Eligibility is subject P.O. Box 3646 20 transitional clients, and subsidies for rent and to funding participation by DOVES. Big Bear Lake CA 92315 utilities for approximately 10 clients who have moved on.
BBLK17-027 United States Adaptive Recreation Center Public Service - The City of Big Bear Lake, Big Bear Lake 10,000 Public service project eligible. Disabled Tom Peirce, Executive Director through United States Adaptive Recreation persons are a presumed benefit (909) 584-0243 Center (USARC), will utilize CDBG funds to pay Total $10,000 population. Eligibility is subject to P.O. Box 2897 personnel costs associated with providing United States Adaptive Recreation Big Bear Lake, CA 92315-2897 therapeutic recreational programs such as skiing, Center (USARC) funding participation. cycling and kayaking. Approximately 100 low/mod income handicapped persons will benefit from receiving these therapeutic recreational programs.
MULT17-031 YMCA of the East Valley 13275 residents of which 7300 are low/mod Big Bear Lake 2,000 Eligible Public Service. The YMCA of Darwin Barnett, Director income, will benefit from the community park Colton 5,000 the East Valley, Redlands Legal Aid 500 E. Citrus Ave. improvements. Loma Linda 5,000 will provide consultations and Redlands, CA 92373 Redlands 10,000 document preparation for low- (909) 798-9622 ext. 201 Yucaipa 5,000 moderate- income residents of Big Bear Lake, Colton, Loma Linda, Redlands, Total $27,500 and Yucaipa. YMCA of the East Valley must provide documentation that at least 51% of program participants are low- moderate- income. YMCA of the East Valley is requesting a total of $27,500 dollar from multi-cities participating in the County's CCBG program as follows:
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F:\Consolidated Plan\2017-18\ELIG-NOT ELIG LISTS\All City Elig-Not Elig List 1-9-171/12/2017 ELIGIBLE Proposals San Bernardino County 31/12/2017 Department of Community Development and Housing 2017-2018 CDBG Proposals Eligible Proposals
Application Number Applicant Project Description Community & Request Comments MULT17-033 Child Advocates of San Bernardino County Public Service - CASA through each City, will Adelanto 3,000 Eligible public service project for youth Cesar Navarrete, Executive Director provide stable and consistent advocacy and Barstow 3,000 Income Qualifying Households. Would 851 S. Mt. Vernon Ave. Suite 7A mentoring through court appointed special Big Bear Lake 3,000 require documentation of low/mod Colton, CA 923247 advocates (CASA) and trained community Colton 6,000 income household status for each youth volunteers to foster youth and youth on Grand Terrace 4,000 served. Eligibility is subject to Child probation. Currently Serving 33 youth with 23 on Highland 5,000 Advocates of San Bernardino County a waiting list. Loma Linda 5,000 funding participation. Montclair 4,000 Needles 2,000 Redlands 11,000 Twenty-nine Palms 2,000 Yucaipa 9,000 Yucca Valley 3,000
Total $60,000
BBLK17-045 "Soroptimist International of Big Bear Valley Public Service - City of Big Bear Lake, through Big Bear Lake 5,000 Public service project. Would require Tiffany Swantek, Childcare Coordinator Soroptimist International of Big Bear Valley, will documentation of 51% low/mod income (909) 866-9700 utilize CDBG funds to provide to approximately Total $5,000 household status for youth. Subject to P.O. Box 6505 25 children in grades K-6, from low/mod families funding participation by SIBBV. Big Bear Lake CA 92315" tuition assistance for before and after school childcare.
BBLK17-046 Big Bear Valley Rec & Park District Big Bear Valley Recreation and Parks District Big Bear Lake 5,000 Eligible public service project. Seniors Glenn Jacklin, Recreation Superintendent will provide nutritionally balanced meals three are a presumed benefit population. (909) 866-9700 times a week to seniors aged 60 and over. At Total $5,000 Eligibility is subject to Big Bear Valley P.O. Box 2832 least 165 seniors will be served through this Recreation and Parks District funding Big Bear Lake CA 92315 program that reside in Big Bear Lake area. participation.
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F:\Consolidated Plan\2017-18\ELIG-NOT ELIG LISTS\All City Elig-Not Elig List 1-9-171/12/2017 ELIGIBLE Proposals San Bernardino County 41/12/2017 Department of Community Development and Housing 2017-2018 CDBG Proposals Eligible Proposals
Application Number Applicant Project Description Community & Request Comments BBLK17-052 The Lighthouse Project The City of Big Bear would provide Public Big Bear Lake 5,310 Eligible public service youth project for Michael Perry, Project Manager Service through the -The Lighthouse Project, Income Qualifying Households. Would (909) 586-5819 who will provide materials to STEAM (Science, Total $5,310 require documentation of low/mod P.O. Box 100 Technology, Engineering, Arts, and Math) income household status for each youth Fawnskin CA 92333 teachers in Big Bear Lake Middle School for 381 served. (per year) low- to moderate income Middle School Students to participate in STEAM ongoing programs (approx. 5-7 years).
BBLK17-053 Healthy Start Student Support Program The City of Big Bear Lake, through Bear Valley Big Bear Lake 10,000 Eligible public service youth project for Tanya Perry, Healthy Start Supervisor Unified School District's Healthy Start Student Income Qualifying Households. Would (909) 585-6257 Support Program, will providing health services Total $10,000 require documentation of low/mod P.O. Box 1529 such as vision, hearing and dental screenings, income (no more than 51% area median Big Bear Lake CA 92315 mental health services, such as education on income) household status for each bullying, acceptable social skills, and managing youth served. emotions, and social services through case management referrals. 475 students from low/mod income families will receive medical services that they would not have received otherwise.
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F:\Consolidated Plan\2017-18\ELIG-NOT ELIG LISTS\All City Elig-Not Elig List 1-9-171/12/2017 ELIGIBLE Proposals San Bernardino County 51/12/2017 Department of Community Development and Housing 2017-2018 CDBG Proposals Eligible Proposals
Application Number Applicant Project Description Community & Request Comments BBLK17-057 City of Big Bear Lake Public Facility- the City of Big Bear Lake will Big Bear Lake 35,000 Public Facility- Additional funding for David Lawrence, City Engineer oversee the demolition and reconstruction of eligible construction project. The (909) 866-5831 Ext. 134 existing exterior sidewalks and stairs at the Big Total $35,000 proposed sidewalk and staircase P.O. Box 10,000 Bear Lake Civic Center for ADA compliance. improvements to the Civic Center will Big Bear Lake CA 92315 The Public Works Department is requesting an remove architectural barriers for elderly [email protected] additional $35,000 in CDBG funds. 760 and handicapped persons. Eligibility is residents of Big Bear Lake will benefit from subject to City of Big Bear Lake these improvements. funding participation and use of prevailing wage rates.
BBLK17-060 Big Bear Valley Hummingbird Project, Inc. Public Service -The Hummingbird Project will Big Bear Lake 10,000 Eligible public service project for Elaine Holzer-Tennity, Project Director provide school supplies, clothing, haircuts, and Income Qualifying Households. Would (909) 584-8642 after-school care/tuition assistance for 300 Total $10,000 require documentation of low/mod P.O. Box 3242 children from low- to moderate income income household status for each youth Big Bear City CA 92314 households served.
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ATTACHMENT 2
Letter from the County Economic Development Agency
Page 54 385 North Arrowhead Avenue, Third Floor, San Bernardino, CA 92415-0043 | Phone: 909.387.4700 Fax: 909.387.4415
Economic Development Agency Community Development and Housing Dena Fuentes Director
January 8, 2017
Mr. Miller City of Big Bear Lake P.O. Box 10000 Big Bear Lake, CA 92315
RE: 2017-18 CDBG PROJECT PRIORITIZATION PUBLIC HEARING
Dear Mr. Miller,
Each year as part of our preparation of the Community Development Block Grant (CDBG) Annual Action Plan submission to HUD, we ask those cities participating with the County in the CDBG program to prioritize projects. The County of San Bernardino’s 2017-18 CDBG Countywide allocation is anticipated to be $6.1(Estimated 5% Reduction) million dollars.
Due to the uncertainty of the HUD allocation to County’s CDBG program for the upcoming year, CDH has estimated a 5% reduction in the overall CDBG allocation. Your City allocation was also based on the Census 2014 poverty and overcrowded housing counts and populations, which means your City’s allocation could have a decrease or increase great/lesser than the 5% reduction. Please note; these allocation amounts are subject to change based on HUD’s actual allocation to the CDBG program. Once the actual allocation amount is known, you will be notified immediately. Based on this information Your City’s allocation amount is anticipated to be $25,749.
This year, cities must complete their prioritization hearings and submit the Cooperating City Recommended Projects Form to our office by March 3, 2017. After that date, we may be unable to include your City Council recommendations in the list of projects for Board of Supervisors consideration. The 2017-18 Action Plan is scheduled to be presented at a public hearing before the County Board of Supervisors (BOS) on April 18, 2017.
CDBG Capital Improvement Projects/Public Service Programs To assist your efforts, we have enclosed an Eligible/Ineligible Project Proposal List and a copy of each eligible project proposal requesting CDBG funding for your reference. We have also enclosed instructions and a form for preparing and returning your funding recommendations.
Grant Process and Funding Thresholds For FY 2017-18 to provide more flexibility to cities; there are no minimum project funding thresholds. However the 15% Public Service Cap still applies for cities that receive $150,000 or more in CDBG allocation. The total allowable number of newly funded projects is based on the
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percentage of each city’s formula share of the CDBG allocation and the maximum number allowed for newly funded construction projects is based on the City’s CDBG Administrative Cap. The cities of Big Bear Lake, Grand Terrace, Loma Linda, Needles, Twentynine Palms and the Town of Yucca Valley, which are receiving less than $150,000, may only fund four (4) projects. The remaining cities have the following funding opportunities:
City Total Allowable Maximum Number of Estimated Projects Construction Projects 15% Public Service Cap Adelanto 9 2 $43,598 Barstow 5 2 $25,310 Colton 11 5 $62,327 Highland 10 5 $55,289 Montclair 9 2 $38,947 Redlands 9 2 $51,740 Yucaipa 7 2 $42,676
Maintenance and Operation (M&O) Requirement The County’s goal is to provide as much flexibility to the cities as possible and ensuring the Federal requirements. One of the more difficult long term requirements deals with the HUD Maintenance and Operations Requirements.
All CDBG funded construction and acquisition projects require an M&O commitment. The term of the M&O period varies depending upon the investment. To provide clarity the following summarizes the M&O provisions and County requirements:
City-Owned Projects and Facilities City funded construction and acquisition activities for City owned facilities require an M&O commitment for the usable life of the improvements. If you are using CDBG funds to acquire, build or rehabilitate a publically owned facility, the M&O period is for the for the life of the facility. Per HUD’s regulations, the City’s M&O commitment could continue for a substantial time (i.e. 50+ years) based on the usable life. The types of construction projects that this requirement applies to includes parks, senior centers, community centers, fire stations, ADA and street improvement projects.
If the City is unable to meet the M&O commitment for the City-owned facility, the City would be required to repay the HUD CDBG Program administered by the County with non-federal funds. For City owned construction and acquisition activities, the M&O commitment is already included in the Delegate/Cooperation Agreements with the County.
Third Party Projects and Facilities City funded construction and acquisition activities for third party owned facilities (i.e. nonprofit owned facilities) require the following minimum M&O commitment:
Amount Term Parties $25,000 or more 10 years Third party and City Less than $25,000 5 years Third party and City
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These third party projects are higher risk investment due to the entities ability to meet the maintenance and operations covenants. HUD’s expectation on non-compliance is the repayment in full (plus potentially appreciation on a building) to the Federal CDBG program administered by the County.
The County understands that many cities see the value and importance of funding third-party capital and/or acquisition projects. The County will provide the cities the flexibility to continue this practice however; the cities will need to provide a City General Fund guarantee to repay the HUD CDBG program if the M&O provisions are not met by the third-party.
Should the City wish to fund a construction or acquisition project for a third party owned facility, the City must agree to enter into a City “General Fund Guarantee” to ensure that the City will repay the HUD CDBG program administered by the County should the project not satisfy the M&O requirements. If you would like projects considered for funding by the Board of Supervisors, please indicate that the City agrees to enter into a “General Fund Guarantee” on the attached Cooperating City Recommended Projects Form. Once approved by the Board of Supervisors a “General Fund Guarantee” will be included in the City’s agreement between the City and the County in order for the project to move forward.
Although repayment of funds with non-federal funds should the M&O terms not be met is not a new requirement, the County is including the information herein in an effort to protect both the City and County General Funds.
Thank you for your past and continuing support in the CDBG program. I appreciate your assistance in returning your funding recommendations no later than March 3, 2017. Should you have any questions or need additional assistance, please feel free to call me at (909) 387-4351.
Sincerely,
BRYAN ANDERSON Supervising Community Development and Housing Analyst
BA/AN Enclosures
cc: File Jeff Mathieu, City Manager
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