Item 13 Staff Report Adopt Resolution Authorizing Town Manager to Execute Letter of Agreement with Celia Callender for Housing Rehabilitation ServicesTOWN OF LOS GATOS
COUNCIL AGENDA REPORT
DATE: April 28, 1993
TO: MAYOR AND TOWN COUNCIL
FROM: TOWN MANAGER
SUBJECT:
COUNCIL AGENDA
DATE: 5/3/93
ITEM NO. 13
ADOPT RESOLUTION AUTHORIZING TOWN MANAGER TO EXECUTE LETTER OF
AGREEMENT WITH CELIA CALLENDER FOR HOUSING REHABILITATION SERVICES
RECOMMENDATION:
1. Adopt resolution authorizing Town Manager to execute Letter of Agreement with Celia Callender for
housing rehabilitation services.
2. Authorize transfer of:
a. $6,440 from Salary Account No. 8030-51100 to 8030-61004
b. $2,760 from Benefit Account Nos. 8030-52100 and 8030-52175 to 8030-61004
BACKGROUND:
Celia Callender resigned from her position as Community Services Program Coordinator on February 26,
1992. She established a consulting business. The Director of Community Services wanted to examine
department staffing requirements prior to recruiting a replacement. Celia offered her services during this
transition so that Housing Conservation, CALDAP and Red Cross programs would continue. Her offer was
accepted. She is uniquely qualified to handle the responsibilities.
Town Code requires contracts over $4,000 be approved by the Council. Since the contract was not expected
to exceed $4,000 it was not presented to Council for approval. Now, the position will not be filled until
next fiscal year so the contract will exceed $4,000 and requires Council approval.
DISCUSSION:
Celia Callender became the Community Services Program Coordinator on March 6, 1989. Her
responsibilities included coordination of various housing rehabilitation programs and the CDBG grant
program. Prior to her service with the Town, Celia was an independent consultant. She decided to return
to this work and resigned her position February 26, 1993.
PREPARED BY: MARK LINDER,Assistant Town Manager
ML:pm 4/28/93 2:07 pm
MGRO62 A:\CNCLRPTS\5-3-2
Attachment: Resolution authorizing Town Manager to execute Letter of Agreement
Distribution: Celia Callender - 615 Blossom Hill Field #25, Los Gatos, CA 95032
Reviewed by:
Attorney
Clark Finance Treasurer
COUNCIL ACTION/ACTION DIRECTED TO:
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION AUTHORIZING TOWN MANAGER TO EXECUTE LETTER OF
AGREEMENT WITH CELIA CALLENDER FOR HOUSING REHABILITATION SERVICES
April 28, 1993
Although much of the housing rehabilitation work was finished, some remained. Celia offered to assist the
Town as an independent contractor until her replacement was hired. Her hours would not exceed 20 per
week and her rate was $25 per hour. This rate is equivalent to her Town salary and benefits.
Town Code stipulates that all contracts be subject to competitive bid unless the amount is less than $4,000.
Initially, staff felt the position would be filled and the $4000 threshold would not be reached.
For contracts over $4,000, Town Council can determine that the contractor is uniquely qualified to complete
the assignment and award the contract on a negotiated bid basis. Celia is uniquely qualified. Her letter of
agreement was negotiated with the Director of Community Services.
ENVIRONMENTAL ASSESSMENT:
Executing a Letter of Agreement with Celia Callender is not a project subject to CEQA
FISCAL IMPACT:
The cost for Celia Callender's service will be $9,200. Six thousand four hundred and forty dollars ($6,440)
will come from Account No. 8030-51100 (Salary). Two thousand seven hundred and sixty dollars ($2,760)
will come from Account Nos. 8030-52100 and 8030-52175 (Benefits).
RESOLUTION NO.
RESOLUTION OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER TO EXECUTE A
LE'1"1'ER OF AGREEMENT WITH CELIA CALLENDER
FOR HOUSING REHABILITATION SERVICES
RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa
Clara, State of California, that the Town of Los Gatos finds that Celia Callender is uniquely
qualified to complete the assignment and awards the contract on a negotiated bid basis.
BE IT FURTHER RESOLVED that the Town of Los Gatos enter into an
agreement (attached) with Celia Callender for housing rehabilitation services, and that the
Town Manager is authorized, and is hereby directed, to execute said Letter of Agreement
in the name and on behalf of the Town of Los Gatos.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the day of
the following vote:
COUNCIL MEMBERS:
AYES:
NAYES:
ABSENT:
ABSTAIN:
A'l'1'EST:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
, 1993 by
RESOLUTION 1993 - 57
RESOLUTION OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER TO EXECUTE A
LETTER OF AGREEMENT WITH CELIA CALLENDER
FOR HOUSING REHABILITATION SERVICES
RESOLVED, by the Town Council of the Town of Los Gatos, County of Santa
Clara, State of California, that the Town of Los Gatos finds that Celia Callender
is uniquely qualified to complete the assignment and awards the contract on a
negotiated bid basis.
BE IT FURTHER RESOLVED that the Town of Los Gatos enter into an
agreement (attached) with Celia Callender for housing rehabilitation services,
and that the Town Manager is authorized, and is hereby directed, to execute said
Letter of Agreement in the name and on behalf of the Town of Los Gatos.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the 3rd day of May, 1993 by the following
vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Steven Blanton, Linda Lubeck, Patrick O'Laughlin
Mayor Joanne Benjamin
NAYES: None
ABSENT: None
ABSTAIN: None
SIGNED: /s/ Joanne Benjamin
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
•
February 19, 1993
Ms. Regina Falkner, Director
Community Services Department
Town of Los Gatos
P. 0. Box 949
Los Gatos, California 95031
Dear Regina,
615 Blossom Hill Road #25
Los Gatos, California 95032
rdAh
s-0 1992.�2
Per our recent conversation, I propose to provide the services below during the
interim period prior to you hiring my replacement.
1. Program Management. Responsibilities for the standard Housing
Conservation Program, CALDAP and the American Red Cross program.
Duties include: Staff HCP Loan Review Committee, quarterly reports,
responding to grantor instructions or requests and trouble shoot for
any specific projects that require liaison work with the grantors.
2. Direct Service. Responsibilities are to maintain the on -going
functions of the standard HCP program, CALDAP and Red Cross. This
includes: 1) project monitoring, 2) project inspections, 3) follow-
up to all client/contractor inquiries, and 4) related problem -
solving as necessary.
In addition, review and approve or deny all requests for project
payments. Track request for payments and assure contractors are paid
in a timely manner.
3. Priority will be placed on closing out as many Red Cross and CALDAP
projects and related paperwork as required by contract guidelines.
4 Recommended actions regarding emergency loan and grant requests for
the standard Housing Conservation Program will be reviewed with
Community Services Director.
5. Meet with Community Services Director weekly to report the status
of projects and on -going housing activities.
6. I am available Tuesdays 7:30 a.m. to 12:30 p.m. and Thursdays from
12 p.m. - 7 p.m. and an additional evening for three hours as
predetermined by the workload and our weekly discussions. Although
the housing programs could readily use 20 hours a week of my time
during this interim, I am unable to provide that on a regular basis.
I can consistently provide 10 - 15 hours per week and occasionally
be able to put in 20 hours. This schedule can be provided from March
1, 1993 through May 14, 1993. From mid -May until my replacement is
hired, I am available for similar hours, but a different schedule;
I would still be available by beeper.
• •
Ms. Regina Falkner, Director
February 19, 1993
Page 2
7. For the convenience of the Community Services staff, I will have a
beeper number which may be used for issues/concerns/items that cannot
wait 2 - 2 1/2 days prior to my being in the office the next time.
I can provide the services mentioned for the rate of $25/hr. I prefer to not
include mileage in the hourly rate. Reimbursement for mileage should be minimal
in the range of $10 - $15/monthly; I would like to submit mileage reports in the
same manner I do currently.
If this meets with your approval, I look forward to assisting Community Services
and you during this transition period.
Sincerely,
Celia M.. Callender
TOWN OF LOS GATOS APPROVED AS TO FORM
David W. Knapp, Town Manager • JAMES P. JACKSON, INTERIM TOWN ATTORNEY
Al"1hSTED TO:
Marian V. Cosgrove, Town Clerk
CSD12:A:\LETTERS\CSDTRANS.ITL
May 3, 1993
Los Gatos, California
HOUSING REHABILITATION SERVICES/CELIA CALLENDER/RESOLUTION 1993-57 (13.19)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council adopt Resolution 1993-57
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE A LETTER OF AGREEMENT WITH CELIA CALLENDER FOR
HOUSING REHABILITATION SERVICES. Carried unanimously.
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council authorize transfer of $6,440 from
Salary Account 8030-51100 to Account 8030-61004 and $2,760 from Benefit Accounts 8030-
52100 and 8030-52175 to Account 8030-61004. Carried unanimously.
TOWN ATTORNEY/LETTER OF AGREEMENT/RESOLUTION 1993-58 (14.10)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council adopt Resolution 1993-58
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING MAYOR TO
EXECUTE AN AGREEMENT FOR TOWN ATTORNEY SERVICES. Carried unanimously.
AUDIT/FIXED ASSETS/MAZE & ASSOCIATES/RESOLUTION 1993-59 (15.06)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council adopt Resolution 1993-59
entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN
MANAGER TO EXECUTE LETTER OF AGREEMENT AUTHORIZING ADDITIONAL
PAYMENT TO MAZE & ASSOCIATES FOR SUPPLEMENTAL AUDIT WORK ON FIXED
ASSETS. Carried unanimously.
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council transfer $4,994 from Reserve for
Economic Uncertainty Account 100-365 to GTA Account 1111-61010. Carried unanimously.
STORM WATER/POLLUTION CONTROL/ORDINANCE 1940 (16.07)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council adopt Ordinance 1940 entitled,
ORDINANCE OF THE TOWN OF LOS GATOS ESTABLISHING REQUIREMENTS FOR
STORM WATER POLLUTION CONTROL. Carried unanimously.
TREE PROTECTION/MEASUREMENT OF SIZE/ORDINANCE 1941 (17.26)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council adopt Ordinance 1941 entitled,
ORDINANCE OF THE TOWN OF LOS GATOS AMENDING THE TREE PROTECTION
ORDINANCE SPECIFYING ALTERNATIVE METHODS OF MEASURING THE SIZE OF
TREES. Carried unanimously.
HEARINGS
FEES/RATES/CHARGES/TOWN SERVICES/RESOLUTION 1993-/HEARING (18.05)
Mayor Benjamin stated that this was the time and place duly noted for public hearing to consider
adopting resolution containing certain departmental fees, rates and charges, and amending
certain fees, rates and charges.
IC: D5: MM050393
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