Abandoned Vehicle Abatement Service Authority  Agenda  July 17th, 2024, at 1:00 pm 255 Park St, Lakeport, CA 95453 City Council Chambers (In Person or ZOOM) Committee Members  Chairperson-Moke Simon, Lake County Supervisor Vice Chair/Secretary-Russ Perdock, Clearlake City Council Michael Froio, Lakeport City Council Bruno Sabatier, Lake County Supervisor  Dan Fansler, CHP Join Zoom Meeting tps/ts0webrom.t/21B384603 Meeting ID: 8218 8384 6503 One tap mobile 16694449171,82183846503# US 13462487799,82183846503# US (Houston)  Dial by your location +1 6694449171 US +1346 248 7799 US (Houston) +17193 3594 4580US +1 720 707: 2699 US (Denver) +1 2532 205 0468 US +1253: 215 8782 US (Tacoma) +1301 715 8592 US (Washington DC) +1 305 224 1968 US +1 309205: 3325 US +1 312 626 6799 US (Chicago) +1 3602095623 US +13 386 347 5053 US +150747348471 US +1 564217: 2000US +1 646! 558 8656 US (New York) +1 6469313860US +16892781000U5 Meeting ID: 82183846 6503  Find your local number: htps/us0éwebzoom.NS/V/KeUeFAPXO    Topic: AVA Project Meeting Time: 1:00 Agenda Items: 1. Call to Order 2. Roll Call 3. Introductions  4. Review of Minutes - May 15, 2024:  a. Attachment A - Review and/or discussion of Minutes  b.A Approval of minutes = Motion to Vote by AVA Committee members? 5. Quarterly Reports - County, City of Lakeport, and City of Clearlake:  a. Attachment B - Reports of the Cities and County  b. Attachment C- Statistical Information of geographical address information of Registered  Owners.  6. Fiscal Update:  a. Attachment D - Disbursements to County, City of Lakeport, and City of Clearlake (CDD b. Attachment E- Balance of 7% Administration Fee for future audits (CDD Accountant) 7. Update - Procuring auditors IF Request for Proposal for next AVA audit for fiscal years  Accountant)  ending June 30, 2023, and 2024:  a. Consideration of agenda items from the May 15, 2024, meeting: Report back on County bids for contractors and sharing of the Information to Lakeport and Clearlake.  8. Discussion to raise 7% administration fee to set aside sufficient funds to cover audit costs  for fiscal years 2023, 2024:  a. Item was tabled from the May 15, 2024, AVA meeting. b. Motion to vote by AVA Committee members?  9. Discussion to raise the 7% administration fee rate to cover future audit costs:  a. Item was tabled from the May 15, 2024, AVA meeting. b. Motion to vote by AVA Committee members?  10.Consideration of agenda items from the May 15, 2024, meeting:  a. The AVA Board discussed a creating a letter to State for AVAfunding/different distribution  model.  11.U Update: Abandoned Boat Program (water resources):  a. Update on AVA Board inquiry about using illegal discharge funds to remove vehicle from  borax lake.  12.Presentation and Consideration of AVA Board Members. 13.Public Input- (No more than three (3) minutes per speaker)  14.Consideration of Agenda Items.    15.Calendar meetings schedule:  a. Next meeting = September 18, 2024, City of Clearlake City Hall  16.Adiournment:    Exhibit A    Abandoned" Vehicle Abatement Service Authority - May 19, 2024 Minutes  ABANDONED VEHICLE ABATEMENT SERVICE AUTHORITY MAY 15, 2024 MINUTES  COMMITTEE MEMBERS  MOKE SIMON (CHAIR) - LC SUPERVISOR RUSS PERDOCK (VCHAIRISEC)- CLK CITY COUNCIL A MICHAEL FROIO - LP CITY COUNCIL BRUNO SABATIER -I LC SUPERVISOR A DAN FANSLER. - CALIFORNIA HIGHWAY PATROL  STAFF PRESENT  P MARCUS BELTRAMO - CODE ENFORCEMENT MANAGER SHANNON WALKER-SMITH: - CDD ADMINISTRATOR DANIEL ESPINOZA -ACCOUNTANT TECHNICIAN NORMAN VALDEZ- CODE PROGRAM SUPERVISOR  - JOANN WARD- - ACCOUNTANT GINA WEESE- OFFICE ASSISTANT  AVA Project Meeting  1. Call to Order: 1:00pm 2. Roll Call:  Committee Members A Absent - Michael Froio and Dan Fansler  3. Introductions:  Ryan Peterson-CLK, Steve Felder-CLK, Bethany Moss-LP, Mitchell Breedlove-WR  4. Action on Minutes from January 17, 2024: from January 17, 2024. All were in favor.  Comm. Mbr. Perdock moved, 2nd by Comm. Mbr. Sabatier to approve the minutes  5. Quarterly Reports - county, city of Lakeport and city of Clearlake: a. Attachment A - Reports of the Cities and County Reports reviewed as submitted for agenda.  1    Abandoned Vehicle Abatement Service. Authority- -May 19, 2024 Minutes  b. Attachment B - Statistical information of geographical address Comm. Mbr. Sabatier questioned the City of Clearlake as to why their numbers were sO low. Mr. Peterson stated that the funds had run out; they paused towing while asking the City for money from the general fund to continue to tow. Itwas noted that NO Plate/No VIN has been occurring. Comm. Mbr. Fansler was not present to comment on questions about other locations to look for  information of Registered Owners.  VINS.  6. Fiscal Update:  a. Attachment C - disbursements to County, City of Lakeport and City of b. Attachment C = Balance of 7% Administration Fee for future audits (CDD  clearlake (CDD Accountant).  Acountant).  Char Simon asked Committee Members for further input.  Chair Simon opened public input. No one present wished to speak. Public input was closed.  7. Update - procuring auditors/request for proposal for next AVA audit for fiscal a. At the previous AVA meeting Comm. Mbr. Sabatier discussed with the County Administration Office to determine if the AVA audit could be included as part of Comm. Mbr. Sabatier spoke to County staff and noted that the audit could not be  years ending June 30, 2023 and 2024:  the County audit.  combined with other County of Lake audits. Chair Simon opened public input. No one present wished to speak. Public input was closed.  8. Discusstion to raise 7% Admministration Fee to set aside sufficient funds to cover audit costs for fiscal years 2023 & 2024 (Item tabled on January 17,2024, a. Attachment D - Projection cost Worksheet = the current amount of funds set aside to pay for audit costs for fiscal years 2023 & 2024 is insufficient. Currently anywhere from $740 to $888 is being set aside each quarter to pay for AVA audit costs. Future. AVA: audit costs are estimated to be around $11,500. Atthe current &% administration fee rate, funds being set aside for fiscal years 2023  AVA Meeting:  2    Abandoned Vehicle Abatement Service Authority- - May 19, 2024 Minutes  & 2024 audit costs are projected to be short anywhere from $5,900 to $7,200. To ensure sufficient funds are set aside to cover audit costs for fiscal years 2023 & 2024, it is projected that the current 7% administration fee will need to  be increased.  b. Motion to vote by AVA Committee Members.  Item tabled for further discussion at the next meeting/  No action taken.  9. Discussion to raise the 7% Adminisration Fee rate to cover future audit costs: a. Attachment D - Projection Cost Worksheet - It is anticipated future audit osts will be significantly higher than previous audit costs, which cost around $4,500. Itis estimated the costs of the AVA audit for fiscal years 2023 & 2024, will be $11,500, and it is reasonable to project audit costs for fiscal years beyond 2023 and 2024 will increase. The current 7% administration fee being set aside for audit costs is not sufficient to cover the cost for the audit of fiscal years 2023 and 2024 and future audits. Itis projected that the 7% administration fee will  need to be increased. No action taken.  b. Motion to vote by AVA Committee members.  Item tabled for further discussion at the next meeting.  10.Update Abandoned Boat Program (Water Resources):  Water Resources Mitchell Breedlove reported on the five boats his department was able to address. Three were abated from the lake using IDD grand funding. Two of thel boats were abated by the owner after running the CF number and contacting them. Water Resources is currently working on a barge that is in Cache Creek. Chair Simon asked Committee Members for further input. Comm. Mbr. Sabatier asked about Water Resources' ability to get a car out of Borax Lake. Water Resources Mitchell Breedlove confirmed that it is something that could be handled by his department. Chair Simon inquired if the IDD grant could be used tor remove vehicles near the lake at risk of leaking fluids. Mitchell Breedlove said he would investigate his ability to apply it to the grant. Comm. Mbr. Sabatier brought up the known hitch emergency declared by the County and how that may be something he could use to justify removing vehicles near lakes and streams. Board of Supervisor members said they will discuss some questions with Fish & Wildlife at the next Board of Supervisors meeting that they will be present at. Mitchell Breedlove was open to  conversation and joint effort.  11.Presentation and consideration of AVA Board Members:  No reports. 12.Public Input:  3    Abandoned Vehicle Abatement Service Authority- - May 19, 2024 Minutes  No public input.  13.Consideration of Agenda Items:  C. Report back on County bids for contractors and sharing of the information to  Lakeport and Clearlake d. Continue Audit conversation. after BOS presentation.  e. Letter to State for funding/different distribution model.  . IDD grand used by Water Resources and linking Fish and wildlife assistance  14.Calendar meetings Schedule:  g. Next meeting July 17, 2024 at 1:00pm - City of Lakeport h. September 18, 2024 at 1:00 pm - City of Clearlake  15.Adiournment All were in favor. ADJOURNED: 2:09pm Respectfully submitted,  Comm. Mbr. Perdock moved, 2nd by Comm. Mbr. Sabatier to adjourn the meeting.  Gina Weese, Code Technician  4    Exhibit B    City ofLakeport 225 PARK: STREET - LAKEPORT CA95453  AVAQUARTERLY STATISTICS January 2024 - March 2024  First Quarter Vehicles Tagged: 9 Vehicles City Abated:2  Vehicles GOA: Reimbursed: Dismantled:  7 2 2  Description Total Vehicles GOA Total Vehicles Abated via AVA 2 Total Vehicles Dismantled Total Reimbursements  Oty 7 2 2  Cost Per $250 $400  Total $600  TOTALI INVOICED:  $ 600.00  2251 PARK: STREET, LAKEPORT CA95453  PHONE: 707.263.5615 X215 EMAIL: SMOSSQCTIYOELAKEPORICOM    COUNTY OF LAKE COMMUNITY DEVELOPMENT DEPARTMENT Code Enforcement Courthouse 2551 N. Forbes Street Lakeport, California 95453 Telephone 707/263-23091 FAX 707/263-2225  A.V.A. QUARTERLY: STATS Billing Date: 4/1/2024  Billing Period: 3rdQuarter Fiscal Year 23/24  A.V.A. QUARTERLYSTATSTICS January 2024  Vehicles Tagged: Vehicles County Abated: 11  26  Vehicles GOA: 15 Dismantled: 11 Vehicles GOA: 26 Dismantled:11 Vehicles GOA: 18 Dismantled: 10  February 2024  Vehicles Tagged: Vehicles County Abated: 11  37  March 2024  Vehicles Tagged: Vehicles County Abated: 10  28  A.V.A. INVOICE  Description Total Vehicles GOA: Total Vehicles Abated: Total Vehicles Dismantled 32 Total Reimbursements Total Invoiced  Qty 59 32 0  Cost Per $182.90(admin costs) $182.90 (admin costs) $150.00(tow costs)  Total $10,791.10 $5,852.80 $4,800.00 $0 $21,443.90    CLEARLAKE POLICE DEPARTMENT  POLIC DEAUTENT CA  14050 Olympic Drive, Clearlake, CA 95422  Timothy Hobbs IChief of Police  A.V.A. QUARTERLY STATS  Date: 06/11/24  BILLING PERIOD: 3rd Quarter Fiscal Year 23/24  January  Vehicles Tagged: 16 Vehicles City Abated: 0 Vehicles Tagged: 7 Vehicles City Abated: 0 Vehicles Tagged: 32 Vehicles City Abated: 0  Vehicles GOA: 10 Reimbursed: 0 Dismantled: 0 Vehicles GOA: 5 Reimbursed: 0 Dismantled: 0 Vehicles GOA: 7 Reimbursed: 0 Dismantled: 0  February  March  Description Total Vehicles GOA Total Vehicles City Abated Total Vehicles Dismantled Total Reimbursements  Oty 22 0 0 0  Cost Per $198.97  Total $4,377.34 $0 $0 -$0  tow cost per +$198.97 Included in Abatement Fee  TOTAL INVOICED: $4,377.34  Lee Lambert Supervisor Code Enforcement Bureau  CLEARLAKE POLICE  (707)994-8251 (707)9948918 eclearlakepd.org fi clearlakepolice @clearlakepd    CLEARLAKE POLICE DEPARTMENT  POLIC DEARIMENT CA  14050 Olympic Drive, Clearlake, CA 95422  Timothy Hobbs |Chief of Police  Lake County Community Development  A.V.A. BILLINGINVOICE  Attn: Regina Weese 255 N Forbes St. Lakeport, CA 95453  Billing Date: 06/11/24  Billing Period: 3rd Quarter Fiscal Year 23/24  (1) Total expenditures by the City ofClearlake: (2) Total number of vehicles abated: (3) Average cost per abatement:  $4.377.34 22 $198.97 $0  (4) Any additional and /c or unexpended fee revenues: (5) Number ofnotices to abate issued vehicles:  51 0  (6) Number of vehicles disposed of pursuant to an ordinance adopted (7) Total expenditures by the City of Clearlake for towing and storage  pursuant to VC section 22710: of abandoned vehicles:  $0  Lee Lambert Supervisor Code Enforcement Bureau lamberl@clearlakepdors  CLEARLAKE POLICE  (707)994.8251 e(707)9948918 eclearlakepd.org fi C clearlakepolice @clearlakepd    Exhibit C        Exhibit D    AVA Disbursements FY 23/24 (3rd Quarter) Funds Received from State $ 21,300.24 Interest Earned $ Total Distribution Amount $ 21,342.31 less 7% Admin Fee to Countyl $ 1,491.02 Balance to Distribute $ 19,851.29  42.07  Lake County, California Population: 68,163 County Population: CityofL Lakeport  Cityo of Clearlake % 68% 7% 24% 100% % 57% 4% 39% 100%  (*Basedo on: 2020US Census Bureauc data)  46,452  Population:. 5,026 Population: 16,685  1st Half Distribution Population $ 9,925.64 Population  County_ $ 6,764.17 Lakeport $ 731.87 Clearlake $ 2,429.61  46452 5026 16685 68163 32 2 22 56  Total Population Distribution $ 9,925.64  2nd Half Distribution Tows $ 9,925.65 #Abated  Countyl $ 5,671.80 Lakeport $ 354.49 Clearlake $ 3,899.36  TotalTow Distribution $ 9,925.65  7% Admin Fee distributed to County $ 1,491.02  Total Distributions $ 21,342.31 County Administration Fee $ 1,491.02 Lake County AVAI Funds $ 12,435.97 City of Lakeport AVAFunds $ 1,086.35 City of Clearlake AVAI Funds $ 6,328.97 Total Distributions $ 21,342.31  County Distribution Breakdown  Population & Tows $ 12,435.97 $  Population & Tows  7% fee  County total  1,491.02 $ 13,926.98  7% Adminstration Fee to the County Distrubution Balances  Distribution Balance Carry Balance  Over  Total Balance 3,815.10  Audit Est. $10,500.00 $ 1,030.43 $ 2,784.67 $  Accounting Technician $ 176.13  Code Tech & Code Program Supervisor $ 284.46  Total $ 1,491.02    Exhibit E    Projection Cost  Carryover Balance: POSITION  2,784.67 FY22/23 Hourly Rates $ 36,86 41.80 55.46 FY22/23 Hours Cost Account Tech 23 847.87 fiscaly work 4S 147.45 -meeting attendance $ 995.32 Hours Cost Code Technician 20s 737.27 -meeting setup8 &n minutes 4S 147.45 meetinga attendance 2$ 73.73 gathering Authority'si invoices &s sti $ 958.46 Hours Cost Code Programn Manager 4S 221.82 -oversight > 221.82  Current Balance: POSITION  3815.1 Annual Gross 51,015.31 73,010.18 117,095.15  Est. FY23/24 Hourly Rates $ 24.53 35,10 $ $6.30 $ FY23/24 Hours 23 4$ Hours 20s 4$ 2 $ Hours 4S  Annual Gross  Accountant Code Technician Code Program Manager Accountant -fiscalv work -meeting attendance CodeT Technician -meetings setu up&minutes meetinga attendance -gathering Authoritysinvoicess & stats Code Program! Manager -oversight  76,67652 Account Tech. 86,943.00 Code Technician 115,347.00 Code ProgramManager  Stafft timew working onb behalfo oftheL Lake County AVAA Authority  Staff time working onb behalf oft thel Lake County AVAA Authority  Cost 564.11 140.40 704.52 Cost 702.02 140.40 70.20 912.63 Cost 225.18 225.18  Estimate Summary Admin Cost for FY2 22/238 & 23/24  Accountant/Acct? Tech: HostA Admin Cost-2 2602,2 23/24-24/25 Code Enforcement: HostA Admin Cost2 2603,2 23/24-24/25 Estimate Audit Cost Actual, FY2 23/24-24/25  1,699.84 2,318.09 11,600.00 15,617.92  TotalCost  Summary Retention: for Cost: 23/24&2 24/25  Administration FeesR Received(7%) FY22/23  Administration FeesR Received/32.07*4) FY23/24  7% 01 $ laz $ Q3 $ Q4 $  AmountRetained 21,393.79 $ 1,497.57 19,242.50 $ 1,346.98 21,040.62 $ 1,472.84 21,757.72 1,523.04 83,434.63 5,840.42 TheR Retained 19.16%0 Cost 81.528.95 s 15,620.95 Percentage% % Est.A Amountt tobe Distributed 11.00% $ 15.00% $ 74.00% $ 100% $  55685. Q1 Q2 Q3 Q4  moumtRetained 20,824.46 $ 1,457.71 7%a admin feer retained 19,022.01 1,331.54 7%a adminf feer retained 21.300.24 1,491.02 79a adminf feer retained 20,382.24 11,338.64 Average based on QTR: 1-3AVG:2 20382.24 81,528.95 15,618.91  Projection (1-Yr)T Total Building &Safety, CodeE Enforcement, 001-2603-461-6650 AVAA Account (Audit), Audit Costl Information: 1. CurrentA Audit Costl Increase: 2.ExpectedF Future Audit Costi Increases: RequestedDetails: 1.BudgetA Adjustment Proposal Purpose: integrity ofour Administration  NOTE: Would have been 19.16%f fort the yearif thatp percentagev wasr since But wer retained7 7%f for QTR1 3,soV needt tor retain55.63%f for Quarter4ton make up thec difference  1,699.84 2,318.09 11,600.00 15,617.92  a: Audit Cost increasedf for Fiscaly Vears2 2020/21 and2 2021/22: 235% a. AnticiptedA Audit Costl Increase forF Fiscaly Vears2 2022/23 and2 2023/24: 5%-10% b:E EstimatedB Budgeti IncreaseR Required: 55,63% (tobed collectedv withinf finalq quarterc offi fiscaly year2 23/24) c.AnticipatedA Audit Costl Increasef forF Fiscaly Years 2024/25 and2 2025/26: 10% b.Collectb budgeti increasev within oney yeart tor managet thei impacte effectively.  a.Increaset theb budgetb by5 55.63%f fort ther remaining quartert toc cover thea anticipateda audite expensesf for Fiscal Years 2022/23 and2 2023/24. c.Wea anticipatet thep percentage increaset tod dropt to 10-11%f forf futurea auditso covering Fiscaly Years2 2024/25a and2 2025/26. Thep purpose oft thisr requesti istoe ensurea adequatef fundingf ford oura audit, maintaining compliance, transparency: andt thec overall