Agenda packet — Angels Camp City Council, June 6, 2023

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog • Angelscamp.gov

CITY OF ANGELS

CITY COUNCIL AGENDA
June 6, 2023
THIS MEETING WILL BE HELD AT ANGELS FIRE HOUSE, 1404 VALLECITO ROAD AND WILL BE OPEN TO PUBLIC.

In person public attendance will be available with limited seating. Seats are available on a first come, first served basis. Members of the public shall have the right to observe and offer public comment at the appropriate time. To view or participate in the meeting online, please use the following link:

JJoin on your computer, mobile app or room device
Click here to join the meeting
Meeting ID: 259 054 873 390
Passcode: NRF287
Download Teams | Join on the web
Or call in (audio only)
+1 209-662-6903,,253817460# United States, Stockton
Phone Conference ID: 253 817 460#
Find a local number | Reset PIN
Learn More | Meeting options
CITY COUNCIL appreciates your interest and encourages your participation. Regularly scheduled meeting are held the 1st and 3rd Tuesday of each month. The Agenda is divided into two sections:

CONSENT AGENDA: These matters include routine financial and administration actions and are usually approved by a single majority vote.

REGULAR AGENDA: These items include significant financial and administration actions of special interest, hearings and work sessions.

The numerical order of the items on this agenda is for convenience of reference. Items may be taken out of order upon request of the Mayor or Council Members. All questions shall be directed to the Mayor who, at his/her discretion, will refer to Staff.

Mayor Jennifer Herndon Vice Mayor Isabel Moncada
Council Members Gretel Tiscornia, Alvin Broglio, Caroline Schirato City Administrator Rebecca Callen City Attorney Doug White

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog • Angelscamp.gov
5:30 p.m. CLOSED SESSION

1. ROLL CALL

2. ADJOURN TO CLOSED SESSION
A. Public Employment Performance Evaluation (Gov. Code Section 54957) Title: City Administrator/Manager
6:00 p.m. REGULAR MEETING

1. ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. REPORT OUT OF CLOSED SESSION
A. Public Employment Performance Evaluation (Gov. Code Section 54957) Title: City Administrator/Manager

4. APPROVAL OF THE AGENDA AS POSTED (OR AMENDED)

5. PUBLIC COMMENT
The public may address the Council on any item of public interest not otherwise on the agenda that is within the jurisdiction of the city. No action may be taken. Matters to be addressed may be referred to City Staff or placed on a subsequent meeting Agenda. Speakers are limited to five minutes per person.

6. CONSENT AGENDA
A. Approve Draft Minutes of May 16, 2023, Rose Beristianos, City Clerk B. Approve Resolution No. 23-48, Solid Waste Parcel Fee Amendment, Rose Beristianos, City Clerk

7. REGULAR AGENDA
A. Adopt Resolution No. 23-49, Listing the Project to be Funded by SB1: Road Repair and Accountability Act, Michelle Gonzalez, Finance Director
B. Adopt Resolution No. 23-50, Purchasing Policy and Procedure Manual, Michelle Gonzalez, Finance Director C. Approve the City Administrator to Advertise a Request for Proposal for Planning Services, Rebecca Callen, City Administrator
D. Approve the City Administrator to Advertise a Request for Proposal for a Five (5) Year Rate Study and Prop 218 Consultant, Rebecca Callen, City Administrator

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog • Angelscamp.gov
E. Fire House Update, Rebecca Callen, City Administrator F. Proposed Budget For Fiscal Year July 1, 2023 to June 30, 2024, Rebecca Callen, City Administrator

8. ADMINISTRATION REPORT

9. COUNCIL REPORT

10. CALENDAR

11. FUTURE AGENDA ITEMS

12. ADJOURNMENT
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at City Hall 209-736- 2181. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title II) Materials related to an item on this Agenda submitted to the City Council after distribution of the Agenda packet are available for public inspection at City Hall at 200 Monte Verda Street Ste. B, Angels Camp, CA 95222 during normal business hours. The Agenda is also available on line at www.angelscamp.gov.

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog • Angelscamp.gov

DRAFT MINUTES CITY OF ANGELS

CITY COUNCIL AGENDA
May 16, 2023
THIS MEETING WILL BE HELD AT ANGELS FIRE HOUSE, 1404 VALLECITO ROAD AND WILL BE OPEN TO PUBLIC.

Join on your computer, mobile app or room device
Click here to join the meeting
Meeting ID: 259 054 873 390
Passcode: NRF287
Download Teams | Join on the web
Or call in (audio only)
+1 209-662-6903,,253817460# United States, Stockton
Phone Conference ID: 253 817 460#
Find a local number | Reset PIN
Learn More | Meeting options
CITY COUNCIL appreciates your interest and encourages your participation. Regularly scheduled meeting are held the 1st and 3rd Tuesday of each month. The Agenda is divided into two sections:

CONSENT AGENDA: These matters include routine financial and administration actions and are usually approved by a single majority vote.

REGULAR AGENDA: These items include significant financial and administration actions of special interest, hearings and work sessions.

Mayor (PRESENT) Jennifer Herndon Vice Mayor (PRESENT) Isabel Moncada Council Members Gretel Tiscornia (PRESENT) , Alvin Broglio (ABSENT), Caroline Schirato (PRESENT) City Administrator (PRESENT) Rebecca Callen City Attorney Doug White (Not asked to attend) 6A

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog • Angelscamp.gov
5:00 p.m. CLOSED SESSION

1. ROLL CALL

2. ADJOURN TO CLOSED SESSION
A. Conference with Real Property Negotiator
Property Location: APN: 060-010-024, -025
Angecy Negotiator: Rebecca Callen, City Administrator
B. Public Employment Performance Evaluation (Gov. Code Section 54957) Title: City Administrator/Manager
6:00 p.m. REGULAR MEETING

1. ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. REPORT OUT OF CLOSED SESSION
A. Conference with Real Property Negotiator
Property Location: APN: 060-010-024, -025
Agency Negotiator: Rebecca Callen, City Administrator
B. Public Employment Performance Evaluation (Gov. Code Section 54957) Title: City Administrator/Manager

ITEM A, DIRECTION GIVEN TO STAFF
ITEM B, TABLED TO 6/6/23 AS DRAFT CONTRACT

4. APPROVAL OF THE AGENDA AS POSTED (OR AMENDED)
ACTION: MOTION TO APPROVE THE AGENDA AS POSTED BY VICE MAYOR MONCADA, SECONDED BY COUNCIL MEMBER TISCORNIA, AND PASSED 4 YES, 1 ABSENT

5. PUBLIC COMMENT
NONE

6. CONSENT AGENDA
A. Approve Draft Minutes of May 2, 2023, Rose Beristianos, City Clerk B. Accounts Payable (AP) April Checks and Treasurer’s Report, Michelle Gonzalez, Finance Director ACTION: MOTION TO APPROVE THE CONSENT AGENDA BY COUNCIL MEMBER SCHIRATO SECONDED BY VICE MAYOR MONCADA AND PASSED 4 YES, 1 ABSENT

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog • Angelscamp.gov

7. REGULAR AGENDA
A. Presentation from Calaveras Visitors Bureau (CVB), Film Commission – MARTIN HUBERTY GAVE THE

PRESENTATION
B. Presentation from Cal-Waste – RUDY VACCAREZZA GAVE THE PRESENTATION C. PUBLIC NOTICE SECOND READING:

Ordinance 528 Amending Chapter 16.12 Changing the Expiration Dates and Extension Timelines for Tentative Maps in Accordance with the State Subdivision Map Act, Amy Augustine, City Planner I. Receive Staff Report - GIVEN
II. Open Public Hearing - OPENED
III. Receive Public Comment - NONE
IV. Close Public Hearing – CLOSED
ACTION: MOTION TO APPROVE ORDINANCE 528 BY COUNCIL MEMBER TISCORNIA AND SECONDED BY COUNCIL MEMBER SCHIRATO, PASSED 4 YES, 1 ABSENT
D. PUBLIC NOTICE SECOND READING:

Ordinance 529 Adding Chapter 17.05 (CEQA Guidelines) to the City of Angels Municipal Code (AMC), Amy Augustine, City Planner
I. Receive Staff Report - GIVEN
II. Open Public Hearing - OPENED
III. Receive Public Comment - NONE
IV. Close Public Hearing – CLOSED
ACTION: MOTION TO APPROVE ORDINANCE 529 BY MAYOR HERNDON, SECONDED BY VICE MAYOR MONCADA, PASSED 4 YES, 1 ABSENT
E. PUBLIC NOTICE SECOND READING:

Ordinance 530 Amending Chapter 17.42 (Special Planning) to Establish Permitted Uses in that Zone, Amy Augustine, City Planner
I. Receive Staff Report - GIVEN
II. Open Public Hearing - OPENED
III. Receive Public Comment - NONE
IV. Close Public Hearing – CLOSED
ACTION: MOTION TO APPROVE ORDINANCE 530 BY COUNCIL MEMBER SCHIRATO, SECONDED BY COUNCIL MEMBER TISCORNIA, PASSED 4 YES, 1 ABSENT

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog • Angelscamp.gov
F. PUBLIC NOTICE SECOND READING:

Ordinance 531 Amending Chapter 17.85 (Planning Commission Procedures) Relative to Agenda Content, Amy Augustine, City Planner
I. Receive Staff Report - GIVEN
II. Open Public Hearing - OPENED
III. Receive Public Comment - NONE
IV. Close Public Hearing – CLOSED
ACTION: MOTION TO APPROVE ORDINANCE 531 BY VICE MAYOR MONCADA, SECONDED BY COUNCIL MEMBER SCHIRATO, PASSED 4 YES, 1 ABSENT
G. Approve Resolution No. 23-45, Approving the Conceptual Designs for Gateway & Wayfinding Signs in Angels Camp and Approving a Letter of Intent to Sign a Maintenance Agreement for these Signs with the California Department of Transportation and Authorizing the City Administrator to Negotiate and Sign, Amy Augustine, City Planner
ACTION: MOTION TO APPROVE RESOLUTION NO. 23-45 FOR DESIGNS AND LETTER OF INTENT BY COUNCIL MEMBER SCHIRATO, SECONDED BY VICE MAYOR TISCORNIA, PASSED 4 YES, 1 ABSENT H. Approve Resolution No. 23-46, Declaring the Intention to Continue Assessments for Fiscal Year 2023-24, Preliminarily Approving Engineer’s Report, and Providing for Notice of Hearing on June 20, 2023, for the Landscaping & Lighting District No. 2 – Greenhorn Creek Assessment, Rebecca Callen, City Administrator ACTION: MOTION TO APPROVE RESOLUTION 23-46 AND NOTICE OF HEARING ON JUNE 20, 2023 BY VICE MAYOR MONCADA, SECONDED BY COUNCIL MEMBER SCHIRATO, PASSED 4 YES, 1 ABSENT I. Approval of Funding Amendment for the Booter Way Capital Project and Approve the Release of an Request for Proposal (RFP) for Construction, Rebecca Callen, City Administrator ACTION: MOTION TO APPROVE AMENDMENT AND RELEASE THE REQUEST FOR PROPOSAL BY COUNCIL MEMBER TISCORNIA, SECONDED BY COUNCIL MEMBER SCHIRATO, PASSED 4 YES, 1 ABSENT J. Approve Resolution No. 23-47, Temporary Increase of one (1) FTE Police Officer, Rebecca Callen, City Administrator
ACTION: MOTION TO APPROVE RESOLUTION 23-47 BY MAYOR HERNDON, SECONDED BY COUNCIL MEMBER TISCORNIA, PASSED 4 YES, 1 ABSENT

8. ADMINISTRATION REPORT – REBECCA CALLEN GAVE HER REPORT

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog • Angelscamp.gov

9. COUNCIL REPORT – ALL IN ATTENDANCE REPORTED OUT

10. CALENDAR – REVIEWED WITH CITY CLERK

11. FUTURE AGENDA ITEMS – REBECCA SPOKE ABOUT UPCOMING ITEMS, BUDGET, RFP, RATE STUDY, WATER THEFT

12. ADJOURNMENT
ACTION: MOTION TO ADJOURN THE MEETING AT 7:44PM BY COUNCIL MEMBER TISCORNIA, SECONDED BY VICE MAYOR MONCADA, PASSED 4 YES, 1 ABSENT
__________________________________
Jennifer Herndon, Mayor
__________________________
Rose Beristianos, City Clerk

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog - Angelscamp.gov
DATE: May 31, 2023
TO: City Council
FROM: Rose Beristianos, City Clerk
RE: SOLID WASTE MANAGEMENT PARCEL FEE AMENDMENT
RECOMMENDATION:

Adopt Resolution No. 23-48, consenting to a County resolution amending service charges imposed on improved real property within the incorporated area of the City of Angels Camp for the use of and/or ability to use the Calaveras County Rock Creek Landfill during fiscal year 2023/2024 BACKGROUND:

Residential, commercial and industrial parcels in the City of Angels Camp are charged a parcel fee for disposal of solid waste. This fee is collected by the County Tax Collector in the same time and manner as property taxes and as part of the regular Calaveras County secured tax roll billing system.

On June 8, 2021, The County Board of Supervisors rescinded ordinance 2510 and established a propertyrelated fee schedule by Resolution No. 20210608r061, which is in compliance with Government Code §25830. On June 27, 2023, the County proposes to amend the Resolution to increase the fees. Cities that rely on County disposal sites are required to consent to the annual resolution in order before the fees can be collected there and solid waste services provided to city residents.

DISCUSSION:

The City of Angels Camp will need to adopt a resolution every fiscal year consenting to the parcel fee amount to be in conjunction with the rate established by Calaveras County FINANCIAL IMPACT:

None
ATTACHMENTS:

Resolution No. 23-48
6B

CITY OF ANGELS

CITY COUNCIL
RESOLUTION No. 23-48

A RESOLUTION OF THE CITY OF ANGELS CITY COUNCIL TO APPROVE A SOLID WASTE PARCEL

FEE TO BE IN CONJUNCTION WITH THE RATE ESTABLISHED BY THE CALAVERS COUNTY BOARD

OF SUPERVISORS AND COLLECTED VIA THE COUNTY TAX COLLECTOR IN THE SAME MANNER

AS PROPERTY TAXES
WHEREAS,; Annually the Calaveras County Board of Supervisors establish by Resolution a Solid Waste Parcel Fee which is in accordance with Government Code Section 25830, and WHEREAS,; Government Code Section 25830 states that, on or before the first day of July of each calendar year, the board of supervisors of any county may, by resolution or ordinance, establish a schedule of fees to be imposed on land within the unincorporated area of the county and incorporated areas of the county where cities do not provide their own waste disposal
WHEREAS,; The City of Angels Camp will adopt an annual Resolution consenting to the Solid Waste Parcel Fee established by the Calaveras County Board of Supervisors, and WHEREAS,; The fees to be charged should conform to the costs established for the Solid Waste system established by the Calaveras County Board of Supervisors NOW, THEREFORE, BE IT RESOLVED, that the City of Angels City Council does hereby consent.

PASSED AND ADOPTED this 6th day of June, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
__________________________
Jennifer Herndon Mayor
_______________________
Rose Beristianos, City Clerk

HOME OF THE JUMPING FROG

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog - Angelscamp.gov
DATE: May 31, 2023
TO: City Council
FROM: Michelle Gonzalez, Finance Director
RE: FY 2023-24 RMRA FUNDING
RECOMMENDATION:

Adopt Resolution No. 23-49, Listing the Projects to be funded by SB1: The Road Repair and Accountability Act.

BACKGROUND:

On April 28, 2017, the Governor signed SB1: The Road Repair and Accountability Act of 2017. The new Act increases the per gallon gasoline excise taxes by 12 cents per gallon, increases the diesel fuel sales taxes by 20 cents per gallon, increases the vehicle registration fee based on the value, and adds $100 to the registration tax on zero emission vehicles. These new taxes will also be adjusted yearly for inflation.

These additional funds will be placed in the Road Maintenance and Rehabilitation Account (RMRA) managed by the State Controller and then apportioned by formula to eligible Cities and Counties.

DISCUSSION:

The RMRA objectives are to address deferred maintenance on local streets and roads, with an overall intent that the local agency is accountable for efficient investment of public funds to maintain local streets and to also be accountable to the people through the use of performance goals. To that end, the California Transportation Commission (CTC) issued an Annual Reporting Guideline that we must follow in order to receive funds. The guidelines require the City to do the following:

1. To receive RMRA funds from the controller, the City must submit to the CTC by July 1 a list of projects proposed to be funded with these funds and to include the project in the budget.

2. The City must sustain a Maintenance of Effort (MOE) by spending General Fund monies on the proposed projects. The City's MOE is $1,635 yearly.

3. A report to the CTC is required for each year RMRA funds are received and expended.

4. By July 1, 2024, the City must follow guidelines developed in the California Workforce Development Board that addresses participation and investment in, or partnership with, new or existing preapprenticeship training programs.
7A

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog - Angelscamp.gov
The types of projects that RMRA funds can be used for are Road Maintenance and Rehabilitation, Safety Projects, Railroad Grade Separations, Traffic Control Devices, and Complete Street Components. The type of project that the City is in most need of is the Road Maintenance and Rehabilitation. To prioritize these types of projects the City has been using the Pavement Management System, which looked at each road in the City and assessed a value or rating. This priority is used to select projects and that is still acceptable per the RMRA guidelines.

This years allocation is proposed to be expended on a Road Crack Sealer. This project will purchase a crack sealer equipment to maintain the roads. It is recommended to designate this project for the City’s RMRA funds for 2023-2024 in the projected amount of $295,775.

FINANCIAL IMPACT:

None

ATTACHMENTS

1. Resolution 23-49
RESOLUTION NO. 23-49
RESOLUTION ADOPTING A LIST OF PROJECTS FOR FISCAL YEAR 2023-24 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our City are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and
WHEREAS, the City of Angels Camp must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and WHEREAS, the City of Angels Camp, will receive an estimated $295,775 in RMRA funding in Fiscal Year 2023-24 from SB 1; and
WHEREAS, this is the seventh year in which the City of Angels Camp is receiving SB 1 funding and will enable the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and WHEREAS, the City has undergone a robust public process to ensure public input into our community’s transportation priorities/the project list; and WHEREAS, the City used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the communities priorities for transportation investment; and WHEREAS, the funding from SB 1 will help the City maintain and rehabilitate streets/roads throughout the City this year and substantial number of similar projects into the future; and WHEREAS, the 2020 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in an at-risk condition and this revenue will help us increase the overall quality of our road system and over the next decade will bring our streets and roads into a good condition; and

WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.

NOW, THEREFORE IT IS HEREBY RESOLVED, ORDERED AND FOUND by the City Council of the City of Angels Camp, State of California, as follows:

1. The foregoing recitals are true and correct.

2. The following list of newly proposed projects will be funded in-part or solely with Fiscal Year 2023-24 Road Maintenance and Rehabilitation Account revenues:

Project Title: Crack Sealing Roads
Project Description: Repair cracks on minor and major collector road systems in the City of Angels Camp
Project Location: City Streets: Major Collectors, and Minor Collectors Estimated Project Schedule: Start (09/23)– Completion (06/24) based on the component being funded with RMRA funds
Estimated Project Useful Life: 10 Years
PASSED AND ADOPTED by the City Council of the City of Angels Camp, State of California this 6th day of June, 2023, by the following vote:

Ayes:

Noes:

Absent:

Abstain:

Jennifer Davis-Herndon, Mayor
Rose Beristianos, City Clerk

HOME OF THE JUMPING FROG

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog - Angelscamp.gov
DATE: May 31, 2023
TO: City Council
FROM: Michelle Gonzalez, Finance Director
RE: PURCHASING POLICY AND PROCEDURE MANUAL
RECOMMENDATION:

Approve Resolution 23-50 City of Angels Purchasing Policy and Procedure Manual.

BACKGROUND:

They City has separate Purchasing Policies for Local, State and Federal purchasing guidelines. A policy is required to ensure that the City is adhering to statutes and designating the authority and purchasing limits to safeguard assets.

DISCUSSION:

The City has historically followed outdated procedures with low purchasing limits. An all-inclusive policy is needed to ensure that the City is adhering to statues and best practices for purchasing both State and Federal guidelines in one policy. An older policy exists that has been drafted with various versions to accommodate Federal guidelines for purchasing. However, that policy had no resolution or ordinance associated with it, had very low purchasing limits for Department Heads, and was mainly guidance for internal purchasing.

The adoption of this resolution and incorporation into our policies and practice ensures transparency and protection of City assets. The goal of these procurement policies is to ensure that materials and services are obtained in an effective manner and in compliance with the provisions of applicable federal statutes.

FINANCIAL IMPACT:

None

ATTACHMENTS

1. Resolution 23-50
7B

CITY OF ANGELS

CITY COUNCIL
RESOLUTION No. 23-50

A RESOLUTION OF THE CITY OF ANGELS CITY COUNCIL ADOPTING THE

PURCHASING POLICY AND PROCEDURE MANUAL
WHEREAS, the City has best practices for procurement with purchase limits; and WHEREAS, Procurement Procedures help establish comprehensive policies that are documents to follow both State and Federal procurement policies for purchasing; and WHEREAS, the City Council approved the Strategic Plan which includes adopting best practice policies related to financial operations; and
NOW, THEREFORE, BE IT RESOLVED, that the City of Angels City Council does hereby approve Purchasing Policy and Procedure Manual.

PASSED AND ADOPTED this 6th day of June 2023, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
__________________________
Jennifer Herndon, Mayor
_______________________
Rose Beristianos,
City Clerk

HOME OF THE JUMPING FROG

CITY OF ANGELS

PURCHASING POLICY AND PROCEDURE MANUAL
EFFECTIVE JULY 1, 2023
1 Table of Contents
Overview................................................................................................................................................. 2 Responsibility for Purchasing ................................................................................................................. 2 Code of Conduct in Purchasing .............................................................................................................. 2 Competition............................................................................................................................................ 2 Nondiscrimination Policy........................................................................................................................ 3 Procurement Procedures ....................................................................................................................... 3 Authorizations and Purchasing Limits.................................................................................................... 4 CALCards................................................................................................................................................. 4 Approved Vendors.................................................................................................................................. 4 Use of Purchase Orders.......................................................................................................................... 5 Extension of Due Dates and Receipt of Late Proposals.......................................................................... 5 Evaluation of Alternative Vendors ......................................................................................................... 6 Affirmative Consideration of Minority, Small Business, and Women-Owned Businesses..................... 6 Local Preference Policy for Services....................................................................................................... 7 Availability of Procurement Records...................................................................................................... 7 Provisions Included in All Contracts....................................................................................................... 8 Special Purchasing Conditions.............................................................................................................. 10 Vendor Files and Required Documentation ......................................................................................... 10 Procurement Grievence Procedure...................................................................................................... 10 Receipt and Acceptance of Goods........................................................................................................ 10 City Contracts ....................................................................................................................................... 11 Credit Card Procedures ........................................................................................................................ 11 City of Angels
Purchasing Policy and Procedure Manual
2 Overview
THE POLICIES DESCRIBED IN THIS SECTION APPLY TO ALL PURCHASES MADE BY THE CITY OF ANGELS.

The City of Angels requires the practice of ethical, responsible, and reasonable procedures related to purchasing, agreements and contracts, and related forms of commitment. The policies in this section describe the principles and procedures that all staff should adhere to in the completion of their designated responsibilities.

The goal of these procurement policies is to ensure that materials and services are obtained in an effective manner and in compliance with the provisions of applicable federal statutes and grant requirements.

Responsibility for Purchasing
All department heads or their designees shall have the authority to initiate purchases on behalf of their department, within the guidelines described here. Department directors shall inform the Accounting Department of all individuals that may initiate purchases or prepare purchase orders. The Accounting Department shall maintain a current list of all authorized purchasers within the accounting software security.

The Accounting Department shall be responsible for processing purchase orders. The City Administrator has approval authority over all purchases and contractual commitments and shall make the final determination on any proposed purchases where budgetary or other conditions may result in denial.

Code of Conduct in Purchasing
Ethical conduct in managing the City's purchasing activities is absolutely essential. Staff must always be mindful that they represent the city and share a professional trust with other staff. • Staff shall discourage the offer of, and decline, individual gifts or gratuities of value in any way that might influence the purchase of supplies, equipment, and/or services. • Staff shall notify their immediate supervisor if they are offered such gifts. • No officer, council member, employee, or agent shall participate in the selection or administration of a vendor if a real or apparent conflict of interest is involved. Such a conflict would arise if an officer, council member, employee or agent, or any member of his or her immediate family, his or her spouse or partner, or a city that employs or is about to employ any of the parties indicated herein, has a financial or other interest in the vendor selected. • Officers, council members, employees, and agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from vendors or parties to sub-agreements. • Unsolicited gifts with a value of $50 or more must be disclosed. Local officials and employees are prohibited from accepting gifts totaling more than $470 in a calendar year.

Competition
In order to promote open and free competition, purchasers will:
• Be alert to any internal potential conflicts of interest. 3 • Be alert to any noncompetitive practices among contractors that may restrict, eliminate, or restrain trade.
• Not permit contractors who develop specifications, requirements, or proposals to bid on such procurements.
• Award contracts to bidders whose product or service is most advantageous in terms of price, quality, and other factors.
• Issue solicitations that clearly set forth all requirements to be evaluated. • Reserve the right to reject any and all bids when it is in the City’s best interest.

Nondiscrimination Policy
All vendors or contractors who are the recipients of City funds or who propose to perform any work or furnish any goods under agreements with The City of Angels, shall agree to these important principles:

1. Vendors or contractors will not discriminate against any employee or applicant for employment because of race, religion, color, sexual orientation, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the vendors or contractors.

2. Vendors or contractors agree to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for meeting the intent of this section.

Procurement Procedures
The following are The City of Angels’ procurement procedures:

1. The City of Angels shall avoid purchasing items that are not necessary for the performance of the activities required by a federal award.

2. Where appropriate, an analysis shall be made of lease and purchase alternatives to determine which would be the most economical and practical procurement for the federal government.

This analysis should only be made when both lease and purchase alternatives are available to the program.

3. Some form of cost or price analysis shall be done for every procurement action. Price analysis may be made in various ways, including comparison of price quotations submitted or market prices. Cost analysis is the review and evaluation of each element of cost to determine reasonableness, allocability, and allowability.

4. Documentation of the cost and price analysis associated with each procurement decision shall be retained in the procurement files pertaining to each federal award.

5. The City of Angels shall make all procurement files available for inspection upon request by a federal awarding agency.
4 6. All contracts with vendors shall require the vendor to certify in writing that it has not been suspended or debarred from doing business with any federal agency. (Alternatively, the City may research potential vendors on the Excluded Parties List at the GSA website [www.sam.gov].)
Authorizations and Purchasing Limits
All completed purchase orders must be signed by the preparer and approved by the Department Director and/or City Administrator. The following table lists required approval levels and solicitation processes:

Amount of Purchase Required Approvals Required
Solicitation
Required Documentation
< $3,500 • Authorized
Purchasing Agent
2 bids (oral, Internet) • Documentation of bids
received.
• How decision was made if
lowest price not used
$3,501 ≤ $10,000 • Authorized
Purchasing Agent
• Dept. Director
3 written bids
(Internet, written)
• Documentation of bids
received.
• How decision was made if
lowest price not used
$10,001 ≤ $50,000 • Authorized
Purchasing Agent
• Dept. Director
• City Administrator
3 written bids
(Request for Bids or
Request for
Proposals)
• Copy of RFB or RFP
• Proposal scoring grids
including who participated in
the scoring.
• Proposal and contract of
winning bid
> $50,000 • Authorized
Purchasing Agent
• Dept. Director
• City Administrator
• City Council
3 written bids
(Request for Bids or
Request for
Proposals)
• Copy of RFB or RFP
• Proposal scoring grids
including who participated in
the scoring.
• Proposal and contract of
winning bidder
The City Administrator is authorized to enter into any contract on behalf of The City of Angels. Contracts of $5,000 or less must be reviewed and approved by the Department Director and the Finance Director but do not require approval from the City Administrator. These policies shall also apply to renewals of existing contracts.

CAL Cards
Employees with a City issued CAL card can make the same types of purchases that are allowed by verbal purchase, that is materials, supplies or equipment up to $3,500. The CAL Card policies can be found in the Credit Card Policies of this manual.

Approved Vendors
The City of Angels encourages departments to develop lists of approved vendors that can be used throughout the year. The process to identify an approved vendor is as follows. 5 1. Develop a list of similar, commonly purchased items that can be acquired from a single vendor.

Examples are office supplies and classroom supplies.

2. Get cost estimates for the list in total, not for each item. Include shipping costs, if necessary.

3. Obtain 2 or 3 quotes, depending on the level of expected spending for the year.

4. Compare the quotes.

5. The vendors with the lowest prices, including shipping, will be approved for use during the year.

6. This process could result in multiple approved vendors if the prices are within 5% of each other.

This process should be repeated annually, with the approved list produced by June 15. Vendors may be added throughout the year, but all vendors will be reevaluated July 1.

Use of Purchase Orders
The City of Angels utilizes a purchase order system. A properly completed purchase order shall be required for each purchase decision (i.e., total amount of goods and services purchased, not unit cost) in excess of $500, with the exception of travel advances and expense reimbursements, which require the preparation of a separate form described elsewhere in this manual. A properly completed purchase order shall contain the following information, at a minimum:

1. Specifications or statement of services required.

2. Vendor name, address, point of contact and phone number.

3. Source of funding (if applicable)

4. Delivery or performance schedules

5. Delivery, packing, and transportation requirements

6. Special conditions (if applicable)

7. Net price per unit, less discount, if any

8. Total amount of order

9. Authorized signature

10. Date purchase order was prepared.

All purchase orders shall be recorded in a purchase order log in the accounting system. At the end of each accounting period, an aged outstanding purchase order report shall be prepared and distributed to each purchasing representative and the Finance Director. This list will determine which purchase orders can be closed or rolled forward to the next fiscal year.

Extension of Due Dates and Receipt of Late Proposals
Solicitations should provide for sufficient time to permit the preparation and submission of offers before the specified due date. However, an extension may be granted if a prospective offeror requests. 6 Vendor proposals are considered late if received after the due date and time specified in the solicitation.

Late proposals shall be marked on the outside of the envelope and retained, unopened, in the procurement folder. Vendors that submit late proposals shall be sent a letter notifying them that their proposal was late and could not be considered for the award.

Evaluation of Alternative Vendors
Vendors shall be evaluated on a weighted scale that considers some or all of the following criteria as appropriate for the purchase:

1. Adequacy of the proposed methodology

2. Skill and experience of key personnel

3. Demonstrated experience.

4. Other technical specifications designated by the department requesting proposals.

5. Compliance with administrative requirements of the request for proposal (format, due date, etc.)

6. Vendor’s financial stability

7. Vendor’s demonstrated commitment to the nonprofit sector

8. Results of communications with references supplied by vendor.

9. Ability/commitment to meeting time deadlines.

10. Cost

11. Minority- or women-owned business status of vendor

12. Other criteria (to be specified by the department requesting proposal) Not all of the preceding criteria may apply in each purchasing scenario. However, the department responsible for the purchase shall establish the relative importance of the appropriate criteria prior to requesting proposals and shall evaluate each proposal on the basis of the criteria and weighting that have been determined.

After a vendor has been selected and approved by the Department Director, the final selection shall be approved by others according to The City of Angels Camp’s purchasing approval policies.

Affirmative Consideration of Minority, Small Business, and Women-Owned Businesses Positive efforts shall be made by The City of Angels Camp to utilize small businesses, minority-owned firms, and women's business enterprises, whenever possible. Therefore, the following steps shall be taken:

1. Ensure that small business, minority-owned firms, and women's business enterprises are used to the fullest extent practicable.

2. Make information on forthcoming opportunities available and arrange time frames for purchases and contracts to encourage and facilitate participation by small business, minorityowned firms, and women's business enterprises.

3. Consider in the contract process whether firms competing for larger contracts tend to subcontract with small businesses, minority-owned firms, and women's business enterprises. 7 4. Encourage contracting with consortiums of small businesses, minority-owned firms, and women's business enterprises when a contract is too large for one of these firms to handle individually.

5. Use the services and assistance, as appropriate, of such Cities as the Small Business Administration and the Department of Commerce's Minority Business Development Agency in the minority-owned firms and women's business enterprises.

Local Preference Policy for Services
The City of Angels Camp recognizes that strategies that promote the use of local suppliers and services providers help create a sustainable economy and preserve local businesses. The use of local businesses helps retain local dollars within the community and strengthen employment.

It is the policy of the City to promote employment and business opportunities for local residents and firms on all contracts and give preference to local residents, workers, businesses and consultants to the extent consistent with the law and interests of the public. A Local Service Provider is defined as a business or consultant who has a valid physical address located within the City of Angles from which the supplier or consultant operates or performs business on a day-to-day basis, and holds a valid business license.
• Departments shall consider the locality of consultants or businesses and their sub-consultants when selecting providers for service contracts.
• For quantitative evaluations of proposal, the locality of the service provider shall be included in RFPS with an extra 5% percentage weighting for local service providers.

Exceptions to local preference policy:
• Services provided under a cooperative purchasing agreement. • Contracts which are funded in whole or in part by a governmental entity, and the laws, regulations, or policies governing such funding prohibit application of a local preference. • Contracts procured under authority which requires award to the lowest responsible bidder without an exception for a local preference criterion or which otherwise does not allow consideration of a local preference criterion.
• Contracts let under emergency or noncompetitive situations. • Services with an estimated cost of $5,000 or less.
• Application of the local business preference to a particular contract for which the Purchasing Agent is the awarding authority may be waived at the Council’s discretion.

Any supplier or consultant claiming to be a local business shall provide a signed declaration on a form provided by the Purchasing Agent. The Purchasing Agent shall not be required to verify the accuracy and shall have sole discretion to determine if a consultant meets the definition of “Local Business”. Any supplier falsely claiming to be a local supplier as defined above will be subject to debarment.

Availability of Procurement Records
The City of Angels Camp shall, on request, make available for the federal awarding agency, pre-award review and procurement documents, such as requests for proposals, when any of the following conditions apply:
8 • The process does not comply with the City of Angels Camp’s procurement standards. • The procurement is expected to exceed the federally-defined simplified acquisition threshold ($100,000) and is to be awarded without competition or only one bid is received. • The procurement exceeds the simplified acquisition threshold and specifies a “name brand” product.
• The proposed award exceeds the federally-defined simplified acquisition threshold and is to be awarded to other than the apparent low bidder under a sealed-bid procurement. • A proposed contract modification changes the scope of a contract or increases the contract amount by more than the amount of the federally-defined simplified acquisition threshold.

Provisions Included in All Contracts
The City of Angels Camp includes all of the following provisions, as applicable, in all contracts charged to federal awards (including small purchases) with vendors and subgrants to grantees:

1. Equal Employment Opportunity: All contracts shall contain a provision requiring compliance with E.O. 11246, “Equal Employment Opportunity,” as amended by E.O. 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and as supplemented by regulations at 41 CFR Part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”

2. Copeland “Anti-Kickback” Act (18 U.S.C. 874 and 40 U.S.C. 276c): All contracts and subgrants in excess of $2,000 for construction or repair awarded by The City of Angels Camp and its subrecipients shall contain a provision for compliance with the Copeland “Anti-Kickback” Act (18 U.S.C. 874), as supplemented by Department of Labor regulations 29 CFR part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States.” This Act provides that each contractor or subrecipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The City of Angels Camp will report all suspected or reported violations to the federal awarding agency.

3. Davis-Bacon Act, as amended (40 U.S.C. 276a to a-7): When required by Federal program legislation, all construction contracts of more than $2,000 awarded by The City of Angels Camp and its subrecipients shall include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 276a to a-7) and as supplemented by Department of Labor regulations (29 CFR part 5, “Labor Standards Provisions Applicable to Contracts Governing Federally Financed and Assisted Construction”). Under this Act, contractors are required to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in a wage determination made by the Secretary of Labor. In addition, contractors shall be required to pay wages not less than once a week. The City of Angels Camp will place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation and the award of a contract shall be conditioned upon the acceptance of the wage determination. The City of Angels Camp shall also obtain reports from contractors on a weekly basis in order to monitor compliance with the Davis-Bacon Act. The City of Angels Camp shall report all suspected or reported violations to the federal awarding agency.

4. Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333): Where applicable All contracts awarded by The City of Angels Camp in excess of $2,000 for construction contracts and 9 in excess of $2,500 for other contracts that involve the employment of mechanics or laborers shall include a provision for compliance with Sections 102 and 107 of the Contract Works Hours and Safety Standards Act (40 U.S.C. 327-333), as supplemented by Department of Labor regulations (29 CFR part 5). Under Section 102 of the Act, each contractor is required to compute wages of every mechanic and laborer on the basis of a standard workweek of 40 hours.

Work in excess of the standard workweek is permissible provided that the worker is compensated at a rate of not less than 1-1/2 times the basic rate of pay for all hours worked in excess of 40 hours in the workweek. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions that are unsanitary, hazardous, or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

5. Rights to Inventions Made Under a Contract or Agreement: Contracts or agreements for the performance of experimental, developmental or research work shall provide for the rights of the Federal Government and the recipient in any resulting invention in accordance with 37 CFR Part 401, “Rights to Inventions Made by Nonprofit City and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the award agency.

6. Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.), as amended: Contracts and subgrants of amounts in excess of $100,000 shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act, as amended (33 U.S.C. 1251 et seq.). Violations shall be reported to the federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

7. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): For all contracts or subgrants of $100,000 or more, The City of Angels Camp shall obtain from the contractor or subgrantee a certification that it will not and has not used federal appropriated funds to pay any person or City for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. 1352. Likewise, since each tier provides such certifications to the tier above it, The City of Angels Camp shall provide such certifications in all situations in which it acts as a subrecipient of a subgrant of $100,000 or more.

8. Debarment and Suspension (E.O.s 12549 and 12689): No contract shall be made to the parties listed on the General Services List of Parties Excluded from Federal Procurement or Nonprocurement Programs in accordance with E.O.’s 12549 and 12689, “Debarment and Suspension.” This list contains the names of parties debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or regulatory authority other than E.O. 12549. Contractors with awards that exceed the federally-defined simplified acquisition threshold ($100,000) shall provide the required certification regarding their exclusion status and that of their principal employees.

9. Remedies 2 CFR Part 215.48(a): All contracts in excess of the small purchase threshold fixed at 41 U.S.C. 403(11) ($100,000) shall contain contractual provisions or conditions that allow for 10 administrative, contractual, or legal remedies in instances in which a contractor violates or breaches the contract terms.

10. Termination 2 CFR Part 218.48(b): All contracts in excess of the small purchase threshold fixed at 41 U.S.C. 403(11) ($100,000) shall contain suitable provisions for termination by The City of Angels Camp, including the manner by which termination shall be affected and the basis for settlement. In addition, such contracts shall describe the conditions under which the contract may be terminated for default as well as conditions where the contract may be terminated due to circumstances beyond the control of the contractor.

Special Purchasing Conditions
Emergencies:

Where equipment, materials, parts, and/or services are needed, quotations will not be necessary if the health, welfare, safety, etc., of staff and protection of City property are involved. The reasons for such purchases will be documented in the procurement file.

Single Distributor/Source:

Sole source purchases will be made only when solicitation of multiple vendors is not feasible and one of the following conditions applies:
• The item or service is only available from one source. • The situation is an emergency.
• The awarding agency approves the purchase.
• Competition is deemed inadequate (insufficient bidders).

A cost/price analysis is required and approval from the funding agency may be required.

Vendor Files and Required Documentation
The Accounting Department shall create a vendor folder for each new vendor from whom The City of Angels Camp purchases goods or services.

The Accounting Department shall mail a blank Form W-9 to new vendors and request that the vendor complete and sign the W-9 (or provide equivalent, substitute information). Completed, signed Forms W-9 or substitute documentation shall be scanned and filed on the server.

Procurement Grievance Procedures
Any bidder may file a grievance with The City of Angels Camp following a competitive bidding process.

Once a selection is made, bidders must be notified in writing of the results. The written communication mailed to bidders must also inform them that they may have a right to appeal the decision. Information on the City’s appeal procedures must be made available to all prospective contractors, subgrantees or vendors upon request, including the name and address of a contact person.

Receipt and Acceptance of Goods
An employee of the City shall inspect all goods received. Upon receipt of any item from a vendor, the following actions shall immediately be taken:
11 1. Review bill of lading for correct delivery point.

2. Verify the quantity of boxes/containers with the bill of lading.

3. Examine boxes/containers for exterior damage and note on the bill of lading any discrepancies (missing or damaged boxes/containers, etc.).

4. Sign and date the bill of lading.

5. Remove the packing slip from each box/container.

6. Compare the description and quantity of goods per purchase order to the packing slip.

7. Examine goods for physical damage.

8. Count or weigh items, if appropriate, and record the counts on the purchase order.

This inspection must be performed in a timely manner to facilitate prompt return of goods and/or communication with vendors.

City Contracts
The City Atorney has developed a standard City contracts to use when acquiring products or services.

These contracts address the vendor’s and the City’s rights and responsibili�es, specific tasks to be performed, payment terms, and insurance requirements. Contact the City Clerk for recommended contract and insurance requirements.

Contract Forms – Indemnifica�on and Insurance Requirements The most commonly used contract forms are contracts, and the contract amendment form. The other forms listed are for more specialized services, such as hiring an instructor to teach tennis lessons (Instruc�onal Services Agreement) or to hire a band for a dance (Performing Arts Agreement). The level of poten�al risk to the City will determine the insurance requirements. Contact the Risk Management Administrator for insurance requirements before bidding and issuing a contract.

Comple�ng the Form
Although the contract is in a standard format, it is flexible enough to accommodate other nego�ated terms and condi�ons. The contract �tle should be updated to reflect the type of service and the name of the contractor or vendor whose services are being used. Standard payment terms are Net 30; however, you may be able to nego�ate a discount for earlier payment, such as 2% 10 Net 30, in which the City will receive a 2% discount for services if payment is made within 10 days.

Signatures
The standard contract form has three signature blocks for the consultant/contractor/vendor. When the contract provider is a corpora�on. On the City side, the City Administrator and City Atorney sign.

Contracts, change orders, and maintenance contract amendments over $30,000 require the City Administrator or designee to sign on behalf of the City Council.

If you substan�ally alter any of the sec�ons of a standard contract form, par�cularly for insurance requirements or payment terms, please forward the proposed agreement to the City Clerk for review. In some instances, a non-standard contract will also be forwarded to the City Atorney for approval.

Credit Card Purchases
WEX Fuel Card
Each City employee who is assigned a City of Angels vehicle is provided with a WEX Fleet Systems Fuel Card to fuel the vehicle, upon the approval of his/her department head. Purchases are restricted to fuel, 12 oil, and car washes for City vehicles only. Each Department has one card to sign out for employees to take for fuel only during out-of-town City business.

CAL Card Program
Introduc�on
The City of Angels uses a variety of methods for the purchase of goods and services. However, for small dollar purchases, processing an express or regular purchase order is not always cost-effec�ve or efficient. In addi�on, occasionally local suppliers refuse to accept either type of purchase order. To address this need, the State of California Department of General Services (DGS) developed a Master Service Agreement with U.S. Bank to provide VISA bank cards to State and local government employees as a payment method for small purchases of goods and/or services. This unique government credit card has the employee’s name embossed on it and is iden�fied as a State of California U.S. Bank VISA Card – also known as the “CAL-Card.”
The CAL-Card helps promote increased supplier/contractor acceptance, improves the �mely delivery of products and services, and reduces certain business-related costs. For example, using this card will centralize invoice processing and provide opportuni�es for greater efficiencies. This program has a 45- day payment cycle, along with rebates for early payment.

The CAL-Card program is not intended to, nor will it be used to, circumvent any exis�ng statutes, laws, or City of Angels procurement procedures and policies.

Basic Guidelines/Responsibili�es
The following CAL-Card policies and procedures establish guidelines for the use of the credit card by City.
of Angels employees. The Finance Department will be responsible for the overall coordina�on and administra�on of the program.

The person whose name appears on the card is the “Cardholder,” and is the only person authorized to purchase for the City of Angels with the card. The Cardholder must not, under any circumstances, permit the card to be used by another person. The security and correct use of the CAL-Card are the responsibili�es of the Cardholder and the Approving Official (whose roles and responsibili�es are defined in the following pages).

All Cardholders are assigned to an Approving Official, who must be either a supervisor, manager, or Director.

Purposes and Goals of the CAL-Card Program
• To provide an alterna�ve method for purchasing small dollar items • To reduce the administra�ve burden of processing numerous individual invoices • To expedite purchases of needed supplies and payments to suppliers • To capture savings through bank rebates for early payments • To promote overall opera�onal efficiency in the purchasing and accoun�ng processes CAL-Card Program Structure and Defini�ons
The City Administrator oversees the en�re CAL-Card program, including the administra�on and setup of new accounts, repor�ng, and payment processing.

The accountant is responsible for reviewing and impor�ng transac�ons into the financial system. 13 The Accoun�ng Department is responsible for reviewing accounts payable informa�on for accuracy prior to pos�ng for payment.

The Approving Official, o�en the cardholder’s direct supervisor, is responsible for reviewing and approving monthly statements for each employee under their supervision at the end of each monthly billing period. The Approving Official is responsible for ensuring that all cardholders’ monthly Statements of Account are reconciled and submited to Accounts Payable within the required �me period. The Department Head will appoint Approving Officials. A proba�onary employee may not serve as an Approving Official, except Directors
The Cardholder is a current regular employee who has been authorized to use the CAL-Card for Cityrelated business purchases. Cardholders are responsible for keeping records of each transac�on and must complete the monthly reconcilia�on within the �me frame determined by the Accoun�ng Department. The City Administrator can only issue a CAL-Card with authoriza�on from the employee’s Department Director.

Cardholder Responsibili�es
The CAL-Card program provides a number of unique controls that ensure the card can be used only for specific purchases and within specific dollar limits. In addi�on, each Cardholder must cer�fy all purchases, and the Approving Official must verify the cardholder’s statement before the bill is submited to the Accoun�ng Department.

Individual CAL-Card Controls
The CAL-Card has both the cardholder’s name and the City of Angels embossed on it. Only the cardholder is authorized to use the card. The CAL-Card has been specially designed to dis�nguish it from personal credit cards. While it works like a regular credit card, it may not be used for personal purchases.

Compliance with Purchasing Policies and Procedures
Cardholders must comply with the City of Angels Purchasing Policies and Procedures when using the CAL-Card. Use of this card is not to replace effec�ve procurement planning, and the card should never be used to split orders to circumvent established bidding and purchasing requirements. Each transac�on may be comprised of mul�ple items, but the total, including tax, cannot exceed the preestablished single purchase dollar limit. If the vendor does not collect sales and use tax on behalf of the State of California (CA) the total tax due should s�ll be considered as part of the purchase price in rela�on to bidding and purchasing limits. Any sales and use tax not collected at the �me of purchase will be paid directly to CA by finance staff and charged to the same program, fund, and object code of the purchase.

Reconciling Monthly Statements
A CAL-Card Cardholder’s Verifica�on of Monthly Statement form (log) has been developed to assist Cardholders with maintaining a monthly list of CAL-Card purchases. The cardholder should enter each transac�on and an appropriate account number on the log a�er each purchase. The log is designed to help with monthly review and verifica�on of all charges to help ensure �mely processing of the CAL-Card Statement of Account.

The City has established a billing cycle that runs from the 25th of one month through the 24th of the following month. The day a�er the close of each billing cycle, the cardholder can review their monthly Statement of Account on-line. A paper statement will be mailed to each cardholder a�er the 24th of each month.
14 Upon receipt of the monthly statement, the cardholder must:
• Verify the accuracy of all charges by comparing it with the CAL-Card log, note the appropriate program-fund, object and project/work order (when applicable) for each transac�on, print and sign the CAL-Card log
• Atach all itemized receipts and packing slips to the CAL-Card log • Note any disputed transac�ons and complete the Statement of Ques�oned Item form • Submit the CAL-Card log and all itemized receipts to designated Approving Official within five (5) working days
• Email an Excel version of the CAL-Card log to the Administra�ve Services Analyst The Accoun�ng Department is authorized to change this procedure as technologies change. If the Cardholder has purchased an item on the date the billing cycles closes, the purchase may be listed on the next month’s statement. If the cardholder has returned an item, the credit voucher should be included with the CAL-Card log on which the credit appears.

If unavailable to review the Statement of Account, forward all receipts and other suppor�ng documenta�on to Approving Official for proper review/verifica�on of purchases. The Approving Official will have to download the cardholder’s Statement of Account, code each transac�on, sign and forward the cardholder’s CAL-Card log and all itemized receipts to the Accoun�ng Department.

If the Approving Official or Accountant ques�ons a purchase, the Cardholder must be able to explain the nature and purpose of the purchase. If the cardholder cannot substan�ate that the purchase was necessary and for official use, the cardholder may be subject to disciplinary ac�on.

Missing Receipts
If the Cardholder does not obtain or loses the receipt, first contact the merchant to request a duplicate receipt. If a duplicate receipt cannot be obtained, the cardholder may be able to obtain a duplicate receipt from U.S. Bank Visa. If the cardholder is s�ll unable to obtain a duplicate receipt, complete a Missing Receipt Form and atach it to the CAL-Card log before forwarding it to Approving Official. The cardholder should not delay processing the monthly statement due to missing receipts.

Approving Official Responsibili�es
An Approving Official is a person in the organiza�on who approves cardholder purchases, verifies purchases are made only for official City use, and performs the following func�ons:
• Ensures CAL-Cards issued under their authority are used properly • Reviews and cer�fies reconciled CAL-Card logs to ensure receipts and documenta�on are in order • Ensures reconciled CAL-Card log, itemized receipts, and all appropriate documenta�on are received for each cardholder account
• Sign CAL-Card log indica�ng verifica�on and approval
• Forward each CAL-Card log to the Accoun�ng Department by the 10th of each month Departure of Employee
If an employee terminates employment with the city, the CAL-Card must be returned to the Approving Official prior to the last day of employment with the City. The Approving Official forwards the employee’s CAL-Card to the Accoun�ng Department who will cancel the card with U.S. Bank and destroy the CAL-Card.
15 If an employee is transferred to another department, the Cardholder’s Approving Official should no�fy the Accoun�ng Department of this change. In consulta�on with the new Department Head for the transferred employee, the Accoun�ng Department will determine if the employee con�nues to use the CAL-Card in their new department. If the Department Head in the new department decides that it is appropriate for the transferred employee to con�nue using a CAL-Card, the Accoun�ng Department will change the cardholder’s Approving Official.

Reques�ng a CAL-Card
All requests to par�cipate in the City’s CAL-Card Program shall be submited by the Department Head to the City Administrator for approval. The Department Head will complete and sign the Authoriza�on and Request for CAL-Card form, including appropriate dollar limits, transac�on limits. A�er U.S. Bank processes the card request, the Accoun�ng Department will receive and distribute all procurement cards. Each employee par�cipa�ng in the CAL-Card program will be required to complete and sign the Cardholder Agreement Form before receiving their card; this agreement will also be made part of the employee’s permanent personnel file.

Prohibited Uses
The State of California has excluded the purchase of certain products or services from the CAL-Card program. The State has disabled the Merchant Category Codes embedded in the CAL-Cards for the following items:
• Financial ins�tu�on/manual cash
• Financial ins�tu�on/auto cash
• Financial ins�tu�ons/merchandise
• Non-Financial Ins�tu�ons/Foreign Currency/Money Order/Travelers Checks • Security brokers and dealers
• Timeshares
• Fines
• Bail bond payments
• Wire transfer – money order
• Da�ng and escort services
• Massage parlors
• Be�ng/track/casino/loto
• Tax Payments
The City of Angels also prohibits the following:
• Purchase personal items
• Split purchases to circumvent purchasing dollar limits • Alcoholic beverages
• Ammuni�on
Disputes
It is the cardholder’s responsibility to resolve any ques�onable or disputed items in the Statement of Account. If any items purchased with the CAL-Card are found to be defec�ve or unacceptable, the cardholder has the responsibility to return the item(s) to the merchant for replacement or credit. If the merchant refuses to replace the item or issue a credit, the purchase of this item will be considered to be in dispute. Any such disputes must be explained on the Cardholder Statement of Ques�oned Item (CSQI) form. A copy of the completed CSQI form should be retained for any follow-up with U.S. Bank Government Services, and another copy should be atached to the Statement of Account. U.S. Bank Government Services must receive the dispute form on or before the 60th day a�er the close of the billing cycle, otherwise the dispute will automa�cally be denied, regardless of its validity. A�er dispu�ng 16 an item, the cardholder should receive an “Acknowledgement of Dispute” leter from U.S. Bank Government Services. A�er the dispute is resolved, the cardholder should receive a “Resolu�on of Dispute” leter.

Mail CSQI form to:

U.S. Bank Government Services
P.O. Box 6346
Fargo, ND 58125-6346
Fax: (701) 461.3466

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog - Angelscamp.gov
DATE: June 6, 2023
TO: City Council
FROM: Rebecca Callen, City Administrator
RE: APPROVE THE CITY ADMINISTRATOR TO ADVERTISE AN RFP FOR PLANNING SERVICES RECOMMENDATION:

Direct the City Administrator to advertise for City Planning Services BACKGROUND:

The City entered into a contract with Augustine Planning Associates on July 3, 2018, for a period of three years with the provision to extend for two more.

DISCUSSION:

The City has had a good relationship with Augustine Planning Associates. However, the contract does not permit further formal extension and the work performed, in some cases is funded with federal grants. To ensure compliance an RFP is needed to be advertised, and contract awarded for the 2023/24 fiscal year.

The recommendation is to request a three-year contract with the provision to extend for two additional years, as was the most recent contract stipulations.

The RFP will run for the month of June, with a closing date of June 30. Given that the contract will be lapsed as of June 30, 2023, staff will work with Augustine based on the current terms of the contract, permitting work to be performed and paid similarly to the existing scope.

A panel will review the responses and an award will be brought before Council on July 18, 2023.

FINANCIAL IMPACT:

None
ATTACHMENTS:

N/A
7C

CITY HALL
CITY OF ANGELS PO Box 667, 200 Monte Verda St. Suite B, Angels Camp, CA 95222 P: (209) 736-2181 Home of the Jumping Frog - Angelscamp.gov
DATE: June 6, 2023
TO: City Council
FROM: Rebecca Callen, City Administrator
RE: RFP FOR A FIVE-YEAR RATE STUDY AND PROP 218 HEARING CONSULTANT RECOMMENDATION:

Approve the City Administrator to advertise an RFP for a five-year rate study and Prop 218 Consultant BACKGROUND:

The City of Angels Water and Wastewater Rate Plan end on June 30, 2024. A new rate study is needed to update and analyze the next five-year plan for operations and maintenance and capital infrastructure.

DISCUSSION:

The last rate study allowed for a five-year strategy for capital projects and operations and maintenance.

The first five-year plan of a ten-year investment was included in this plan. The next five-year investment is needed to ensure that proper investment is made in the City utilities. Additionally, the incorporation of Utica Water and Power Authority’s operations, capital, and FERC is required to identify funding needs for the ratepayers and the City.

This process can be a lengthy one and will require significant public outreach. Staring now, will ensure that the City has time and resources to have a comprehensive plan for a hearing in 2024.

The City would release the RFP in July and permit responses through the fall with award to occur in September, 2023.

FINANCIAL IMPACT:

An estimate, based on the prior study is included in the 2023/24 budget.

ATTACHMENTS:

Draft RFP
7D
5/15/2023

CITY OF ANGELS, CALIFORNIA

CITY HALL
Request for Proposal (RFP)

WATER AND SEWER UTILITY RATE STUDY
ISSUED ON:

July 3, 2023
RFPS DUE:

September 1, 2023, AT 4:00 PM PST
Late proposals will not be accepted.

CONTACT:

Rebecca Callen, City Administrator
(209) 736-2181
[email protected]
2 OF 22
5/16/23
SECTION II. DEFINITIONS
SECTION III. ATTACHMENTS
SECTION IV. TIMELINE
The City of Angels is soliciting proposals from qualified and licensed consultants to provide utility rate study servicesto City Hall. All necessary and anticipated costsshould be included in the proposal.

Copies of this Request for Proposal are available online at TBD. All addenda related to this procurement will be posted online to the City’s website.

The following definitions shall apply to this Request for Proposal and its attachments.

Term Definition
Proposer;
Consultant
Any person or company submitting a proposal in response to this Request for Proposal
City City of Angels
City Council City Council for the City of Angels
Proposal A Proposer’s document in response to City’s RFP RFP This Request for Proposal “Water and Sewer Utility Rate Study” COA City of Angels, City Hall
Successful Proposer The proposer that isselected by the City of Angelsthrough this Request for Proposal processto provide the servicesspecified in the Scope of Services herein
The attachments below are included with this RFP.
• Attachment A – 2023-24 Water and Sewer Rate Study Scope • Attachment B – Proposal Pricing Form
• Attachment C – Reference List
• Attachment D – Sample Agreement for Professional Services Action Date
RFP Release Date July 1, 2023
Deadline for questions/clarifications August 1, 2023, 4:00 PM PST Answers to questions released August 15, 2023
RFP Submittal Deadline Friday, September 1, 2023, at 4:00 PM PST SECTION I. INTRODUCTION
3 OF 22
5/16/23
SECTION V. INSTRUCTIONS TO PROPOSERS
Successful Proposer Notification* September 2023
Contract Award* September of 2023
Notice to Proceed* Month of October
* Tentative dates
A. EXAMINATION OF PROPOSAL DOCUMENTS
Before submitting a proposal, Proposers should read this RFP carefully and inform themselves completely of all details outlined herein. The submission of a proposal shall be deemed a representation and certification by the Proposer that:
• Proposer has carefully read and fully understands the information provided by the City to serve as the basis for the submission of the proposal; • Proposer has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted; • All information contained in the proposal is true and correct; • Proposer guarantees that the price offered has been established without collusion with other eligible proposers and without effort to preclude City from obtaining the lowest possible competitive price so that City may accomplish its goal of a sound economical operation and RFP; and
• Proposer acknowledges that the City has the right to make any inquiry it deems appropriate to substantiate or supplement the information supplied by Proposer, Proposer grants the City permission to make these inquiries, and Proposer will provide any and all related documentation in a timely manner.

No request for modification of the proposal shall be considered after its submission on grounds that Proposer was not fully informed to any fact or condition.

B. REQUIRED PROPOSAL SUBMISSION DOCUMENTS
As a part of their proposal submission, Proposers shall submit the following documents.

Documents to Submit Comments

Page 12 ends

Proposal Pricing Form Must be filled out completely and signed Reference List Must be filled out completely
Agreement for Professional Services Include all pages – please do not fill in blank spaces.

Addenda, if any Must be signed
4 OF 22
5/16/23
C. PROPOSAL SUBMITTAL DEADLINE AND LOCATION
Proposals are due on or before Friday, September 11, 2023, at 4:00 PM PST. Proposershall submit a proposal via Public Purchase, hand deliver, or mail one (1) copy of its proposal in sealed envelope(s) to:

City of Angels
Attn: City Clerk
200 Monte Verda/ PO
Box 667
Angels Camp, CA 95222
Sealed proposals must bear the Proposer’s name and address, and be clearly marked “SEALED PROPOSAL FOR WATER AND SEWER UTILITY RATE STUDY DUE 4:00 PM PST FRIDAY, SEPTEMBER 1, 2023.”
Late proposals will not be considered.

D. WITHDRAWAL OF PROPOSALS
Any Proposer may withdraw his or her proposal by written request, addressed to the City contact specified in Section XV at any time prior to the Proposal Submittal Deadline.

SECTION VI. SCOPE OF SERVICES
See Attachment A for scope of services
A. Term
The successful Proposer will be awarded an agreement that shall expire upon successful completion of services.

B. Invoicing
Consultant will submit monthly invoices to: City Hall, Attn: Rebecca Callen, City Administrator, 200 Monte Verda/ PO Box 667, Angels Camp, CA 95222. A sample invoice shall be included in the submitted proposal.

C. Payment
If a contract is awarded, the method of payment to the Successful Proposershall be based on hourly labor rates with a maximum “not to exceed” per task fee as set by the Successful Proposer in the proposal or as negotiated between the Successful Proposer and the City. Payment will be made 5 OF 22
5/16/23
SECTION VII. TERMS AND CONDITIONS
SECTION VIII. REVIEW AND SELECTION PROCESS
within thirty (30) days of receipt of an accurate invoice. Payment will be made no more frequently than monthly.

D. City of Angels Business License
The Successful Proposer must either possess a current, valid City of Angels business license or have submitted a City of Angels business license application and fee at the time of contract award.

Business license information (application, ordinance, fees) can be found by navigating to the City of Angels homepage (www.angelscamp.gov) and selecting “Business,” “Starting a Business,” “Business License Application.”
E. Proposal Cost
The Consultant must complete, sign and submit Attachment B – Proposal Pricing Form with Consultant’s proposal. All pricing must be inclusive, and include all labor, transportation, and other costs necessary for all tasks listed in this Scope of Services. Provision of this information assists the City in determining whether the Proposer understands the project, whether the costs are fair and reasonable in light of the services to be provided, and provides City staff with toolsto negotiate the final cost.

The Consultant acknowledges that by submitting a proposal, the Consultant’s proposed pricing is bound for 90 days after the Proposal Submittal Deadline.

A. City’s Standard Terms and Conditions
The terms and conditions set forth in Attachment D - Sample Agreement for Professional Services will apply to any contract resulting from this RFP.

City staff will evaluate the Proposals based on the following criteria:
• Quality and completeness of Proposal;
• Quality, performance, and effectiveness of services to be provided by the Proposer; 6 OF 22
5/16/23
SECTION IX. RIGHTS OF THE CITY
SECTION X. PUBLIC NATURE OF PROPOSAL MATERIALS
• Proposer’s experience, including the experience of staff to be assigned to the project, the engagements of similar scope and complexity;
• Cost to the City (Proposal price alone will not be the sole determining factor; • Proposal’s ability to perform the work within the time specified; • Proposer’s prior record of performance (including safety record) with City or other entity; and • Proposer’s compliance with applicable laws, regulations, policies, (including City Council policies), guidelines and orders governing prior or existing contracts performed by the Proposer.

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:
• Make the selection based on its sole discretion;
• Reject any and all proposals;
• Issue subsequent Request for Proposals;
• Postpone contract start date for its own convenience; • Remedy technical errors in the RFP process;
• Approve or disapprove the use of particular sub-consultants; • Cancel the RFP and reject any and all quotations in whole or in part when it is in the best interest of the City;
• Waive informalities and irregularities in the proposals; and • Enterinto an agreement with another Proposerin the event the originally selected Proposer defaults or fails to execute an agreement with the City.

An agreement shall not be valid or binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer.

Ownership of data, materials, and documents originated and prepared for the City pursuant to this Request for Proposal shall belong exclusively to the City and be subject to public inspection in accordance with the California Public Records Act and any other applicable government transparency laws. Trade secrets or other proprietary information submitted by a Proposer shall not be subject to public disclosure under the California Public Records Act, however, the Proposer must invoke its protections at the time the data, material, or documents are submitted. The Proposer must specifically identify the data, materials, or documents to be protected by highlighting them and marking them plainly as “Confidential,” “Trade Secret,” or “Proprietary” and state the reason the protection is necessary within the Proposal, including citation to specific laws and supporting caselaw, if any, and a statement signed by legal counsel for the Proposer has made the determination that 7 OF 22
5/16/23
SECTION XI. NO COLLUSION
SECTION XII. FAIR DEALING/CONFLICT OF INTEREST
SECTION XIII. NON-CONFORMING PROPOSAL
SECTION XIV. QUESTIONS REGARDING THE RFP
the request for such non-disclosure is legally appropriate and that the Proposer understands and acknowledges that Proposer is obliged to defend its alleged right to non-disclosure and hold harmless the City for all damages, costs, and fees. Further, the classification of an entire proposal document, line item prices, and/or total proposal price as proprietary or trade secret is not acceptable and may be deemed non- responsible and result in rejection of the Proposal. Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not accept or approve that the information that a Proposer submits is a trade secret. If a request is made for information marked as “Confidential,” “Trade Secret,” or “Proprietary,” the City shall make a reasonable good faith effort to provide the Proposer who submitted the information with notice such that the Proposer may seek protection from disclosure by a court of competent jurisdiction.

By submitting a proposal, each Proposer represents, warrants guarantees that the price offered has been established without collusion with other eligible proposers and without effort to preclude City from obtaining the lowest possible competitive price from a qualified proposer so that City may accomplish its goal of a sound economical operation.

The Proposer warrants that no gratuities, in the form of entertainment, gifts, or otherwise, were, or will be offered or given by the Proposer, or any agent or representative of the Proposer to any officer or employee of the City with a view toward securing a recommendation of award or subsequent contract or for securing more favorable treatment with respect to making a recommendation of award.

The Proposer warrants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance ofservicesrequired under the contract resulting from this RFP. The Proposer also warrants that, to the best of its knowledge, no officer, agent or employee of the City who may participate in any decision relating to this RFP and the resulting contract, currently has, or will have in the future, a personal or pecuniary interest in the Proposer’s business.

A proposalshall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City.

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, 8 OF 22
5/16/23
SECTION XV. CONTACT PERSON
questions regarding this RFP must be put in writing and received by the City contact person identified in Section XV no later than September 21, 2018 3:00 PM PST. Inquiriesreceived after the date and time stated will not be accepted.

Any interpretations or corrections of the RFP will only be made by an addendum posted online to the City’s website. Such addendum shall be considered a part of the RFP and must be signed and submitted with the proposal.

Oral interpretations or clarifications will be without legal effect.

Inquiries relating to this RFP and/or the required services should be submitted on Public Purchase directly, or:

Rebecca Callen City
Administrator
200 Monte Verda/ PO
Box 667
Angels Camp, CA, 95222
Phone: 209-736-2181
Email: [email protected]

PLEASE SUBMIT ALL PAGES OF THE RFP AS IT RELATES TO THIS PROPOSAL, PLEASE TURN IN ALL PAGES.
9 OF 22
5/16/23
ATTACHMENT A- 2023-24 Water and Sewer Rate Study Scope
Study Objectives:

The City of Angels is looking to meet the following objectives through this study:

1. Create a 10-year financial plan model for the potable water, recycled water, and wastewater services that projects each service’s revenues, operations and maintenance costs, capital improvement costs, reserve funding, and debt service costs.

2. A cost of service analysis for each service that fairly and equitably distributes costs across customer classes in compliance with Proposition 218, Proposition 26, and other federal and state regulations.

3. A five-year rate schedule that maintains the water budget structure for potable water landscape irrigation customers, and maintains the capital improvement program (CIP) schedule identified in the City’s Water System Master Plan.

4. A five-year rate schedule that maintains the wastewater budget structure and maintains the wastewater capital improvement program (CIP) schedule identified in the City’s Wastewater Master Plan.

5. Potable water, recycled water, and wastewater facilities and capacity fees that represent new development’s share of capital costs required to accommodate their addition to the respective systems.

6. An evaluation of impacts or required changes to water rates for inclusion in current rates or for consideration in future rate changes resulting in annexation to the City’s system for water and wastewater.

Scope of Services
The below scope of services includes the major tasks required to complete the study. Proposers should include any recommended additional tasks they believe are required to meet the objectives defined above and the reasoning behind such an approach.

1. Conduct an in-person kick-off meeting with City staff to discuss project priorities, data needs, and the project schedule. Consultant will also need to prepare a data request list that will be discussed during the meeting.

2. Develop a 10-year financial plan model for the potable water, recycled water, and wastewater services that determines the revenue requirements based on projected revenues, operating and maintenance expenditures including capital improvements, debt service coverage, and adequate reserve funding.

The analysis should incorporate the City’s debt service and reserve funding policies as well as any other policy considerations that the City determines are priorities.

3. Prepare a cost-of-service analysis that fairly and equitably allocates costs to customer classes while adequately funding revenue requirements including operations and maintenance, capital improvements, and debt service. The analysis must ensure that rates, facilities fees, and capacities fees and charges are defensible and comply with the requirements of Proposition 218, Proposition 26, and other regulations.
10 OF 22
5/16/23

4. Provide a comparative analysis that illustrates how the City’s rates compare in cost to neighboring utilities.

5. Evaluate the Utica Water and Power Authority (UWPA) budget and its impact upon the City’s Share of UWPA’s costs for administration, operation, and CIP.

6. Recommend rate and fee structures for potable water, recycled water, and sewer utilities that will fairly recover allocated costs and adequately fund reserves. Rate structure recommendations should consider current and future operations and maintenance costs, projected demands, water supply, and capital improvement requirements.

7. Review impacts of projected new development and redevelopment on rates. As part of this review, the proposer should differentiate capital costs associated with the rehabilitation/replacement of existing utilities from capital costs for improvements required for the expansion of service as a result of new development.

8. Prepare draft and final reports that summarize the results and recommendations of the study and serve as a document of record in compliance with Proposition 218. Draft and final deliverables shall be made available in Word, Excel, and PDF file formats. Word and Excel formats shall be editable by City Staff.

9. Conduct rate workshops with staff and City Council.

10. Develop the Proposition 218 notice of public hearing and present the study to City Council and the public at the Proposition 218 hearing. Conduct a minimum of two community meetings to inform the public of any rate changes prior to the Proposition 218 hearing.

11. The scope should include any additional meetings or webinars that the proposer believes necessary to ensure that the City is well informed as to the status of the project and to discuss major milestones of the project.
11 OF 22
5/16/23

ATTACHMENT B - PROPOSAL PRICING FORM
Proposer should provide a not-to-exceed amount per task, to be based on hourly labor rates. The notto-exceed amount determination should be all inclusive and include any incidental costs such as transportation fees.

Task Task Description in Brief Fee Estimated Time
to Complete Task

1. In-person kick off meeting, data list request

2. Draft and Final 10-Year Financial Plan Model

3. Cost service analysis by customer class

4. Comparative rate analysis to neighboring utilities

5. Recommend rate and fee structures

6. Review impacts of projected new development and
redevelopment

7. Draft and final reports-document of record

8. Conduct rate workshops

9. Develop and present the Proposition 218 notice of public hearing

10. Additional tasks, meetings and/or webinars deemed necessary Total
Please submit your hourly labor rate schedule by classification.

Please submit your travel rates, if applicable.
12 OF 22
5/16/23
This proposal is binding upon the undersigned for 90 days after the Proposal Submittal Deadline.

COMPANY:

ADDRESS:

DIR NUMBER:

CONTACT PERSON:

TELEPHONE:

SIGNATURES FOR PROPOSER:

If INDIVIDUAL, Sign Below If CORPORATION, Sign Below
(Show Names of Non-signing Officers)
Signature Date A CORPORATION
Post Office Address Name of State Where Chartered
Signature Date
If PARTNERSHIP, Sign Below
(Show Names of Non-signing Partners) PRESIDENT Date
Name of Partners SECRETARY Date
Signature Date TREASURER Date
Post Office Address Post Office Address

AFTER SIGNING, PLEASE SUBMIT ALL PAGES OF THIS PROPOSAL PRICING FORM, INCLUDING THE SIGNATURE PAGES. AS IT RELATES TO THIS PROPOSAL, PLEASE TURN IN ALL PAGES. 13 OF 22
5/16/23
ATTACHMENT C – REFERENCE LIST
Please list three (3) public agency clients, along with a very brief description of the work, which the City may contact regarding the Consultant’s work performance.

REFERENCE # 1
REFERENCE # 2
REFERENCE # 3
AFTER COMPLETING, PLEASE SUBMIT ALL PAGES OF THIS REFERENCE LIST. AS IT RELATES TO THIS PROPOSAL, PLEASE TURN IN ALL PAGES.

AGENCY / CITY NAME:

DEPARTMENT:

CONTACT PERSON:

TELEPHONE:

EMAIL ADDRESS:

DOLLAR VALUE OF AGREEMENT:

DATE RANGE OF AGREEMENT:

NATURE OF WORK PERFORMED:

AGENCY / CITY NAME:

DEPARTMENT:

CONTACT PERSON:

TELEPHONE:

EMAIL ADDRESS:

DOLLAR VALUE OF AGREEMENT:

DATE RANGE OF AGREEMENT:

NATURE OF WORK PERFORMED:

AGENCY / CITY NAME:

DEPARTMENT:

CONTACT PERSON:

TELEPHONE:

EMAIL ADDRESS:

DOLLAR VALUE OF AGREEMENT:

DATE RANGE OF AGREEMENT:

NATURE OF WORK PERFORMED:
5/15/2023
ATTACHMENT D – AGREEMENT FOR PROFESSIONAL SERVICES
(Insert Name of Consultant)
THIS AGREEMENT is made and entered into as of the day of , 201_, by and between the CITY ANGELS, a charter city and municipal corporation of the State of California ("City"), and ("Consultant").

RECITALS
A. City requires the professional services of a specially trained, experienced, and competent consultant to perform the special services which will be required by the Agreement.

B. Consultant has the necessary experience in providing professional services and advice.

C. Selection of Consultant is expected to achieve the desired results in an expedited fashion.

D. Consultant has submitted a proposal to City and has affirmed its willingness and ability to perform such work.

NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, the Parties agree as follows:

1. Scope of Work. City retains Consultant to perform, and Consultant agrees to render, those services (the "Services") that are defined in attached Exhibit "A," which is incorporated herein by reference. In the event of a conflict between the provisions of Exhibit “A” and the terms of this Agreement, the terms of this Agreement shall prevail. City shall have the right to modify the scope of work to delete tasks in whole or in part.

2. Standard of Performance. While performing the Services, Consultant will exercise the reasonable professional care and skill customarily exercised by reputable members of Consultant's profession practicing in the Northern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise.

3. Term. Unless earlier terminated, the term of this Agreement will commence upon the date first above written and shall expire upon completion of performance of Services hereunder by Consultant.

4. Schedule. Consultant will adhere to the schedule set forth in Exhibit “A”, provided, that City in its discretion may grant reasonable extensions of time for the performance of such services occasioned by unusually lengthy governmental reviews of Consultant’s work product or other unavoidable delays occasioned by circumstances; provided, further, that such 5/15/2023
unavoidable delay will not include strikes, lockouts, work stoppages, or other labor disturbances conducted by, or on behalf of, Consultant’s officers or employees.

Consultant acknowledges the importance to City of City’s project schedule and agrees to use its best professional efforts to meet the schedule. City understands that Consultant’s performance must be governed by sound practices.

5. Time is of the Essence. Time is of the essence for each and every provision of this Agreement.

6. Compensation. City shall pay to Consultant an amount not to exceed Dollars ($ ) for the completion of all the work and services described herein, which sum shall include all costs or expenses incurred by Consultant, payable as set forth in Exhibit B, attached hereto and made a part hereof by reference.

6.1 An application for payment form must be submitted to City which shall include the following: a clear, detailed invoice reflecting work being billed for, a summary sheet showing hourly rates, hours worked, percentage of work completed to date, amount/percent billed to date and current status of all tasks within a project; any/all backup documentation supporting the above items. Work schedule updates must also be included with the payment requests.

6.2 Consultant shall maintain adequate records and shall permit inspection and audit by City of Consultant's charges under this Contract. Consultant shall make such records available to City during normal business hours upon reasonable notice. Nothing herein shall convert such records into public records, and they will be available only to City and any specified public agencies. Such records shall be maintained by Consultant for one (1) year following completion of the work under this Contract unless a longer period of time is required by state or federal law, in which event Consultant shall retain its records for the time required by such laws.

6.3. The payment made to Consultant pursuant to the Agreement will be the full and complete compensation to which Consultant is entitled. City will not make any federal or state tax withholdings on behalf of Consultant or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Consultant or its employees or subcontractors. Consultant agrees to reimburse City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City makes on behalf of Consultant or any agent, employee, or subcontractor of Consultant for work done under this Agreement. At the City’s election, City may deduct the reimbursable amount from any balance owing to Consultant.

7. Status of Consultant. Consultant will perform the Services as an independent contractor and not as an employee of City. The persons used by Consultant to provide services under this Agreement shall not be considered employees of City for any purposes.

8. Subcontracting. Consultant will not subcontract any portion of the Services without prior written approval of City Manager or his/her designee. If Consultant subcontracts any of the 5/15/2023
Services, Consultant will be fully responsible to City for the acts and omissions of Consultant's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Consultant is for the acts and omissions of persons directly employed by Consultant. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Consultant and City. Consultant will be responsible for payment of subcontractors.

Consultant will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Consultant's work unless specifically noted to the contrary in the subcontract and approved in writing by City.

9. Other Consultants. City reserves the right to employ other consultants in connection with the Services.

10. Indemnification. Consultant will defend, indemnify and hold harmless City and its officers, agents, employees and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the performance of the Services, caused in whole or in part by the willful misconduct or any negligent act or omission of the Consultant, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, except where caused by the sole negligence or willful misconduct of City.

The Parties expressly agree that any reasonable payment, attorney's fee, cost or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section.

The parties expressly agree that this section shall survive the expiration or early termination of the Agreement.

11. Insurance. Consultant shall obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the Services by Consultant or Consultant’s agents, representatives, employees or subcontractors. The insurance carrier is required to maintain an A.M. Best rating of not less than “A-:VII”.

11.1 Coverages and Limits. Consultant, at its sole expense, shall maintain the types of coverages and minimum limits indicated below, unless otherwise approved by City in writing. These minimum amounts of coverage will not constitute any limitations or cap on Consultant's indemnification obligations under this Agreement.

11.1.1 Commercial General Liability Insurance. Consultant shall maintain occurrence based coverage with limits not less than $2,000,000 per occurrence.

If the submitted policies contain aggregate limits, such limits will apply separately to the Services, project, or location that is the subject of this Agreement or the aggregate will be twice the required per occurrence limit. The Commercial General Liability insurance policy shall be endorsed to name the City, its officers, agents, employees and volunteers as additional insureds, and to state that the 5/15/2023
insurance will be primary and not contribute with any insurance or self-insurance maintained by the City.

11.1.2 Business Automobile Liability Insurance. Consultant shall maintain coverage with limits not less than $1,000,000 per each accident for owned, hired and non-owned automobiles.

11.1.3 Workers' Compensation Insurance. Consultant shall maintain coverage as required by the California Labor Code. The Workers’ Compensation policy shall contain an endorsement stating that the insurer waives any right to subrogation against the City, its officers, agents, employees and volunteers.

11.1.4 Employer's Liability Insurance. Consultant shall maintain coverage with limits not less than $1,000,000 per each accident for bodily injury or disease.

11.1.5 Professional Liability Insurance. Consultant shall maintain coverage with limits not less than $1,000,000 per occurrence. Professional Liability may be written as claims-made coverage.

11.2. Notice of Cancellation. This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without Consultant providing thirty (30) days prior written notice to City sent pursuant to the Notice provisions of this Agreement.

11.3 Providing Certificates of Insurance and Endorsements. Prior to City’s execution of this Agreement, Consultant shall provide to City certificates of insurance and abovereferenced endorsements sufficient to satisfaction of City’s Risk Manager. In no event shall Consultant commence any work or provide any Services under this Agreement until certificates of insurance and endorsements have been accepted by City’s Risk Manager.

11.4 Failure to Maintain Coverage. If Consultant fails to comply with these insurance requirements, then City will have the option to declare Consultant in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Consultant is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Consultant or deduct the amount paid from any sums due Consultant under this Agreement.

11.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete copies of any or all required insurance policies and endorsements.

12. Business License. Consultant will obtain and maintain a City of Angels Business License for the term of the Agreement, as may be amended from time-to-time. 5/15/2023

13. Maintenance of Records. Consultant will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable.

Consultant will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Consultant will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.

14. Ownership of Documents. Any reports and other material prepared by or on behalf of Consultant under this Agreement (collectively, the "Documents") shall be and remain the property of Consultant. City may request copies of such Documents, and to the extent Consultant agrees to provide copies of such Documents, they may be used by City and its agents, employees, representatives, and assigns, in whole or in part, or in modified form, for all purposes City may deem appropriate without further employment of or payment of any compensation to Consultant.

15. Copyrights. Consultant agrees that all copyrights that arise from the Services will be vested in City and Consultant relinquishes all claims to the copyrights in favor of City.

16. Notices. The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Consultant under this Agreement.

For City:

City of Angels
Attention: City Manager 200
Monte Verda St, PO Box
667
Angels Camp, CA 95222
(209)736-2181
For Consultant:

Name
Title
Address
Phone No.

Except as otherwise stated, all notices to be provided or that may be provided under this Agreement must be in writing and delivered by regular and certified mail. Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address.

17. Conflict of Interest. If disclosure under the Political Reform Act and City’s Conflict of Interest Code is required of Consultant or any of Consultant’s employees, agents, or subcontractors, Consultant or Consultant’s affected employees, agents, or subcontractors shall 5/15/2023
complete and file with the City Clerk those schedules specified by City and contained in the Statement of Economic Interests Form 700.

Consultant, for Consultant and on behalf of Consultant’s agents, employees, subcontractors and consultants warrants that by execution of this Agreement, that they have no interest, present or contemplated, in the projects affected by this Agreement. Consultant further warrants that neither Consultant, nor Consultant’s agents, employees, subcontractors and consultants have any ancillary real property, business interests or income that shall be affected by this Agreement or, alternatively, that Consultant shall file with City an affidavit disclosing this interest.

18. General Compliance with Laws. Consultant will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Consultant, or in any way affect the performance of the Services by Consultant. Consultant will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Consultant's Services with all applicable laws, ordinances and regulations.

19. Discrimination and Harassment Prohibited. Consultant will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment.

20. Termination. In the event of the Consultant's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Consultant in writing pursuant to the notice provisions of this Agreement.

If City decides to abandon or postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Consultant pursuant to the notice provisions of this Agreement. Termination will be effective immediately upon notification.

Either Party upon tendering thirty (30) days written notice to the other party may terminate this Agreement.

Within 10 days of termination Consultant will assemble the work product without charge and put it in order for proper filing and closing and deliver it to City. Consultant will be paid for work performed up to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make a determination of final payment based upon the value of the work product delivered to City and the percentage of the services performed.

21. Covenants against Contingent Fees. Consultant warrants that Consultant has not employed or retained any company or person, other than a bona fide employee working for Consultant, to solicit or secure this Agreement, and that Consultant has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the 5/15/2023
Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee.

22. Claims and Lawsuits. Consultant acknowledges that if a false claim is submitted to City by Consultant, it may be considered fraud and Consultant may be subject to criminal prosecution. Consultant acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Consultant acknowledges that the filing of a false claim may subject Consultant to an administrative debarment proceeding as the result of which Consultant may be prevented to act as a Consultant on any public work or improvement for a period of up to five (5) years. Consultant acknowledges disbarment by another jurisdiction is grounds for City to terminate this Agreement.

23. Jurisdiction and Venue. Any action at law or in equity brought by either of the Parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Mateo, State of California, and the Parties waive all provisions of law providing for a change of venue in these proceedings to any other county.

24. Successors and Assigns. It is mutually understood and agreed that this Agreement will be binding upon the Parties and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Consultant without the prior consent of City, which will not be unreasonably withheld.

25. Paragraph Headings. Paragraph headings as used herein are for convenience only and will not be deemed to be a part of such paragraphs and will not be construed to change the meaning thereof.

26. Entire Agreement. This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order and any other attachment or exhibit. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties.

27. Authority. The individuals executing this Agreement and the instruments referenced in it on behalf of Consultant each represent and warrant that they have the legal power, right and actual authority to bind Consultant to the terms and conditions of this Agreement.

CITY: City of Angels,
200 Monte Verda St./ PO Box 667
5/15/2023
Angels Camp, CA 95222
ATTEST:

By:

Rebecca Callen, City Manager
Rose Beristianos, City Clerk
CONSULTANT: [NAME]
[ADDRESS]
*By: **By:

Printed Name: Printed Name:

Title: Title:

If required by City, proper notarial acknowledgment of execution by Consultant must be attached. If a Corporation, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. **Group B.

Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. 5/15/2023
EXHIBIT “A”

SCOPE OF SERVICES
Itemized List of what Consultant will do for City and at what price and schedule.

Discussion and direction of the planning and engineering, proposed application for construction for CDBG.

BACKGROUND:

The City of Angels was awarded $250,000 for Plans and Engineering for a new Fire House. This effort has continued and is coming to a close. The next phase is to discuss and direct staff to move forward with applying for a construction grant.

DISCUSSION:

Adams Ashy will be providing an update on the project and asking Council approval to grant authority to the City Administrator to submit an application for CDBG for the construction (phase 1) of the Fire House.

FINANCIAL IMPACT:

Grant funding. P&E is already in the budget and a place marker is included in the 2023/24 CIP list.

ATTACHMENTS:

N/A
7E
1 7.F Proposed Budget 2023-244
Proposed Budget
For the Fiscal Year
July 1, 2023 – June 30, 2024
City Council
Jennifer Davis-Herndon – Mayor
Alvin Broglio – Vice Mayor
Caroline Shirato
Gretel Tiscornia
Isabel Moncada
City Administrator
Rebecca Callen
City Attorney
White Churchill
City Clerk
Rose Beristianos
Management Team
Scott Ellis – Police Chief
Chris O’Flinn – Public Works Superintendent
Michelle Gonzalez – Finance Director
John Rohrabaugh – Fire Chief
Amy Augustine – Contracted Planner
7F
2 7.F Proposed Budget 2023-244
DATE: June 6, 2022
TO: City Council
FROM: Rebecca Callen, City Administrator
RE: DISCUSSION AND DIRECTION ON THE FY 2023-24 PROPOSED BUDGET

RECOMMENDATION
Make recommendations regarding the proposed budget to be brought back on June 20, 2023, for final adoption.

BACKGROUND
The City is required to have a budget adopted no later than June 30, 2023, to take effect on July 1, 2023. The City Administrator and Departments have discussed needs and available resources to determine the best options for the upcoming fiscal year.

DISCUSSION
City staff has spent the last year focusing on fiscal clean-up, project plan reviews, grant sources, getting stagnant projects back on track, identifying grant funding that had closed in on the end date with no costs, and new funding sources. All of this was buried in files, across a failing network of folders, and some with no local paper trail.

I have asked a lot of staff and our consultants to get everything and everyone in line so that the City is in a better position to move ahead. This means looking at building efficiencies, identifying weaknesses and figuring out what we can do to overcome those, and investing in our employee’s safety and training, technology, and equipment.

I can say that the 2023-24 fiscal year will be without a doubt one that will put the City of Angels on a path of success and make our residents and visitors proud. Projects will be visibly seen, helping to maintain and beautify our City which has not occurred in several years due to funding and staffing issues, creating a demand to defer maintenance and halt projects. With the help of Caltrans, and their investment in our community, the strong financial position that the City has worked towards, the City and its staff will have the resources to make sizable changes for the betterment of our community that we will enjoy today and well into the future.

Long overdue investments in our water and wastewater infrastructure, parks, road system, and safety systems will protect and improve our facilities and community overall. 3 7.F Proposed Budget 2023-244
This budget aligns each budget with the strategic goal/objective, further identification of strong cash carry among several important funds, and a focus on pushing one-time investments that will net resource savings going forward.

General Fund
The General Fund is the city’s largest operational fund. This fund provides funding for most of the city departments and a majority of core services including public safety, streets, and roads. Departments or functions under the General Fund are City Council, Administration, Finance, City Attorney, Community Services, Police, Fire, Streets and Roads, Parks, Building/Code/Planning, and Engineering.

Major Funding Sources for the General Fund
• Tax Revenues such as property Taxes (the city receives 0.785% of the 1% of ad valorem County property taxes), franchise fees, transient occupancy tax (TOT); State and County distributed revenues from sales tax revenues such as gas taxes, SLESF (Supplemental Law Enforcement Services Fund), Prop 172. • Licenses and permits such as business licenses, plan reviews, and building inspections.
• Service charges
• Interdepartmental transfers from water and sewer funds to cover overhead costs incurred under the general fund departments (Finance is going to be building a new methodology and implementing this FY)
• This year we can now add Interest Revenue. With the change in banks, the City is now making significantly more in interest income that prior years.

Further, the General Fund has a healthy fund reserve that has been built for several years.

The hesitation to increase the budget has allowed an accumulation of carry forward that has been hovering at and above $4 million. Per the General Fund Financial Policy 300.011, the reserve is to be set at:

Unrestricted Minimum: 20% of GF Expenditures or $1,192,306 (of the proposed 2023-24 Budget) Economic Stability: 10% of GF Expenditures or $596,153 (of the proposed 2023-24 Budget) This would be a total of $1,792,459. The current General Fund unaudited Fund Balance is $4,300,000.

This would leave just over $2.5 million that can be used as investments into capital, projects, etc. 4 7.F Proposed Budget 2023-244
Overall, this proposal is requesting to expend $497,628 more than projected sources, using the fund balance that is being carried over. The basis for this is to align one-time sources (fund balance) with one-time expenditures, in addition to identifying shortfalls in the fee structure for Building and Planning.

The major one-time expenditures are:

I am requesting an increase to Code Compliance of $25,000 annually to a total of $45,000. This will allow the City to continue moving through the backlog of violations, and with the change of Officer, we will get more hours for the price.

Building and Planning had significant project submission fees in 2022/23 and the increase in Engineering is to accommodate for the work that aligns with the fees collected.

Lastly, Public Works will be focusing on a road management plan, for the first time in recent history.

Engineering City Circulation Planning 100,000
Finance
Strategic Planning
Implementation 16,000
Community Support Downtown Bench Project 28,000
Plaque Project 20,000
Downtown Window Project 25,000
Hop N' Shop 35,000
Business Grant Programs 95,000
Building/ Planning Annexation BOE Costs 45,000
Annexation Survey/Engineering 35,000
Interwest - All Hazards 55,000
LEAP Task Order 65,000
Police
Auto License Plate Reader -
HSG 43,774
Gym Equipment - Officer
Wellness 9,000
RIMS Upgrade 51,619
Axon Enterprise Inc. Fleet 3 12,638
Axon Enterprise Inc. Body
Cam 27,743
Coneth RMS Server 23,784
Public Works Crack Seal Equipment 142,000
Road Repair Equipment 70,000
Boom Mower 150,000
Total 1,049,558
Grants 587,774
General Fund Contribution 461,784
5 7.F Proposed Budget 2023-244
Special Revenue and Capital Funds
Special revenue funds are restricted funding sources that are designated for highly specific purposes.

Several of the City fees, gas taxes, grants, and designated TOT funds are held in these funds and transferred to offset expenditures in General Fund departments. Transfer happens ONLY after confirmation of actual expense and approval of expenditure alignment to the funding source. The estimated fund balance is $3.8 million. Sources are estimated to be $688,000 with uses estimated to be $2.3 million. This will leave funds at $2.2 million.

Debt Funds
The city has two debt service funds to address Water and Sewer Long Term Debt.

Enterprise Funds
The City maintains its Water and Sewer functions. Each of those is a distinct enterprise and must be accounted for separately. The most current rate structure is intended to increase rates for Operations and Maintenance in addition to capital funding.

There are two types of capital projects that pertain to Water and Sewer:
• Repair and Rehabilitation of existing infrastructure
• Expansion of facilities and infrastructure to “expand” capacity or connections Repair and Rehabilitation are funded from rate revenues. These revenues have been accumulating in the operating funds for Water and Sewer and only a portion was transferred annually, based on a budget amount. The budgeted amount to transfer was based on the Capital budgeted each year, and what was ultimately expended. However, the accumulation of capital should be transferred to the extent that the bulk of the fund balance is in the respective Capital Funds for Water and Sewer and the remaining fund balance is sufficient to meet the best practice reserve balance in the operational funds.

Between Water ($2.9 million) and Sewer ($3.4 million), there is just over $6.3 million in estimated fund balance. This budget focuses on the Water and Wastewater CIP that was contemplated and approved as part of the rate study.

UWPA Consideration
UWPA has requested contributing members to fund them at a level of $290,000 plus $40,000 for the Water agreement paid from the Water O&M fund and the pass-thru collections from ratepayers. 6 7.F Proposed Budget 2023-244
The rate study overstates the receipt of UWPA from ratepayers. To ensure we have sufficient reserves for that gap and to alleviate large swings in UWPA requested contributions from hitting the ratepayers all at once. The recommendation is to continue to bill based on water year 3 and retain any overages as a UWPA Reserve for the future.

The table above shows the increases that have occurred in salaries and benefits as well as the overall budget for UWPA and these are growing.

The City must do a new rate study and is requesting Council to include a full fiscal review of UWPA to ensure that Council has the total impacts that the Rate Payers would feel if all costs were borne by them. The RFP should be issued in July 2023 and is estimated to cost $60,000.

Final Remarks
The 2023-24 budget represents a stronger financial outlook than what had occurred in the last several years. The pandemic prevented much by the way of projecting growth due to the unknowns. I would like to thank Council for the guidance, the staff for their dedication, and thank the community for its resiliency and patience as we all worked to figure out these last two years!

ATTACHMENTS
City of Angels 2023-24 Proposed Budget
Angels Camp Capital Improvement Program 2021-2028
7 7.F Proposed Budget 2023-244
Table of Contents
Combined City Funding.................................................................................................................................9 Fund Balance Projections............................................................................................................................10 Appropriations Summary............................................................................................................................11 Revenue Summary ......................................................................................................................................11 Revenue by Fund Class................................................................................................................................12 ....................................................................................................................................................................12 Expenses by Fund Class...............................................................................................................................12 Appropriations Net .....................................................................................................................................13 Debt.............................................................................................................................................................14 Capital Equipment List................................................................................................................................15 CIP General Fund.........................................................................................................................................16 CIP Water....................................................................................................................................................19 CIP Sewer ....................................................................................................................................................19 Strategic Plan ..............................................................................................................................................20 General Fund 2023-24 Budget by Department ..........................................................................................22 Budget Detail by Department.....................................................................................................................22 City Council .............................................................................................................................................22 City Attorney...........................................................................................................................................24 City Engineer...........................................................................................................................................25 Finance and Administration....................................................................................................................26 Community Support................................................................................................................................32 Building and Planning..............................................................................................................................36 Fire Department......................................................................................................................................40 Police.......................................................................................................................................................44 Public Works ...........................................................................................................................................52 Enterprise Budgets..................................................................................................................................58 Sewer O&M 2022-23 Budget..............................................................................................................58 Water O&M 2023-24 Budget..............................................................................................................63 Financial Projections...................................................................................................................................68 General Fund Five-Year...........................................................................................................................68 Water and Wastewater Five-Year...........................................................................................................69 Position Allocation ..................................................................................................................................70 8 7.F Proposed Budget 2023-244
Financial Management Policy .....................................................................................................................70 A. General Financial Goals.......................................................................................................................70 B. Budget Administration ........................................................................................................................70 C. General Revenue Management...........................................................................................................71 D. Utility Rates and Fees..........................................................................................................................72 E. Investments.........................................................................................................................................72 F. Expenditures........................................................................................................................................73 G. Capital Improvement Program........................................................................................................73 H. Fund Balance and Reserves.................................................................................................................74 K. Accounting, Auditing and Financial Reporting.....................................................................................74 L. Human Resources Management .........................................................................................................75 9 7.F Proposed Budget 2023-244
Combined City Funding
The fund balances will continue to change immaterially until the final close of cash. This will take place sometime in August. As such, the beginning balances are estimates with the revenues and expenditures aligning with proposed budget activities.

Description General Fund
Enterprise
Funds Total
Revenues
Beginning Balance 4,300,000 6,459,000 10,759,000
Taxes-Related 3,660,209 - 3,660,209
Licenses, Permits and Franchises 548,500 548,500
Use of money and property 167,058 185,000 352,058
Grants, subventions, and contributions 276,500 - 276,500 Charges for services 16,722 5,480,312 5,497,034
Other revenue 77,276 - 77,276
Total Revenues 4,746,265 5,665,312 10,411,577
Expenditures
Personnel 3,628,166 1,193,953 4,822,119
Materials, services, and other operating 2,333,366 1,400,185 3,733,551 Capital outlay/CIP 561,645 1,475,000 2,036,645
Allocated administration and overhead - 300,000 300,000 Total Expenses 6,523,177 4,369,138 10,892,314
Other Financing Sources (Uses)
Use of fund balance/working capital (136,365) (136,365) Encumbrances (127,294) (127,294)
Tranfers in 1,249,397 1,249,397
Transfers (out) - (382,142) (382,142)
Total 985,738 (382,142) 603,596
Change in total fund balance/working capital (791,174) 914,033 122,859 10 7.F Proposed Budget 2023-244
Fund Balance Projections
Fund Type
6/30/2023 Est
Ending Balance Sources Uses
6/30/2024
Projected Ending
Balance
General Funds - -
010 General Fund 4,300,000 6,011,862 6,523,177 3,788,685 0XX GF Contingency - - - -
Special Revenue Funds
-
(018) General Plan Reserve 42,165 42,165
(025) Road Relinquishment 292,167 292,167
(200) Local Trans Funding 36,356 36,356 -
(205) Gas Tax 38,000 100,000 136,000 2,000
(206) SB1 RMRA 196,809 196,809
CDBG Grant - -
(214) 1st Homebuyers 152,020 152,020
(215) 1x Homebuyers 330,569 330,569
(223) Strike Team 60,653 150,000 150,000 60,653
(252) SLESF 35,000 100,000 109,500 25,500
(256) AB109 10,827 1,500 9,327
(257) Prop 172 50,000 40,000 40,000 50,000
(270) TOT EMS 34,660 120,000 154,660 -
(271) TOT Roads - 120,000 120,000 -
(272) TOT- Tourism - 120,000 120,000 -
(285) Traffic Impact 983,714 170,000 813,714
(286) Parking In-Lieu 14,431 14,431
(287) Park Impact 6,782 6,782
(288) Police Impact 41,319 41,319
(290) Fire Impact 12,351 12,351
(295) American Rescue Plan 802,740 748,740 54,000
-
Capital Funds -
-
(050) GF Capital Equipment 26,290 26,290
(115) GF Projects 615,000 170,000 781,000 4,000
(305) Sewer Expansion 289,492 100,000 189,492
(310) Sewer R&R 1,738,692 1,738,692
(355) Water Expansion 874,981 874,981
(365) Water R&R 5,373,405 1,330,000 4,043,405
-
Debt Funds -
-
(315) Sewer Debt 368,157 344,908 23,249
(360) Water Debt 528,203 37,234 490,969
-
Enterprise Funds -
-
(300) Sewer O&M 3,497,000 3,614,190 2,111,597 4,999,594 (350) Water O&M 2,962,000 2,051,122 1,309,683 3,703,439 -
Total 23,713,783 12,597,174 14,324,354 21,986,603
11 7.F Proposed Budget 2023-244
Appropriations Summary
Appropriations or Uses are the expenditures and transfers by activity.

Revenue Summary
Revenues or Sources are also identified by the activity below.

Appropriations Summary FY 2022 FY 20222 FY 2023 Percent Department Actuals Adopted Proposed Change
General Government
City Council 35,002 36,382 43,222 19%
City Attorney 59,853 75,000 70,000 -7%
City Engineering 32,271 57,685 170,325 195%
Finance & Administration 1,124,962 1,208,615 1,180,754 -2% Community Support 54,024 90,520 293,990 225%
Building & Planning 398,447 480,005 730,016 52%
Public Protection
Fire 906,348 894,364 966,884 8%
Police 1,875,120 2,267,629 2,319,699 2%
Public Ways
Public Works 418,450 462,886 748,287 62%
Enterprise (Business-Type Activities)
Water 1,053,887 1,549,195 1,309,683 -15%
Wastewater 2,126,451 2,651,616 2,111,597 -20%
Revenue Summary FY 2022 FY 20222 FY 2023 Percent
Department Actuals Adopted Proposed Change
General Government
City Council - - - -
City Attorney - - - -
City Engineering 1,714 - 100,000 100%
Finance & Administration 3,924,471 3,954,707 4,033,177 2% Building & Planning 362,075 413,390 509,000 23%
Public Protection
Fire 182,924 198,831 198,659 0%
Police 393,941 387,472 263,276 -32%
Public Ways
Public Works 309,674 409,526 670,750 64%
Enterprise (Business-Type Activities)
Water 1,937,333 1,894,850 2,051,122 8%
Wastewater 3,331,471 3,240,697 3,614,190 12%
12 7.F Proposed Budget 2023-244
Revenue by Fund Class
Expenses by Fund Class

Revenue by Fund Class FY 2022 FY 20222 FY 2023 Percent
Actuals Adopted Proposed Change
Governmental Activities
General Fund 5,208,934 5,418,926 6,011,862 11%
Special Revenues 1,422,449 920,000 0%
Capital 764,402 764,402 5,575,406 629%
Proprietary (Business-Like Activities)
Enterprise 5,268,804 5,135,547 5,665,312 10%
Expenses by Fund Class FY 2022 FY 20222 FY 2023 Percent Actuals Approved Proposed Change
Governmental Activities
General Fund 4,904,477 5,573,086 6,523,177 17%
Special Revenues 1,711,760 1,786,756 0%
Capital 765,802 765,802 10,742,806 1303%
Debt Service 426,051 426,051 384,563 -10%
Proprietary (Business-Like Activities)
Enterprise 3,180,339 4,200,811 3,421,280 -19%
13 7.F Proposed Budget 2023-244
Appropriations Net
This table shows the NET revenues less expenses by Department. Note that ALL General Fund Departments are net cost except for Finance and Administration. This is due to ALL Sales Tax, Property Tax, and the GF portion of TOT being accumulated in this budget.

Approp Net 2022-23 2022-232 2023-24 Percent
Department Actuals Adopted Proposed Change
General Fund Departments
City Council (35,002) (36,382) (43,222) 19%
City Attorney (59,853) (75,000) (70,000) -7%
City Engineering (30,557) (57,685) (70,325) 22%
Finance & Administration 2,799,509 2,746,092 2,852,423 4% Community Support (19,888) (35,520) (56,990) 60%
Building & Planning (36,372) (66,615) (221,016) 232%
Fire Department (723,424) (695,533) (768,225) 10%
Police (1,481,179) (1,880,157) (2,056,423) 9%
Public Works (108,776) (53,360) (77,537) 45%
Enterprise Fund Departments
Water 883,445 345,655 741,439 115%
Wastewater 883,445 345,655 741,439 115%
14 7.F Proposed Budget 2023-244
Debt Debt Service Schedule - Construction & Maintenance Principal Interest Principal Interest Principal Interest Principal Interest Principal Interest Beg Bal 2,864,844 - 136,449 - 111,702 - 9,297 3,122,292 - 2023 252,427 76,487 14,565 848 74,468 - 6,904 351 348,364 77,687 2024 259,907 69,545 14,710 746 37,234 - 2,393 28 314,244 70,319 2025 267,379 62,399 14,857 642 - - 282,236 63,041
2026 274,841 55,048 15,006 538 - - 289,847 55,586
2027 282,295 47,494 15,527 432 - - 297,822 47,927
2028-2032 1,527,995 117,015 61,784 654 - - 1,589,779 117,669 Totals 2,864,844 427,989 136,449 3,860 111,702 - 9,297 380 3,122,292 432,229 Year Ending
June 30,
USDA - Pinnacle
Wastewater Loan
Construction of Waste
Water Facility
Original Loan 2004
Refinance 2017
Expiration 3/2032
Refinanced Amt $4,043,725

2.73%
State of CA Dept of Water
Resources - State Revolving
Fund
Wastewater
Sewer System Upgrade
Original Loan 2011
Expiration 9/2030
Amount $3,372,800
($3,086,400 Forgiven)
Balance due $286,400

1.00%
State of CA Dept of Water
Resources
Water Construction Loan
Construction of Water
Facilities
Original Loan 2002
Expiration 7/2023
Amount $1,489,361

0.00%
Municipal Management,
Inc.

Police Vehicle
Original Date 2018
Expiration 11/2023
Amount $31,512

5.70%
Total
15 7.F Proposed Budget 2023-244
Capital Equipment List
City of Angels
FY 2023-24
Capital Equipment List
Department Description Cost Funding Source Fund
Public Works Crack Seal Equipment 142,000 RMRA SB1 N/A
Road Repair Equipment 70,000 RMRA SB2 N/A
Boom Mower 150,000 Reserve GF
Police RIMS Server Replacement 23,784 GF
385,784
16 7.F Proposed Budget 2023-244
CIP General Fund
Fund Project/GL Description Total Cost
115- GF Projects 52176 Utica Expansion - Rural Rec 3,000,000 52131 Utica Playground Per Capita 177,952
Utica Playground CCF 135,000
Napa - Parking Project 250,000
Tryon Park 5,000
52085 Emergency Operations and Flood Plan 61,678
52134 Bret Harte Road Repair 11,731
52149/52150 PSPS 4,550
59999 Annexation Costs to Planning (010) 80,000
Property Purchases - Misc 2,500
New Firehouse 3,250,000
Partial ADA Bathroom at Utican Park (to fund 200) 60,000 Downtown Sidewalk Repairs 36,000
Circulation Plan - Engineering (Foundry) 100,000
City Hall Remodel 250,000
139 - Transportation Projects
52135 Road Sign Project - HSIP 163,300
City wide Collector Striping - RSTP 155,200
Speed Survey - SB1 122,000
Angels Creek Trail - Phase 1 6,622,013
200 - Local Transportation
59999 LTF to Public Works Roads 36,356
Road Projects - Crackseal (PW Staff and Supplies) 100,000 Foundry Lane 360,600
210 - CDBG Grant
Utica Park ADA Bathrooms 68,000
17 7.F Proposed Budget 2023-244
Project/GL Description Grant Loan
Current
Revenue Reserves ITD Actuals
52176 Utica Expansion - Rural Rec 3,000,000
52131 Utica Playground Per Capita 177,952
Utica Playground CCF 135,000
Napa - Parking Project 250,000
Tryon Park 5,000
52085 Emergency Operations and Flood Plan 67,700 61,678 52134 Bret Harte Road Repair 11,731
52149/52150 PSPS 4,550
59999 Annexation Costs to Planning (010) 80,000
Property Purchases - Misc
New Firehouse 3,250,000 90,000
Partial ADA Bathroom at Utican Park (to fund 200) 60,000 Downtown Sidewalk Repairs 36,000
Circulation Plan - Engineering (Foundry) 100,000
City Hall Remodel 250,000
52135 Road Sign Project - HSIP 163,300
City wide Collector Striping - RSTP 155,200
Speed Survey - SB1 122,000
Angels Creek Trail - Phase 1 6,622,013 265,000
59999 LTF to Public Works Roads 36,356
Road Projects - Crackseal (PW Staff and Supplies) 100,000 - Foundry Lane 360,600
Utica Park ADA Bathrooms 60,000 - Fund 115
18 7.F Proposed Budget 2023-244
Project/GL Description 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28 52176 Utica Expansion - Rural Rec 332,402 2,667,598
52131 Utica Playground Per Capita 177,952
Utica Playground CCF 135,000
Napa - Parking Project 250,000 -
Tryon Park 600 4,400
52085 Emergency Operations and Flood Plan -
52134 Bret Harte Road Repair -
52149/52150 PSPS -
59999 Annexation Costs to Planning (010) 80,000
Property Purchases - Misc 800 1,700
New Firehouse 160,000 1,590,000 1,500,000
Partial ADA Bathroom at Utican Park (to fund 200) 60,000 Downtown Sidewalk Repairs 36,000
Circulation Plan - Engineering (Foundry) 100,000
City Hall Remodel 250,000
52135 Road Sign Project - HSIP 163,300
City wide Collector Striping - RSTP 155,200
Speed Survey - SB1 22,000 100,000
Angels Creek Trail - Phase 1 275,000 1,650,000
59999 LTF to Public Works Roads 36,356
Road Projects - Crackseal (PW Staff and Supplies) - 25,000 25,000 25,000 25,000 Foundry Lane 180,300 180,300
Utica Park ADA Bathrooms
765,802 6,037,806 3,355,300 25,000 25,000 -
19 7.F Proposed Budget 2023-244
CIP Water

CIP Sewer

Project/GL Description Cost Grant Loan
Current
Revenue
Fund
Reserves
Water Transmission Main Augmentation Program 165,000 165,000 WTP Backwash Improvements 4,000,000 4,000,000
WTP Filter Replacement Expansion 3,500,000
Water System Replacement Phase 1 125,000 125,000
Water System Replacement Phase 2 390,000 390,000
AMI Project 525,000 525,000
Water Line Replacements 125,000 125,000
8,830,000 4,000,000 - - 1,330,000
Project/GL Description
Expansion
Fund To Date
2022/23 Est
Actuals 2023/24 2024/25 2025/26 2026/27 2027/28
Water Transmission Main Augmentation Program
WTP Backwash Improvements 2,000,000 2,000,000
WTP Filter Replacement Expansion
Water System Replacement Phase 1
Water System Replacement Phase 2 75,000 315,000
AMI Project 65,000 40,000 40,000 40,000 40,000
Water Line Replacements 25,000 25,000 25,000 25,000 25,000 - - - 2,165,000 2,380,000 65,000 65,000 65,000
Project/GL Description Cost Grant Loan Current Revenue
Sewer line replacement Projects (I&I) 350,000
East Trunk Sewer Phase 1 875,000 875,000
Vallecito Booster Way 500,000 400,000
Main Street, Church St-Vallecito Rd 500,000
Gardner Lane, Easy Street 200,000
Raspberry Ln, Lee Lane 300,000
PLC 270,000
2,995,000 1,275,000 - -
Project/GL Description
Fund
Reserves
Expansion
Fund To Date
2022/23 Est
Actuals 2023/24 2024/25 2025/26 2026/27 2027/28
Sewer line replacement Projects (I&I) 350,000 75,000 75,000 75,000 75,000 50,000 East Trunk Sewer Phase 1 875,000
Vallecito Booster Way 100,000 500,000
Main Street, Church St-Vallecito Rd 500,000 500,000
Gardner Lane, Easy Street 200,000 200,000
Raspberry Ln, Lee Lane 300,000 300,000
PLC 270,000 90,000 90,000 90,000
1,620,000 100,000 - - 2,540,000 165,000 165,000 75,000 50,000 20 7.F Proposed Budget 2023-244
Strategic Plan
City of Angels Strategic Planning
The City of Angels Strategic Plan was adopted in 2022/23, encompassing a five-year plan of goals/objectives and defining a Mission and Vision that will help staff and the community model a path forward. The Budget narratives will point to these goals and objectives throughout the document.

Vision
Dedicated to preserving our rich history and providing a safe and thriving community that is
devoted to families, businesses, and visitors.

Mission Statement
To provide municipal services, infrastructure, and a high quality of life through trusted
leadership, accountability, and efficiency for the benefit of our community.

Year 1/ Tier 1
A1 Conservation &
Open Space Maintain and, where feasible, enhance the city's appearance A2 Conservation &
Open Space
Ensure adequate water quality and quantity for the residents of and visitors to the city
A3 Conservation &
Open Space
Protect the health and safety of people and property in the city from natural and man-made hazards
A4 Economic
Development
Promote a wide variety of economic opportunities consistent with the city's social, cultural, environmental, and aesthetic resources A5 Economic
Development
Maintain and enhance the city's economic vitality while conserving the city's social, cultural, environmental, and aesthetic resources
A6 Public Facilities
& Services
Continue to improve Angels Camp's capacity to store, treat, and deliver water and to collect and treat wastewater as necessary to achieve the stated goals of the city.

A7 Public Safety
Facilitate the provision of an adequate supply of water, and essential utilities and communications for city residents during emergency situations.

A8 Public Safety Prepare city staff, agencies, and citizens to respond in a coordinated and cooperative manner to emergency situations Year 1/Tier 2
21 7.F Proposed Budget 2023-244
B1 Circulation
Provide adequate parking to serve existing and future development and improve traffic flow on narrow streets while maintaining the rural and historic character of the city
B2 Community Identity Design new development to be compatible with the natural, scenic, and cultural resources and rural character of Angels Camp
B3 Community Identity
Design new commercial and industrial development to be compatible with the natural, scenic, and cultural resources and rural character of Angels Camp
B4 Land Use
Encourage well-designed business attraction and expansion proposals which are compatible with the rural character of the community, contribute positively to the city’s economic base, and improve the city’s jobs/housing balance.

B5 Land Use
Provide a well-organized and orderly development pattern that maintains and enhances Angels Camp’s social, economic, cultural, environmental, and aesthetic resources while managing growth so that adequate facilities and services can be provided in pace with development.

Year 1/ Tier 3
C1 Conservation & Open Space Promote the efficient use of energy resources C2 Land Use
Encourage well-designed commercial development compatible with the rural character of the community that contributes positively to both the city’s economic base and the city’s jobs/housing balance
C3 Land Use
Protect land adjoining, and in close proximity to, the city limits from development inconsistent with the city’s stated future goals, policies, and programs
C4 Public Facilities & Services
Maintain or increase the levels of service currently available within Angels Camp for public works facilities and infrastructure including roads, sidewalks, drainage facilities, public buildings, and other public facilities
C5 Public Facilities & Services
Maintain or increase the standards of coverage currently available within Angels Camp for fire protection and medical response facilities and infrastructure
C6 Public Facilities & Services
Maintain or increase the levels of service currently available within Angels Camp for police protection facilities and infrastructure
C7 Public Facilities & Services Maintain or increase the levels of service currently available within Angels Camp for park facilities and infrastructure. 22 7.F Proposed Budget 2023-244
General Fund 2023-24 Budget by Department

Budget Detail by Department
City Council
City Officials (1000)
City Officials budget represent the City Council in addition to costs associated with the meetings, employee appreciation, and citywide governance support/memberships.

Stipends
The stipends are paid to each Councilmember per City Meeting, in addition to mandated taxes and workers’ compensation. The amount of the stipends is limited per state code and it was decided several Councils ago to eliminate health, dental, and vision insurance as a cost-savings measure for the City.

Open Meetings
The County Public Access TV videographer attends the City Council meetings in addition the City uses Microsoft Teams to allow remote public access to the meetings.

Employee Appreciation
The City has an annual employee dinner to bring all staff and Council together and recognize and show support for them. This last year, the dinner was held at the Museum and was a wonderful turnout.

Strategic Plan Alignment
A1, A3, A8, C6, C7
City Officials
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 0 0 0 0
Expenses 24,506 35,002 36,382 43,222
Net General Fund (24,506) (35,002) (36,382) (43,222)

Changes in this budget include:
• Moving the League of CalCities to this budget instead of Finance. This membership focuses on governance and legislative coordination and is more in line with the actions of the Council. • Increasing IT services to move Council from paper to IT. This change will actually save the Finance Department thousands of dollars per year in staff and supply costs. 23 7.F Proposed Budget 2023-244
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Expenditures
Salaries & Benefits
50020 - Medicare 252 261 261 261
50021 - FICA 1,079 1,120 1,116 1,116
50042 - Council/Commissioner Stipends 17,400 18,000 18,000 18,000 50350 - Workers' Compensation 1,315 1,366 1,080 1,145
Total Salaries & Benefits 20,046 20,748 20,457 20,522
Professional Services
50082 - Videographer 2,010 4,668 4,800
24 Meetings PATV 4,800
50085 - IT Services 100 1,000 1,000 -
Coneth 2,500
Total Professional Services 2,110 5,668 5,800 7,300
Materials & Supplies
50056 - Computers/Software 2,639 1,625 1,500
50152 - Office Supplies 85 312 500 500
Total Materials & Supplies 85 2,951 2,125 2,000
Community Support
50218 - Employee Appreciation 1,000 1,836 2,000
Employee Appreciation Events 4,000
Total Community Support 1,000 1,836 2,000 4,000
Other Services & Charges
50202 - League of California Cities Du 477 - 3,400
50301 - Dues and Subscriptions
50302 - Training & Travel 788 3,800 5,500
City League Conferences 5,500
50311 - Legal Notices - 500 500
Total Other Services & Charges 1,265 3,800 6,000 9,400
Total Expenses 24,506 35,002 36,382 43,222
Net Budget (24,506) (35,002) (36,382) (43,222)
Fiscal Year 2023-24 Department Requested Budget
City Officials
24 7.F Proposed Budget 2023-244
City Attorney
City Attorney (1500)
The City Attorney budget represents the costs for the contracted City Attorney. The staff has worked hard to limit the costs of the contract by limiting the in-person requirements to only those that are needed, based on discussions with the lead attorney from Agenda reviews. Additionally, to avoid duplication of opinions, those opinions are being filed for staff use in the future to not request a similar opinion in coming years.

The cost of the attorney is also allocated as part of the city costs allocation plan. This ensures that the enterprise funds are being contemplated in the water and wastewater costs for purposes of the rate plan.

Strategic Plan Alignment
A3, A8, C3, C5, C7
City Attorney
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 0 0 0 0
Expenses 51,878 59,853 75,000 70,000
Net General Fund (51,878) (59,853) (75,000) (70,000)

Changes in the budget:
• Eliminate the legal contingency line item. Contingencies, of any kind, require Council approval to move from contingency to the expense line. Should additional costs be needed, staff will bring forth an adjustment as they would in any other circumstance.
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Expenditures
Services & Supplies
59990 - Cost Allocation O&M (100,000) (78,273) (100,000) (100,000) Total Services & Supplies (100,000) (78,273) (100,000) (100,000) Professional Services
50088 - Legal Attorney Services 134,802 138,127 150,000 170,000 50089 - Legal Contingency 17,076 - 25,000
Total Professional Services 151,878 138,127 175,000 170,000 Total Expenses 51,878.00 59,853 75,000 70,000
Net Budget (51,878.00) (59,853) (75,000) (70,000)
Fiscal Year 2023-24 Department Requested Budget
City Attorney
25 7.F Proposed Budget 2023-244
City Engineer
City Engineering (2000)
The City Engineering budget is for the city, not public projects. This is generally citywide engineering plans and complex grant assistance. Examples are engineering needs on parks, city facilities, speed survey, pavement management, sign replacement project, disaster damages.

Historically, BOTH public and private costs would be posted here and some at the Building/Planning Budget, making it very difficult to untangle. Staff are working to align fees/deposits with the costs and ensure that there is a line between them.

Strategic Management Alignment
A2, A3, A5, A8, B1, B2, C3, C5
City Engineer
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 9,098 1,714 0 100,000
Expenses 62,571 32,271 57,685 170,325
Net General Fund (53,473) (30,557) (57,685) (70,325)

Changes in the budget:
• Reducing the Project Engineering to limit only City driven projects reduction of $12,360 • Invest in a City Circulation plan for Foundry Lane $100,000 with funding to be pulled from the General Fund Project fund
• Add a line item for Transportation grant assistance. Grants from the Department of Transportation have considerable obstacles to finding, applying, and getting. These prompt additional contracting requirements and one misstep can mean deobligation (losing the funding). Staff would work with Dewberry to focus on certain elements of grants that will assist projects such as the Angels Creek Trail, Major Collector Road projects, circulation projects as well as realignment projects. 26 7.F Proposed Budget 2023-244
Finance and Administration
Finance (3000)
The Finance Department includes Human Resources, Payroll, Accounts Payable, Accounts Receivable, Accounting, and Treasury. This budget also operates as a “non-departmental” accumulator of all general fund discretionary revenues that includes property taxes, sales taxes, transient occupancy tax (TOT), franchise fees, etc.

Revenue Outlook
Tax-related revenues are projected to grow by about 4%. While fears of a recession have continued all year, the reality is we have a backlog of unrealized property tax transfers and new builds that will be adding to our property 6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues
Other Revenues
40714 - Reimburseable 9,098 1,714 -
Total Other Revenues 9,098 1,714 - -
Transfers In
49999 - Fund Transfer - In 100,000
Total Transfers In - - - 100,000
Total Revenues 9,098 1,714 - 100,000
Expenditures
Professional Services
50087 - Engineering Services 62,296 32,271 57,360
Project Engineering 45,000
City Circulation Planning 100,000
Transportation Grant Assistance 25,000
Total Professional Services 62,296 32,271 57,360 170,000 Materials & Supplies
50056 - Computers/Software 325
M365 Email 325
50077 - Equipment 275
Total Materials & Supplies 275 - 325 325
Total Expenses 62,571 32,271 57,685 170,325
Net Budget (53,473) (30,557) (57,685) (70,325)
Fiscal Year 2023-24 Department Requested Budget
City Engineer
27 7.F Proposed Budget 2023-244
tax totals. We also underbudgeted the TOT for 2022/23 because we believed there would be a reduction in stays that just didn’t occur. In fact, staff are working on getting more compliance for property managers which is helping to ensure collections.

With the wind-down of the GHC AD, our Admin charges will reduce, allowing staff to focus on other accounting functions.

The big win is the City’s decision to change banks. This change has netted a 10 times increase to what was budgeted. Additionally, we are working to capture even more yield by better managing our pooled treasury by contemplating cashflow and moving the funds that don’t require immediate access to a longer, but still liquid duration option that will provide for higher returns.

Strategic Planning Alignment
A1, A2, A3, A4, A5, A6, A7, A8, B1, B4, C1, C3, C4, C5, C6, C7 Finance
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 4,214,967 3,924,471 3,954,707 4,033,177
Expenses 956,144 1,124,962 1,208,615 1,180,754
Net General Fund 3,258,823 2,799,509 2,746,092 2,852,423 Changes in the budget:
• Finance is fully staffed. Recall, there was a full-time position that was working part-time, and there was turnover prior to the current City Administrator coming on. • Insurance through the Pool has increased by $123,532. o Staff are working on a full audit of all property coverage to ensure we aren’t covering equipment/facilities that we no longer have or the opposite adding those that are missing. o Staff will be working on using the EAP and ERMA (or equivalent) this year to maximize on training that we are already paying for.
o Staff will be working on ensuring there are Workers Comp debriefs and Liability Claim debriefs to identify policies to eliminate risk for future. • Addition of professional services to assist with implementation plans and processes for staff with Citygate.
28 7.F Proposed Budget 2023-244
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues
Tax Related Revenue
40001 - Secured/Unsecured Property Tax 678,052 711,471 690,000 725,700 40200 - Sales Tax 1,251,664 530,398 1,302,000 705,000
40203 - Transient Occupancy Tax 923,846 626,969 540,000 639,508 40205 - Document Transfer Tax 54,593 15,000 20,000 15,000 40206 - Bradley Burns 676,184 1,274,054 640,000 1,250,000 40501 - Motor Vehicle In-Leiu Tax 320,360 335,548 300,000 300,000 Total Tax Related 3,904,699 3,493,439 3,492,000 3,635,209 Licenses & Permits
40300 - Business License 40,099 35,000 38,000 38,000
40202 - Franchise Fees 200,594 229,946 192,000 200,000
Total Licenses & Permits 240,693 264,946 230,000 238,000 Service Charges
40604 - Admin Fees - GHC 3,500 7,000 14,000
GHC AD is closed out -
40605 - Admin Fees - School 426 600 -
BH and MT for what? Nothing for 22/23
40606 - Admin - LAFCO 3,600 3,600 3,600 3,600
40620 - Admin - LLD 5,000 5,000 5,000 5,000
40621 - Admin Fee 736 666 561
Was related to specific unforseen projects -
40625 - Mandated Cost Claim Payment
Total Service Charges 13,262 16,266 23,761 8,600
Other Revenues
40714 - Reimburseable 4,255 26,240 23,500
Calcard Refund 1,200
40715 - Claim Payments
40727 - Legal Recovery - Starr 32,039 37,613 -
Total Other Revenues 4,255 58,280 61,113 1,200
Income on Assets
40700 - Interest Earned 11,193 49,010 10,792 120,000
40704 - Property Rental 26,871 42,530 34,297
Post Office Lease 30,168
Total Income on Assets 38,064 91,540 45,089 150,168
Transfers In
49999 - Fund Transfer - In 13,994 102,744
22/23 for IT Equipment and Network -
Total Transfers In 13,994 - 102,744 -
Total Revenues 4,214,967 3,924,471 3,954,707 4,033,177
Fiscal Year 2023-24 Department Requested Budget
Finance and Administration
29 7.F Proposed Budget 2023-244
Expenditures
Salaries & Benefits
50000 - Salaries 403,052 336,606 369,212 442,409
50001 - Salaries - Part Time 1,092 10,642 13,000 10,000 50002 - Overtime 2,741 4,296 5,500 5,000
50017 - Leave Payout 56,896 - 8,000 8,000
50020 - Medicare 5,975 5,101 5,787 6,407
50021 - FICA 35,430 23,966 24,745 27,393
50025 - Health Insurance 64,687 46,257 60,940 49,230
50026 - Dental & Life Insurance 2,442 3,976 7,075 6,788 50027 - Vision Insurance 658 794 1,129 1,129
50028 - PERS 44,194 38,363 49,176 61,301
50029 - Long Term Disability 1,611 2,380 2,834 3,137
50031 - Retiree Benefit 57,989 9,024 28,878
50034 - Cell Allowance 2,424 1,383 2,400 1,920
50035 - Benefit Admin Fees Retiree 4,877 11,424 860 -
50037 - Life Insurance 267 235 288 288
50038 - PERSUL 61,267 80,000 112,462 81,907
50350 - Workers' Compensation 10,859 22,159 23,947 28,717 Total Salaries & Benefits 756,461 596,606 687,355 762,504 Services & Supplies
59990 - Cost Allocation O&M (170,925) (190,214) (175,000) (200,000) 50059 - Internet/Wireless Connection - 4,500
Comcast 4,500
50066 - Equipment Lease 631 716 631 500
50074 - Alarm 1,454 2,155 1,500 2,200
50111 - Water Sewer 6,775 9,333 7,128
Old City Hall 7,200
New City Hall 2,280
Total Services & Supplies (162,065) (178,011) (161,241) (183,320) Utilities
50051 - Electricity 3,365 13,108 10,239 13,763
50053 - Telephone 3,231 3,588 2,520
Ringcentral 2,900
50052 - Propane 1 1 1 1
Total Utilities 6,597 16,697 12,760 16,664
Tools & Equipment
50077 - Equipment 495 2,265 6,000
Printers 4,500
Total Tools & Equipment 495 2,265 6,000 4,500
30 7.F Proposed Budget 2023-244
Repairs & Maintenance
50060 - Copier 7,111 13,104 12,707 14,000
50063 - Equipment Maintenance & Repair 652 121 1,330 1,500 50068 - Building Maintenance 478 14,249 8,000 8,000
50069 - Grounds Maintenance 656 897 1,000 1,000
Total Repairs & Maintenance 8,897 28,371 23,037 24,500
Professional Services
50081 - Outside Consultant 25,736 81,020 81,020
Website hosting and security 1,100
Springbrook Consulting 2,500
Printing and Marketing Designs 2,500
Strategic Planning Implementation 16,000
Dataprose has been charged here. Need to
move to Water and Sewer
50085 - IT Services 5,585 56,244 56,244 57,000
50086 - Audit Services 30,764 31,500 31,500 35,000
50090 - Codification 7,118 2,440 2,480 3,000
50106 - Retirement Benefit Consultants 8,485 8,540 -
Eliminating HRA
50110 - Revenue Consultant 2,450 2,067 2,500
Muniservices 2,500
Total Professional Services 71,653 181,756 182,284 119,600 Materials & Supplies
50056 - Computers/Software 6,861 7,779 6,940 7,000
50152 - Office Supplies 4,093 4,961 5,000 5,000
Consolidate 50153 with 50152 800
50153 - Materials and Supplies 735 2,231 800
50173 - Postage 1,827 2,727 7,000 7,000
Total Materials & Supplies 13,516 17,699 19,740 19,800
31 7.F Proposed Budget 2023-244
Other Services & Charges
50061 - Computer Maint/Software Lease 25,048 13,636 43,974 Govinvest 9,000
Springbrook
50301 - Dues & Subscriptions 642 675 5,580
2 GFOA 350
City Clerk 200
Quill 76
PO Box 110
Enterprise 38
50302 - Training & Travel 4,081 7,725 8,000
Cal Cities Conferences 1,200
CSJVMRA 1,500
GFOA Conferences 1,200
Springbrook Conference 2,500
50311 - Legal Notices 912 - 5,000 5,000
50313 - Recruiting 1,393 (84) 1,000 1,000
50158 - Facility/Janitorial Services 1,650 723 1,200 1,200 50315 - Fees 8,225 15,900
PCI Non-Compliance Fees 1,500
Civic Pay should ALL go to W/WW once
iWorQ is live
50351 - Liability Ins 251,868 330,500 272,500
Property Program 191,767
Low Value Vehicles 115
EAP 1,126
Liability 142,771
Auto Damage 33,067
ERMA 21,162
General Fund 4,024
50352 - Claims 5,000
50400 - Miscellaneous 44 1,844 20,000
Property Taxes 1,600
Total Other Services & Charges 260,590 349,608 329,180 416,506 Capital Outlay
51005 - Computer/Software 109,971 109,500 -
Total Capital Outlay - 109,971 109,500 -
Transfers Out
59999 - Fund Transfer - Out
Total Transfers Out - - - -
Total Expenses 956,144 1,124,962 1,208,615 1,180,754
Net Budget 3,258,823 2,799,509 2,746,092 2,852,423
32 7.F Proposed Budget 2023-244
Community Support
Community Support (3002)
This budget includes the City’s economic development budget and the contribution to the Museum operations.

Based on several meetings with the Angels Camp Business Association appointees, talking with local businesses, the Chamber of Commerce, the Calaveras Visitors Bureau, the County Economic Development Director, and the Council, this budget includes several projects and investments that would align perfectly with the City Strategic Plan while making the best use of the ARPA – COVID funds, General Fund Contribution, and TOT.

Projects for ED
Economic Development is the creation of wealth from which community benefits are realized. It is an investment in growing our economy and enhancing the prosperity and quality of life for all residents.

The City can use up to $212,000 of ARPA funds that require to be obligated by 2024 (not spent).

Downtown Benches
The current benches downtown prevent accessibility, and are in failing shape, and requesting the business owners to replace them will prove difficult. To ensure that all of the benches meet standards, staff have worked with a vendor to find a solution to bring forward to the Planning Commission, with the idea that owners could purchase them. The cost would be prohibitive to already struggling businesses. The total cost for 12 benches would be $28,000 and would provide benches for all downtown use, enhancing the city’s appearance (Tier 1).

Plaque Project
For several years, Destination Angels Camp and then Angels Camp Business Association have had plans to create plaques commemorating all the downtown buildings in their “heyday”. Due to lack of funding, lack of time, etc., that project never came to be. Staff has been meeting and discussing this project as a way to enhance the city’s economic vitality and promote economic opportunities (both Tier 1) by creating a walking “trail” to follow these plaques. The original plan was to have buildings that are no longer standing also be included. However, the staff’s recommendation is to focus on current buildings, bring the plan forward to the Planning Commission to approve the concept drawings, and move ahead with engraving and placement. This cost would be $20,000.

Hop N’ Shop – Next Round
The Hop N’ Shop program was very successful and we have heard nothing but positive takeaways from businesses.

While some shoppers really wanted to have gas, stations included, or the ability to pay their utility bills, the program is to aid local businesses by incentivizing shoppers to shop here in Angels. It wasn’t created to be a residential assistance program, there were several programs for that and very little for businesses.

The recommendation is to prompt another run with $35,000 into the program.

Business Grants
Downtown, specifically, has struggled post-COVID. We have empty window fronts that have no want or desire to rent and these vacancies make those that are filled struggle to get feet on the street. To help these businesses, the idea is to offer expansion and enhancement grants to qualifying businesses. Staff would work to build a comprehensive program with Council input that will include various approved uses, the application process, the review panel, and the award process.

Recommended uses could be equipment replacement, interior/exterior updates, one-time employee incentives for businesses that are struggling to find or retain help, etc.

The recommended budget is $95,000 and this hits Tier 1 for ED.

Downtown Window Project
While staff is working on policies to bring back to Council that will incentivize vacant owners to rent, the empty window fronts are a discouraging view for visitors and cause passer buyers to not stop. Staff has met with the Museum and Gateway Press to discuss options for working with building owners to cover windows with historical images and contact information for potential tenants. At the very least this gives visitors something to look at while they walk downtown and ensures that open businesses get visited. The images would still be transparent enough for law enforcement to monitor but opaque enough to have historical imagery and a story to read. 33 7.F Proposed Budget 2023-244

The cost estimate is $25,000 and aligns with Tier 1 Enhancing the City’s Appearance.

Frog Hop of Fame
It was an annual tradition that the winner of the frog jump would get a plaque on the Hop of Fame (Downtown Sidewalks). This stopped during COVID, and has not occurred again. The vendor who has the mold is unreachable.

Staff have identified another vendor but will need to have a new mold made and the City need sot address how to limit liability and risk on the existing plaques before adding any new ones. The creation of a new mold will be $2500 and the cost to have the plaque made and installed is another $950 per plaque. The budget to catch up is $5,350 and there would be an annual cost for staff to reapply for anti-slip treatment to the plaques to prevent falls.

The other option would be to look at using engraved bricks/steps instead and placing them at Utica Park as part of a new exhibit that can be added indefinitely for less cost and less risk.

Downtown Lights
The Holiday swags are end-of-life. They were purchased years ago and have finally hit their final days. To ensure that the Downtown gets dressed up to promote visitation, staff are recommending purchasing new lighting strands for across-highway placement. Due to Caltrans rules, there are limitations on certain colors. Staff would identify a few options within the budget and bring forward to the Planning Commission for selection and approval.

Special Event Program
Finally, the Special Event Program was added to the 2022-23 budget and will be a fixture in the 2023/24 Budget.

This year staff will be promoting, as discussed an updated and easier-to-use application. $25,000 Strategic Planning Alignment
A1, A4, A5, B4, C2, C7
Community Support
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 0 34,136 55,000 237,000
Expenses 109,054 54,024 90,520 293,990
Net General Fund (109,054) (19,888) (35,520) (56,990)

Changes in the budget:
• Finance is fully staffed. Recall, there was a full-time position that was working part-time, and there was turnover prior to the current City Administrator coming on. • Insurance through the Pool has increased by $123,532. o Staff are working on a full audit of all property coverage to ensure we aren’t covering equipment/facilities that we no longer have or the opposite adding those that are missing. 34 7.F Proposed Budget 2023-244
o Staff will be working on using the EAP and ERMA (or equivalent) this year to maximize on training that we are already paying for.
o Staff will be working on ensuring there are Workers Comp debriefs and Liability Claim debriefs to identify policies to eliminate risk for future. • Addition of professional services to assist with implementation plans and processes for staff with Citygate.
35 7.F Proposed Budget 2023-244
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues
Tax Related Revenue
40203 - Transient Occupancy Tax 25,000 25,000
Per CVB Agreement $25k is pulled off top for
Marketing 25,000
Total Tax Related - 25,000 25,000 25,000
State Grants
44028 - CPPA Grant 9,136 30,000 -
For Museum energy 22/23 Efficiency Grant
Total State Grants - 9,136 30,000 -
Transfers In
49999 - Fund Transfer - In
ARPA Funds 212,000
Total Transfers In - - - 212,000
Total Revenues - 34,136 55,000 237,000
Expenditures
Professional Services
50081 - Outside Consultant 50,000 50,000 80,000
CVB Museum Contract 50,000
Total Professional Services 50,000 50,000 80,000 50,000 Materials & Supplies
50056 - Computers/Software 500
Total Materials & Supplies - - - 500
Community Support
50201 - Community Support 3,788 6,500
Downtown Bench Project 28,000
Plaque Project 20,000
Downtown Window Project 25,000
Hop N' Shop 35,000
Business Grant Programs 95,000
Special Event Grant Item 25,000
50202 - League of Cal Cities 3,418 236 3,380 -
50207 - Central Sierra RC&D Dues 636 640 640
50214 - Frog Hop of Fame 5,350
50209 - Calaveras Chamber Dues 500
50211 - Rabbit Trophy Buckle
50220 - DAC Support 55,000
Total Community Support 59,054 4,024 10,520 243,490
Total Expenses 109,054 54,024 90,520 293,990
Net Budget (109,054) (19,888) (35,520) (56,990)
Fiscal Year 2023-24 Department Requested Budget
Community Support
36 7.F Proposed Budget 2023-244
Building and Planning
Building and Planning (4000)
This budget includes 1 fulltime employee, a contracted Planning Director, a contracted Building Official, Code Compliance, and Engineering costs for applicants (development and builders).

The Building Fees should fully offset the costs of providing the plan check, inspections, and administrative oversight. Planning fees do not, and this is very common across all agencies. Planning associated with development ties the agency to look at public infrastructure to ensure that the impacts associated with that development can be handled with existing resources or prompt a development agreement to help mitigate some of those costs now and into the future. Because of that, planning costs will have a general fund cost.

This budget includes a significant general fund contribution because many of the fees for some of the projects were paid in 2022/23 and are included in the General Fund equity (cash carry).

Projects Worth Noting
• Habitat for Humanity is ramping up.
• Foundry Lane is entering an initial study phase
• MACT museum is moving forward with a groundbreaking in June • Utica Hotel continues.
• Evacuation Assessment
• Wayfinding Sign Project
• Parking and EV grant research and development
Strategic Planning Alignment
A1, A2, A3, A4, A6, A8, B1, B2, B3, B4, B5, C2, C3, C7
Building and Planning
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 156,131 362,075 413,390 509,000
Expenses 334,608 398,447 480,005 730,016
Net General Fund (178,477) (36,372) (66,615) (221,016)

Changes in the budget:
• Recall that the department had some turnover. This will be a full year with the full-time staff. • iWorQ will be used for Business Licenses and Permitting, allowing applicants to access without actually coming in for some simple submissions.
• Staff are recommending increasing Code Compliance from $20,000 to $45,000 (Tier 1 Public Safety)
o The plan has always been to start with the more senior Officer to help establish the program and then move to a lower-level Officer as the primary allowing us to gain more hours for the same costs or less.
o With this change we will get XX hours or the equivalent of XX days for the year. • The City has received several requests for annexation. To do this, we would have several tasks required in order to bring forward to Council and ultimately the LAFCO Board. Staff are recommending $80,000 to facilitate this with funds coming from the GF Projects Fund. (Tier 1 Conservation and Open Space and Public Facilities and Services) 37 7.F Proposed Budget 2023-244
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues
Licenses & Permits
40301 - Sign Permits 1,723 1,965 1,500 2,000
40302 - Home Occupancy Permit 1,723 1,588 1,500 2,000
40303 - Building Permits 104,478 312,605 223,150 200,000 40304 - Encroachments 6,146 4,899 3,500 3,000
40307 - SB 1186 Revenues - - 2,000 2,000
40600 - Planning Fees 16,648 37,222 131,740 100,000
Total Licenses & Permits 130,718 358,278 363,390 309,000 Service Charges
40621 - Admin Fee 3,000
Move to fee code -
Total Service Charges - 3,000 - -
State Grants
44000 - Grant Income - 50,000
LEAP 65,000
All Hazards 55,000
SB2 -
Total State Grants - - 50,000 120,000
Other Revenues
40714 - Reimburseable 5,270 797 -
Total Other Revenues 5,270 797 - -
Transfers In
49999 - Fund Transfer - In 20,143
Annexation Costs from 115 80,000
Total Transfers In 20,143 - - 80,000
Total Revenues 156,131 362,075 413,390 509,000
Fiscal Year 2023-24 Department Requested Budget
Building and Planning
38 7.F Proposed Budget 2023-244
Expenditures
Salaries & Benefits
50000 - Salaries 32,633 44,107 47,644 57,845
50002 - Overtime 489 1,791 1,500 1,500
50017 - Leave Payout 3,275 2,494 1,646 1,500
50020 - Medicare 415 621 740 839
50021 - FICA 2,144 1,764 3,159 3,587
50025 - Health Insurance 2,144 17,375 15,147 17,833
50026 - Dental & Life Insurance 947 1,417 1,712 1,712
50027 - Vision Insurance 136 245 226 226
50028 - PERS 4,791 4,750 7,142 9,227
50029 - Long Term Disability 247 450 434 411
50031 - Retiree Benefit 51,438 6,809
50034 - Cell Allowance 29 152 480 480
50037 - Life Insurance 34 73 58 58
50038 - PERSUL 17,459 16,000 16,382
50042 - Planning Commissioners 2,400 1,970 3,000 3,000
50350 - Workers' Compensation 852 3,651 3,882 3,760
Total Salaries & Benefits 119,433 103,668 86,770 118,360 Services & Supplies
50074 - Alarm 250
Signal Service
50111 - Utilities 2,062 1,685 2,040
Prorated share of W&WW 2,000
Total Services & Supplies 2,062 1,685 2,040 2,250
Utilities
50051 - Electricity 321 697 510 750
50053 - Telephone 1,089 1,382 1,104 500
Total Utilities 1,410 2,079 1,614 1,250
Repairs & Maintenance
50060 - Copier 710 783 720 800
50061 - Computer Maint/Software Lease 557 - 350 350
Total Repairs & Maintenance 1,267 783 1,070 1,150
39 7.F Proposed Budget 2023-244
Professional Services
50081 - Outside Consultant 180,719 188,542 277,760
Building Inspector/Official 100,000
Annexation BOE Costs 45,000
Annexation Survey/Engineering 35,000
Interwest - All Hazards 55,000
LEAP Task Order 65,000
Planning Services 90,000
Surveyor Services - City 5,000
Surveyor - Projects 5,000
50085 - IT Services 1,900 827 500 1,000
50087 - Engineering Services 9,084 61,316 25,000
Roll over MACT and H4H fees 100,000
50366 - Code Enforcement - 20,000 45,000
Total Professional Services 191,703 250,685 323,260 546,000 Materials & Supplies
50056 - Computers/Software 557 4,002 4,339 2,500
iWorQ 10,000
365 350
Parcel Quest 1,800
Desktop Printer 400
50152 - Office Supplies 2,341 1,419 1,500 2,000
Total Materials & Supplies 2,898 5,421 5,839 17,050
Other Services & Charges
50301 - Dues & Subscriptions 1,800 500
Online Building Code Subscription
GIS
50302 - Training & Travel 220 1,560 2,500 -
Planning Commission Training 2,500
Permit Training Class 2,500
50311 - Legal Notices 3,921 655 14,000 5,000
50310 - LAFCO Contribution 9,894 31,912 31,912 33,456
Total Other Services & Charges 15,835 34,127 48,412 43,956 Capital Outlay
51005 - Computer/Software - 11,000 -
52096-Capital Project
Playground Per Capita
Total Capital Outlay - - 11,000 -
Total Expenses 334,608 398,447 480,005 730,016
Net Budget (178,477) (36,372) (66,615) (221,016)
40 7.F Proposed Budget 2023-244
Fire Department
Fire Department (6000)
The Fire Department operates with one part-time Fire Chief, one Deputy Fire Chief, and four fire staff. Recall three positions were added to the 2021/22 fiscal year budget. The department has also been using a contract for service with the Altaville Melones Fire District, three “permanent” part-time staff, and a handful of extra-hire staff.

Many calls are for lift assists and a significant number of those are specifically for the assisted living facility – Foothill Village. The staff has been directed to begin discussions with the management there as to how to limit the call for service that is occurring, by staffing appropriately and/or amending their own policies and insurance coverage to permit those services to be funded with the rents collected by the occupants. At this point, the calls, being taxpayer funded could be construed as a gift of public funds.

Personnel Change
As noted above, the department has relied on fixed part-time personnel. Per labor law, an employee who is regularly scheduled becomes a “permanent” employee and while not represented by the Union does have legal rights to the position that they have been holding. Additionally, the City policy dictates that only the City Council can approve permanent part-time employee positions. To ensure that 1) the positions are identified as part of the City classification schedule and 2) we are adhering to policy and best practices, the recommendation is to add these positions to the personnel schedule, while remaining part-time.

This would create three positions fixed as two Firefighters and one Fire Captain. The Department will continue to rely on an extra-hire budget to fill voids in scheduling and will cease the Altaville Melones contract.

The Fire Chief and City Administrator will continue to discuss scheduling options to reduce the overall costs while ensuring proper coverage for the community.

Additionally, as Public Works has been down four staff, the Fire staff has been tasked with assisting in vegetation management on City property and helping with public outreach during emergencies by distributing fliers.

Measure A – Fire Tax
The public initiative, Measure A, is gathering signatures again to be placed on the March 2024 ballot. They will need to secure 2,124 valid signatures to make that happen and are currently in the process of campaigning to get them. The City Administrator did meet with Dana Nichols to discuss concerns over the measure, including negative impacts on the City’s appropriation limit, inability to raise taxes for the City’s overall public Safety needs in the future, and concerns over the lack of long-term planning for capital investment and employee benefit liabilities.

Nevertheless, the measure is continuing. Discussion with Council will be planned as to how to handle the impacts should it pass and what that means to the City overall.

Recall, the initiative, if approved would increase the County Sales Tax by 1%. Given the City is currently collecting

0.5% as a City Tax, shoppers in the City pay 7.75%. If approved that rate would go up to 8.75%, while the rest of the County will pay 8.25%. The silver lining is the City of Sonora did approve a City Tax, bringing them up to 8.75%, while Tuolumne County remains at 7.25%. With that said, there is less risk of revenue leakage to Sonora, as they would be at the same rate. The difference is that Sonora retains that 2.5% for operations while the City of Angels only retains 1.5% for its same operations.

Strategic Plan Alignment
A1, A3, A8, C5, C7
Fire Department
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 190,315 182,928 198,831 198,659
Expenses 959,037 906,348 894,364 966,844
Net General Fund (768,722) (723,424) (695,533) (768,225)

Changes in this budget include:
• Full costs of three additional positions.
• Elimination of the AMFD Contract. Reduce 50001 – Parttime by $31,160 • Health insurance costs increased due to employee changes. 41 7.F Proposed Budget 2023-244
• Increase Workers’ Compensation. The department was not charged for part-time or extra hires.

Now are.
• Fire Chief requested additional training for staff $1500 per employee. • 2022/23 Budget included Fire Mitigation Transfers and higher Prop 172 than permitted. Reduced by $39,000.
• TOT Carry over of $34,659
• Loss of MACT parking lot rental
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues
State Grants
44000 - Grant Income 14,575 9,620
PCAC Mini Grant 1,000
50/50 Grant 9,500
Total State Grants - 14,575 9,620 10,500
Other Revenues
40714 - Reimburseable 2,229 1,465 2,091
Fire Classes 3,500
40612 - Fire Special Services 4,870 6,215 5,000
Describe what this is for for clarity 5,000
Total Other Revenues 7,099 7,680 7,091 8,500
Income on Assets
40704 - Property Rental 18,720 4,727 3,120
No more rental income -
Total Income on Assets 18,720 4,727 3,120 -
Transfers In
49999 - Fund Transfer - In 164,496 155,942 179,000
Prop 172 25,000
TOT 120,000
TOT Fund Carry Over 34,659
Total Transfers In 164,496 155,942 179,000 179,659
Total Revenues 190,315 182,924 198,831 198,659
Fiscal Year 2023-24 Department Requested Budget
Fire
42 7.F Proposed Budget 2023-244
Expenditures
Salaries & Benefits
50000 - Salaries 212,757 305,723 340,936 376,344
50001 - Salaries - Part Time 393,476 222,248 180,960
3 Part-time Perms 124,800
Extra Hires 25,000
50002 - Overtime 18,796 21,935 18,407 20,000
50003 - Strike Team Salaries 19,039 -
50004 - Fire Planned Overtime 5,168 7,217 -
50010 - Callout - - 8,719
50015 - Holiday Pay 8,585 12,855 12,502 12,966
50017 - Leave Payout - 4,202 8,000 8,000
50020 - Medicare 7,787 9,753 7,893 7,796
50021 - FICA 33,298 35,858 35,403 33,403
50025 - Health Insurance 38,695 63,616 59,745 76,782
50026 - Dental & Life Insurance 3,804 5,886 5,676 5,776 50027 - Vision Insurance 574 952 937 1,000
50028 - PERS 55,203 61,976 49,980 55,765
50029 - Long Term Disability 1,289 2,625 2,690 2,781
50031 - Retiree Benefit 17,507 2,270 -
50032 - Uniform Allowance 1,504 - 3,750
50034 - Cell Allowance 598 1,274 2,400 1,200
50037 - Life Insurance 211 351 288 288
50038 - PERSUL 10,519 13,000 12,708 13,155
50350 - Workers' Compensation 31,672 52,880 44,137 60,104 Total Salaries & Benefits 860,482 824,619 782,662 837,629 Services & Supplies
50111 - Utilities 2,158 1,729 2,300
W/WW 2,340
61012 - Abatement Costs 1,152 1,591
Weed abatement charges 1,500
Total Services & Supplies 2,158 2,880 3,891 3,840
Utilities
50051 - Electricity 2,856 5,076 4,531 5,177
50053 - Telephone 4,321 3,066 4,200
ATT Mobility 2,000
Comcast - Should look at Ringcentral 2,300
50052 - Propane 1,752 2,321 2,000
Campora 2,500
Total Utilities 8,929 10,462 10,731 9,477
43 7.F Proposed Budget 2023-244
Repairs & Maintenance
50060 - Copier 1,531 923 1,600
Wells Fargo Lease - When does this lease end? 4,305
What is Inland Business Services? How much are
you actually printing
50063 - Equipment Maintenance & Repair 3,216 3,319 3,000 Chainsaw, small engine, generator 3,600
A lot of the expenses are actually just supplies.

Should consolidate to 50153
50068 - Building Maintenance 8,666 2,298 3,500
HVAC, Garage Doors, Building repairs 3,500
Pest Control 1,200
Fire extinguisher Maint 250
50064 - Vehicle Maintenance & Repair 29,726 26,000 26,000 Misc vehicle and engine maint and repairs 20,000
50062 - RMS System 1,323 - 630
50065 - Radio Maintenance 1,418 487 1,500
Annual 1,500
50073 - SCBA Maintenance 11 2,967 3,000
Annual 4,500
50071 - Equipment Rental - - 500
Remove
Total Repairs & Maintenance 45,891 36,863 41,230 38,855 Professional Services
50081 - Outside Consultant 400 700
Fire Classes -
Total Professional Services 400 - 700 -
Materials & Supplies
50056 - Computers/Software 9,481 6,850
Need new computers for Fire Staff 3,500
Lexipol 5,133
New Software licensing (RMS) 4,400
50152 - Office Supplies 1,207 1,358 1,600 1,600
50054 - Fuel 19,422 5,403 13,000 13,000
50150 - Field Supplies -
50153 - Materials and Supplies 6,126 -
Cleaning supplies from 50158 2,600
Expenses from 50063 750
50155 - Promotional Materials -
Let's think about property outreach for fire safety 1,500 50156 - Code Books - - 1,000
Need both E and physical 2,000
50157 - Medical Supplies 378 5,351 21,500 20,000
Total Materials & Supplies 27,133 21,593 43,950 54,483
44 7.F Proposed Budget 2023-244
Police
Police Department (6100)
The Police Department was on the fringe of needing to contract for services from the County due to significant turnover and the inability to recruit and retain staff. Staff morale was down and long-time existing staff were likely to move to other agencies. Under the direction of the City Council, the City Administrator, Police Chief, and Police staff met and identified changes that would secure our existing staff and set the department up to be able to recruit qualified employees and retain them once again.

While increased compensation was the main shift, it was also the recognition from Council by investing in a multiyear contract that would not allow these positions to fall behind again. Staff agreed to this multi-year investment.

While not receiving all the equity adjustment in year one, they see the commitment of the Council and Management and we recognize their commitment to our community.

The department is now fully staffed and within a matter of months will be out of training mode on our newest staff. The calls range from domestic abuse to theft and everything in between. Now that the department has full staffing, the focus for this year will be on more public outreach, building more efficient and effective processes, and having more time to discuss and help plan needs within the community when new development, parks, etc. are being contemplated.

Addressing Technology
The department is currently working with outdated technology that doesn’t permit the in-field officers to take reports that would automatically update the necessary systems. Instead, once they get back to the office, they spend hours entering this information into the RIMS system. Administrative staff also are using antiquated systems that require dual entry across multiple systems.

Sunridge RIMS
An investment in updating the RIMS system will allow for real-time reports in the field, allowing administrative staff to immediately have access to that information and move the reports more effectively through the process.

The server is housed at the Calaveras County Sheriff’s Office, where their staff handles the officer’s MDT (Mobile Other Services & Charges
50301 - Dues & Subscriptions 255 87 100 100
50302 - Training & Travel 9,656 3,156 5,000
8 employees @ 3 classes a year ($1500 pp) 12,000
What training for the year?
50158 - Facility/Janitorial Services - 2,636 2,600 -
50305 - Physicals 184 - 2,500
Coordinate with Rose on what, who, and a schedule
so we can negotiate a contract with a provider 4,500
50306 - Fire Uniforms 3,089 3,884
PPE 4,000
Let's think about a standard City provided safety
equipment and not call it uniform (because it isn’t)
50326 - Fire Meals 860 - 1,000
Water/emergency meals 2,000
Total Other Services & Charges 14,044 9,763 11,200 22,600 Total Expenses 959,037 906,348 894,364 966,884
Net Budget (768,722) (723,424) (695,533) (768,225)
45 7.F Proposed Budget 2023-244
Data Terminal) system in their patrol cars. The upgrade requires the replacement of servers in their data center for our information as well as upgrading the software.

AXON
RIMS CAD transfers basic RIMS CAD Incident information to the Axon body camera system.  Using the Officer/Unit ID, the interface correlates CAD events by:
- Automating basic incident information entry for every recording - Improving data accuracy with complete, correct info
- Increasing officer efficiency after each recorded call This investment would allow body camera and vehicle information to be automatically tied to a report to make investigations and prosecution more efficient.

ALPR – Auto License Plate Reader
This will be funded with a Homeland Security grant and automatically reads license plates that are identified in the various databases “hotlists”, then notify Officers of a match. This is helpful in a range of crimes that have happened. Only law enforcement has access to the system. There must be a criminal case or incident number to have a plate added to the databases. There would require to be a lawful purpose with a need to know and a right to know the information.

The lawful purposes required for users to access the system are:
• 1. Locate Stolen, Wanted, or Suspect Vehicles.
• 2. Locate Suspect(s) of Criminal Investigation or Arrest Warrant. • 3. Locate Witnesses or Victims of Violent Crime.
• 4. Locate Missing Children and Elderly individuals (Amber / Silver Alerts). • 5. Protect the Public during Special Events / Situational Awareness. 6. Protect Critical Infrastructure.

Focus on Officer Wellness
The City has invested in Cordico. This is a wellness program for high-stress professions. The City has long had access to EAP (Employee Assistance Programs) and that will continue. However, the critical calls that many officers attend can be quite alarming to most and have lasting impacts on their mental health. As a small city, we are not immune to suicide, horrific domestic abuse, child abuse, batteries, and murder occurring within our city limits. Our Police will be the ones that respond and attend to those calls. It is important to support our staff to limit and mitigate the lasting impacts that can occur if not addressed.

The City Police Department was also the recipient of an Officer Wellness grant that will allow the purchase of gym equipment to keep them in peak shape. Additionally, studies show that exercise has benefits for mental health.

Revenue Considerations
With the completion of the speed survey, the Officers can now start citing drivers for violation of our speed limits.

One note is that the City gets very little revenue for these citations. However, the City IS the County Parking Enforcement. Interesting as that is, we do reap the biggest benefits from parking citations. There has been a lot of discussion on limiting parking downtown, near Mark Twain Elementary, and other areas around the City.

Engineering, the Police Chief, the City Administrator, and the point of contact for those requesting or benefiting from these changes will be meeting to discuss and bring forward to Council when a vetted plan is identified. This would have the ability to increase revenues for the Department.

Strategic Plan Alignment
A1, A3, A7, A8, B1, B4, B5, C6, C7
Police Department
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 224,165 393,941 387,472 263,276
Expenses 1,787,385 1,875,120 2,267,629 2,319,699
Net General Fund (1,563,220) (1,481,179) (1,880,157) (2,056,423)

Changes in this budget include:
• Full costs of three additional positions.
• Elimination of the AMFD Contract. Reduce 50001 – Parttime by $31,160 46 7.F Proposed Budget 2023-244
• Health insurance costs increased due to employee changes. • Increase Workers’ Compensation. The department was not charged for part-time or extra hires.

Total Income on Assets 18,720 4,727 3,120 -
Transfers In
49999 - Fund Transfer - In 158,601 133,162 151,734
SLESF 109,500
Prop 172 25,000
AB 109 - OT Probation Searches 1,500
Total Transfers In 158,601 133,162 151,734 136,000
Total Revenues 224,165 393,941 387,472 263,276
48 7.F Proposed Budget 2023-244
Expenditures
Salaries & Benefits
50000 - Salaries 696,293 664,372 795,307 853,771
50001 - Salaries - Part Time 22,801 21,000 38,000 38,000 50002 - Overtime 37,028 53,000 40,000 40,000
50011 - On-Call Pay 15,746 14,000 18,322 19,362
50015 - Holiday Pay 21,398 17,411 20,000 30,975
50016 - K-9 Program 549 725 10,833
50017 - Leave Payout 1,807 10,000 5,000
50020 - Medicare 10,929 11,236 10,837 12,778
50021 - FICA 46,756 49,384 46,334 54,637
50025 - Health Insurance 77,075 73,066 104,563 117,500
50026 - Dental & Life Insurance 7,980 6,257 9,951 9,960 50027 - Vision Insurance 1,106 946 1,388 1,500
50028 - PERS 113,142 112,117 124,808 159,715
50029 - Long Term Disability 4,118 4,244 5,306 6,257
50031 - Retiree Benefit 123,137 4,539 -
50032 - Uniform Allowance 7,250 5,871 8,750 8,750
50034 - Cell Allowance 40 1,229 480 2,400
50037 - Life Insurance 441 551 519 519
50038 - PERSUL 223,474 250,000 248,544 253,374
50350 - Workers' Compensation 37,572 60,733 55,330 65,343 Total Salaries & Benefits 1,446,286 1,352,313 1,539,164 1,690,674 Services & Supplies
50107 - Solid Waste Fees 150 150 150
50059 - Internet/Wireless Connection 4,500
Comcast 4,500
50074 - Alarm 3,373 4,826
Annual Service Fee 2,226
50111 - Utilities 6,608 5,544 6,700
W/WW Charges - need to change 2" to
5/8" 2,400
50058 - Auto Lease 7,256 7,882 7,260
Final Payment 5,443
50112 - CCW Fees 1,186 1,500
1,500
Total Services & Supplies 14,014 17,984 24,936 16,219
49 7.F Proposed Budget 2023-244
Utilities
50051 - Electricity 6,235 8,981 8,326 9,430
50053 - Telephone 14,241 10,497 16,363
Wireless Service - Verizon 5,780
Main Line 2,760
Long Distance 1,200
Can eliminate long distance and fax with
ringcentral
Fax Line 1,416
50052 - Propane 1,105 1,322 1,500 1,389
Total Utilities 21,581 20,801 26,189 21,975
Tools & Equipment
50072 - Safety Equipment 16,941 30,163
General Equipment 3,500
Officer Safety Plan 22,000
OSP Equipment 7,600
Taser Contract 3,500
Total Tools & Equipment - 16,941 30,163 36,600
Repairs & Maintenance
50060 - Copier 6,630 7,754 7,500
New Copy Lease 4,800
50063 - Equipment Maintenance & Repair 832 - 2,000
Misc Equip 2,000
50068 - Building Maintenance 1,246 2,347 4,500 4,500
50064 - Vehicle Maintenance & Repair 15,665 21,717 22,000 Would this number go down with new
vehicles 22,000
50062 - RMS System 1,400 - 1,400
Crimestar - 4 Licenses (reduce to one with
RIMS upgrade) 1,400
50078 - Computer/Software 5,117 - 4,045
Unexpected software needs 1,500
50133 - Rims License 2,802 4,829 3,187
inactivate
50135 - Digital Evidence Maintenance 2,493 3,886 2,566
Goes away with OSP Upgrade -
Total Repairs & Maintenance 36,185 40,533 47,198 36,200 50 7.F Proposed Budget 2023-244
Professional Services
50085 - IT Services 4,325 12,000 12,000 12,000
Coneth
50084 - Administrative Fees 600
Remove
50099 - Dispatch Contract 179,536 188,514 188,514

4.2% CPI Increase 196,432
Total Professional Services 183,861 200,514 201,114 208,432 Materials & Supplies
50056 - Computers/Software 3,509 6,550
CORDICO - Officer Wellness 3,000
Consolidate from 50078? Being used for
M365 6,550
RIMS Software 2,050
RIMS CAD/Mapping 3,530
RIMS Licensing 4,020
50152 - Office Supplies 3,553 565 3,500 3,500
50054 - Fuel 31,100 26,000 30,000
30,000
50153 - Materials and Supplies 764 44 1,000
Misc Supplies 1,000
Radar Speed Signs (with data collection) -
(4) 12,398
50151 - Range Supplies 5,140 7,503 3,500
Some range project costs were posted
here. Need to correct 5,000
Total Materials & Supplies 40,557 37,621 44,550 71,048
51 7.F Proposed Budget 2023-244
Other Services & Charges
50301 - Dues & Subscriptions 772 802 1,000
Foxit, Adobe would be less 200
PO Box 170
APB Net - Annual 160
Stamps 216
Critical Reach - Annual 145
CLETS User Group 125
Cal Chiefs 200
IACP 250
50302 - Training & Travel 5,211 1,644 10,000 10,000
Records training
General Training
50313 - Recruiting 6,141 8,864 7,500 7,500
50158 - Facility/Janitorial Services 1,380 1,318 1,440
$120/month 1,440
50324 - K-9 Program 6,766 4,942 7,500
Historically paid using SLESF 7,500
50318 - Investigations 2,809 - 3,000 3,000
50319 - Community Outreach -
50320 - POST Training 650 1,045 5,000 5,000
50323 - PD Vests - 3,000 3,000
Total Other Services & Charges 23,729 18,614 38,440 38,906 Capital Outlay
51001 - Capital Outlay - Equipment 21,172 30,227 65,000 Auto License Plate Reader - HSG 43,774
Wings of Freedom 31,087
Gym Equipment - Officer Wellness 9,000
51005 - Computer/Software -
RIMS Upgrade 51,619
Axon Enterprise Inc. Fleet 3 12,638
Axon Enterprise Inc. Body Cam 27,743
Coneth RMS Server 23,784
51044 - Deferred Maintenance -
51002 - Capital Outlay - Vehicle 139,571 250,875
Confirm if we need to roll over PO again
Total Capital Outlay 21,172 169,798 315,875 199,645
Total Expenses 1,787,385 1,875,120 2,267,629 2,319,699
Net Budget (1,563,220) (1,481,179) (1,880,157) (2,056,423) 52 7.F Proposed Budget 2023-244
Public Works
Public Works (7010)
The Public Works Department services the Parks, roadside vegetation management, local road repairs, non-LLD streetlights, sidewalk maintenance, and all city facility maintenance. Staff have vigorous daily line of site reviews of potential risks to the public, including hazard trees, unreported water or sewer leaks, road damages, hydrant damages, water tampering, USAs from residents, contractors, and other utilities, dead animal removal along our roadways, trash collection, and bathroom and facility cleaning and maintenance.

Focusing on Efficiencies and Road Repairs
Per the 2019 Angels Camp Pavement Management Implementation Study, the recommendation was to focus on the roads that are rated above fair to maximize the dollars that are received annually. To date, no road repairs have been made in alignment with the plan.
78% of the City roads are residential, which are the least funded.

The recommendation was to focus on PCI (Rating system) greater than 70, which would be rated in “Good” Condition. 56% of the city roads are rated between 70-100, with 47.7% being in residential and 8.3% classified as collectors (which has some grant funding availability).

The basis for the focus on “Good” roads is the cost to keep them in good condition is much lower than trying to take that $100,000 and pay for full repairs on a fair, poor, and failed road. 53 7.F Proposed Budget 2023-244
The recommendation in the 2023/24 budget is to focus on crack-sealing all the designated roads in the plan, while we look for additional funding for slurry/micro seal equipment. The crack sealing will prevent further deterioration and water penetration while we identify equipment for the next project phase. The report is based on contracted work costs.

Focusing on building efficiency within our own staffing will allow the City to get closer to making an annual dent in the required preventative maintenance on our road system. Where there is a broader need for more of a full rebuild on a road, staff will work on a funding plan for those.

Additionally, a dig once procedure will be focused on. If a water or sewer line needs to be replaced, then the pavement, that was considered to be maintained will occur at the same time.

Obstacles
The first issue is that the City does not own any equipment to do any of the recommended road repairs, primarily crack seal, slurry, and micro seal. The city is required to pay the prevailing wage for contract work, which is over double the cost of existing staff. To maximize the revenues received of approximately $100,000 from Gas Tax, the recommendation is to apply for RMRA funding in the amount of $212,000 to pay for much-needed road repair equipment.

Staff currently spend 4 hours per week (2 employees) mowing and weed-eating the park and facility grounds. This equates to 430 hours per year, or, $18,000 per year. Additionally, staff must address vegetation management along all roadways. This includes 3-4 staff, spending several weeks, in addition to contracting with CCC crews (when available) to clear vegetation. This is an additional cost of $15,000-$20,000 per year.

Investment in a boom mower that would allow a singular staff person to do all of the mowing, and vegetation management while costing $150,000 upfront, pay for itself by freeing up staff to focus on road work projects in addition to protecting the roadways against fire danger. The equipment is also capable of allowing additional attachments for tree trimming (another significant cost we have been experiencing), ditch clearing, etc.

The useful life of this equipment is about 10,000 hours or in our case 10 years. This is an annualized cost of $15,000, compared to the $38,000 we are spending today.

Parks
The city owns three parks and one island (Clifton). Analysis of the water and wastewater charges has identified that the meters are oversized for the needs. The staff has worked with the building inspector to ensure that downsizing will not have any adverse impacts and that the savings associated with the parks will be $15,300 per year.

Clifton Island, while not an official park has been costing the City $3,600 for water and $3,000 for staff maintenance per year. This island would be eliminated with the proposed round-a-bout. Staff are looking for Council recommendations as to what to do with the island in the meantime to save the City $6,600 per year.

Drought scape, cease watering, and allow to mow to ground? 54 7.F Proposed Budget 2023-244
Public Bathrooms
The City does not have adequate access to public bathrooms. The Museum has been acting as one, while they are open. The Pickled Porch acts as another for downtown but is only open during normal business hours (Closed M, T, and one month per year). Utica Park has been the final option for public access to bathrooms and those will be closed while construction occurs.

Staff are recommending a discussion on the Pickled Porch bathrooms to be available seven days per week 7am7pm to align with the downtown businesses. This discussion can occur as part of the lease renewal forthcoming.

Energy
The city is charged with non-LLD lighting. Staff recommends looking at grant funding for energy-efficient lighting and operations. This could include LED light changes, changing appliances to energy-efficient options when they require replacement, etc.

Focus on Safety
To ensure that the City is doing what we can lower liability costs, staff will be focusing on training and safety protocols this year. This includes outfitting vehicles with necessary lighting, safety equipment, and bringing inhouse trainers for education. Additionally, the staff is working from available education and training as part of our pool to train staff and management. This will help line staff be better prepared and protected and also help management better support their staff.

Strategic Plan Alignment
A1, A2, A3, A7, A8, C1, C4, C7
Public Works
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 27,085 309,674 409,526 670,750
Expenses 59,892 418,450 462,886 748,287
Net General Fund (32,807) (108,776) (53,360) (77,537)

One-time costs included in this budget:
• $212,000 in road repair equipment to be funded with the RMRA grant funds • $150,000 boom mower to be paid for with General Fund Balance • Increased road repair costs to align with CRSSA (CVOID grant) must spend by 2026

Public Works includes five staff (including one Supervisor). They are split between the General Fund for facilities, parks, and roads, Wastewater, and Water for Distribution and Collection work. • 4 Distribution and Collection Workers
• 1 Public Works Foreman
55 7.F Proposed Budget 2023-244
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues
Tax Related Revenue
40203 - Transient Occupancy Tax 7,000
Museum Bathroom and Building
Maintenance 7,000
Total Tax Related - 7,000 - 7,000
Service Charges
40614 - Banner/Event Fees 482 525 500 500
40504 - Highway 49 Street Cleaning - 4,600 4,622
43003 - Door Hanger Fee 855 -
Should be zero - ALL W/WW -
Total Service Charges 482 1,380 5,100 5,122
State Grants
44000 - Grant Income - 100,000
CRSSA 100,000
Total State Grants - - 100,000 100,000
Other Revenues
40714 - Reimburseable 52 4,218 -
Total Other Revenues 52 4,218
Income on Assets
40704 - Property Rental 1,657 9,390
Pickled Porch $782.50/month 9,390
Grazing Leases 7,500
40717 - Park Shelter Rental 6,551 1,913 1,530 -
Total Income on Assets 6,551 3,570 10,920 16,890
Transfers In
49999 - Fund Transfer - In 20,000 293,506 293,506
Museum Bathroom and Building
Maintenance 7,000
TOT 120,000
Gas Tax- Annual Collections 166,382
LTF - Fund 200 36,356
RMRA - Grant 212,000
Total Transfers In 20,000 293,506 293,506 541,738
Total Revenues 27,085 309,674 409,526 670,750
Fiscal Year 2023-24 Department Requested Budget
Public Works
56 7.F Proposed Budget 2023-244
Expenditures
Salaries & Benefits
50000 - Salaries 19,202 97,239 59,190 105,632
50002 - Overtime 871 8,425 2,000 6,500
50010 - Callout 290 1,422 1,630 2,915
50011 - On-Call Pay 5,557 17,410 2,071 3,314
50017 - Leave Payout 246 - 1,000
50020 - Medicare 547 2,358 850 1,532
50021 - FICA 2,996 14,696 3,632 6,548
50025 - Health Insurance 3,574 22,264 9,856 16,812
50026 - Dental & Life Insurance 453 2,040 953 1,525
50027 - Vision Insurance 92 371 175 280
50028 - PERS 4,650 13,463 6,775 13,300
50029 - Long Term Disability 49 902 416 750
50031 - Retiree Benefit 2,636 9,079 - -
50032 - Uniform Allowance - 480
50034 - Cell Allowance 133 1,104 576 461
50037 - Life Insurance 24 152 69 111
50038 - PERSUL 31,000 22,602 31,453
50350 - Workers' Compensation (9,110) 11,611 4,429 6,864 Total Salaries & Benefits 32,210 233,535 116,224 198,477 Services & Supplies
50107 - Solid Waste Fees - 114 113 150
50074 - Alarm 1,344 2,036 2,000 2,000
50111 - Utilities 2,796 35,961 27,000
Utica - Irrigation 7,200
Change Meter Size to 5/8 (4,800)
Utica Restrooms 3,360
Pickle - Rental 2,820
Clifton Island 3,600
Recommend Drought plan
Altaville School 1,080
Gateway 1 7,200
Remove Meter (7,200)
Gateway 2 5,700
Downsize Meter (3,300)
Tryon Park 3,600
Total Services & Supplies 4,140 38,111 29,113 21,410
Utilities
50051 - Electricity 297 17,905 3,348
50053 - Telephone 2,633 3,036 3,000 3,100
50052 - Propane 1,372 1,000 1,500
Total Utilities 2,930 22,313 7,348 4,600
57 7.F Proposed Budget 2023-244
Tools & Equipment
50077 - Equipment 8,785 26,100 15,000
50072 - Safety Equipment 1,965 1,500 1,500
50070 - Tools 103 475 2,000 2,000
Total Tools & Equipment 103 11,225 29,600 18,500
Repairs & Maintenance
50063 - Equipment Maintenance & Repair 4 2,428 5,500 5,000 50068 - Building Maintenance 4,900 5,469 4,700 4,000
50069 - Grounds Maintenance 11 14,772 2,000 2,000
50064 - Vehicle Maintenance & Repair 209 10,420 1,000 1,000 50071 - Equipment Rental 40 - 1,600 1,600
50075 - Street Signs 846 15,000
50079 - Operated Equipment Rental - 920 1,000
50176 - Pavement Repairs - - 70,000
50177 - Tree Maintenance - 1,818 5,000
Total Repairs & Maintenance 5,164 36,673 29,800 89,600
Professional Services
50081 - Outside Consultant 28,082 172,200
Total Professional Services - 28,082 172,200 -
Materials & Supplies
50056 - Computers/Software 553 1,955 2,000
50152 - Office Supplies 889 525 500 500
50054 - Fuel 10,166 6,119
50153 - Materials and Supplies 232 21,031 15,000 15,000 50055 - Street Lights 8,570 39,946 25,000
Total Materials & Supplies 11,287 36,798 57,401 42,500
Other Services & Charges
50301 - Dues & Subscriptions 550 500 500
50302 - Training & Travel 268 5,884 4,000 4,000
50307 - Uniform Service 3,240 5,830 6,700 6,700
Total Other Services & Charges 4,058 11,713 11,200 11,200 Capital Outlay
51001 - Capital Outlay - Equipment - 10,000
Crack Seal Equipment 142,000
Road Repair Equipment 70,000
Boom Mower 150,000
Total Capital Outlay - - 10,000 362,000
Total Expenses 59,892 418,450 462,886 748,287
Net Budget (32,807) (108,776) (53,360) (77,537)
58 7.F Proposed Budget 2023-244
Enterprise Budgets
Sewer O&M 2022-23 Budget
Wastewater Department (300-8000)
The Wastewater Department will be operating in the last year of the five-year rate plan. The rate plan identified 14 projects, totaling $6.8 million in costs, and included four projects to be addressed through the initial five-year period. Due to turnover within the department, turnover at City Hall, and changes in Council, these projects, while still identified were not moved to the necessary stages to be completed. The 2022/23 budget year focused on getting them all back on track and an energized focus by Engineering and staff.

Capital Projects
These projects have all been listed on the CIP for Wastewater with dedicated funding/outlay in 2023/24 and subsequent years (in short order) so that the remaining projects from the ten-year plan can be contemplated in the next rate study.

In addition to the identified projects in the rate study, the latest winter storms shed light on several areas of concern that will need to be addressed. At the peak of the storm, the wastewater plant was treating 4 million gallons of mainly stormwater. The Superintendent slept at the plant and was onsite for multiple 24-hour periods to ensure that we didn’t spill raw, untreated water, all while communicating with engineers and the State in case we had no choice. This was a preventable disaster by merely identifying and replacing faulty sewer lines throughout our system and raising the manholes above flood-stage levels.

One important note s that in order to start planning for sewer line replacements, smoke testing is required. Staff is working with the State to identify a vendor to demo the equipment and train staff on the use. With that equipment, staff will begin working on outreach in the areas being tested to ensure the public is aware that smoke does not mean fire.

Sewer line replacement Projects (I&I) 250,000
East Trunk Sewer Phase 1 875,000
Vallecito Booster Way 500,000
Main Street, Church St-Vallecito Rd 500,000
Gardner Lane, Easy Street 200,000
Raspberry Ln, Lee Lane 300,000
PLC 270,000
Rate Study
A new rate study is required to be in place prior to July 1, 2024. This would need to kick off in the fall of 2023 to meet that timeline. The last rate study was $54,000, split between Water and Wastewater. This budget includes the final 4% increase in Sewer Rates.

Staffing
The City continues to be understaffed in both Water and Wastewater, with the Public Works Superintendent as the only operator licensed to operate both plants. The Chief Plant Operator position has been vacant and while staff has tried to underfill the position to train Operators in Training (OIT) to one day meet the requirements, they have continued to leave once they have enough certifications to qualify for lesser positions with far more pay.

Currently, the Superintendent is required to operate BOTH plants should the one Plant Operator III (that we do have) is out due to vacation or illness. This is an unsustainable staffing plan and will ultimately require a change in the City’s current staffing plan or require contracting out to meet requirements.

Staff Safety
The City is focused on staff safety to mitigate workers’ compensation claims and injuries that cause staffing shortages. Additionally, we want our staff to be healthy and happy at work and an emphasis on safety and 59 7.F Proposed Budget 2023-244
wellness is paramount to make that happen. Staff and management will be engaging in education and training to align with this focus.

Strategic Plan Alignment
A3, A6, A7, A8, B5, C1, C4, C7
Wastewater Department
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 3,017,470 3,331,471 3,240,697 3,614,190
Expenses 1,354,448 2,216,451 2,651,616 2,111,597
Net Sewer Fund 1,663,022 1,205,020 589,081 1,502,594

This department includes a portion of ALL Public Works staff, the Public Works Superintendent, and two operators.

Changes in this budget include:
• 4% increase in rate revenues (per the five-year rate plan) • Interest revenue increase of $100,000 due to banking change • Staffing sways dependent on need. The budget will be set based on a perfect scenario of Public Works, Water, and Sewer staffing to augment Wastewater needs. However, the actual use of those staff occurs as is required. 2022/23 included a lot of emergency staffing costs well above budget and focusing more on Wastewater and Water. The 2023/24 budget aligns staffing costs with projected staffing costs as planned.
• The costs allocation increase to fund Finance and Legal has increased due to increases in insurance costs and recognizing that some Finance staff spend as much as 50% of their time doing Customer Service for Water and Wastewater.
• Electricity is increasing due to rate increases. Staff will be looking at equipment that is at the end of life and identifying more energy-efficient options that will help make operations more efficient. • Increase tools and equipment to plan ahead for repairs and safety • Increase building maintenance, looking for energy efficient solutions • $30,000 for ½ of the rate consultant
• Increase computer to purchase tablets for staff in the field to better address service calls, infrastructure maintenance, and scheduling.
• Fees were getting paid out of various funds. All funds are either water or sewer and are operational, not capital costs. This budget adjustment is correcting that. • PLC need to be replaced (this is ONE), there will be others to be added to the capital plan • Tractors for biosolids are needed. The one we have is out of service and not repairable. 60 7.F Proposed Budget 2023-244
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues
Service Charges
43000 - Rate Revenue 2,925,717 3,235,361 3,218,697 3,494,190 43001 - Utility Processing Fee 320 1,672
43002 - Uitlity Late Fees 8,000
43003 - Door Hanger Fee
43008 - Title 22 - GHC 8,898
43099 - CAP Sewer (2,078)
Total Service Charges 2,934,935 3,234,955 3,226,697 3,494,190 State Grants
44000 - Grant Income 59,873
Total State Grants 59,873 - - -
Other Revenues
40550 - Asset Sales 2,000 4,000
Total Other Revenues 2,000 - 4,000
Income on Assets
40700 - Interest Earned 20,662 96,516 10,000 120,000
Total Income on Assets 20,662 96,516 10,000 120,000
Total Revenues 3,017,470 3,331,471 3,240,697 3,614,190
Fiscal Year 2023-24 Department Requested Budget
Wastewater
61 7.F Proposed Budget 2023-244
Expenditures
Salaries & Benefits
50000 - Salaries 209,407 348,634 257,951 302,843
50001 - Salaries - Part Time 1,665
50002 - Overtime 4,458 6,772 12,450 7,500
50010 - Callout 3,019 3,307 5,544 5,823
50011 - On-Call Pay 2,893 2,376 5,161 6,214
50017 - Leave Payout 17,589 913 18,000 4,500
50020 - Medicare 3,303 3,801 4,167 4,391
50021 - FICA 14,775 16,094 14,816 18,776
50025 - Health Insurance 40,922 42,822 43,081 49,234
50026 - Dental & Life Insurance 4,394 3,678 5,133 4,801 50027 - Vision Insurance 647 606 777 750
50028 - PERS 17,848 26,451 28,399 32,825
50029 - Long Term Disability 1,508 1,711 2,040 2,151
50031 - Retiree Benefit 37,971
50034 - Cell Allowance 1,369 2,067 2,184 2,200
50037 - Life Insurance 216 239 331 261
50038 - PERSUL 84,958 75,929 48,573 66,836
50350 - Workers' Compensation 14,463 21,267 21,724 19,684 Total Salaries & Benefits 461,406 556,667 470,331 528,789 Services & Supplies
50074 - Alarm 3,971 4,783 6,200 5,500
52009 - Monitoring Well 6,575 15,380 16,741 16,000
59990 - Cost Allocation O&M 167,084 158,083 125,000 150,000 Total Services & Supplies 177,630 178,246 147,941 171,500 Utilities
50051 - Electricity 132,974 231,325 175,938 258,500
50053 - Telephone 17,972 21,287 9,000 22,000
Total Utilities 150,946 252,612 184,938 280,500
Tools & Equipment
50077 - Equipment 2,728 - 3,000
50072 - Safety Equipment 2,501 2,916 3,000 5,000
50070 - Tools 2,073 1,282 1,650 3,000
Total Tools & Equipment 4,574 6,925 4,650 11,000
Repairs & Maintenance
50063 - Equipment Maintenance &
Repair 83,852 105,717 92,639 120,000
Combined 51018 - UV Maint here
50064 - Vehicle Maintenance &
Repair 14,865 3,814 12,523 14,000
50068 - Building Maintenance 2,604 1,510 10,000 10,000
50071 - Equipment Rental 84 66 1,000 1,000
50078 - Computer/Software 386 2,271 2,500
50120 - Equipment R&M -
Instruments 3,000 3,000
Total Repairs & Maintenance 101,405 111,493 121,433 150,500 62 7.F Proposed Budget 2023-244
Professional Services
50081 - Outside Consultant 46,364 667 1,200 1,500
Misc Assistance 1,500
Rate Consultant 30,000
50085 - IT Services 628 500 5,000
50087 - Engineering Services 93,094 74,086 81,200 81,200 50163 - Wastewater Testing 53,296 25,412 30,000 30,000
Total Professional Services 192,754 100,793 112,900 149,200 Materials & Supplies
50056 - Computers/Software 4,203 3,427 6,400 9,000
50152 - Office Supplies 1,115 680 1,500 2,000
50054 - Fuel 4,656 4,281 5,500 5,500
50153 - Materials and Supplies 4,613 4,151 6,500 6,500
50160- Laboratory Supplies 5,069 3,506 5,000 5,000
50161 - Chemical 100,329 98,411 120,000 120,000
Total Materials & Supplies 119,985 114,454 144,900 148,000 Other Services & Charges
50076 - Fire Break 2,232 3,500 3,500
50093 - Stream Gauge 4,400 4,000 4,000 4,000
50095 - Load Test Generator 6,610 3,287 3,500 3,500
50301 - Dues & Subscriptions 942 408 1,200 1,200
50302 - Training & Travel 1,847 824 3,000 3,000
50307 - Uniform Service 1,727 1,623 2,000 2,000
50310 - LAFCO Contribution 10,200
50313 - Recruiting 398 175 1,000 1,000
50315 - Fees 88,592 74,439 54,500 115,000
50328 - Sludge Handling 15,509 18,647 25,000 25,000
50329 - Odor Control 13,291
50358 - Bad Debt Expense 12,000 12,000
50362 - Stream Testing 9,036 12,000 12,000
Total Other Services & Charges 145,748 112,439 121,700 182,200 Capital Outlay
51001 - Capital Outlay - Equipment 66,521 84,000
Biosolid tractors 55,000
52096 - Capital Project - 75,000
PLC 90,000
Total Capital Outlay - 66,521 159,000 145,000
Transfers Out
59999 - Fund Transfer - Out 626,302 1,183,823 -
To Debt Service 344,908
Total Transfers Out - 626,302 1,183,823 344,908
Total Expenses 1,354,448 2,126,451 2,651,616 2,111,597
Net Budget 1,663,022 1,205,020 589,081 1,502,594
63 7.F Proposed Budget 2023-244
Water O&M 2023-24 Budget
Water Department (350-8001)
The Water Department will be operating in the last year of the five-year rate plan. The rate plan identified 22 projects, totaling $14.1 million in costs, and included four projects to be addressed through the initial five-year period. Due to turnover within the department, turnover at City Hall, and changes in Council, these projects, while still identified were not moved to the necessary stages to be completed. The 2022/23 budget year focused on getting them all back on track and an energized focus by Engineering and staff.

Capital Projects
These projects have all been listed on the CIP for Water with dedicated funding/outlay in 2023/24 and subsequent years (in short order) so that the remaining projects from the ten-year plan can be contemplated in the next rate study.

Water Transmission Main Augmentation Program 165,000
WTP Backwash Improvements 4,000,000
WTP Filter Replacement Expansion 3,500,000
Water System Replacement Phase 1 125,000
Water System Replacement Phase 2 390,000
AMI Project 860,000
Water Line Replacements 125,000

Rate Study
A new rate study is required to be in place prior to July 1, 2024. This would need to kick off in the fall of 2023 to meet that timeline. The last rate study was $54,000, split between Water and Wastewater. This budget includes the final 8% increase in Water Rates.

Staff Safety
The City is focused on staff safety to mitigate workers’ compensation claims and injuries that cause staffing shortages. Additionally, we want our staff to be healthy and happy at work and an emphasis on safety and wellness is paramount to make that happen. Staff and management will be engaging in education and training to align with this focus.

Working Smarter
The AMI project would eliminate the need for manual meter reading, which takes all staff (across all divisions) to perform once per month for several days. Direction was given to staff to stop buying manual read meters and identify AMI meters that can be selected for an annual swap project that would eliminate the manual reading. This will be done in phases, focusing on routes that can be read automatically by a drive-by of one staff in a matter of minutes per street, instead of minutes per meter. This frees up staff to focus on water line replacements, sewer line replacements, and road projects.

Strategic Plan Alignment
A2, A3, A6, A7, A8, B5, C1, C4, C7
Water Department
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues 1,754,349 1,937,333 1,894,950 2,051,122
Expenses 926,520 1,053,887 1,549,195 1,309,683
64 7.F Proposed Budget 2023-244
Net Water Fund 827,829 883,445 345,655 741,439
This department includes a portion of ALL Public Works staff, the Public Works Superintendent, and two operators.

Changes in this budget include:
• 8% increase in rate revenues (per the five-year rate plan) • Interest revenue increase of $50,000 due to banking change • Staffing sways dependent on need. The budget will be set based on a perfect scenario of Public Works, Water, and Sewer staffing to augment Wastewater needs. However, the actual use of those staff occurs as is required. 2022/23 included a lot of emergency staffing costs well above budget and focusing more on Wastewater and Water. The 2023/24 budget aligns staffing costs with projected staffing costs as planned.
• The costs allocation increase to fund Finance and Legal has increased due to increases in insurance costs and recognizing that some Finance staff spend as much as 50% of their time doing Customer Service for Water and Wastewater.
• Electricity is increasing due to rate increases. Staff will be looking at equipment that is at the end of life and identifying more energy-efficient options that will help make operations more efficient. • Increase tools and equipment to plan ahead for repairs and safety • Increase equipment maintenance, looking for energy efficient solutions • $30,000 for ½ of the rate consultant
• Increase computer to purchase tablets for staff in the field to better address service calls, infrastructure maintenance, and scheduling.
• Fees were getting paid out of various funds. All funds are either water or sewer and are operational, not capital costs. This budget adjustment is correcting that. 65 7.F Proposed Budget 2023-244
6/30/22
Actuals
6/30/23 Est
Actuals
2022-23
Budget
2023-24
Request
Revenues
Service Charges
42000 - Water Service Fee 1,687,927 1,812,520 1,867,850 1,957,522 42001 - Inspections 187
42003 - Utility Late Fees 34,378 12,000 15,000
42099 - CAP Water Credit (1,855)
43011 - Water Meter Charge 1,155 269 300
43001 - Utility Processing Fee 7,818 4,280 4,500
43003 - Door Hanger Fee 4,482 4,500
43004 - Restoration Fee 458 500
43011 - Shut-Off Fee 3,646 3,800
Total Service Charges 1,696,900 1,858,364 1,879,850 1,986,122 State Grants
44000 - Grant Income 32,048 -
Total State Grants 32,048 - - -
Other Revenues
40706 - Donation 300
40714 - Reimburseable 1,517 22,592 -
Total Other Revenues 1,517 22,892
Other Revenues
40716 - Asset Sale/Loss Claim 2,000
Total Other Revenues 2,000 -
Income on Assets
40700 - Interest Earned 11,119 56,077 15,000 65,000
Total Income on Assets 11,119 56,077 15,000 65,000
Transfers In
49999 - Fund Transfer - In 10,765
Total Transfers In 10,765 - - -
Total Revenues 1,754,349 1,937,333 1,894,850 2,051,122
Fiscal Year 2023-24 Department Requested Budget
Water
66 7.F Proposed Budget 2023-244
Expenditures
Salaries & Benefits
50000 - Salaries 272,917 335,651 308,459 376,699
50001 - Salaries - Part Time 1,665 - 5,000
50002 - Overtime 7,947 15,145 11,500 15,000
50010 - Callout 2,124 3,558 6,099 7,242
50011 - On-Call Pay 3,033 3,852 6,953 7,729
50017 - Leave Payout 20,994 914 14,000 5,000
50020 - Medicare 4,132 5,340 4,464 5,368
50021 - FICA 18,997 21,524 19,082 23,354
50025 - Health Insurance 45,903 56,063 50,775 60,118
50026 - Dental & Life Insurance 4,609 4,611 5,296 5,827 50027 - Vision Insurance 730 771 828 914
50028 - PERS 22,822 34,949 30,516 21,291
50029 - Long Term Disability 1,746 2,410 2,186 2,629
50031 - Retiree Benefit 4,828 902
50032 - Uniform Allowance - 1,390
50034 - Cell Allowance 1,650 2,554 2,414 2,668
50037 - Life Insurance 254 319 291 319
50038 - PERSUL 67,791 83,414 54,234 98,943
50350 - Workers' Compensation 18,821 28,780 31,832 30,673 Total Salaries & Benefits 500,963 600,757 553,929 665,164 Services & Supplies
59990 - Cost Allocation O&M 103,841 92,067 150,000 150,000 50107 - Solid Waste Fees -
50059 - Internet/Wireless Connection -
50066 - Equipment Lease -
50067 - Phone System -
50074 - Alarm 2,273 2,280 2,500 2,500
50111 - Utilities -
61012 - Abatement Costs -
50058 - Auto Lease -
50112 - CCW Fees -
Total Services & Supplies 106,114 94,347 152,500 152,500 Utilities
50051 - Electricity 22,204 34,408 33,573 39,600
50053 - Telephone 2,266 2,398 2,600 2,800
50052 - Propane 1,372 1,500
Total Utilities 24,470 38,178 36,173 43,900
Tools & Equipment
50077 - Equipment -
50072 - Safety Equipment 1,023 867 1,700 5,000
50070 - Tools 1,603 675 1,000 1,000
Total Tools & Equipment 2,626 1,542 2,700 6,000
67 7.F Proposed Budget 2023-244
Repairs & Maintenance
50063 - Equipment Maintenance & Repair 16,399 16,972 43,700 70,000 50068 - Building Maintenance 1,621 488 2,000 2,000
50064 - Vehicle Maintenance & Repair 3,812 1,747 2,500 2,500 50078 - Computer/Software 386 2,070 2,000
Total Repairs & Maintenance 21,832 19,593 50,270 76,500 Professional Services
50081 - Outside Consultant 48,437 555 555
Misc Needs 600
Rate Consultant 30,000
50085 - IT Services - 150 2,500
50087 - Engineering Services 61,753 44,380 81,200 81,200 50162 - Water Testing 15,598 13,554 18,000 18,000
Total Professional Services 125,788 58,489 99,905 132,300 Materials & Supplies
50054 - Fuel 4,295 2,623 3,300 3,300
50056 - Computers/Software 3,427 4,700 13,435
50152 - Office Supplies 260 254 500 500
50153 - Materials and Supplies 12,391 9,000 9,000 9,000 50165 - Replacement Meters 3,556 220 1,500
50159 - Chlorine 2,581 3,877 3,000 5,000
50160 - Laboratory Supplies 2,001 1,118 4,500 5,000
50161 - Chemicals 21,042 31,119 25,000 35,000
Total Materials & Supplies 46,126 51,639 50,000 72,735
Other Services & Charges
50071 - Equipment Rental
50095 - Load Test Generator 1,329 1,582 2,000 2,000
50098 - Cathotic Protection 755 1,000 1,000
50301 - Dues & Subscriptions 253 150 350
50302 - Training & Travel 905 1,131 3,000 3,000
50307 - Uniform Service 1,727 - 2,500
50309 - DPH Compliance - 2,000 2,000
50310 - LAFCO Contribution 10,200 -
50313 - Recruiting 398 175 1,000 1,000
50315 - Fees 43,589 64,627 15,000 65,000
50358 - Bad Debt Expense - 6,000 6,000
50370 - UWPA Water Purchase 40,000 40,000 40,000
50371 - TS IRWMA Fees 200 500 500 500
Total Other Services & Charges 98,601 68,920 70,500 123,350 Capital Outlay
51001 - Capital Outlay - Equipment 87,262 84,000
52096 - Capital Project - 20,994
Total Capital Outlay - 87,262 104,994 -
Transfers Out
59999 - Fund Transfer - Out 33,161 428,224
To Debt Service 37,234
Total Transfers Out - 33,161 428,224 37,234
Total Expenses 926,520 1,053,887 1,549,195 1,309,683
Net Budget 827,829 883,445 345,655 741,439
68 7.F Proposed Budget 2023-244
Financial Projections
General Fund Five-Year
Description General Fund 2024-25 2025-26 2026-27 2027-28 Revenues - -
Beginning Balance 4,300,000 3,508,826 3,689,395 3,160,181 2,631,057 - - -
Taxes-Related 3,660,209 3,751,714 3,864,265 3,980,193 4,059,797 Licenses, Permits and Franchises 548,500 564,955 581,904 599,361 611,348 Use of money and property 167,058 173,740 177,215 180,759 184,375 Grants, subventions, and contributions 276,500 285,000 290,000 300,000 306,000 Charges for services 16,722 17,224 17,740 18,273 18,638 Other revenue 77,276 79,594 81,186 82,810 84,466
Total Revenues 4,746,265 4,872,227 5,012,311 5,161,396 5,264,624 - - -
Expenditures - - -
Personnel 3,628,166 3,773,293 3,886,491 4,003,086 4,123,179 Materials, services, and other operating 2,333,366 1,833,366 1,870,033 1,907,434 1,964,657 Capital outlay/CIP 561,645 85,000 85,000 80,000 80,000
Allocated administration and overhead - - - -
Total Expenses 6,523,177 5,691,658 5,841,524 5,990,520 6,167,835 - - -
Other Financing Sources (Uses) - - -
Use of fund balance/working capital (136,365) - -
Encumbrances (127,294) - -
Tranfers in 1,249,397 1,000,000 300,000 300,000 300,000 Transfers (out) - - - -
Total 985,738 1,000,000 300,000 300,000 300,000
Change in total fund balance/working capital (791,174) 180,569 (529,214) (529,124) (603,212) 2023-24 Proposed Budget
69 7.F Proposed Budget 2023-244
Water and Wastewater Five-Year
Description Enterprise Funds 2024-25 2025-26 2026-27 2027-28 Revenues
Beginning Balance 6,459,000 7,373,033 7,920,386 8,571,887 8,898,858 -
Taxes-Related - -
Licenses, Permits and Franchises -
Use of money and property 185,000 188,700 192,474 196,323 200,250 Grants, subventions, and contributions - -
Charges for services 5,480,312 5,754,328 6,042,045 6,344,147 6,661,354 Other revenue - -
Total Revenues 5,665,312 5,943,028 6,234,519 6,540,470 6,861,604 -
Expenditures -
Personnel 1,193,953 1,313,348 1,444,683 1,516,917 1,592,763 Materials, services, and other operating 1,400,185 1,400,185 1,456,192 1,514,440 1,575,018 Capital outlay/CIP 1,475,000 2,000,000 2,000,000 2,500,000 2,500,000 Allocated administration and overhead 300,000 300,000 300,000 300,000 300,000 Total Expenses 4,369,138 5,013,533 5,200,875 5,831,357 5,967,781 -
Other Financing Sources (Uses) -
Use of fund balance/working capital -
Encumbrances -
Tranfers in -
Transfers (out) (382,142) (382,142) (382,142) (382,142) (382,142) Total (382,142) (382,142) (382,142) (382,142) (382,142) Change in total fund balance/working capital 914,033 547,353 651,501 326,971 511,681 70 7.F Proposed Budget 2023-244
Position Allocation
Financial Management Policy
A. General Financial Goals
The general financial goals of the City of Angels are:

1. To maintain a financially viable City that provides an adequate level of municipal services.

2. To maintain financial flexibility in order to be able to continually adapt to local and regional economic changes.

3. To maintain and enhance the sound fiscal condition of the City.

B. Budget Administration

1. The City will strive to adopt a balanced budget by June 30 preceding the budget period. A balanced budget means that operating revenues must fully cover operating expenditures, including debt service, as set forth in B.6. below. A balanced budget allows for total expenditures to exceed revenues; however, Positions FY 2022 FY 2022A FY 2023C FY 2023
Final Amended Changes Proposed
General Fund Departments
General Fund Departments
City Council 5 0 0 5
City Attorney 0 0 0 0
City Engineering 0 0 0 0
Finance & Administration 5 0 0 5
Building & Planning 1 0 0 1
Special Revenue Fund Departments
Strike Team 0 0 0 0
Public Works 6 0 0 6
Enterprise Fund Departments
Water 4 0 0 4
Wastewater 2 0 0 2
Sworn and Safety Positions
Police 9 0 0 9
Fire Department 3 3 0 6
Totals 35 3 0 38
71 7.F Proposed Budget 2023-244
beginning fund balance and strategic reserve funds can only be used to fund capital improvement projects or other one-time, non-recurring expenditures, as set forth in B.10. below.

2. The City will prepare a budget calendar no later than the 1st City Council meeting of February preceding the budget period.

3. The City will use a budget development process that emphasizes long-range planning and effective program management. The process will:
a. Reinforce the importance of long-range planning in managing the City's fiscal affairs. b. Focus on developing and budgeting for the accomplishment of significant goals. c. Establish realistic timeframes for achieving goals.
d. Create a proactive budget that provides for stable operations and assures the City's long-term fiscal health.
e. Promote orderly spending patterns.

4. During the budget development process, the existing budget will be thoroughly examined to assure removal or reduction of any services or programs that could be eliminated or reduced in cost.

5. The City will avoid budgetary and accounting procedures that balance the current budget at the expense of future budgets.

6. The City will strive to support current operating expenditures, including debt service, with current revenues.

7. The City will have to goal to implement a forecasting practice for its revenues and expenditures for each of the succeeding five years to be updated annually.

8. The status of major program goals will be formally reported to the City Council on a periodic, ongoing basis.

9. The City Council will review and amend appropriations, if necessary, on a periodic, ongoing basis.

10. The City will strive to preserve the spending of fund balance and strategic reserve funds for capital improvement projects, or other one-time, non-recurring expenditures.

11. Unspent, unencumbered operating and capital improvement program appropriations will lapse at the end of the budget period. Requests for lapsed program appropriations may be resubmitted for inclusion in the subsequent budget period. Unspent but encumbered appropriations at the end of the budget period shall amend the budget of the subsequent period by means of a budget amendment approved by the City Council.

C. General Revenue Management

1. The City will seek to maintain a diversified and stable revenue base to protect it from short-term fluctuations in any one revenue source.
72 7.F Proposed Budget 2023-244

2. The City will have the goal to emphasize and facilitate long-range financial planning; the City will have the goal to maintain current projections of revenues for the succeeding five years.

3. Because revenues, especially those of the General Fund, are sensitive to both local and regional economic conditions, revenue estimates adopted by the City Council must be conservative.

4. The City will annually review the General Fund operating position (revenues less expenditures) to determine if funds are available to operate and maintain future capital facilities. If funding is not available for operations and maintenance expenses, the City will evaluate all viable options.

5. User fees will be reviewed and updated on a periodic basis to recover the full cost of services provided, except when the City Council determines that a subsidy from the General Fund is within the cost recovery policy adopted by the Council. The City will strive to establish a master fee schedule that will encompass all fees and charges of the City.

6. Any transfers between funds for operating purposes shall be clearly set forth in the Adopted Budget. These operating transfers, under which financial resources are transferred from one fund to another, are distinctly different from interfund borrowings, which are usually made for temporary cash flow reasons and are not intended to result in a transfer of financial resources by the end of the fiscal year. From time to time, interfund borrowings may be appropriate but are subject to the following criteria:
a. The Finance Director is authorized to approve temporary interfund borrowings for cash flow purposes whenever the cash shortfall is expected to be resolved within 60 days. The most common use of interfund borrowing under this circumstance is for grant programs where costs are incurred before drawdowns are initiated and received.
b. Any other interfund borrowings for cash flow or other purposes require approval by the City Council.

D. Utility Rates and Fees

1. The City will set utility rates and user fees at levels that fully recover the total direct and indirect costs of the activity. Indirect costs include the costs of operations, capital outlay, debt service and annual depreciation of capital assets.

2. The City will review and adjust utility rates and user charges as required to ensure that they remain appropriate and equitable.

E. Investments

1. The Finance Director will submit an investment policy to the City Council for review and adoption. 73 7.F Proposed Budget 2023-244
F. Expenditures

1. The City will maintain a level of expenditures that will provide for the public well-being and safety of the residents of the community.

2. The City will provide a level of expenditures that will maintain the public assets.

3. The City will maintain purchasing methods, in accordance with law and the City's adopted purchasing policies and procedures, to secure the lowest price consistent with the quality desirable for use intended and the needs of the City.

4. The City Council will annually adopt a resolution establishing the City's appropriations limit calculated in accordance with Article XIII-B of the Constitution of the State of California, Section 7900 of the State of California Government Code, and any other voter approved amendments or state legislation that affects the City's appropriations limit. The Council will generally consider this resolution in connection with final approval of the City's budget.

G. Capital Improvement Program

1. The City will develop a five-year capital improvement program (CIP) each budget cycle. The purpose of the CIP is to systematically plan, schedule and finance capital projects to ensure cost-effectiveness as well as conformance with the City's established policies.

2. Questions to consider when prioritizing a capital project include:
a. Is it mandated?
b. Is there an emergency need?
c. Is there a direct or indirect economic benefit?
d. Is there full or partial funding?
e. Does it dovetail with other capital projects that are a priority for other reasons? f. How does it fit in with the City Council's strategic goals?

1. The City will identify the estimated costs, potential funding sources, and project schedule for each capital project proposal in the CIP before it is submitted to the City Council for approval.

2. The City will coordinate the development of the CIP with the development of the operating budget.

3. Construction projects that cost $20,000 or more and equipment purchases that cost $10,000 or more will be included in the CIP, except for replacements of police squad cars which are included in the operating program budget. Minor capital construction outlays of less than $20,000 and minor equipment purchases of 74 7.F Proposed Budget 2023-244
less than $10,000 will be included in the operating program budgets.

4. The City will make all capital improvements in accordance with an adopted and funded CIP.

5. Cost tracking procedures for current-period components of the CIP will be implemented and updated quarterly to ensure project completion is within budget and established timelines.

H. Fund Balance and Reserves

1. The City will strive to maintain a fund balance in the General Fund, including the General Fund's Strategic Reserve Fund, of at least 30 percent of General Fund operating expenditures. A 30-percent fund balance is equivalent to approximately three months of operating expenditures. The primary purpose of this minimum fund balance is to meet cash flow requirements, to protect the City's essential service programs and funding requirements during periods of economic uncertainty, local disasters, other financial hardships or downturns in the local economy, and to provide for unforeseen operating or capital needs. Additionally, a fund balance of 25 percent is considered the minimum level necessary to maintain the City's credit worthiness.

2. The City Council may assign specific fund balance levels for future development of capital projects that it has determined to be in the best long-term interests of the City.

3. The City's enterprise funds will strive to maintain a minimum working capital balance of at least 25 percent of operating expenses. The primary purpose of this balance is to set aside funds to maintain cash balances sufficient to pay expenses as needed and to provide for unanticipated or emergency expenses that could not be reasonably foreseen during the preparation of the budget.

4. In addition to the assigned balances noted above, levels of fund balance and retained earnings will be sufficient to meet:
a. Debt service reserve requirements.
b. Reserves for encumbrances.
c. Established rate stabilization reserves.
d. Funding requirements for projects approved in prior years that are carried forward. e. Other assignments required by contractual obligations, state law or generally accepted accounting principles.

K. Accounting, Auditing and Financial Reporting

1. The City's accounting and financial reporting systems will be maintained in conformance with generally accepted accounting principles and standards of the Governmental Accounting Standards Board. 75 7.F Proposed Budget 2023-244

2. A fixed assets system will be maintained to identify all City assets, their historical cost, and useful life.

3. At the beginning of the annual budget preparation cycle, a financial review will be submitted to the City Council and will be made available to the public.

4. Full and continuing disclosure will be provided in the general financial statements and bond representations.

5. An annual audit will be performed by an independent public accounting firm with the subsequent issue of, at a minimum, General Purpose Financial Statements that include an audit opinion. The City will strive to issue audited financial statements within 180 days after year-end.

L. Human Resources Management

1. The City Council will authorize all regular positions, including part-time and extra-help regular positions.

2. The budget will fully appropriate the resources needed for authorized regular positions and will limit programs to the regular staffing authorized.

3. The City will strive to provide competitive compensation and benefits for its authorized regular employees.

4. All requests for additional regular positions will include evaluations of:
a. The necessity, benefits, term and expected results of the proposed activity. b. Staffing and materials costs including salary, benefits, equipment, uniforms, support and facilities. c. Alternative means of service delivery, with consideration given to quality of service. d. Additional revenues or cost savings that may be realized.

Angels Camp City CouncilJune 6, 2023

Angels Camp City Council
June 6, 2023