REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
April 29, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Program Supplement Agreements to Master Agreement for Emergency Relief Funds for the February and March 2023 Extreme Weather
End
RECOMMENDATION(S)
Recommendation
1. Approve Program Supplement Agreement No. F165 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $138,549 of federal Emergency Relief funds as reimbursement for the $138,549 in costs for the restoration of National Trails Highway at Wild Wash, in the Helendale area, for the term of April 29, 2025 through June 30, 2029.
2. Approve Program Supplement Agreement No. F166 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $42,900 of federal Emergency Relief funds as reimbursement for the $42,900 in costs for the restoration of Arrowhead Villa Road, in the Lake Arrowhead area, for the term of April 29, 2025 through June 30, 2029.
3. Approve Program Supplement Agreement No. F167 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $110,000 of federal Emergency Relief funds as reimbursement for the $110,000 in costs for the restoration of Burnt Mill Road, in the Lake Arrowhead area, for the term of April 29, 2025 through June 30, 2029.
4. Approve Program Supplement Agreement No. F168 to Master Agreement No. 08-5954F15 with the State of California Department of Transportation, which allocates $38,720 of federal Emergency Relief funds as reimbursement for the $38,720 in costs for the restoration of Cottage Grove Road, in the Lake Arrowhead area, for the term of April 29, 2025 through June 30, 2029.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost) and will allow the County to receive $330,169 in federal Emergency Relief (ER) funds to reimburse the Road Operations budget (6650002000) for expenditures resulting from the February 2023 storm event in the Helendale and Lake Arrowhead areas as detailed below:
|
Disaster Location |
Program Supplement Allocation |
|
National Trails Highway |
$138,549 |
|
Arrowhead Villa Road |
$42,900 |
|
Burnt Mill Road |
$110,000 |
|
Cottage Grove Road |
$38,720 |
|
Total |
$330,169 |
Reimbursable costs include debris removal and road repairs caused by damage from heavy rains and snow.
BACKGROUND INFORMATION
In February 2023, an extreme weather event, resulting in severe winter storms, struck various portions of the county, causing damage to roads and highways. National Trails Highway at Wild Wash in the Helendale area sustained damage from floods that clogged pipe culverts, eroded shoulders, and undermined the edge of the pavement. Debris removal and repairs were completed on National Trails Highway in March 2023.
Following historic snowfall, both Arrowhead Villa Road and Cottage Grove Road in the Lake Arrowhead area developed cracking along edges of mountain roadways, posing a risk of sections breaking off. Repairs and repaving along the edge of Arrowhead Villa Road and Cottage Grove Road were completed in May 2023 and July 2023, respectively.
Burnt Mill Road in the Lake Arrowhead area also sustained edge cracking and sink holes following the storm. Due to the snowfall, pavement distress evaluation was performed to assess damages and road repairs were ultimately completed in December 2023.
In accordance with Agreement No. 16-578 (Master Agreement No. 08-5954F15), approved by the Board of Supervisors on July 26, 2016 (Item No. 29), approval of a Program Supplement Agreement with the State of California Department of Transportation (Caltrans) is required for each specific Project and prior to the County invoicing for reimbursement of costs associated with the Project. The Program Supplement Agreement establishes special covenants as a condition for the local agency to receive federal aid through the State for a designated project. The Program Supplement Agreement also identifies the type of funds available for reimbursement.
This action meets the County’s and the Chief Executive Officer’s goals and objectives of working cooperatively with Caltrans to ensure that the Program Supplement Agreements are executed in accordance with Caltrans guidelines to receive reimbursement for the 2023 February/March extreme weather event and severe winter storm repair costs.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on March 18, 2025; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on April 10, 2025; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on April 14, 2025.