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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
OR\G\NAL
Subject: Resolution of the Mayor
and Common Council of the City of San
Bernardino ratifying application under the
Mobile Source Air Pollution Reduction
Review Committee by 2003-04 Local
Government Match Program
From: Lynn Merrill, Director
Dept: Public Services
Date October 21 , 2004
Meeting Date: November 15, 2004
12/17/03
01 /05/04
1 0/26/04
Reviewed and authorized by Special Grants Ad Hoc Committee -
Reso 2004-2 Endorsed application under MSRC
Reviewed and authorized by Grants Ad Hoc Committee -
Recommended Motion:
Adopt resolution
~it!f:!!
Contact person Lynn Merrill, Director
Phone:
5140
Supporting data attached:
Ward:
FUNDING REQUIREMENTS:
Amount: Total Project: $115,635.30
Grant FundsJ 40,000
$ 75,635.30
City Portion: $75,635.30
635-341-5701
Motor Vehicles
Finance:
Council Notes:
'Rc~ -oitL(:O'\ <3~-1
11/15'/~r
Agenda Item No. ~
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino ratifying
application under the Mobile Source Air Pollution Reduction Review Committee by 2003-
2004 Local Government Match Program.
Background:
The Public Services Department is requesting ratification of the attached grant
application for the Mobil Source Reduction Committee (MSRC) Local Government
Match Program Grant. The purpose of this grant is to provide funds to local jurisdictions
to assist in the purchase of alternative fuel vehicles. The MSRC Local Government
Match Program has a maximum allowable amount of $10,000 per vehicle.
Staff identified four vehicles that meet the City's criteria for vehicle replacement and
could be replaced by alternative fuel versions. It is proposed that grant funds be used
towards the purchase two F-150 Ford Pick-ups that will replace existing Fleet Division
pick-ups, one Chevrolet 2500 Pick-up will replace a Parks and Recreation vehicle and
one F-150 will replace a Public Services Street Division vehicle. Funds for these
vehicles are available in the current vehicle replacement budgets.
The total project amount is $115,635.30 for the purchase of four vehicles. If approved,
the grant funds will provide $40,000 reimbursement towards this purchase. Due to time
constraints, the grant application for these vehicles was submitted to the MSRC by
September 24, 2004.
Since the time of the grant application, it has come to staffs attention that the Ford
Motor Company is discontinuing the manufacture of the "Super Ultra-low Emission
Vehicles" (SULEV) F-150 Ford Pick-Ups. However, a limited number of these vehicles
are still available at Wondries Automotive at this time. Due to the specialized nature of
alternative fueled vehicles, staff is recommending the City proceed with the purchase of
three F-150 Fords, along with one Chevrolet 2500 Pick up, from Wondries Automotive
before this grant is approved. This action is necessary to comply with the South Coast
Air Quality Management District Rule 1191, which mandates the purchase of alternative
fuel vehicles, and to be assured of delivery. AQMD is also aware of the issue. Staff is
preparing a separate agenda item authorizing this purchase.
Financial Impact:
The estimated cost for these vehicles is $115,635.30; the grant funds would provide a
reimbursement of $40,000 towards the purchase with the remaining $75,635.30 being
paid from the Fleet Division Vehicle Replacement Account No. 635-341-5701.
Recommendation:
Adopt resolution
CITY OF SAN BERNARDINO
PUBLIC SERVICES DEPARTMENT
INTER-OFFICE MEMORANDUM
TO: Grants Ad Hoc Committee
FROM: Lynn Merrill, Director~( J('-AU<<'"
DATE: October 12, 2004
SUBJECT: Mobil Source Reduction Committee Local Government
Match Program Grant Application
COPIES: Fred Wilson, City Administrator
Don Johnson, Fleet Manager
The Public Services Department is requesting authorization to submit the attached grant application for
the Mobil Source Reduction Committee (MSRC) Local Government Match Program Grant. The
purpose of this grant is to provide funds to local jurisdictions to assist in the purchase of alternative fuel
vehicles. City staff is authorized to apply for MSRC funding on behalf of the City of San Bernardino
under the FY2004jOS Local Government Match Program AB2766 in the total amount of $40,000
towards the purchase of four CNG pickup trucks.
The MSRC Local Government Match Program has a maximum allowable amount of $10,000 per vehicle.
The City has identified three F-1S0 Ford CNG pick up trucks and one GM CNG Standard Cab
Silverado that meet the City's criteria for vehicle replacement. Two of the F-1S0 Ford Pick up trucks will
be replacing fleet vehicles, one F-1S0 Ford Pick Up will be replacing a Street Division truck and the GM
Silverado will be replacing a Parks and Recreation vehicle; all vehicles to be replaced are on the Vehicle
Replacement list.
Purchase of the vehicles will be through Wondties Ford of Alhambra, California as they specialize in and
are a certified alternative fuel dealer for various brands of AF-vehicles. They approached the City about
having their full-time grant writer prepare this grant at no cost. Staff repeatedly has requested that the
local Ford dealer obtain similar certification but have been advised that there was not enough market in
order to make the investment necessary to become certified as an alternative-fueled vehicle dealer. If the
City is successful in obtaining this grant, the City retains the right to reject the grant after award and that
staff would prepare and submit a separate agenda item authorizing purchase of these vehicles at a later
date.
A resolution authorizing submission of this grant will be prepared and presented to the Mayor and
Common Council as soon as authorized by the MSRC.
lJ
......-'"
PLBLIC SER\"(CES DEPARTMENT
FLEET DIVISION
0",> JUIL"SO'> - FLEET l\IA:'OACER
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San Rel'Ual'( tno
,~2 :'i.:;:...~. S:0rr.l \\";iY . San B.:rnardino' CA 92408
909.384.5220' Fax: 909.384.5013
lliww.ci.san -bernardino.ca.us
:>1;
September 24, 2004
MSRC Contracts Administrator
South Coast Air Ql\ality Management District
21865 East Copley Dr.
Diamond Bar, CA 91765
Dear Sirs:
.
Please accept this application from the City of San Bernardino to participate in the MSRC
Local Government Match Program. Be assured that this city fully supports the goals of clean
air and a healthier environment made possible through organizations like the MSRC.
This application includes a request for vehicle funding totaling $40,000 for meeting fleet rule .
1191 & I 196 to which the City is currently planning to meet. Enclosed please find all the .
required documents as stated in your Local Government Match Program Announcement and
Application. This application has been reviewed and is fully supported by the City of San
Bernardino's City Council. and a Council resolution will be forwarded with notice of award.
Should you have any questions concerning this proposal please contact me at the following
number (909) 384-5220.
Sincerely,
Don W. Johnson
Fleet Manager
· REFUSE AND RECYCLING · ENVIRONMENTAL PROJECTS. SEWER AND STREET MAINI'ENANCE · FLEET
1l.B. ALTERNATIVE FUEL INFRASTRUCTURE APPLICATION FORMS
EXHIBIT A
APPLICANT INFORMATION
Implementation of New or Expanded Alternative Fuel Infrastructure
(Return this page as part of your Match Program application)
A. Please pro~ide the following applicant information in the space provided.
Applicant Name:
Address:
Contact Person:
Telephone Number:
E-Mail Address:
Title:
Fax #:
B. Please answer the folIowing questions:
YES NO
I. Are you submitting a Joint Application with other Cities/Counties? 0
2. If"Yes", are you authorized to act of behalf of all participants?
o
3. If "Yes", please provide the names of all other project participants.
Please designate if the other participants are public agencies or
private entities:
Public
a)
b)
o
o
o
o
Private
o
o
c)
d)
4. [fyou answered "Yes" to questions 1 and 2, above, have you
attached a letter from each entity designating a lead agency and
authorizing that agency to act on behalf of the other participants?
.
I
r
o
o
YES NO
o
o
o
o
[I.D. VEH[CLE PCRCH.-\SE APPLICA T[O:\ FORMS
EXHIBIT A
APPLICANT fNFORMATION
Purchase of Medium and Heavy-Duty Alternative Fuel Vehicles
(Retun1 this page as part of your Match Program application)
A. Please provide the following applicant infonnation in the space provided.
Applicant Name:
Address:
City of San Bernardino
182 S. Sierra Way
San Bernardino. CA 92408
Don Johnson Title:
(909) 384-5220 Fax #:
johnson_ do@ci.san-bernardino.ca.us
Fleet Manager
(909) 384-5013
Contact Person:
Telephone Number:
E-Mail Address:
B. Please answer the following questions:
YES NO
1. Are you submitting a Joint Application with other Cities/Counties? 0
2. If"Ves", are you authorized to act of behalf of all participants?
x
o
o
3. If"Ves", please provide the names of all other project participants.
Please designate if the other participants are public agencies or
private entities:
Public Private
0 0
0 0
0 0
0 0
e)
f)
g)
11)
YES NO
4. If you answered "Yes" to questions 1 and 2, above, have you
attached a letter from each entity designating a lead agency and
authorizing that agency to act on behalf of the other parti~ipants?
:J
o
..
I
,
EXHIBIT B
PROJECT DESCRIPTIO;-';/STA TE)'lE\'T OF WORK
Purchase of Medium and Heavy-Duty Alternative Fuel Vehicles
(Return this page as part of your Match Program application only if you are applying for
alternative fuel vehicle match funding)
A. PROJECT DESCRIPTION: Describe the proposed alternative-fuel vehicle purchase(s). For each
vehicle to be purchased. please provide the following information. at a minimum: a) vehicle
manufacturer and model; b) fuel type; c) engine manufacturer, model number or engine family
series. and horsepower; d) gross vehicle weight; and e) primary location(s) for vehicle fueling.
(Attach extra sheets as necessary).
The City of San Bernardino intends to purchase (3) three Ford F-150 dedicated CNG pickup
trucks and (1) one GM Standard Cab Silverado. The Fords utilize the 5.4 liter 195 HP V-8
engine that is CARB certified at .5 grams of NOx per brake horsepower. The GM Pickup
uses a 5.7 225 HP V-8 engine certified at 1.5 grams of NOx per brake horsepower. The
GVW on the Ford pickups is 7,700 lbs, while the weight on the GM pickup is 8,200 lbs. The
vehicles will refuel at the new CNG station to be built next year with both a fast fill and time
fill capability. These vehicles will be used for street maintenance within the City's limits. .
YES NO
1. Do all vehicles satisfy the requirements specified in Section I.E.2? )( 0
2. Total Number of Medium Duty Vehicles: 4
3. Total Number of Heavy Duty Vehicles: _
\.:
..
.
i .
EXHIBIT C
PROJECT BUDGET
Purchase of Mediul11 and Heavy-Duty Alternati\'e Fuel Vehicles
(Retum this page as part of your Match Program application only if you are applying for
alternative fuel vehicle match funding)
A. Please provide your Current Unallocated Subvention Fund Balance: $
[3. Please provide the following Alternative Fuel Vehicle Purchase Cost by Category Information:
PROJECT COSTS BY FUNDING CATEGORY
AMOUNT
I. AB 2766 SUBVENTION FUNDS APPLIED TO ALL VEHICLE
PURCHASES FROM EXISTING UNALLOCATED BALANCE:
$ .
2. AB 2766 SUBVENTION FUNDS APPLIED TO ALL VEHICLE
PURCHASES FROM FUTURE YEAR ALLOCATION (FY 2005/2006):
$
3. LOCAL FUNDS APPLIED TO ALT-FUEL VEHICLE PURCHASE~
(e.g. MEASURE A, MEASURE C):
$ 75.635.30
4. TOTAL AB 2766 SUBVENTION FUNDS AND LOCAL FUNDS
APPLIED TO MEDIUM AND HEAVY-DUTY VEHICLE PURCHASES
(SUM OF LINES 1,2, AND 3): $ 75.635.30
5. AMOUNT OF MSRC MATCH FUNDING REQUESTED FOR MEDIUM
DUTY VEHICLE PURCHASE (100% MATCH, I.E., $1 FOR $1 MATCH
UP TO $10,000 PER VEHICLE): $ 40.000
6. AMOUNT OF MSRC MATCH FUNDING REQUESTED FOR HEAVY
DUTY VEHICLE PURCHASE (100% MATCH, I.E., $1 FOR $1 MATCR
UP TO $20,000 PER VEHICLE):
$
7. ADDITIONAL PROJECT CO-FUNDING FROM OTHER SOURCES:
$
8. TOT AL PROJECT COST:
$ 115.635.30
c. Please list all funding sources other than AB 2766 Subvention Funds or MSRC Match Funds:
NON-AB 2766/MSRC FUNDING SOURCES
AMOUNT
a)
$
b)
$
c)
$
TOTAL "OTHER" PROJECT CO-FUNDING:
$
.
1
EXHIBIT C
PROJECT BUDGET - Continued
Purchase of Medium and Heavy-Duty Alternative Fuel Vehicles
(Return this page as part of your Match Program application only if you are applying for
alternative fuel vehicle match funding)
D. Please list all vehicle purchase project costs by Cost Element.
MEDIUM DUTY VEHICLE PURCHASE COSTS (PLEASE LIST EACH VEffiCLE
INDIVIDUALL Y):
1.
2.
3.
4.
F-150 Ford Pickup $
F-150 Ford Pickup $
F-150 Ford Pickup $
GM 2500HD Pickup $
TOT AL MEDIUM DUTY VEHICLE PURCHASE COSTS:
,
26.670.10
26.670.10
26.670.10
35.625.00
$ 115.635.30
HEA VY DUTY. VEHICLE PURCHASE COSTS (PLEASE LIST EACH VEffiCLE
INDIVIDUALLY):
1.
2.
3.
4.
5.
$
$
$
$
$
TOTAL HEAVY DUTY VEHICLE PURCHASE COSTS:
$
DIRECT LABOR COSTS:
1. LABOR HOURS x $/HOUR = $
2. LABOR HOURS x $/HOUR ':" $
TOTAL DIRECT LABOR COSTS: $
OTHER DIRECT COSTS, INCLUDING SUBCONTRACTORS:
1.
$
TOTAL OTHER DIRECT COSTS: $
ADMINISTRATIVE COSTS:
$
TOTAL PROJECT COST:
$ 115.635.30
PLEASE NOTE THAT THE TOTAL PROJECT COST REFLECTED IN SUBSECTIONS B AND D,
ABOVE, SHOULD BE CONSISTENT.
..
i~
EXHIBIT D
PROJECT Iy!PLEy!ENTA TION SCHEDULE
Purchase of Medium and Hea\"y-Duty Altemative Fuel Vehicles
(Retum this page as part of your Match Program application)
Please provide, either in the space outlined below or separate attached sheet, a Milestone Schedule for
your proposed Match Program project. The schedule should include anticipated start and completion
dates for each task, activity, or milestone identified in Exhibit B, "Project Description/Statement of
Work".
The fom141t requirements for the Project Implementation Schedule are flexible. A template is provided
below:
PROJECT MILESTONE START DATE COMPLETIO
Example: Task 1 - Vehicle Delivery & Ac Authority to Proceed (A TP A TP + 3 months
..
Testing... month
"'--~---- ~----_. f--._....... .... ........---..- ----.-.-...---...--
Task 1 - Sign cont~act for funding sources A~~?!i~~...~_.~rocee~_~~T~~ ATP
-------.---.-........----.--
Task 2 - Prepare and issue bid package for vel ATP+ I months ATP+ 1 months
.. ---.-.. ~------..._._.
Task 3 - Evaluate bids for vehicles and make l ATP+ 1.5 months A TP + 1.5 months
----.-.--.---------.---.-.-....
Task 4 - Receive CNG Vehicles into service A TP + 7 months A TP + 7 months
. ----..- -.----- _....._....._.._m "-.-".-.-.- ---------
-..-............-......-.....------.-.---- 1--.--..---. .-.-.-.--
-"'-"--'--'--~
. --.... -.----.--- -
---...--....
If a separate milestone schedule is attached, please label the attachment "Exhibit D: Project Milestone
Schedule" and include in your application package.
EXH[BIT E
PROJECT [y[PLEMENTA T[O;-; DATA
Purchase of Medium and Heavy-Duty Alternative Fuel Vehicles
(Return this page as part of your Match Program application only if you are applying for
alternative fuel vehicle match funding)
A. The MSRC Technical Staff will estimate the emissions reductions attributable to the deployment
of new alternative fuel medium and heavy-duty vehicles. Applicants are not required to perfonn
emissions reduction calculations as part of their application. However, to assist the MSRC in
assessing the air quality benefits of your project. please provide the following information for each
medium/heavy-duty vehicle described in Exhibit 8, Part 2b. Section A. Complete the Table below
or attach a separate sheet
a. Vehicle make and model;
.
b. Fuel Type (CNG, LNG, LPG, etc.);
c. Engine model, including horsepower;
d. Estimated vehicle life;
e. Vehicle duty cycle (i.e., trash collection, local delivery, etc.)
f. Annual mileage within the geographical jurisdiction of the South Coast Air District; 'or
g. Annual hours of engine operation within the geographical jurisdiction of the South Coast
Air District.
;~~ a b c d e f g
.. Engine Mode Vehicle Life Annual' Annual HOl
;'2: Vehicle Make & N Fuel Type Vehicle Duty C
Horsepower (years) Mileage Operation
FORD F-150 CNG 5.4L V-8 8 Maint. Trucks 10,000 1,200
PICKUP 195 HP
FORD F-150 CNG 5.4L V-8 8 Maint. Trucks 10,000 1,200
PICKUP 195 HP
~MH__ Maint. Trucks 10,000 1,200
FORD F-150 CNG 5.4L V-8 8
PICKUP 195 HP
GM Reg Cab CNG 5.7 V-8 8 Maint. Trucks 10,000 1,200
Silverado Pickup 225 HP
-
~;:Y' 'ot San B-~rnar.jino
~1~n:31 ~~sc'Jrc~:; I RI::X Mii"agt:;n~n: [;j.....s ,''"':,
30J N. '0' .5craet
San Serr:ardiI1(;. C' A 92418
_ir,:lea Livingston
Dired..;r, l-1uman R6SCur;;u::l
Fred Wilson
City Administrator
CERTIFICATE OF INSURANCE
OR SELF.INSURANCE
In the event of cancellation of the sell.insura'1ce programs or policies designated below, it is the intent of the
City of San Bernardino to mail 30 days' prior notice ther..o' to:
~ISRC Contracts Administrator
South Coast Air Quality Management District
21865 E. Copley Drive
Diamond Bar, California 91765
Th" City of San Bernardino certifies that the following sp.)t.;nsl:ra;,ce prcg' elr.s or insurance policies are in force:
The City of San Bernardino and the South Coast Air Quality Management
District are named as additional insured insofar as this certificate
is concerned.
.
COMPANY AND POUCY UMITS OF UABILITY .
TYPE OF COVERAGE POUCY NO. PERIOD Bodily Injury Property Dama..
Comprehensive
General Liability Self-insured in definite $1.000.000 Combined Single Limits
incl. Auto Liability
Excess Comprehensive
General Liability
incl. Auto Liability
R_._......
Workers
Compensatio" selt-insured indefinite statutory no coverage
0
T
H
E
R
This certificate is not valid unless countersigned by an authorized representative of the City of San Bernardino. Risk Management Division.
cc:
Linnea Livingston ~ C
Director of Human Resources
09/23/04 City of San Bernardino ~.L. ~ ..""'-
Date Authorized Representative ~,~ ..Sign........... r "-
. . . . . . . . ~~~ ,...u:., t'1r/. LCOI,.,)~
For information regardmg t~e above self-msurance pohcles. please contact Risk Management DIVISIOn at (9091384-5~08.
!' . (07/031
DRAFT
RESOLUTION NO. XXXXXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN BERNARDINO
ENDORSING APPLICATION UNDER THE MOBILE SOURCE AIR POLLUTION
REDUCTION REVIEW COMMITTEE BY 2004-05 LOCAL GOVERNMENT MATCH PROGRAM
WHEREAS, the City of San Bernardino desires to share in regional goals of cleaner air and
recognizes the value that clean air has in benefiting the health of City of San Bernardino's citizens,
attracting businesses, and improving the quality of life in City of San Bernardino: and
WHEREAS. the City of San Bernardino receives AB 2766 funds that are partially designated
for clean air projects: and
.
WHEREAS, several medium and heavy duty vehicles are needed by the City of San
Bernardino in the near future by the Beaches and Harbors Department, and an alternative fueling
station would be of'benefit to the City: and
WHEREAS, the Mobile Source Air Pollution Reduction Review Committee (MSRC) has_.
provided an opportunity to enhance the use of City of San Bernardino's AB 2766 funds through it's
FY2004- 05 Local Government Match Program,
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San
Bernardino does hereby resolve, determine, and find as follows:
Section 1. The City Council does fully support the use of CNG powered vehicles as
demonstration of the City's commitment to clean air.
Section 2. The City Council does fully support the concepts and plans for an alternative
fueling station as defined in the City's application for funding under said MSRC program, including
the project implementation schedule and all other elements.
Section 3. The City's staff is authorized to apply for MSRC funding on behalf of the
City of San Bernardino under the FY 2004 - 05 Local Government Match Program. AB2766
funds in the amount $190,000 have been identified to support the City's application are
hereby committed for this purpose.
APPROVED AND ADOPTED this the
ATTEST:
day of October. 2004.
City Clerk of the City of San Bernardino , City Supervisor of City of San Bernardino
I, , City Clerk for the City of San Bernardino, DO
HEREBY CERTIFY that Resolution No. was duly adopted by the City Council of
the City of San Bernardino and was approved by the City Supervisor at a regular meeting of
the City Council held on this the day of October, 2004, and that it was adopted by the
following vote to wit:
,NOES:
, ABSENT:
, ABSTAIN:
AYES:
, City Clerk
.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO ENDORSING APPLICATION UNDER THE MOBILE SOURCE
AIR POLLUTION REDUCTION REVIEW COMMITTEE BY 2003-04 LOCAL
GOVERNMENT MATCH PROGRAM
WHEREAS, the City of San Bernardino desires to share in regional goals of
cleaner air and recognizes the value that clean air has in benefiting the health of San
Bernardino's citizens, attracting businesses, and improving the quality of life in San
Bernardino: and
WHEREAS, the City of San Bernardino receives AB 2766 funds that are partially
designated for clean air projects: and
WHEREAS, several medium and heavy duty vehicles are needed by the City of
San Bernardino in the near future by the Public Services Department; and
WHEREAS, the Mobile Source Air Pollution Reduction Review Committee
(MSRC) has provided an opportunity to enhance the use of San Bernardino's AB 2766
funds through it's FY2003-04 Local Government Match Program,
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The City Council does fully support the use of CNG powered
vehicles as demonstration of the City's commitment to clean air.
SECTION 2. The City's staff is authorized to apply for MSRC funding on behalf
of the City of San Bernardino under the FY 2003 - 04 Local Government Match
Program.
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l/Lo. .30
/1 II ~/o/f
October 21 , 2004
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO ENDORSING APPLICATION UNDER THE MOBILE SOURCE
AIR POLLUTION REDUCTION REVIEW COMMITTEE BY 2003-04 LOCAL
GOVERNMENT MATCH PROGRAM
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
. 2004, by the
day of
meeting thereof, held on the
7 following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LONGVILLE
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2004.
day of
Judith Valles, Mayor
City of San Bernardino
Approved as to
Form and legal content:
JAMES F. PENMAN,
Cit~ 1::ey ~
By. 7,
()
October 21,2004