Meeting Date: Tuesday, April 7, 2020, 4:00 p.m.
Subcommittee Members Councilmember Melanie Bagby, Chair City Manager David Kelley Mayor Gus Wolter, Vice Chair Police Chief Jason Ferguson
Finance Director Susie Holmes
1. Call to Order:
2. Communications: Correspondence received after distribution of agenda, see pages 26-31.
3. Public Comment: Members of the public may comment on any matter not on this agenda. Please limit comments to three minutes. Members of the public may comment on items on the agenda when the subcommittee considers that item.
4. Approval of Minutes: February 27, 2020 Special Meeting Minutes
5. Current Items for Discussion: a. Assembly Bill 5 – Worker Status: Employees and Independent Contractors b. Water Disconnection Policy SB 998 (Water Shutoff Protection Act) c. General Fund Balances d. Moratorium on Fireworks Sales e. Fees for Commercial Cannabis Permits f. Options for Calendar Sharing
IMPORTANT THIS MEETING WILL NOT BE PHYSICALLY OPEN TO THE PUBLIC
THE MEETING WILL BE BROADCASTED VIA TELECONFERENCING OR OTHER ELECTRONIC MEANS
In order to minimize the spread of the COVID 19 virus, this Regular Meeting will be conducted pursuant to the provisions of the Governor’s Executive Order N-29-20, which suspended certain requirements of the Brown Act.
All Members of the subcommittee will be participating in the meeting remotely via teleconferencing or other electronic means consistent with Executive Order N-29-20. If you would like to provide public comment, we encourage you to submit them via email to the City Clerk: iwerby@ci.cloverdale.ca.us.
Please refer to the end of the agenda for instructions on how to view the meeting and provide public comment.
6. Standing Items / Items Continued:
a. Update on Sonoma County Homeless Emergency Response – David Kelley b. Update on Analysis of water leak data for the City of Cloverdale c. Update on Pension Liability legislation, financing tool and other d. Update on development of draft Ordinance to address downtown vacancies e. Business License and Transit Occupancy Tax (TOT) Services Proposal f. Update on Measure P and Cannabis Permits – David Kelley g. Update on Goal Setting Process for the FY 2020-21 Budget
7. Information Only Memos: 8. Future Agenda Items (subject to change):
a. Discuss options for funding street improvements and paving 9. Pending Items: None 10. Good of the Order: 11. Adjournment: Adjourn to the next meeting on Tuesday, May 5, 2020 at 4:00 pm. or alternate date as
requested at Cloverdale City Hall, 124 N. Cloverdale Blvd., Cloverdale CA 95425
IMPORTANT NOTICE REGARDING APRIL 7, 2020 SUBCOMMITTEE MEETING
CERTIFICATION – Pursuant to Government Code § 54954.2, the agenda for this meeting was properly posted on or before 4:00 p.m., April 3, 2020
PLEASE NOTE This Meeting will be conducted pursuant to the provisions of the Governor’s Executive Order N-29-20, which suspended certain requirements of the Brown Act. In order to minimize the spread of the COVID 19 virus, please do the following: • If you wish to make a comment on a specific agenda item, please submit your written comment via
email by 4:00 P.M. on Tuesday, April 7, 2020 to the City Clerk at iwerby@ci.cloverdale.ca.us.
• If you are watching the live stream (at: https://zoom.us/webinar/register/WN_15GCwaa- QuaM5ulEIluIkg) and wish to make either a general public comment or to comment on a specific agenda item as it is being heard please submit your comment to the City Clerk at iwerby@ci.cloverdale.ca.us. Every effort will be made to read your comment into the record within the three (3) minutes of time allotted for public comment, but some comments may not be read due to time limitations. Emailed comments will be accepted until the conclusion of staff’s presentation for the specific item and will become part of the record for the meeting.
• The City of Cloverdale thanks you in advance for taking all precautions to prevent spreading the COVID 19 virus.
MINUTES Finance, Administration and Police Subcommittee
Meeting Date: Thursday, February 27, 2020, 4:00 p.m. Meeting Location: City Hall
124 N. Cloverdale Boulevard, Cloverdale, CA
Subcommittee Members Councilmember Melanie Bagby, Chair City Manager David Kelley Mayor Gus Wolter, Vice Chair Police Chief Jason Ferguson
Finance Director Susie Holmes
1. Call to Order: Chair Bagby called the meeting to order at 4:01 p.m. Present: Councilmember Bagby, Mayor Wolter, City Manager Kelley Police Chief Ferguson and Finance Director Holmes.
2. Communications: Shirley Davis regarding Citrus Fair Greywater Disposal Fees for Santa Rosa Rescue Mission. Mayor Wolter thanked Ms. Davis for the communication, and a recommendation was made to draft a letter to the Citrus Fair requesting that the Mission be able to dispose of the wastewater at the fair disposal site.
3. Minutes Approved: January 27, 2020 Special Meeting Minutes
4. Public Comments: None
5. Current Items for Discussion: a) Presentation on Refunding Successor Agency 2015 Tax Allocation Refunding Bonds - W. J. Fawell Co.
City Manager Kelley introduced the team, which includes W.J. Fawell, James A Wawryzniak and David Fama (Jones Hall), Jerry Liang (Alamo Capital), and David Schey (HdL Coren and Cone. from Jones Hall, Alamo Capital and HdL Corey & Cone. The proposal is to refinance $26,809,000 in Successor Agency 2015 bonds, which will result in a great savings over the course of the next 20 years. Current municipal bond rates are the lowest in 30 years. Mr. Kelley indicated that this action could also benefit the Fire District and the School District. Discussion ensued, and the various entities summarized projects they had worked on in the past.
b) Debit Management The compliance issues were summarized by Jerry Liang, Alamo Capital which included discussion of legal documents and procedures that need are required for the tax allocation bonds and bond reserves, which will involve a sale and escrow account, and approval by Council. Discussion ensued about the financing plan, which will convert prior unspent tax exempt proceeds to new project funds for Series A and B bonds, and refund of Series 2015 A bonds, which result in and the estimated Net Debt Service and savings. The public offering will include the municipal finance advisor, bond counsel, disclosure counsel, the fiscal consultant and underwriter. Approval will be needed from the Sonoma County Oversight Board and the Department of Finance. Credit checks are involved, and a final official statement (including the offering document and prospectus) will be prepared. Then there will be a negotiated public sale, and final execution of the bond purchase agreement. The table showing the net savings over long term was discussed, as well as projected increases in residual property tax revenues and the cost of issuance. The following timeline was recommended:
March 11, 2020: Successor Agency meeting to adopt resolution approving the financing documents May 22, 2020: Sonoma County Oversight Board meeting to approve and direct the Successor Agency to proceed with the refunding; Submit Oversight Board Resolution and documents to the
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Department of Finance and commence the 65- day review period; July 22, 2020: Successor Agency meeting to adopt the resolution approving the preliminary official statement (Prospectus) and bond purchase agreement for the Series 2020 bonds; July 26, 2020: End of the DOF review period; August 13, 2020: Pricing of the refunding bonds and signing of bond purchase contract; August 27, 2020: Closing of the Series 2020 bonds.
Recommendation: Since the matter is time-sensitive, thus Chair Bagby asked staff to request a special meeting if needed to ensure that this item gets on the Successor Agency calendar on March 11 requesting the Successor Agency adoption of the resolution approving the financing documents.
c) Presentation on Establishment of Community Facility Districts (CFDs)– Jones-Hall (David Fama and
James Wawrzyniak) David and James with Jones Hall provided background on establishment of CFDs. The district, if approved, will require 2/3 voter approval, and will allow for levying of special taxes that will be paid as part of the tax roll that can be used for services and facilities. Discussion ensued about the various ways in which the CFDs can be used and the financial impact to properties that are included. Mayor Wolter added that this could be a good way to pay the cost of road and sidewalk repairs. City Manager Kelley commented that the City needs to find new revenue sources. Recommendation: David and James will do a presentation for City Council on March 11.
d) Consider request to cover cost of Citrus Fair Greywater Disposal Fees for Santa Rosa Rescue Mission. This was discussed under Item 2 above.
e) Sonoma Clean Power Microgrid Funding and Options for Cloverdale – Sonoma Clean Power (Geof Syphers, Chief Executive Officer) Geof Syphers, Sonoma Clean Power, spoke on this item, which is related to PSPS events. SCP wants to begin collecting information about the microgrids from cities and bring the information collectively to the CPUC. PG&E is looking for a 24-megawatt backup generator in Cloverdale, and it is critical that it can be expanded for future use. SCP suggests other alternatives such as switches and solar arrays would help protect portions of the city or services from power shutoffs. Mr. Sypher indicated that approval is needed from the CPUC and from Sonoma Clean Power. He asked the City to write a letter of support, to supply the critical data and which facilities have the highest value, and a list of all parcels and owners in the city. The information needs to be in by the end of March. Mr. Syphers offered to work with the City to draft a letter to the CPUC. Recommendation: Place request for authorization of a letter of support on March 25 City Council agenda.
f) Discuss goal setting process and workshop on March 18th for the FY 2020-22 Budget City Manager Kelley indicated that the Council had concurred to move to a two-year budget. A goal setting workshop that identifies the work plan and creates a checklist by department has been scheduled for March 18 from 8:00 to 2:00, and Councilmember Cruz could arrange with the City Clerk to participate remotely by teleconference. The goals would be in-line with the budget.
g) Assembly Bill 5 – Worker Status: Employees and Independent Contractors. Mayor Wolter commented that this will be looked at again by the State due to unintended consequences. There is a list of exceptions and they are relooking at this assembly bill and anticipate changes.
h) Funding options for extending Police Department generator to power City Hall. The subcommittee discussed extending the generator power from the PD to City Hall during power outages. The quote to do so is around $23,000 and a budget amendment would be needed to complete the work. This should ensure that City Hall has backup power and can continue to provide critical services during PSPS events.
i) Discuss possible change in subcommittee meeting dates and times. Chair Bagby had a conflicting with board meetings and asked to change the subcommittee meetings to the first Thursday of the month beginning April 2. The regularly scheduled March meeting was cancelled.
6. Standing Items / Items Continued:
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Item 6(d) - Update on Analysis of water leak data for the City of Cloverdale Finance Director Holmes reviewed the data that had been collected. Ms. Holmes recommends installing the electronic devices ERTS in certain neighborhoods in phases. City Manager Kelley requested clarification of the policy added it might be a better strategy to target neighborhoods rather than individual homes. There are opportunities to update the policy. Discussion ensued about the impact on revenue and taxes. Item 6(e) Update on Police Department redesign project Chief Ferguson has been in discussion with RDC regarding changes to the design and will bring back information to Council as it comes to his attention. Item 6(k) Update on Measure P and Cannabis Permits – David Kelley commented that the City collected $208,331 from Measure P funds through December. Discussion ensued. Finance Director Holmes is actively working with those who are delinquent in their taxes to get up to date. Chair Bagby suggested a future agenda item to temporarily roll back the excise tax to help the cannabis industry, that is getting heavily taxed by the state. Discussion ensued.
The following items were not discussed due to the late hour and will be continued to the next agenda: a) Update on Homelessness Strategic Planning Process – Kevin Thompson b) Update on Sonoma County Homeless Emergency Response – David Kelley c) Water Disconnection Policy SB 998 (Water Shutoff Protection Act) f) Update on Pension Liability legislation, financing tool and other g) Update on development of draft Ordinance to address downtown vacancies h) Evaluate Options for expanding the tax base, including ballot initiatives i) Update on presentation regarding City’s Financial Forecast and extension of Utility User Tax j) Business License and Transit Occupancy Tax (TOT) Services Proposal- will be brought to City Council
7. Information Only Memos: None 8. Future Agenda Items (subject to change):
Discuss options for funding street improvements and paving Discuss temporary rollback of city excise tax from local cannabis business owners
9. Pending Items: None 10. Good of the Order: Mayor Wolter stated he received a complaint about high weeds at the airport up
against the hanger. He received another complaint about blocked driveways during the Citrus Fair and illegal parking in electric vehicle parking spots. Installation of signage was suggested. A reserve patrolman may be brought in at future events to monitor parking and traffic safety. Lastly, a request was made for the police to report streetlights that are burned out.
11. Adjournment: The meeting adjourned at 7:15 p.m. to the next meeting on Tuesday, April 7, 2020, at 4:00
pm. or alternate date as requested at Cloverdale City Hall, 124 N. Cloverdale Blvd., Cloverdale CA 95425
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Meeting Date: 8 April 8, 2020
Agenda Section: Consent
Agenda Item Title:
_______________________________________________________________________________________
Recommended Council Action: Adopt a Resolution titled “A Resolution of the City Council of the City of Cloverdale Approving Water Discontinuation Policy to Comply with the Water Shutoff Protection Act SB 998.” ________________________________________________________________________________________
Background: The Water Shutoff Protection Act (“Act”) was established by Senate Bill 998, which requires certain actions related to discontinuation of water service due to nonpayment by “urban and community water systems” (defined by the Act as public water systems that supply water to more than 200 service connections). The purpose of the Act is to increase protections to residents associated with discontinuation of water service due to nonpayment (“water shutoffs”). The Act supports the state Legislature’s policy rationale that all Californians, regardless of whether they pay a water bill directly, should be treated fairly when faced with a delinquent water bill, and fair treatment should include the ability to contest a bill, seek alternative payment schedules, and demonstrate medical needs.
Staff has prepared a Water Discontinuation Policy for Council’s consideration that complies with SB 998.
Compliance with SB 998 will have impact daily operations of the Finance Department and Water Enterprise Fund. Ongoing compliance will require a time to properly implement and maintain all elements of the Water Shutoff Protection Act.
The proposed Policy as drafted in accordance with SB 998 is intended to adjust existing City practices to meet the legal requirements beginning April 1, 2020. The Policy as proposed includes the following:
1. A written policy on discontinuation of residential service for nonpayment with all written notices will be made available in English, and the required languages in Section 1632 of the Civil Code (Spanish, Chinese, Tagalog, Vietnamese, Korean, and any other language spoken by at least 10 percent of the people residing in its service area).
2. The policy will contain the following options:
a. A plan for deferred, amortized, or alternate payment schedules b. A formal mechanism for customers to contest or appeal a bill c. A telephone number for customers to call to discuss options for averting
discontinuation of residential service for nonpayment
ITEM NO. 5b
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3. Disconnection of water service must be delinquent for at least sixty (60) days and notification of intent to discontinue water service shall be no less than seven (7) days before disconnection. 4. Disconnection shall not occur if the following applies to a delinquent account:
a. The customer, or a tenant of the customer, submits certification from a primary care provider that discontinuation of water service will be life threatening, or pose a serious threat to health and safety; and
b. The customer is deemed financially unable to pay for water service and receives public financial assistance, or declares household income is less than two hundred (200) percent of the federal poverty level; and
c. The customer enters into an amortization agreement, alternative payment schedule, or a plan for deferred payments.
5. A written notice of payment delinquency and impending discontinuation will be issued, if the customer’s address is not the address of the property. The notice shall be sent to the address of the property to which residential service is provided, addressed to “Occupant”. 6. A written notice of payment delinquency and impending discontinuation for tenant-occupied dwellings, for property owners who are the customers, will be provided noticing the tenants of the option to become customers with proof of residency. 7. Report the number of annual discontinuations of residential service for inability to pay on the City’s website with the Discontinuation of Residential Water Policy. Summary: The attached Resolution would approve a water discontinuation policy to comply with the Water Shutoff Protection Act SB 998,, which requires for additional rules and procedures before residential water service can be disconnected and is intended to minimize the number of Californians who have their water service disconnected due their inability to pay. ________________________________________________________________________________________
________________________________________________________________________________________
Subcommittee Recommendation: None. ________________________________________________________________________________________
Budget/Financial Impact: The fiscal impacts of Water Shutoff Protection Act are unknown at this time. There may be additional costs associated with the implementation of SB 998 including, but not limited to: translation services (written), postage costs, additional customized forms and notices.
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________________________________________________________________________________________
Attachments: 1. Resolution 2. City of Cloverdale Water Discontinuation Policy to Comply with the Water Shutoff Protection Act SB
998
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RESOLUTION NO. ___-2020
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CLOVERDALE ADOPTING A WATER DISCONTINUATION POLICY TO COMPLY WITH THE WATER SHUTOFF PROTECTION ACT SB 998
WHEREAS, the Water Shutoff Protection Act was established when SB 998 was enacted in 2018; and
WHEREAS, the Water Shutoff Protection Act increases protections to residents associated with discontinuation of water service due to non-payment; and
WHEREAS, the Water Shutoff Protection Act requires certain actions by all urban and community water systems with 200+ service connections before the discontinuation of water service for non- payment can occur; and
WHEREAS, the Water Shutoff Protection Act includes, but is not limited to, the following requirements for urban and community water systems:
a. Adopt a written policy on discontinuation of water service for non-payment. b. Post the water shutoff policy on the City’s website or supply upon request. c. Refrain from shutting off water service for non-payment for at least 60-days and provide
multiple notices (mail and in person) to landlord and tenant(s) prior to discontinuation of water services.
d. Refrain from shutting off water service in certain specified conditions, such as financial hardship and serious health condition.
e. Develop and implement plan for deferred payments and alternative payment schedules. f. Develop and implement a formal mechanism for a customer to contest or appeal a bill. g. Provide telephone number for a customer to contact to discuss options to avoiding water
shutoff for non-payment. h. Provide water shutoff policy and related notices in all languages required by statute and
also spoken by 10% or more of customers residing in the water system’s service area. i. Maintain required data as required by the State Water Resources Control Board for
annual water report on discontinuation of water service for non-payment.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby adopt a Resolution Approving Water Discontinuation Policy to Comply with the Water Shutoff Protection Act SB 998.
The foregoing Resolution No. ____-2020 was duly introduced and adopted by the City Council of the City of Cloverdale at its regular meeting held on this 8th day of April 2020, by the following roll call vote:
AYES: (_) NOES: (_) ABSTAIN: (_) ABSENT: (_)
Attachment 1
POLICY ON DISCONTINUATION OF RESIDENTIAL WATER SERVICE FOR NON-PAYMENT
Notwithstanding any other policy or rule, this Policy on Discontinuation of Residential Water Service for Non-Payment shall apply to the discontinuation of residential water service for non-payment under the provisions set forth herein. In the event of any conflict between this Policy and any other policy or rule, this Policy shall prevail.
I. Application of Policy; Contact Telephone Number: This policy shall apply only to residential water service for non-payment and all existing policies and procedures shall continue to apply to commercial and industrial water service accounts. Further assistance concerning the payment of water bills and the potential establishment of the alternatives set forth in this policy to avoid discontinuation of service can be obtained by calling (707) 894-2521.
II. Discontinuation of Residential Water Service for Non-Payment:
A. Overdue Bills: The following rules apply to customers to the extent their bills remain unpaid for more than sixty (60) days following the date payment is due:
1. Overdue Notice: If payment for a bill rendered is not made on or before the forty-fifth (45th) day following the due date, a notice of overdue payment (the “Overdue Notice”) will be mailed to the water service customer approximately at least seven (7) days prior to the possible discontinuation of service date identified in the Overdue Notice. For purposes of this policy, the term “business days” shall refer to any days on which the City’s office is open for business. If the customer’s address is not the address of the property to which the service is provided, the Overdue Notice must also be sent to the address of the property served, addressed to “Occupant.” The Overdue Notice must contain the following:
a) Customer’s name and address; b) Amount of delinquency; c) Date by which payment or arrangement for payment must be
made in order to avoid discontinuation of service; d) Description of the process to apply for an extension of time to
pay the amount owing (see Section III(C), below); e) Description of the procedure to petition for review and appeal of
the bill giving rise to the delinquency (see Section IV, below); and
f) Description of the procedure by which the customer can request a deferred, amortized, or alternative payment schedule (see Section III, below).
The City may alternatively provide notice to the customer of the impending discontinuation of service by telephone. If that notice is provided by telephone, the City shall offer to provide the customer with a copy of this policy and also offer to discuss with the customer the options to avert
Attachment 2
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discontinuation of service, as described in Section III, below, and the procedures for review and appeal of the customer’s bill, as described in Section IV, below.
2. Unable to Contact Customer: If the City is not able to contact the customer by telephone, and a written notice is returned as undeliverable, the City will make a good faith effort to visit the residence and leave, or make other arrangements to place in a conspicuous location, a notice of imminent discontinuation of service for non-payment, and a copy of this Policy.
3. Late Charge: A Late Charge, if any, as specified in the City’s schedule of fees and charges, shall be assessed and added to the outstanding balance on the customer’s account if the amount owing on that account is not paid before the Overdue Notice is generated.
4. Turn-Off Deadline: Payment for water service charges must be received in the City’s offices no later than 4:30 p.m. on the date specified in the Overdue Notice. Postmarks are not acceptable.
B. Conditions Prohibiting Discontinuation: The City shall not
discontinue residential water service if all of the following conditions are met:
1. Health Conditions – The customer or tenant of the customer submits certification of a primary care provider that discontinuation of water service would (i) be life threatening, or (ii) pose a serious threat to the health and safety of a person residing at the property;
2. Financial Inability – The customer demonstrates he or she is financially unable to pay for water service within the water system’s normal billing cycle. The customer is deemed “financially unable to pay” if any member of the customer’s household is: (i) a current recipient of the following benefits: CalWORKS, CalFresh, general assistance, Medi- Cal, SSI/State Supplementary Payment Program or California Special Supplemental Nutrition Program for Women, Infants and Children; or (ii) the customer declares the household’s annual income is less than 200% of the federal poverty level (see this link for the federal poverty levels applicable in California: https://www.healthforcalifornia.com/covered- california/income-limits); and
3. Alternative Payment Arrangements – The customer is willing to enter into an amortization agreement, alternative payment schedule or a plan for deferred or reduced payment, consistent with the provisions of Section III, below.
C. Process for Determination of Conditions Prohibiting Discontinuation of
Service: The burden of proving compliance with the conditions described in Subdivision (B), above, is on the customer. In order to allow the City sufficient time to process any request for assistance by a customer, the customer is encouraged to provide the City with
the necessary documentation demonstrating the medical issues under Subdivision (B)(1), financial inability under Subdivision (B)(2) and willingness to enter into any alternative payment arrangement under Subdivision (B)(3) as far in advance of any proposed date for discontinuation of service as possible. Upon receipt of such documentation, the City’s Finance Director, or his or her designee, shall review that documentation and respond to the customer within seven (7) calendar days to either request additional information, including information relating to the feasibility of the available alternative arrangements, or to notify the customer of the alternative payment arrangement, and terms thereof, under Section III, below, in which the City will allow the customer to participate. Customers who fail to meet the conditions described in Subdivision (B), above, must pay the delinquent amount, including any penalties and other charges, owing to the City within the latter to occur of: (i) two (2) business days after the date of notification from the City of the City’s determination the customer failed to meet those conditions; or (ii) the date of the impending service discontinuation, as specified in the Overdue Notice.
D. Special Rules for Low Income Customers: Customers are deemed to have
a household income below 200% of the federal poverty line if: (i) any member of the customer’s household is a current recipient of the following benefits: CalWORKS, CalFresh, general assistance, Medi-Cal, SSI/State Supplementary Payment Program or California Special Supplemental Nutrition Program for Women, Infants and Children; or (ii) the customer declares the household’s annual income is less than 200% of the federal poverty level (see this link for the federal poverty levels applicable in California: https://www.healthforcalifornia.com/covered-california/income-limits). If a customer demonstrates either of those circumstances, then the following apply:
1. Reconnection Fees: If service has been discontinued and is to be reconnected, then any reconnection fees during the City’s normal operating hours cannot exceed $50, and reconnection fees during non- operational hours cannot exceed $150. Those fees cannot exceed the actual cost of reconnection if that cost is less than the statutory caps. Those caps may be adjusted annually for changes in the Customer Price Index for the San Francisco metropolitan area beginning January 1, 2021.
2. Interest Waiver: The City shall waive any interest charges on delinquent bills for such customers, once every 12 months.
E. Landlord-Tenant Scenario: The below procedures apply to individually
metered detached single-family dwellings, multi-unit residential structures and mobile home parks where the property owner or manager is the customer of record and is responsible for payment of the water bill.
1. Required Notice:
a. At least 10 calendar days prior to the possible discontinuation of water service, the City must make a good faith effort to inform the tenants/occupants at the property by written notice that the water service will be discontinued.
b. The written notice must also inform the tenants/occupants
that they have the right to become customers to whom the service will be billed (see Subdivision 2, below), without having to pay any of the then delinquent amounts.
2. Tenants/Occupants Becoming Customers:
a. The City is not required to make service available to the tenants/occupants unless each tenant/occupant agrees to the terms and conditions for service and meets the City’s requirements and rules.
b. However, if (i) one or more of the tenants/occupants assumes
responsibility for subsequent charges to the account to the City’s satisfaction, or (ii) there is a physical means to selectively discontinue service to those tenants/occupants who have not met the City’s requirements, then the City may make service available only to those tenants/occupants who have met the requirements.
c. If prior service for a particular length of time is a condition
to establish credit with the City, then residence at the property and proof of prompt payment of rent or other credit obligation acceptable to the City, is a satisfactory equivalent.
III. Alternative Payment Arrangements: For any customer who meets the three
conditions under Section II(B), above, in accordance with the process set forth in Section II(C), above, the City shall offer the customer one or more of the following alternative payment arrangements, to be selected by the City in its discretion: (i) amortization of the unpaid balance under Subdivision (A), below; (ii) alternative payment schedule under Subdivision (B), below; or (iii) temporary deferral of payment under Subdivision (C), below. The Finance Director, or his or her designee, shall, in the exercise of reasonable discretion, select the most appropriate alternative payment arrangement after reviewing the information and documentation provided by the customer and taking into consideration the customer’s financial situation and City’s payment needs.
A. Amortization: Any customer who is unable to pay for water service may, if
the City has selected this alternative, enter into an amortization plan on the following terms: 1. Term: The customer shall pay the unpaid balance, with the administrative fee and interest as specified in Subdivision (2), below, over a period not to exceed twelve (12) months, as determined by the Finance Director or his or her designee; provided, however, that the Finance Director or his or her designee, in their reasonable discretion, may apply an amortization term of longer than twelve (12) months to avoid undue hardship on the customer. The unpaid balance, together with the applicable administrative fee and any interest to be applied, shall be divided by the number of months in the amortization period and that amount shall be added each month to the customer’s ongoing monthly bills for water service.
2. Administrative Fee; Interest: For any approved amortization plan, the customer will be charged an administrative fee, in the amount established by the City from time to time, representing the cost of initiating
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and administering the plan. At the discretion of the Finance Director or his or her designee, interest at an annual rate not to exceed eight percent (8%) shall be applied to any amounts to be amortized under this Subsection A. 3. Compliance with Plan: The customer must comply with the amortization plan and remain current as charges accrue in each subsequent billing period. The customer may not request further amortization of any subsequent unpaid charges while paying delinquent charges pursuant to an amortization plan. Where the customer fails to comply with the terms of the amortization plan for sixty (60) calendar days or more, or fails to pay the customer’s current service charges for sixty (60) calendar days or more, the City may discontinue water service to the customer’s property at least five (5) business days after posting at the customer’s residence a final notice of its intent to discontinue service.
B. Alternative Payment Schedule: Any customer who is unable to pay for
water service may, if the City has selected this alternative, enter into an alternative payment schedule for the unpaid balance in accordance with the following:
1. Repayment Period: The customer shall pay the unpaid balance, with the administrative fee and interest as specified in Subdivision (2), below, over a period not to exceed twelve (12) months, as determined by the Finance Director or his or her designee; provided, however, that the Finance Director or his or her designee, in their reasonable discretion, may extend the repayment period for longer than twelve (12) months to avoid undue hardship on the customer.
2. Administrative Fee; Interest: For any approved alternative payment schedule, the customer will be charged an administrative fee, in the amount established by the City from time to time, representing the cost of initiating and administering the schedule. At the discretion of the Finance Director or his or her designee, interest at an annual rate not to exceed eight percent (8%) shall be applied to any amounts to be paid under this Subsection B.
3. Schedule: After consulting with the customer and considering the customer’s financial limitations, the Finance Director or his or her designee shall develop an alternative payment schedule to be agreed upon with the customer. That alternative schedule may provide for periodic lump sum payments that do not coincide with the established payment date, may provide for payments to be made more frequently than monthly, or may provide that payments be made less frequently than monthly, provided that in all cases, subject to Subdivision (1), above, the unpaid balance and administrative fee shall be paid in full within twelve (12) months of establishment of the payment schedule. The agreed upon schedule shall be set forth in writing and be provided to the customer. 4. Compliance with Plan: The customer must comply with the agreed upon payment schedule and remain current as charges accrue in each subsequent billing period. The customer may not request a longer payment schedule for any subsequent unpaid charges while paying delinquent
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charges pursuant to a previously agreed upon schedule. Where the customer fails to comply with the terms of the agreed upon schedule for sixty (60) calendar days or more, or fails to pay the customer’s current service charges for sixty (60) calendar days or more, the City may discontinue water service to the customer’s property at least five (5) business days after posting at the customer’s residence a final notice of its intent to discontinue service.
C. Temporary Deferral of Payment: Any customer who is unable to pay for water service may, if the City has selected this alternative, have payment of the unpaid balance temporarily deferred for a period of up to six (6) months after the payment is due. The City shall determine, in its discretion, how long of a deferral shall be provided to the customer.
1. Repayment Period: The customer shall pay the unpaid balance by the deferral date (the “Deferred Payment Date”) determined by the Finance Director or his or her designee. The Deferral Payment Date shall be within twelve (12) months from the date the unpaid balance became delinquent; provided, however, that the Finance Director or his or her designee, in their reasonable discretion, may establish a Deferred Payment Date beyond that twelve (12) month period to avoid undue hardship on the customer.
2. Compliance with Reduced Payment Date: The customer must pay the reduced balance on or before the Deferred Payment Date, and must remain current in paying in full any charges that accrue in each subsequent billing period. If the customer fails to pay the unpaid payment amount within sixty (60) calendar days after the Deferred Payment Date, or fails to pay the customer’s current service charges for sixty (60) calendar days or more, the City may discontinue water service to the customer’s property at least five (5) business days after posting at the customer’s residence a final notice of its intent to discontinue service.
IV. Appeals: The procedure to be used to appeal the amount set forth in any bill for
residential water service is set forth below.
A. Initial Appeal: Within twenty (20) days of receipt of the bill for water service, the customer has a right to initiate an appeal or review of any bill or charge. Such request must be made in writing and be delivered to the City’s office. For so long as the customer’s appeal and any resulting investigation is pending, the City cannot discontinue water service to the customer.
B. Overdue Notice Appeal: In addition to the appeal rights provided under
Subsection A, above, any customer who receives an Overdue Notice may request an appeal or review of the bill to which the Overdue Notice relates at least five business (5) days after the date of the Overdue Notice if the customer alleges the bill is in error with respect to the quantity of water consumption set forth on that bill; provided, however, that no such appeal or review rights shall apply to any bill for which an appeal or request for review under Subsection A, above, has been made. Any appeal or request for review under this Subsection B must be in writing and must include documentation supporting the appeal or the reason for the review. The request for an appeal or review must be delivered to the
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City’s office within that five (5) business day period. For so long as the customer’s appeal and any resulting investigation is pending, the City cannot discontinue water service to the customer.
C. Appeal Hearing: Following receipt of a request for an appeal or review
under Subsections A or B, above, a hearing date shall be promptly set before a Hearing Officer. After evaluation of the evidence provided by the customer and the information on file with the City concerning the water charges in question, the Hearing Officer shall render a decision as to the accuracy of the water charges set forth on the bill and shall provide the appealing customer with a brief written summary of the decision.
1. If water charges are determined to be incorrect, the City will provide a corrected invoice and payment of the revised charges will be due within ten (10) calendar days of the invoice date for revised charges. If the revised charges remain unpaid for more than sixty (60) calendar days after the corrected invoice is provided, water service will be disconnected, on the next regular working day after expiration of that sixty (60) calendar day period; provided that the City shall provide the customer with the Overdue Notice in accordance with Section II(A)(1), above. Water service will only be restored upon full payment of all outstanding water charges, fees, and any and all applicable reconnection charges.
2. If the water charges in question are determined to be correct, the water charges are due and payable within two (2) business days after the Hearing Officer’s decision is rendered. In the event the charges are not paid in full within sixty (60) calendar days after the original billing date, then the City shall provide with the Overdue Notice in accordance with Section II(A)(1), above, and may then proceed in potentially discontinuing service to the customer’s property.
V. Restoration of Service: In order to resume or continue service that has been
discontinued due to non-payment, the customer must pay a security deposit and a Reconnection Fee established by the City, subject to the limitation set forth in Section II(D)(1), above. The City will endeavor to make such reconnection as soon as practicable as a convenience to the customer. The City shall make the reconnection no later than the end of the next regular working day following the customer’s request and payment of any applicable Reconnection Fee.
3489673.1
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Meeting Date: 7 April 8, 2020
Agenda Section: Consent
Agenda Item Title:
________________________________________________________________________________________
Recommended Council Action(s):
Receive the General Fund Reserves Balances as of June 30, 2019 by Account Type, for informational purposes. ________________________________________________________________________________________
Background:
The City Council voiced their interest in seeing the calculation of the General Fund Reserves by type. The City’s General Fund Reserves can be broken down into the following types:
• Non-spendable – these are typically inventories and capital assets • Restricted – Amounts that can be spent only for specific purposes as stipulated by constitution,
external resource provider or through legislation. • Committed – amounts that can be spent for specific purposes determined by a formal action of
the City Council • Assigned - are intended to be used by the government for specific purposes but do not meet the
criteria to be classified as restricted or committed. • Unassigned fund balance - is the residual classification for the government’s general fund and
________________________________________________________________________________________
Summary:
The City Council has a General Fund Surplus Policy which dictates how any surplus derived from the Annual Financial Audit should be dedicated and the priority order. Based on the criteria in the policy the first two steps were taken with the surplus of $1,327,188 from the 2018-19 Audit.
1. Emergency Reserve (Assigned) Surplus Policy states: 30% of any surplus up to $100,000 shall be set aside up to 8% of the annual general fund expenditures.
a) 8% of budgeted annual General Fund expenditures = 676,788 b) Emergency Reserve balance prior to audit = $288,105 c) $100,000 is transferred to the Emergency Reserve d) Current Emergency Reserve balance = $388,105
2. Contingency Reserve (Assigned) Surplus Policy states: any remaining general fund surplus shall first be used to maintain contingency up to 17%.
a) 17% of budgeted annual General Fund expenditures - $1,438,175 b) Contingency Reserve balance prior to audit = $1,272,227
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ITEM NO. 5c
City Council/Successor Agency Agenda Item Summary Meeting Date: April 8, 2020 Item No. 7 Page 2 of 3
c) $165,948 is transferred to the Contingency Reserve ($1,438,175-$1,272,227) d) Current Contingency Reserve balance = $1,438,175
3. Equipment Replacement Reserve (Assigned) Surplus Policy states: any remaining in excess of the amounts stated above shall be equal to annual depreciation +5% a) Annual depreciation + 5% = $32,433 b) Equipment Replacement reserve balance prior to audit - $42,835 c) Current Equipment Replacement Reserve - $75,268
4. Police Vehicle Replacement Reserve (Assigned) Surplus Policy states: any remaining in excess of the amounts stated above shall be equal to annual depreciation +5% a) Annual depreciation + 5% = $67,909 b) Police Vehicle Replacement reserve balance prior to audit $57,565 c) Current Police Vehicle Replacement reserve - $125,474
5. Facility Replacement and Maintenance Reserves (Assigned) Surplus Policy states: any remaining in excess of the amounts stated above shall be equal to annual depreciation +5% a) Annual depreciation + 5% = $47,808 b) Facility Replacement and Maintenance Reserves prior to audit - $46,856 c) Current Facility Replacement and Maintenance reserve - $94,664
6. Compensated Absences Reserve (Assigned) Surplus Policy states: any remaining in excess of the amounts stated above shall be equal to 10% of non-current employee compensated absences payable until 50% is reached. a) Non-current employee compensated absence payable as of 6/30/2019 - $7,522 b) Compensated Absences reserve balance $40,632 c) No transfer will be made to Compensated Absence Payable.
The following chart describes the General Fund Reserve Balance by type, account name, and balance. The total of all these accounts make up the General Fund Reserve Balance:
General Fund Balance Prior to 2018-19 Audit Ending Bal
6/30/2019
25310-011 Assigned Vehicle Replacement (Patrol) $ 57,565
25310-012 Assigned Bldg Mtnce & Repairs $ 46,856
25310-013 Assigned Compensated Absences $ 40,634
25310-021 Committed Furber Signal $ 30,808
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City Council/Successor Agency Agenda Item Summary Meeting Date: April 8, 2020 Item No. 7 Page 3 of 3
25310-015 Committed Traffic Safety $ 84,599
25320-782 Committed Alexander Valley View Home $ 64,435
Total $ 3,017,863
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RESERVE POLICY
The purpose of this policy is to provide guidance on maintaining reasonable levels of reserves in the City’s General, Water, and Sewer Funds.
The General Fund Balance in the City’s financial statements is comprised of five categories:
Non-spendable Funds (non-cash items such as prepaid expenses and inventories) Restricted Funds (externally enforceable legal restrictions) Committed Funds (limitations imposed by the City Council) Assigned Funds (intended to provide a source of funds for various needs) Unassigned Funds (net resources in excess of what is classified in one of the other categories)
This policy incorporates all previous City Council policies regarding General Fund reserves and the requirements of Governmental Accounting Standards Board (GASB) Statement No. 54. It will help guide current and future allocation levels to various reserve categories in the General Fund by setting out specific target amounts for the Committed and Assigned categories of the General Fund balance.
Committed Fund Balances
Emergency Reserve Fund: The City of Cloverdale shall maintain an Emergency Reserve Fund for any of the unforeseen and non-recurring events listed below that create significant financial difficulty for the City:
a. Sudden and unexpected significant facility or infrastructure failures that pose a safety risk to staff or the community; b. Declaration of a State of Emergency by the Governor, or a local emergency declared by the City Council; c. Unanticipated expenditures or reduction in revenues as a result of legislative changes from State/Federal governments in the current fiscal year; d. Acts of Terrorism declared by the Governor or the President of the United States; e. Acts of Nature which are infrequent in occurrence; f. Other catastrophic events which are infrequent in occurrence.
The target maximum reserve amount to be carried in the Emergency Reserve account shall be equal 8% of annual General Fund expenditures. For purposes of this section, expenditures shall include transfers out but not anticipated litigation expenses, reimbursed developer expenses or routine capital outlays which are all discretionary. Emergency Reserve Funds shall only be used upon approval of the City Council by a simple majority vote.
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Attachment 1
Contingency Reserve Fund: The City of Cloverdale shall maintain a Contingency Reserve Fund equal to 17% of expenditures in the General Fund. For purposes of this section, expenditures shall include transfers out but not anticipated litigation expenses, reimbursed developer expenses or routine capital outlays which are all discretionary. Reserves of 17% are considered by to be a good level at which to maintain the City's credit worthiness, based on widely used and accepted best practices. The purposed of these reserves is to provide for:
a. Cash flow requirements b. Legal requirements as part of debt financing c. Economic uncertainties including downturns in the local or national economy
Assigned Fund Balances
Equipment Replacement Fund: The City of Cloverdale shall maintain a General Fund equipment replacement reserve to provide for the replacement of vehicles, heavy equipment, computer equipment, and other capital equipment items costing greater than $10,000. This replacement reserve will also be established in the Water and Sewer funds.
Police Vehicle Replacement Reserves: The City of Cloverdale shall maintain a General Fund vehicle replacement reserve to provide sufficient replacement funding for patrol vehicle capital items costing greater than $10,000. This replacement reserve will also be established in the Water and Sewer funds.
Facility Replacement and Maintenance Reserves: The City of Cloverdale shall maintain a General Fund facility replacement and maintenance reserve to provide sufficient funding for facility capital improvements costing greater than $10,000. This replacement reserve will also be established in the Water and Sewer funds.
Compensated Absences Reserves: The City of Cloverdale shall maintain a General Fund compensated absences reserve equal to 10% of the estimated non-current employee compensated absences payable. Additional increments of 10% will be set aside each year until 50% of the non-current compensated balance is reached.
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GENERAL FUND SURPLUS POLICY
It is in the best interest of the citizens of the City of Cloverdale who rely upon the City for public access and services that the City should prioritize allocation of General Fund resources towards critical, core municipal services that are in alignment with the City Council’s goals. Therefore, the City Council shall authorize the establishment of the General Fund Surplus Policy to broadly define how future surpluses should be dedicated.
This policy shall be defined by the General Fund’s Fiscal Year audited, final results and shall begin with Fiscal Year ended June 30, 2016. Allocation of any annual General Fund surplus shall be made in the following priority order:
1) 30% of any surplus, up to $100,000 per year, shall be set aside into the Emergency Reserve Fund, up to the target level of 8% of annual General Fund expenditures.
2) Any remaining General Fund surpluses shall first be used to maintain the Contingency Reserve, up to the target level of 17% of annual General Fund expenditures.
3) Any remaining surplus in excess of the amounts stated above shall be allocated as follows:
a. Equipment Replacement Reserves. The annual contribution to these reserves will be equal to the annual depreciation expense plus 5% to provide sufficient replacement funding for equipment capital items costing greater than $10,000.
b. Police Vehicle Replacement Reserves. The annual contribution to these reserves will be equal to the annual depreciation expense plus 5% to provide sufficient replacement funding for vehicle capital items costing greater than $10,000.
c. Facility Replacement and Maintenance Reserves. The annual contribution to these reserves will be equal to the annual depreciation expense plus 5% to provide sufficient funding for facility capital improvements costing greater than $10,000.
d. Compensated Absences Reserve. The annual contribution to these reserves will be equal to 10% of the estimated non-current employee compensated absences payable. Additional increments of 10% will be set aside each year until 50% of the non-current compensated balance is reached.
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Reporting Month Tax Penalties & Fees Annual Permits October, 2018 8,391.25$ 3,792.75$ November, 2018 7,164.22$ 1,788.60$ December, 2018 17,304.56$ 1,416.11$ January, 2019 14,790.51$ 62.93$ February, 2019 6,458.87$ -$ March, 2019 10,045.54$ 3,342.00$ April, 2019 14,738.22$ 3,224.00$ 25,910.50$ May, 2019 12,813.27$ 1,874.00$ June,2019 22,243.73$ 3,232.00$ July, 2019 20,576.79$ 4,294.00$ August, 2019 16,644.68$ 983.00$ September, 2019 11,373.93$ -$ October, 2019 15,061.64$ -$ November, 2019 21,445.44$ -$ December, 2019 9,279.32$ -$ January, 2020 7,455.15$ -$ February, 2020 16,090.04$ -$ March, 2020 -$ -$ April, 2020 -$ -$ May, 2020 -$ -$ June, 2020 -$ -$
TOTALS 231,877.16$ 24,009.39$ 25,910.50$ GRAND TOTAL 281,797.05$
Payors: BZL; Cloverdale Delivers; Old River Road, Red Door Remedies; Seed2Soul
Measure P Excise Tax
PARTICIPATING IN CITY SUBCOMMITTEE MEETINGS IN CONFORMANCE WITH SOCIAL DISTANCING REQUIREMENTS
In order to minimize the spread of the COVID-19 virus, the City of Cloverdale is providing an alternative to viewing subcommittee meetings and providing comments on items on the agenda. These alternatives allow the City to adhere to social distancing requirements, follow the Governor’s Executive Order N-29-20 (which suspends certain requirements of the Brown Act), and provide a way for the public to provide public comment live during the meeting.
VIEWING MEETINGS ONLINE Each meeting will have a special link to that particular meeting, date and time. Please view the meeting agenda for the link to view the meeting.
SUBMITTING COMMENTS BY E-MAIL If you choose to make a comment on a specific agenda item, please submit your comment via email before the start of the scheduled meeting time to: iwerby@ci.cloverdale.ca.us
VIRTUAL PARTICIPATION BY ZOOM VIDEO CONFERENCING The City of Cloverdale is now offering the ability to view and participate in subcommittee meetings via video meetings and telephonic conferencing via “Zoom” video conferencing computer technology. Instructions for participating via Zoom are provided below.
How do I join the Subcommittee meeting via Zoom Video Conferencing? Please visit: https://zoom.us/webinar/register/WN_15GCwaa-QuaM5ulEIluIkg to pre-register to attend the meeting and either sign-up for a free Zoom account or continue as a guest. Once you have downloaded the app on your smart phone, joined from your web browser, or downloaded the Zoom software on your computer you will be ready for the upcoming subcommittee meeting.
I don’t have a computer or smart phone; can I still use Zoom? If you don’t have a smart phone or computer to access the meeting via Zoom, no problem! You can participate on the phone, by calling 1-877-853-5247 (Toll Free) and entering meeting ID. To obtain a meeting ID before the start of the meeting, please call the City Clerk’s Office at (707) 894-1712 or email a request to: iwerby@ci.cloverdale.ca.us
How can I provide Public Comment on Zoom? If you are watching the live stream (at: https://zoom.us/webinar/register/WN_15GCwaa- QuaM5ulEIluIkg) and wish to make either a general public comment or to comment on a specific agenda item as it is being heard please submit your comment to the City Clerk at iwerby@ci.cloverdale.ca.us.
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Every effort will be made to read your comment into the record within the three (3) minutes of time allotted for public comment, but some comments may not be read due to time limitations. Emailed comments will be accepted until the conclusion of staff’s presentation for the specific item and will become part of the record for the meeting.
I don’t want to provide public comment live; can I provide my public comment for the record another way? Of course! Please submit all public comments via email at iwerby@ci.cloverdale.ca.us
I am having difficulties preparing for the meeting and learning Zoom, do you have any resources to help me? Yes, please visit Zoom’s website support page on helpful tips to prepare for the meeting: https://support.zoom.us/hc/en-us/categories/201146643
Dear Irene:
Please forward to council and add to correspondence for today’s FAP subcommittee and tomorrow’s council meeting.
Melanie Bagby Councilmember, City of Cloverdale 707-893-7170 • mbagby@ci.cloverdale.ca.us www.facebook.com/cccmbagby/
From: Paydar, Naveed <Naveed.Paydar@cpuc.ca.gov> Sent: Monday, April 6, 2020 3:23:38 PM To: Melanie Bagby <mbagby@ci.cloverdale.ca.us> Subject: CPUC Actions on Covid-19 Dear Malanie,
In response to the impacts of COVID-19, the CPUC is continuing to identify opportunities to ensure that Californians receive the safe, reliable, and affordable utility services that they need now more than ever.
Please visit https://www.cpuc.ca.gov/covid/ to read about the actions the CPUC is taking to ensure utilities are supporting communities during these challenging times. These actions include:
· California Climate Credit: The CPUC is using the CA Climate Credit to reduce April, May, and June 2020 energy bills – To see the full proposal please link here - https://bit.ly/2X3NzZd To comment on the proposal please link here - https://bit.ly/2wW67zW.
· Moratorium on Utility Disconnections: Ordered all CPUC-regulated energy, water, sewer, and communications providers to halt customer disconnections for non-payment. Utilities must also restore service to those whose service was disconnected prior to the CPUC’s March 17, 2020 order.
· Suspended Renewal Requirements: Ensured continued affordable access to communications and energy services by suspending renewal requirements for the low- income programs CARE and the Family Electric Rate Assistance programs.
· Ensuring Full Access to CARE: The California Alternate Rates for Energy (CARE) program provides a 20 to 35 percent discount on utility bills. Many people who have recently lost their job due to COVID-19 will be eligible for the program. Customers just have to call their utility and ask to be enrolled. Information on participating in the program, including monthly income limits, can be found on the CPUC’s website at www.cpuc.ca.gov/General.aspx? id=976.
· Non-essential shutoffs: CPUC is working with utilities to ensure that they cancel all non- essential proactive shut-offs they have planned.
· Protecting Contractors: Ensured that large investor-owned utilities help the economic
stability of the large contractor workforce that provides energy efficiency upgrades to low income Californians.
· Reliable Broadband: Asked the largest wireless and Internet service providers to consider suspending data caps and data coverage charges if they have not already done so.
· Also visit these sites: o www.cpuc.ca.gov/covid19protections - For a list of consumer protection provisions
utilities are enacting in response to the COVID-19 pandemic o www.cpuc.ca.gov/assistanceplans/ - For a list of consumer assistance programs
Sincerely,
Office 415-703-1437 Cell 415-516-4346
From: Melanie Bagby To: Irene Camacho-Werby Cc: David Kelley; Kevin Thompson; Jose Sanchez Subject: Fwd: League COVID-19 Update for April 6 Date: Tuesday, April 07, 2020 11:11:23 AM Attachments: CalOES COVID-19 Key Messages April 6 2020.docx
League Notes - Region 2 - CalOES Mayor and CM Briefing April 6.docx League Notes - Governor Press Conference April 6.docx
Dear Irene:
Please distribute to council. Please add to correspondence file for today’s PFA subcommittee and tomorrow’s council meeting.
Melanie Bagby Councilmember, City of Cloverdale 707-893-7170 • mbagby@ci.cloverdale.ca.us www.facebook.com/cccmbagby/
From: Pam Herrera <pherrera@cacities.org> Sent: Tuesday, April 7, 2020 6:50:17 AM To: Pam Herrera <pherrera@cacities.org> Cc: Carolyn Coleman <ccoleman@cacities.org> Subject: League COVID-19 Update for April 6
This email is being sent to League Officers and Board members. Good morning, Board Members. The League update on COVID-19 from April 6 is below. If you have any questions, please contact Carolyn (ccoleman@cacities.org) or Melanie Perron (mperron@cacities.org). Pam Pam Herrera Assistant to the Executive Director League of California Cities Direct: 916.658.8229 PHerrera@cacities.org | www.cacities.org
From: Melanie Perron Sent: Monday, April 6, 2020 9:11 PM Subject: League COVID-19 Update for April 6 Good Evening League Members, At an emergency meeting earlier today, the Judicial Council of California – the policymaking body of the California courts – adopted eleven temporary emergency rules of court, effective immediately. Most of the rules have a sunset date of 90 days after the Governor lifts the state of emergency related to the COVID-19 pandemic, unless earlier amended or
New information in purple.
Control + click on the item in table of contents for easy navigation to sought after information.
Contents COVID-19 at a Glance 2 Cal OES Webinar for Local Governments: FEMA Public Assistance Awards 4 Recovery Questions 5 Actions Taken by the State and Federal Government 5 April 6 5 April 4 5 April 3 6 April 2 7 April 1 7 March 31 7 March 30 7 March 29 8 March 28 8 March 27 9 March 26 9 How Can People Protect Themselves: 12 About the Disease: 13 About the Tests: 13 Small Business Assistance 14 Other Resources and Press Releases 16 State 16 Federal 16 Orders & Press Releases 17
COVID-19 at a Glance
· Nationwide COVID-19 Numbers
· As of April 6, there have been 8,910 deaths.
· 330,891 cases reported in 55 jurisdictions (50 states, District of Columbia, Puerto Rico, Guam, Northern Marianas and US Virgin Islands).
· Taskforces stood up by the State Operations Center (SOC) to address various COVID-19 response issues:
· Communications/Crisis Communications (ESF* 2/ESF 15)
· Transportation and Infrastructure (ESF 1/ESF 3)
· Housing and Social Services (ESF 6)
· Logistics/Commodity Movement (ESF 7)
· Public Health and Medical (ESF 8)
· Schools Task Force
· PPE and Medical Supply Requests
· Resource requests for health care providers and facilities are handled through local public health departments to CDPH. The requests are submitted to the Medical Health Operational Area Coordinator (MHOAC), through the Regional Disaster Medical Health Coordinator (RDMHC), which are then sent to the CDPH Medical and Health Coordination Center (MHCC).
· This way all equipment requests can be tracked and prioritized appropriately, and they are fulfilled as quickly as possible.
· The local health facilities know this process well and have been properly submitting requests.
· We know these requests are very urgent, which is why the MHCC is working closely with the State Operations Center (SOC). Emergency Medical Services Agency (EMSA) is also embedded in the SOC to help facilitate those requests.
· PPE delivered to date 4/1/20:
Page | 18
· 617,612 gowns
· 35.4 million N95 Masks
Cal OES Webinar for Local Governments: Procurement Standards for FEMA Public Assistance Awards
· An open invitation for all local governments in California that are making purchases in direct response to the COVID-19 pandemic.
· This training will assist local governments apply for FEMA Public Assistance, and to apply the federal procurement under grant standards – a requirement of receiving FEMA Public Assistance to help pay for the cost of responding to the COVID-19 Pandemic.
· These are virtual trainings that will hosted on BlueJeans, which only requires a mobile phone or a computer with an internet connection to view and participate.
· To provide ample opportunity to take this training, the training will repeat every day starting Wednesday April 1st, 2020, through Tuesday April 14th, 2020 with a morning and an afternoon session.
· Morning Session: 10:00 AM to 12:00 PM
· Afternoon Session: 3:00 PM to 5:00 PM
· To join the presentation:
· Meeting ID: 904 327 884
Recovery Questions
· If local governments have specific questions about COVID-19 recovery please to send them to disasterrecovery@caloes.ca.gov .
Actions Taken by the State and Federal Government
· April 6, recognizing that states like New York are experiencing immediate supply shortages as a result of COVID-19, Governor Gavin Newsom today announced that California would help meet this moment by loaning 500 state-owned ventilators to the Strategic National Stockpile inventory.
Governor Gavin Newsom also announced that California is making progress in securing additional beds to treat COVID-19 patients and relieve pressure on the health care delivery system. The Governor announced California has already secured up to 4,613 additional beds at alternate care sites and shuttered hospitals to care for an anticipated surge in COVID-19 patients, with even more capacity being finalized.
 
Governor Newsom also announced the COVID-19 Testing Task Force, a public-private collaboration that will work with stakeholders across the state to quickly and significantly boost California’s testing capacity. The Task Force plans to scale up testing as demand increases.
The Governor also signed an executive order that will facilitate childcare for children of essential critical infrastructure workers by allowing the California Department of Education and California Department of Social Services the flexibility to waive certain programmatic and administrative requirements in response to the COVID-19 pandemic. Executive order can be found here .
· California State Association of Counties and the California Association of County  Treasurers and Tax Collectors announced that counties will use all existing authority to cancel penalties and other charges for homeowners, small businesses, and other property owners that are unable to pay their property taxes due to circumstances caused by COVID19 on a caseby case basis. However, property owners who can pay or that haven’t been directly affected by COVID19, including international corporations and outofstate landlords, still need to pay on time to keep critical government services running.
· April 3 Governor Gavin Newsom signed an executive order to expand protections to medical providers as they amplify the use of video chats and similar applications to provide routine and non-emergency medical appointments in an effort to minimize patient exposure to COVID-19. 
The order relaxes certain state privacy and security laws for medical providers, so they can provide telehealth services without the risk of being penalized. This action is similar to the federal HHS Office for Civil Rights waiver issued on March 17, 2020 regarding federal privacy and security laws. 
 
The order generally prohibits sellers of any kind from increasing prices on food, consumer goods, medical or emergency supplies, and certain other items by more than 10 percent. The order also gives additional tools to the California Department of Justice and Attorney General’s Office, among others, to take action against price gougers.
· April 3, Governor Gavin Newsom announced the launch of Project Roomkey - a FEMA approved, a first-in-the-nation effort to provide safe isolation capacity for tens of thousands of people experiencing homelessness in California in order to protect them and the state from COVID-19.
· The state’s effort, Project Roomkey, has set an initial goal of securing up to 15,000 rooms for this purpose and county partners have moved 869 homeless individuals most vulnerable to COVID-19 off the street, out of shelters, and into isolation.
· April 2, Governor Gavin Newsom announced OnwardCa.org , a one stop resource for Californians impacted by job loss due to COVID-19 pandemic. The Governor also announced $50 million in loan guarantees for small businesses that may not be eligible for federal relief, as well as $17.8 million in new state initiatives to support California workers impacted by COVID-19. The allocation will come from Workforce Innovation and Opportunity Act funds.
· Governor Newsom also issued an executive order protecting homes and small businesses from water shutoffs on April 2.
· April 1, Governor Gavin Newsom announced a major agreement between teachers, classified employees, school boards, superintendents, and principals to work together to provide distance learning to California’s students as a result of school closures due to mitigation efforts against the COVID-19 outbreak. The agreement means more kids will be able to get school resources, such as quality distance instruction, and empowers teachers to create lessons within clear parameters.
· The agreement includes a collaboration framework for school employers and employees to work together on matters of labor and management to minimize any impact to students—including direction on implementation and delivery of distance learning, special education, and meals through the end of the school year.
· The Governor also issued an executive order expediting the use of funds to support the state’s continuing efforts to protect public health and respond to the COVID-19 crisis.
· On March 31st, Governor Newsom announced the Stay Home. Save Lives. Check In. Campaign , which urges all Californians to check in on vulnerable neighbors with a call, text or physically distanced door knock.
· March 30, Governor Gavin Newsom launched a new initiative to expand California’s health care workforce and recruit health care professionals to address the COVID-19 surge. Health care professionals with an active license, public health professionals, medical retirees, medical and nursing students, or members of medical disaster response teams in California are all encouraged to join the new California Health Corps .
· The Governor also signed an executive order that will temporarily expand the health care workforce and allow health care facilities to staff at least an additional 50,000 hospital beds the state needs to treat COVID-19 patients. Governor Newsom also signed an omnibus executive order allowing small businesses a 90 day extension for filing returns.
· The executive order also includes extensions that impact state government workers, as well as consumers. For instance, the Department of Motor Vehicles will limit in-person transactions for the next 60 days, allowing instead for mail-in renewals. Additionally, the Department of Consumer Affairs will waive continuing education requirements for several professions, also for the next 60 days
· Further, the order will extend the Office of Administrative Law’s deadlines to review regular department proposed regulations. The order also extends by 60 days the time period to complete investigation of public safety officers based on allegations of misconduct. Finally, deadlines for trainings, investigations, and adverse actions for state workers will also be extended.
· March 29, California State Parks announced it is temporarily closing vehicle access at all 280 state parks to prevent the spread of COVID-19. Many state parks once again experienced visitation surges that made it impossible for the public to implement appropriate social/physical distancing practices.
· On March 28, Governor Gavin Newsom announced from Bloom Energy site in San Jose that 100s of ventilators were sent for refurbishment.
· 80 have been refurbished and sent out to hospitals.
· 170 ventilators received from federal government that were not working sent to Bloom for refurbishment to be sent back to LA on Monday.
· 350 manufacturers have volunteered to help with response effort.
· Anheuser-Busch making hand sanitizer for food banks and for seniors. Small distillers making hand sanitizer, as well.
· GAP making gowns and masks.
· St. John Knits to makes gowns and masks.
· 7-11 donated 1 million N95 Masks.
· On March 27, the USNS Mercy arrived in Port of Los Angeles.
· Governor Gavin Newsom issued an executive order establishing statewide moratorium on evictions on March 27. An additional executive order was issued to empower the Judicial Council and the Chief Justice of the California Supreme Court to take necessary action to be able to conduct business and continue to operate while responding to the COVID-19 pandemic.
· The President signed a Presidential Memo directing the Secretary of Health and Human Services to use authority under the Defense Production Act to require the production of ventilators.
· All California DMV field offices were closed.
· On March 26, FEMA announced the U.S. Army Corps of Engineers has completed an assessment of eight state-selected facilities throughout California to develop large-scale, supplemental hospital space as the state works to expand existing hospital capacity.
· The U.S. Army Corps of Engineers are scoping sites provided by the State of California for their potential use as Alternate Care Facilities.
· FEMA expedited the transfer of 109 disaster mobile home units to support COVID-19 housing initiative for impacted individuals.
· On March 25, Governor Gavin Newsom announced mortgage relief for Californians affected by COVID-19. Eligible homeowners would be able to defer mortgage payments for at least three months. The relief package included Wells Fargo, U.S. Bank, Citi Bank and J.P. Morgan Chase, as well as 200 state-chartered banks and credit unions.
· On March 24, Governor Gavin Newsom issued an executive order mandating COVID-19 protocols for DOJ and CDCR. Text of order available here .
· On March 23, Governor Gavin Newsom announced the closure of state parks and beaches to combat COVID-19. A list of closures can be found online at www.parks.ca.gov/FlattenTheCurve . The Governor also awarded $100 Million to Cities, Counties and Continuums of Care to Help People Experiencing Homelessness During COVID-19 Pandemic.
· March 23, deadlines for the Real ID have been extended. New deadlines to be announced.
· On March 22, In a letter to President Donald Trump, Governor Gavin Newsom requested a Presidential Major Disaster Declaration to assist in California’s COVID-19 preparedness and emergency response efforts. The President approved the request later that evening .
· Governor Newsom directed $42 million in emergency funding to expand California’s health care infrastructure and secure equipment and services to support California’s response to COVID-19.
· $30 million to lease and operate two facilities and to expand the state’s hospital capacity.
· Seton Medical Center in Daly City.
· St. Vincent Medical Center in Los Angeles.
· $1,420,000 to expand capacity of the state’s public health lab in Richmond.
· $8,647,000 to purchase new ventilators, as well as IV fusion pumps, and refurbish additional ventilators.
· $2 million to contract with American Medical Response to provide patient transportation.
· On March 20, FEMA has established a COVID-19 rumor control page on their website to clear up misconceptions about the virus. Visitors to the page will also find fact sheets and archived news releases. The COVID-19 response pages can be found at:
· The Treasury department announced Tax Day would be moved from April 15th to July 15th.
· The U.S. Department of Education is temporarily waiving interest on all federally held student loans and has directed federal lenders to suspend student loan payments for 60 days.
· CDC released guidance on healthcare workers returning to work after exposure or confirmation of COVID-19.
· 500 California National Guard personnel have been requested by CalVolunteers and CHHS On March 20, to augment food distribution through food bank and pantry locations due to COVID-19 disruption of local and volunteer activities throughout the state
· On March 20, 2020, CDE launched the email COVID19@cde.ca.gov to streamline management of inquiries from the field.
· On March 4, Governor Newsom declared a State of Emergency .
How Can People Protect Themselves:
We’re all in this together. We are working rapidly to keep our state healthy. Every person has a role to play. Your actions save lives.
DO:
· Avoid people outside your household.
· Wash hands with soap and water for at least 20 seconds.
· Cover your cough or sneeze with a tissue.
· Clean and disinfect frequently touched objects and surfaces.
· Maintain a safe social distance of 6 ft whenever outside of the house.
DON’T
· Shake hands.
· Stockpile masks or gloves.
· It is also important that anyone experiencing symptoms of COVID-19, call their health care provider first before seeking medical care so that appropriate precautions can be taken.
· Staying away from work, school or other people if you become sick with respiratory symptoms like fever and cough.
· Visit https://covid19.ca.gov/ for more information about COVID-19 and things you can do to keep you, your family and your community healthy.
About the Disease:
· The family of coronaviruses has been around for some time. Some coronavirus are common, like the ones that cause the common cold. Coronavirus Disease 2019, or COVID-19, is a new a kind of coronavirus.
· The most common symptoms include fever cough and respiratory symptoms. Our experience to date is that most people, more than 80%, have mild or no symptoms, but some have more complicated course, including pneumonia.
· We are learning more about its transmission, but the most common symptoms are respiratory, so its primary mode of transmission is through coughing and sneezing.
About the Tests:
· As of April 5, approximately 143,800 tests have been conducted in California - received from commercial, private and academic labs and the 22 state and county health labs currently testing.
· 129,693 have been received.
· 14,100 are still pending.
· Commercial, provider and academic labs have increased testing capacity and are now reporting that data to the state. The biggest labs included in this count include Quest, LabCorp, Kaiser, University of California and Stanford.
· In order to better focus public health resources on the changing needs of California communities, the state is no longer collecting information about California travelers returning from countries that have confirmed COVID-19 outbreaks.
· Community transmission of COVID-19 has been identified in California since late February, and since early March, most confirmed cases in the state were not related to travel outside of the United States.
· The CDC is providing test kits to public health labs in the U.S., including California, to detect the novel coronavirus. The test kits contain all the elements necessary for a laboratory to test and confirm the presence of the disease. Each test kit contains enough ingredients to test between 350 and 400 individuals. As of March 7, there are 25 such kits in California at various public health labs. Additional test kits have been ordered.
· At this time, both oral and nasal swabs are taken at a hospital or by a physician who suspects COVID 19. This is handled through regular procedures for specimen collection, much in the same way flu testing is handled. There are no special materials needed for this collection. Those specimens are delivered, again much in the same way flu specimens are delivered, to the nearest public health lab for testing.
· California is working closely with the CDC to request and receive more testing capacity, as needed. The CDC has fulfilled those requests on an ongoing basis and, as needs expand, California continues to request more testing capacity.
Small Business Assistance
· California Small Business Loan Guarantee Program (via IBank) is making available $50 million in state funding, providing potential capital for individuals who do not qualify for federal funds.
· Small Businesses located in California with 1-750 employees that have been negatively impacted or experienced disruption by COVID-19 and nonprofits are eligible.
· U.S. Small Business Administration (SBA) has declared all California counties eligible for the Economic Injury Disasters Loans.
· This SBA declaration, makes available Economic Injury Disaster Loans to impacted small businesses, small agricultural cooperatives, small businesses engaged in aquaculture, and private nonprofit organizations.
· SBA loans can be approved up to 2 million dollars but are limited to the economic injury determined by SBA. These loans are intended to assist through the disaster recovery period.
· In response to the Coronavirus (COVID-19) pandemic, small business owners in all U.S. states, Washington D.C., and territories are eligible to apply for an Economic Injury Disaster Loan advance of up to $10,000. This advance will provide economic relief to businesses that are currently experiencing a temporary loss of revenue. Funds will be made available within three days of a successful application. This loan advance will not have to be repaid.
· This advance may be available even if your EIDL application was declined or is still pending and will be forgiven. If you wish to apply for the Advance on your EIDL, please visit https://covid19relief.sba.gov/#/ as soon as possible to fill out a new, streamlined application.
· In order to qualify you need to submit this new application even if you previously submitted an EIDL application. Applying will not impact the status or slow your existing application.
· U.S. Small Business Administration announced changes to help borrowers still paying back SBA loans from previous disasters. By making this change, deferments through December 31, 2020, will be automatic. Now, borrowers of home and business disaster loans do not have to contact SBA to request deferment.
· Information on these and other programs can be found at: https://covid19.ca.gov/business-and-employers/#top .
Other Resources and Press Releases
State
Check in Campaign
FEMA Support Under Emergency Declaration
Coronavirus Briefing by California Office of Emergency Services (Cal OES)
Monday, April 6, at 2:00 pm
** Information transcribed and truncated for audience; notes may not fully capture all information provided **
Call Overview:
This call is intended to inform local government and tribal government about needs, resources and other information of importance in response to COVID-19 in Region 2.
Lori Nezhura, Cal OES Legislative and External Affairs Office
Format of these calls will include a brief update and then organized Q&A.
Asks callers to keep questions regional in nature and that any specific questions should be emailed to legislativeaffairs@caloes.ca.gov .
Dr. Gilberto Chavez, CDPH
As of April 4, 2020, there are a total of 13,438 positive cases and 319 deaths in California. 
Ages of all confirmed positive cases:
Age 0-17: 160 cases
Age 18-49: 6,610 cases
Age 50-64: 3,653 cases
Unknown/Missing: 49 cases
Female: 6,349 cases
Male: 6,876 cases
Unknown: 213 cases
· Working on increase to lab testing. Through Yesterday: 143,800 tests have occurred in CA
· Reduced pending tests, below 50,000 tests pending. Supplies procurement has given additional capacity
· Hospitalizations: 2,509 patients in California. Of those, 1,085 in ICU.
· Seeing cluster of cases in nursing homes prisons, jails: Responding w/ strike teams and personal to keep staff and residents safe.
Eric Lamoureux, Assistant Director, Cal OES:
Project Room Key:
· Initial goal of securing up to 15,000 rooms for extremely vulnerable individuals experiencing homelessness
· As of yesterday 7,332 hotel rooms acquired
· 1260 individuals are housed.
Hospital surge:
· Plans to add 50,000 beds to our existing hospital capacity of nearly 75,000 beds
· 4 additional hospitals have been brought on-line. Two each in South/North along with USNS Mercy in Long Beach.
Isabel Guzman, Director, Office of Small Business Advocate:
· With CARES Act, CDTFA has allowed a 12-month/up to 50K tax deferral of sales tax for small business. This will act as a bridge-loan for small business.
· $349 Billion for Paycheck Protection Program. This is an incentive for small businesses to keep their workers on the payroll. More info HERE .
· Recognizing that navigation is tough for small business, Governor has allocated $50 million to iBank to help small business access these funds: https://www.ibank.ca.gov/
· Small business centers are located throughout California to help navigation. Find yours HERE .
Kimberly Kirchmeyer, Director, Dept. of Consumer Affairs:
· The Governor’s  Executive Order N-39-20  authorizes the Director of the Department of Consumer Affairs to waive any of the professional licensing requirements that govern healthcare professionals in  Division 2 of the Business and Professions Code , and the associated regulations. These professionals include doctors, nurses, and mental-health professionals.
FEMA repr