Arcata City Council
February 19, 2025

CITY OF ARCATA

CITY COUNCIL MEETING
AGENDA

Wednesday, February 19, 2025, 6:00 p.m.

Council Chamber
736 F Street, Arcata
Special accommodations for the disabled who attend City meetings can be made in advance by contacting the City Clerk at 822-5953. Assistive listening devices are available. _____________________________________________________________________________________ Pursuant to Government Code section 54957.5, all writings or documents relating to any item on this agenda which have been provided to a majority of the City Council, including those received less than 72 hours prior to the City Council meeting, will be made available for public inspection in the agenda binder located on the counter in the lobby at Arcata City Hall, 736 F Street, during normal business hours, and on the City's website at www.cityofarcata.org.

PLEASE NOTE: Speakers wishing to distribute materials to the City Council at the meeting are requested to provide 10 copies to the City Clerk.
_____________________________________________________________________________________ How to Observe and Participate in the Meeting:

Observe:

Members of the public can attend the meeting in person or observe the meeting on Zoom (see below), on Access Humboldt Channel 10, online by visiting www.cityofarcata.org and clicking on the See Live Meetings, Agendas, and Archives button on the home page, or on the City’s YouTube channel at https://www.youtube.com/c/CityofArcataCA
Public Comment Participation in Person and on Zoom:

Members of the public may attend the meeting in person and give public comment. Or, they may access the meeting via Zoom to provide public comment.

Join from a PC, Mac, iPad, iPhone or Android device: Please use this URL:
https://us06web.zoom.us/j/86773627430

1. If you want to comment during the public comment portion of any item, click on raise your hand on the right-hand side of your screen. When it is time for public comment on the item on which you wish to speak, the Clerk will unmute you. You will have 3 minutes to comment (2 minutes for Early Oral Communications), subject to the Mayor’s discretion.

2. Or join by phone:

1. *67 1-669-900-6833

2. Enter Meeting ID: 867 7362 7430
If you are accessing the meeting via telephone and want to comment during the public comment portion of any item, press star (*) 9 on your phone. This will raise your hand. When it is time for public comment on the item on which you wish to speak, the Clerk will unmute your phone. You will

3. hear a prompt that will indicate your phone is unmuted. You will have 3 minutes to comment (2 minutes for Early Oral Communications), subject to the Mayor’s discretion.

1. LAND ACKNOWLEDGMENT

2. FLAG SALUTE

3. ROLL CALL

4. CEREMONIAL MATTERS
a. Proclamation Recognizing February 25, 2025, as Spay Day USA. b. Proclamation in Recognition of Human Trafficking Awareness.

5. REPORT BY COMMISSION/COMMITTEE
a. Receive Annual Report from the Planning Commission.

6. COUNCIL AND STAFF REPORTS
All reports shall be specifically limited to City business and shall not request or lead to action by the Council at this meeting.
a. Receive an Arcata Police Department 2024 Year-End Activity Report from Lieutenant Todd Dokweiler.
b. Receive an Arcata Fire District 2024 Year-End Report from Fire Chief, Chris Emmons. c. Receive an Update from City Engineer, Netra Khatri, Regarding the US 101 and Sunset Avenue Interchange Project.
d. Other Council and Staff Reports.

7. EARLY ORAL COMMUNICATIONS
The City Council values your comments. The public comment period allows people to address the Council on matters not on the agenda. This early section of public comment is limited to 15-minutes and speakers are limited to 2 minutes each. If you prefer to have a full 3 minutes of time for your public comment, this item is continued at the end of the meeting under item 13 where speakers are granted 3 minutes. Please know that pursuant to the Brown Act, the Council cannot discuss or take action on items not listed on the agenda. The Council may respond to statements. There will also be a time to provide public comment specific to each item when that item is being reviewed by the Council.

8. N/A

9. CONSENT CALENDAR
All matters on the Consent Calendar are considered to be routine by the City Council and are enacted in one motion. There is no separate discussion of any of these items. If discussion is required, that item is removed from the Consent Calendar and considered separately. At the end of the reading of the Consent Calendar, Council members can request that an item be removed for separate discussion.

Members of the public may comment on any items remaining on the consent calendar in the comment period before the vote.
a. Approval to Waive Reading of the Text and Consent to Read by Title Only for any Ordinance on this Agenda.

February 19, 2025- City Council Agenda

b. Approve the Minutes of the Special City Council Meeting of February 5, 2025. c. Approve the Minutes of the City Council Meeting of February 5, 2025. d. Bi-Weekly Report on Disbursements.
e. Approve Project & Award a Contract of $156,980 for Hyland St. Improvement Project to R.A.O. Construction Co., Inc.; Authorize City Engineer to Increase Contract by up to $15,698 (10%); and Authorize City Manager to Execute All Applicable Documents. f. Approve Plans & Award Contract of $481,870 to R.A.O. Construction Co., Inc. for Isaacson S.T.I. Improvement Project-Phase 2; Authorize City Engineer to Increase Contract by up to $731,870; and Authorize City Manager to Execute all Applicable Documents. g. Approve an Annual Proclamation Designating February as Black History Month and an Annual Proclamation in Recognition of Human Trafficking Awareness in the City of Arcata; and Add Both Proclamations to the Council-Approved List. h. Adopt Resolution No. 245-32 Accepting a Public Utility Easement on a Portion of Assessor's Parcel No. 502-031-057; and Authorize the City Manager to Execute all Applicable Documents.
i. Approve the Purchase of One Trailer Mounted Master Mix Asphalt Recycler in the Amount of $79,902.45; Award Purchase Contract to Stepp Manufacturing Co.; and Authorize the City Manager to Execute All Applicable Documents.

10. ITEMS REMOVED FROM CONSENT CALENDAR
Items removed from the Consent Calendar will be heard under this section.

11. OLD BUSINESS
a. Adopt Resolution No. 245-33 Establishing and Approving an Interfund Loan Policy.

12. NEW BUSINESS
a. Public Scoping Hearing on Potential Projects the City May Submit for Funding Under the State Community Development Block Grant (CDBG) 2025 Notice of Funds Availability (NOFA).
b. Review and Approve Revisions to the City Officials’ Protocol Manual; and Consider Adoption of Resolution No. 245-34 Establishing Format and Procedures for the City Council Meeting Agenda.
c. Introduce Ordinance No. 1575, An Ordinance of The City Council of The City Of Arcata Amending The Land Use Code To Update Affordable Housing Zoning, Waive Reading of the Text And Consent to Read by Title Only.

13. ORAL AND WRITTEN COMMUNICATIONS
The City Council values your comments. The public comment period allows people to address the Council on matters not on the agenda. Speakers will be limited to 3 minutes each. Please know that pursuant to the Brown Act, the Council cannot discuss or take action on items not listed on the agenda. The Council may respond to statements.

14. DATES OF FUTURE MEETINGS

15. CLOSED SESSION

16. CLOSED SESSION REPORTS
February 19, 2025- City Council Agenda

17. ADJOURNMENT
Other than items continued or tabled to a date certain, the Council may, by majority vote, continue all matters not completed by 10:30 p.m.

February 19, 2025- City Council Agenda

Proclamation
Recognizing February 25, 2025 as
Spay Day usa
WHEREAS, just two unaltered cats and their offspring can make between 10,000 to 40,000 more cats in ten years and two unaltered dogs and their offspring can make between 15,000 to 60,000 more dogs in ten years; and
WHEREAS, an estimated 6.3 million homeless kittens, puppies, cats and dogs enter animal shelters in the U.S. every year. A little over half of these animals are adopted. Due to a lack of money and space, approximately 1 million are put down even though many of these animals were healthy, adoptable and often the offspring of beloved family pets; and
WHEREAS, animal control programs aimed at coping with the millions of homeless cats and dogs in the U.S. cost taxpayers billions of dollars annually. Preventive spaying and neutering has been shown to drastically reduce pet overpopulation; and WHEREAS, veterinarians, humane societies, national and local animal protection organizations and private residents will join together on Spay Day USA 2025, to spay and neuter tens of thousands of animals and raise funds towards spaying and neutering even more pets; and
WHEREAS, ending cat and dog overpopulation is a major priority of the Companion Animal Foundation, Critters Without Litters, Redwood Pals Rescue, The Sequoia Humane Society, Humboldt County Animal Control, Friends for Life, Humboldt Spay & Neuter Network and Miranda’s Rescue. These local organizations work tirelessly to educate our community about the importance of spaying and neutering pets.

NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Arcata hereby recognizes February 25, 2025, as SPAY DAY USA and encourages all community members to end pet overpopulation by having their own animals spayed or neutered, or by sponsoring another cat or dog’s spaying or neutering through one of our hardworking local animal organizations.

Dated: February 19, 2025
Alexandra Stillman
Mayor

Proclamation
In recognition of
Human Trafficking Awareness
WHEREAS, the United States was founded upon the principle that all people are created with the inalienable right of freedom, and added the 13th Amendment to the Constitution making slavery illegal; and
WHEREAS, slavery within the United States today is most often found in the form of human trafficking, which weakens our social fabric; increases violence and organized crime; and debases our humanity; and
WHEREAS, victims of human trafficking are typically forced to work in various forms of labor exploitation including, but not limited to commercial sex acts, drug processing and distribution and other services induced through force, fraud, or coercion; and WHEREAS, due to its isolating nature, many individuals locally and across the globe are unaware that trafficking exists in Humboldt County and neighboring counties; and WHEREAS, it is estimated that more than 27.6 million men, women, and children around the world are victims of human trafficking; and
WHEREAS, California is the state with the highest rate of human trafficking; and WHEREAS, indigenous trafficking is at an all-time high; and WHEREAS, Soroptimist International of Arcata, “Serving the Mad River Area”and EPI (Empower, Protect, and Invest) are working to abolish human trafficking through education, advocacy, and collaboration.

NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Arcata, hereby calls upon the citizens of Arcata to recognize the vital role they can play in ending all forms of trafficking and to support the Soroptimist International Clubs of Humboldt County and EPI as they raise awareness through education and other efforts to stop human trafficking.

Dated: February 19, 2025
Alexandra Stillman
Mayor

Planning Commission Annual Report for 2024
This Planning Commission Annual Report to the City Council is intended to provide information regarding progress on various goals, how community needs are being met, how the Commission’s responsibilities are being fulfilled, the effectiveness of the policies and procedures, and any recommendations for change. The Council adopted the content of the report by resolution, which was most recently adopted in 2019. The Planning Commission approved this report on November 12, 2024.

Goals
The Commission assists in implementing City Council Goals. In addition, the Commission sets goals for itself. This section outlines the Commission’s and Council’s goals and progress during 2023. It also sets goals for 2024.

Planning Commission Goals
1) Update the General Plan and Associated Ordinances.
2024 Accomplishments. The Commission continued its work on the General Plan and targeted rezoning, including the Arcata Gateway Area Plan, through June of 2024. The Council approved the General Plan update and targeted zoning updates in July and October of 2024. 2025 Goal. The Commission anticipates working on the zoning amendments to the Land Use Code to create consistency between the General Plan and implementing zoning. In addition, the Commission is looking forward to working on objective design standards for the Valley West neighborhood, as well as the Accessory Dwelling Unit ordinance. This planning work is funded by the HUD PRO Housing Grant. 2) Finalize the Local Coastal Program.
2024 Accomplishments. The Commission continues to await revised documents to review. Staff has been working with Coastal Commission staff to complete their review. The Commission did not work on the Local Coastal Program in 2024. However, some Commissioners did attend an engagement event held for the update.
2025 Goal. Complete review of the comprehensive update of the Local Coastal Program, including the Gateway Area Plan certification in the coastal zone.
3) Streamline Permitting Appropriately.
2024 Accomplishments. The Commission has an ongoing goal to ensure the public’s resources are best used to achieve appropriate planning efficiently. The Planning Commission continues to work towards improving the process, making necessary code amendments, and reviewing policy to ensure it aligns with community goals and vision. While there were few discretionary project to review in 2024, the projects that came before the Commission were completed in one hearing typically. 2025 Goal. With the adoption of the General Plan comprehensive update, the Commission looks forward to concentrating on the necessary amendments to the Land Use Code, the City’s zoning ordinance, to implement the new vision and goals. The Commission will review the effectiveness of the ministerial hearings called for in the Gateway Code and make recommendations to Council in 2025.

4) Regional Planning.
2024 Accomplishments. The Commission had no activity in this area in 2024. The Commission was focused on internal work in 2024.
2025 Goal. The Commission looks forward to reviewing and recommending adoption of the Climate Action Plan in 2024. In addition, the Commission would like to pursue regional sea level rise work in 2025
5) Targeted Redevelopment.
2024 Accomplishments. The Commission recommended adoption of the Gateway Area Plan and Code.
2025 Goal. The Commission will shift its focus to the remaining Infill Opportunity Zones in 2025. While the Craftsmans’ Mall Infill Opportunity Zone has less potential with the development of the student housing project, the other opportunity zones still have considerable development potential. Adopting new standards in these zones will help spread the impact of development throughout the City. The Commission would like to see Form-Based Codes or codes based on objective design standards in the Infill Opportunity Zones, starting with the Valley West Opportunity Zone, and then the Downtown/Uniontown Opportunity Zone.
6) Historic Preservation.
2024 Accomplishments. The Commission was not provided the opportunity to work with the Historic Landmarks Committee to identify effective programs for historic preservation in planning this year but looks forward to this as a future goal.
2025 Goal. The Commission would like to hold a joint study session with the Historic Landmarks Committee to learn more about historic preservation and how to best implement the updated General Plan Historic Preservation Element, including how to amend the zoning ordinance to more effectively implement historic preservation. In addition, the Commission is interested in pursuing adoption of the Plaza as a state historic place.
7) Training.
2024 Accomplishments. The Commission was offered the opportunity to attend CEQA updates training in _____. Initially, the City anticipated a training by Strong Towns, but that training has not materialized. The City’s training budget still is underfunded for the types and number of trainings the Commission requests.
2025 Goal. The Commission would like more formal training to better understand its roles and responsibilities, as well as technical capacity, for the decisions it makes. Specifically, the Commission requests training on coastal planning, adaptation planning, and climate change. Training and subscription services, electronic or otherwise, will need to be budgeted to accomplish this goal. The Planning Commission would like the Council to consider a regional collaboration for high-impact training for Planning Commissioners. The Commission would like to see a dedicated Commission training budget of at least $7,500.

City Council Goals
The City Council Goals and Priority Projects are adopted on a fiscal year, while the Commission reports on a calendar year. For that reason, this report references the Council’s 2023/24 and its 2024/25 Goals and Priority Projects.

[Update this section at the meeting.]
As stated above, the Commission has not been able to work on the Local Coastal Program.

Community Needs
The Commission has been very responsive to the community. The Commission has committed several study sessions and special meetings to ensure interested community members have access to the General Plan decision making process.

While the Commission’s work was largely focused on long-range planning, the Commission did hold public hearings on discretionary permits. _____ design review permits were before the Commission this year. That number is down relative to prior years. The Commission provided open public hearings with opportunities for public comment at these hearings.

Commission’s Responsibilities
As outlined in the Arcata Municipal Code (Sec. 2208), the Planning Commission’s responsibilities include:

A. To serve in an advisory capacity to the City Council and City staff on all matters pertaining to planning and the physical development of the City and surrounding areas.

B. To provide recommendations to the City Council regarding the preparation, adoption, amendment, administration, and implementation of the General Plan and its various elements, the Local Coastal Plan, and Specific Plans.

C. To provide recommendations to the City Council regarding preparation, adoption, amendment and implementation of the City’s land use, zoning, subdivision, development review, design review, environmental review, and other related policies, ordinances, and standards.

D. To review and take action to approve, approve subject to conditions or modifications, or to deny various applications for development or use of land as provided in the City’s zoning ordinances codified at Title IX.

E. To review and make decisions or recommendations on Negative Declarations, Environmental Impact Reports, and other environmental documents prepared for private and public projects.

F. To review and make decisions regarding the consistency of proposed acquisition or disposition of real property by the City with the General Plan and any applicable Specific Plans, as provided by state law.

G. To review and make decisions with respect to the consistency of proposed capital improvement projects and programs with the General Plan and any applicable Specific Plans, as provided by state law.

H. To exercise any other powers and duties as may be assigned by state law or by the zoning ordinances codified at Title IX.

I. To conduct all powers, duties and functions of the Historic and Design Review Commission as codified in the City’s Land Use Code, Title IX, including the implementation of the Historic Preservation Element of the General Plan.

The Commission has been dutifully exercising these responsibilities over 2023. The Commission made the consistency finding for the Capital Improvement Program updates, held four design review hearings, and has focused hundreds of hours collectively providing recommendations to the Council on the General Plan and

Gateway Area Plan. The Commission looks forward to finalizing recommendations on the Environmental Impact Report in the coming months to support the Council’s adoption of the updated General Plan and Gateway Code.

Effectiveness of Policies and Procedures
The Commission is subject to the Brown Act and conducts its hearings pursuant to City practice and protocol using parliamentary procedures for most of its work. These procedures are effective at managing public meetings to ensure fairness and transparency. But the Commission recognizes that they also place limits on public engagement and involvement to balance input with accomplishments.

Recommendations
The Commission has several new members. The composition of the Commission has changed over the last two years with a majority of Commissioners being newly appointed since the beginning of the long-range planning work. This is a great opportunity for the new members to become familiar with the new General Plan and to work on updates the Commission would like support building its knowledge and understanding of its role and the legal and procedural tenants it must adhere to. Specifically, the Commission could benefit from training in the Brown Act, CEQA, planning law, coastal policy, climate change and adaptation planning, and engagement training.

1 CITY OF ARCATA

SPECIAL CITY COUNCIL MEETING

MINUTES
February 5, 2025, 5:45 p.m.

City Manager's Conference Room
736 F Street, Arcata

Present: Mayor Stillman, Vice Mayor White, Councilmember Atkins-Salazar, Councilmember Matthews

Absent: Councilmember Schaefer
Staff Present: Finance Director/Acting City Manager Miller, City Engineer Khatri, Director of Environmental Services Sinkhorn
A special meeting of the City Council of the City of Arcata was held on the above date at 5:45 p.m. with Mayor Stillman presiding. Notice of this meeting was posted on January 30, 2025.
_____________________________________________________________________

1. PUBLIC COMMENT
Mayor Stillman invited public comment.

Public Comment: Joanne McGarry addressed the Council regarding item 3-a.

Mayor Stillman closed the public comment period.

2. CLOSED SESSION
a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, Pursuant to Government Code Section 54956.8 Property: Assessor's Parcel No. 505-051- 002. Agency Negotiator: Merritt Perry, City Manager. Negotiating Party:

Vero Networks. Under Negotiation: Price and Terms.

The City Council met in closed session in the City Manager's Conference Room. b. CONFERENCE WITH LEGAL COUNSEL––EXISTING LITIGATION,
Pursuant to Government Code Section 54956.9(d)(1). Name of Case: City of Arcata v. AO Kiriki Ben Tut Malik Silkiss; and Marc Delany, et al., Humboldt County Superior Court, Case number CV2401719.

The City Council met in closed session in the City Manager's Conference Room.

2 3. CLOSED SESSION REPORTS
a. CONFERENCE WITH REAL PROPERTY NEGOTIATORS, Pursuant to Government Code Section 54956.8 Property: Assessor's Parcel No. 505-051- 002. Agency Negotiator: Merritt Perry, City Manager. Negotiating Party:

Vero Networks. Under Negotiation: Price and Terms.

The Council returned to the Chamber at 5:58 p.m.

RECESS: The Council recessed from 5:58 p.m. to 6:00 p.m.

Mayor Stillman stated there was nothing to report out from the closed session. b. CONFERENCE WITH LEGAL COUNSEL––EXISTING LITIGATION,
Pursuant to Government Code Section 54956.9(d)(1). Name of Case: City of Arcata v. AO Kiriki Ben Tut Malik Silkiss; and Marc Delany, et al., Humboldt County Superior Court, Case number CV2401719.

Mayor Stillman stated there was nothing to report out from the closed session.

4. ADJOURNMENT
The meeting was adjourned at 6:00 p.m.

Respectfully submitted,
Rhea Varley
City Clerk

1 CITY OF ARCATA

CITY COUNCIL MEETING

MINUTES
February 5, 2025, 6:00 p.m.

Council Chamber
736 F Street, Arcata

Present: Mayor Stillman, Vice Mayor White, Councilmember Atkins-Salazar, Councilmember Matthews

Absent: Councilmember Schaefer
Staff Present: City Manager Perry , City Engineer Khatri, Director of Community Development Loya, Director of Environmental Services Sinkhorn, Finance Director Miller, Human Resources/Administrative Services Director Vink, Deputy Director of Environmental Services— Community Services Benvie, IT and Digital Media Specialist Carrillo, City Clerk Varley
A regular meeting of the City Council of the City of Arcata was held on the above date at 6:00 p.m. as a hybrid meeting, via teleconference utilizing Zoom Video Communication and in person, with Mayor Stillman presiding. Notice of this meeting was posted on January 30, 2025.
_____________________________________________________________________

1. LAND ACKNOWLEDGMENT
Mayor Stillman read a statement acknowledging that Arcata sat on ancestral Wiyot land.

2. FLAG SALUTE
Members of Pack 95 and Troop 15 Color Guard, Boy Scouts of America, led the audience in the Pledge of Allegiance.

3. CEREMONIAL MATTERS
a. Proclamation Recognizing February 2–8, 2025, as Scouting Anniversary Week.

Councilmember Matthews read the proclamation and presented it to members from Cub Scout Pack 95 and Boy Scout Troop 15.
b. Proclamation in Recognition of Black History Month, February 2025.

2 Councilmember White read the proclamation and presented it to Alexus-Harrelle Deshazier, Program Coordinator for the Umoja Center for Pan African Student Excellence, along with a group of students participating in the program.

4. REPORT BY COMMISSION/COMMITTEE
a. Receive Annual Report from the Historic Landmarks Committee.

Bill Rich, Chairperson of the Historic Landmarks Committee, presented an oral version of the committee's annual report to the Council.

5. COUNCIL AND STAFF REPORTS
Presenters: Matthews, Atkins-Salazar, White, Stillman, and Miller.

6. EARLY ORAL COMMUNICATIONS
Mayor Stillman invited public comment.

Public Comment: Pat Kanzler, Shawn Leon, Blase Bonpane, Dan Shahin, Geoffrey Robinson, Rainer, Shannon Townsend, and Vice Mayor White read an email from John Emig.

Mayor Stillman closed the early oral communications period.

7. CONSENT CALENDAR

MATTHEWS MOVED, AND WHITE SECONDED, TO ADOPT THE CONSENT CALENDAR [FOR FEBRUARY 5, 2025, AS PRESENTED, ITEMS A-H].

Mayor Stillman invited public comment.

Public Comment: Joanne McGarry addressed the Council regarding items A, E, G, and H.

Mayor Stillman closed the public comment period.

THE MOTION PASSED ON A FOUR-TO-ZERO VOICE VOTE WITH ONE ABSENCE. AYES: STILLMAN, WHITE, ATKINS-SALAZAR, MATTHEWS.

NOES: NONE. ABSENT: SCHAEFER. ABSTENTIONS: NONE.
a. Approval to Waive Reading of the Text and Consent to Read by Title Only for any Ordinance on this Agenda.
b. Approve the Minutes of the January 15, 2025, Special City Council Meeting. c. Approve the Minutes of the January 15, 2025, City Council Meeting. d. Bi-Weekly Report on Disbursements.
e. Adopt Ordinance No. 1574, An Ordinance of the City Council of the City of Arcata Amending the Arcata Municipal Code to Adjust Councilmember Salary, Title II (Administration), Chapter 1 (Council), Section 2010 (Salaries of the City Council Members).

3 f. Adopt Ordinance No. 1576, An Ordinance of the City Council of the City of Arcata Amending the Arcata Municipal Code Relating to Purchasing Procedures, Title II (Administration), Chapter 4 (Fiscal Administration). g. Approve a Ground Lease and Memorandum of Understanding with Redwood Coast Energy Authority for Electric Vehicle Supply Equipment at Carlson Park; and Authorize the City Manager to Execute all Applicable Documents.
h. Approve Councilmember Atkins-Salazar’s Remote Participation at the March 5, 2025, City Council Meeting Pursuant to A.B. 2449 so that she can Represent the City at the California Association of Councils of Governments’ Regional Leadership Forum.

8. NEW BUSINESS
a. Receive an Update on the Financial Status of the Water Fund and Steel Waterline Replacement Project and Direct Staff, as Appropriate.

Finance Director Miller opened with a background regarding the Steel Waterline Replacement Project. She touched on topics including frequent line breaks, system failures, financial factors, and calculated projections. She presented shortterm solutions, focusing on the need for a rate study and consideration of an interfund loan from the Wastewater Fund to the Water Fund.

Finance Director Miller and City Engineer Khatri responded to questions and comments from the Council.

Mayor Stillman invited public comment.

Public Comment: Gregory Daggett, Walt Geist, Joanne McGarry, and Richard Jeremy Needham.

Mayor Stillman closed the public comment period.

Vice Mayor White left the Chamber at 7:44 p.m. and returned at 7:47 p.m.

Finance Director Miller and City Engineer Khatri responded to further inquiries from the Council.

ON MOTION BY MATTHEWS, SECONDED BY ATKINS-SALAZAR,

AND WITH A FOUR-TO-ZERO VOICE VOTE WITH ONE ABSENCE,

THE COUNCIL DIRECTED STAFF TO DRAFT AN INTERFUND LOAN
POLICY AND RESOLUTION PROVIDING TERMS FOR AN $8.5

MILLION LOAN FROM THE CITY'S WASTEWATER FUND TO THE
CITY'S WATER FUND FOR POSSIBLE FUTURE COUNCIL ACTION.

AYES: STILLMAN, WHITE, ATKINS-SALAZAR, MATTHEWS. NOES:

NONE. ABSENT: SCHAEFER. ABSTENTIONS: NONE.

9. ORAL AND WRITTEN COMMUNICATIONS
Mayor Stillman invited public comment.

4 Public Comment: Gregory Daggett, Tricia Murphy, and Joanne McGarry.

Mayor Stillman closed the oral and written communications period.

10. DATES OF FUTURE MEETINGS
a. Confirm Study Session with Committee and Commission Chairpersons for February 12, 2025, at 5:00 p.m. in the Council Chamber.

BY GENERAL CONSENSUS, THE COUNCIL CONFIRMED A STUDY

SESSION WITH COMMITTEE AND COMMISSION CHAIRPERSONS
FOR FEBRUARY 12, 2025, AT 5:00 P.M. IN THE COUNCIL CHAMBER.

11. ADJOURNMENT
The meeting was adjourned at 8:03 p.m.

Respectfully submitted,
Rhea Varley
City Clerk

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Tabatha Miller, Finance Director
PREPARER: Matthew Morgan, Finance Manager
DATE: February 12, 2025
TITLE: Bi-Weekly Report on Disbursements.

RECOMMENDATION:

It is recommended that the Council approve the report on disbursements listing for the period January 25, 2025, through February 7, 2025.

INTRODUCTION:

Pursuant to Section 37208 of the California Government Code, checks drawn in payment of demands certified by the City Finance Director as conforming to the authorized expenditures set forth in the City Council adopted budget need not be audited by the City Council prior to payment but may be presented to the City Council at the first meeting after delivery.

DISCUSSION:

The attached Disbursements Listing lists the checks and electronic payments that have been paid for the period identified above. The Finance Director certifies that the disbursements were drawn in payment of demands conforming to the adopted budget and that these demands are being presented to the City Council at its first meeting after the delivery of the checks and electronic payments.

BUDGET/FISCAL IMPACT:

The disbursements presented were drawn in payment of demands included within the adopted budget.

ATTACHMENTS:

A. Cash Disbursements 1.25.2025 to 2.7.2025

City of Arcata Bi-Weekly Report on Cash Distributions 1/25/2025-2/7/2025 Check # Vendor GL Account Amount Date Description
257654 Boys & Girls Club of the Redwoods 101-40-21-54400 $ 2,375.80 1/31/2025

TITLE II GRANT REIMBURSEMENT FOR

CONTRACT WORK
257654 Boys & Girls Club of the Redwoods 101-40-21-54400 $ 3,380.23 1/31/2025

TITLE II GRANT REIMBURSEMENT FOR

CONTRACT WORK
257655 Bright Idea Shops LLC 101-50-81-57611 $ 52.59 1/31/2025 ARCATA PLAZA PARK SIGNS 257655 Bright Idea Shops LLC 101-50-81-57611 $ 746.88 1/31/2025 ARCATA PLAZA PARK SIGNS 257655 Bright Idea Shops LLC 101-00-00-21090 $ (52.59) 1/31/2025 ARCATA PLAZA PARK SIGNS 257656 Danco Builders Northwest 101-10-03-51770 $ 450.00 1/31/2025

SAMOA WOMEN'S CLUB VENUE RENTAL
FEE: 1/31/25 ANNUAL DEPT DIR RET
257657 Hughes Rees 662-60-67-54200 $ 44.64 1/31/2025
VTS WORK DAY REIMBURSEMENT FOR 1/17
& 1/21/25
257658 Infosend Inc 662-60-67-51770 $ 6,997.20 1/31/2025 NO WIPES OUTREACH POSTCARD 257658 Infosend Inc 101-00-00-21090 $ (33.69) 1/31/2025 NO WIPES OUTREACH POSTCARD 257658 Infosend Inc 662-60-67-51770 $ 33.69 1/31/2025 NO WIPES OUTREACH POSTCARD 257659 Abbott Kevin and Mary 662-60-67-51720 $ 424.00 1/31/2025

EARRINGS FOR AMIC STORE - WINTER
2025
257660 Johnson Russell Conan 101-40-21-51500 $ 78.12 1/31/2025 BASKETWEAVE DUTY BELT 257661 Pence Christopher 207-50-45-53300 $ 48.83 1/31/2025 BUSINESS CARDS (3) 257661 Pence Christopher 662-60-67-53300 $ 97.65 1/31/2025 BUSINESS CARDS (3) 257662 League Of CA Cities 101-10-01-51600 $ 7,997.00 1/31/2025 2025 MEMBERSHIP DUES 257663 Lewallen Jayme 101-40-21-51500 $ 85.00 1/31/2025

REIMBURSEMENT FOR UNIFORM

ALTERATIONS
257664 McKinleyville Animal Care Center 101-40-21-51770 $ 300.00 1/31/2025

EMERGENCY VETERINARY SERVICES AFTER
HOURS
257665 Meadows Chad 661-60-64-51500 $ 109.23 1/31/2025

OBOZ SAWTOOTH X MID BONEDRY HIKING
BOOT
257666 Nakashima Sandra 101-60-89-51710 $ 396.00 1/31/2025

FALL/WINTER/SPRING CHOCOLATE

MAKING FUN
257667 Pacific Gas & Electric Co 101-50-81-51100 $ 95.40 1/31/2025 ACCT: 4230642013-6; JAN25 257667 Pacific Gas & Electric Co 101-50-41-51100 $ 13.38 1/31/2025 ACCT: 2728803311-4; JAN25 257667 Pacific Gas & Electric Co 101-50-41-51100 $ 213.02 1/31/2025 ACCT: 1999785564-8; JAN25 257667 Pacific Gas & Electric Co 101-50-81-51100 $ 77.06 1/31/2025 ACCT: 9882435832-3; JAN25 257667 Pacific Gas & Electric Co 101-50-41-51100 $ 71.37 1/31/2025 ACCT: 7618650342-1; JAN25 257668 Buangsuwon Alex 661-00-00-21000 $ 75.32 1/31/2025 Refund Check 030136-001 3390 L K Wood
Blvd Apt E
257669 McDougall Merle 661-00-00-21000 $ 62.99 1/31/2025 Refund Check 034821-001 345 Evergreen
Ave Unit A
257670 Iverson Donald 661-00-00-21000 $ 125.58 1/31/2025 Refund Check 025845-000 757 Park Ave 257671 Pena Julianne 661-00-00-21000 $ 92.64 1/31/2025
Refund Check 035221-000 1220 Foster
Ave Apt H
257672 Martinez Irany 661-00-00-21000 $ 20.00 1/31/2025 Refund Check 029855-000 2794 L K Wood
Blvd Apt D
257673 Nori Sushi Grill & Sake Bar 661-00-00-21000 $ 2,818.85 1/31/2025 Refund Check 034382-000 761 8th St Ste
A-B
257674 Wage Works 101-00-00-22110 $ 110.00 1/31/2025 FSA MONTHLY ADMIN FEE; JAN25 257675 AT&T 101-40-21-52522 $ 340.00 1/31/2025 CLETS LINE 257676 Advanced Security Systems 661-60-64-51770 $ 123.00 1/31/2025 OPO Aldergrove Monitoring 257676 Advanced Security Systems 101-50-85-51770 $ 1,118.42 1/31/2025 City of Arcata Buildings/Facilities Security
24/25
257676 Advanced Security Systems 101-50-85-51770 $ 52.08 1/31/2025 City of Arcata Buildings/Facilities Security
24/25
257676 Advanced Security Systems 661-60-64-51770 $ 123.00 1/31/2025 OPO Aldergrove Monitoring 257677 Allred Danielle 101-10-03-51400 $ 196.00 1/31/2025 257678 American Hospital Management 101-40-21-51770 $ 175.00 1/31/2025 BLOOD DRAWS/TASER REMOVAL 257679 American Hospital Management 101-10-15-51702 $ 778.81 1/31/2025 Occupational Health - Physicals 257679 American Hospital Management 101-10-15-51702 $ 341.25 1/31/2025 Occupational Health - Physicals 257679 American Hospital Management 101-10-15-51702 $ 611.64 1/31/2025 Occupational Health - Physicals 257679 American Hospital Management 101-10-15-51702 $ 1,387.93 1/31/2025 Occupational Health - Physicals 257679 American Hospital Management 101-10-15-51702 $ 685.00 1/31/2025 Occupational Health - Physicals 257679 American Hospital Management 101-10-15-51702 $ 422.50 1/31/2025 Occupational Health - Physicals 257679 American Hospital Management 101-10-15-51702 $ 685.00 1/31/2025 Occupational Health - Physicals 257679 American Hospital Management 101-10-15-51702 $ 1,557.54 1/31/2025 Occupational Health - Physicals

257679 American Hospital Management 101-10-15-51702 $ 1,557.54 1/31/2025 Occupational Health - Physicals 257679 American Hospital Management 101-10-15-51702 $ 492.50 1/31/2025 Occupational Health - Physicals 257680 Arcata Stationers 101-20-07-53300 $ 202.20 1/31/2025 24-25 FY OPO Office Supplies 257680 Arcata Stationers 101-40-21-53300 $ 540.06 1/31/2025 OFFICE SUPPLIES 257681 Bishop Joe 550-00-00-24100 $ 126.00 1/31/2025
257681 Bishop Joe 550-00-00-24100 $ 195.00 1/31/2025
257682 Blue Star Gas Associates 207-50-45-54700 $ 86.71 1/31/2025 open po for fuel 257682 Blue Star Gas Associates 207-50-45-54700 $ 64.56 1/31/2025 open po for fuel 257683 Bobcat of Chico 771-50-57-54400 $ 231.38 1/31/2025 open po for parts 257684 Burke Kasey 204-40-21-51420 $ 494.00 1/31/2025
257685 Burns Liam 204-40-21-51420 $ 494.00 1/31/2025
257686 CA Dep Of Justice 101-40-21-52524 $ 401.00 1/31/2025 FINGERPRINTING SERVICES 257686 CA Dep Of Justice 101-40-21-51770 $ 350.00 1/31/2025 BAC ANALYSIS 257687 Carlson Megan 204-40-21-51420 $ 2,300.00 1/31/2025 257688 Carollo Engineers Inc. 662-70-67-57601 $ 70,951.55 1/31/2025 Construction Management & Inspection
Services as per contract
257689 Dooley Enterprises Inc. 101-40-21-54200 $ 4,870.68 1/31/2025 AMMO 257690 Eureka Ready Mix Concrete Co Inc 662-50-65-53800 $ 379.29 1/31/2025 open po for aggregate 257691 Eureka Rubber Stamp 101-40-21-51500 $ 33.25 1/31/2025 NAME TAGS/MISC 257692 Eureka-Humboldt Fire Extinguisher 101-40-21-51770 $ 91.07 1/31/2025 FIRE EXT MAINTENENCE 257693 Everlast Climbing Industries Inc 224-50-48-57600 $ 5,091.80 1/31/2025 ARPA Bike Parking 2024 257694 Falkenstine Kent 204-40-21-51420 $ 1,950.00 1/31/2025 257695 Fedex 662-60-67-53100 $ 318.15 1/31/2025 OPO Shipping 257696 GHD Inc. 210-70-45-51770 $ 10,959.03 1/31/2025
South G and Samoa Beautification & Safety
Improvements Project -
257696 GHD Inc. 101-70-45-51770 $ 1,198.41 1/31/2025
South G and Samoa Beautification & Safety
Improvements Project -
257696 GHD Inc. 210-70-45-51770 $ 11,062.50 1/31/2025
South G and Samoa Beautification & Safety
Improvements Project -
257696 GHD Inc. 210-70-45-51770 $ 44,978.63 1/31/2025
Phase 2 / PS&E for Sunset Ave. & US 101
Interchange Improvements
257696 GHD Inc. 101-70-45-51770 $ 6,368.33 1/31/2025
South G and Samoa Beautification & Safety
Improvements Project -
257696 GHD Inc. 210-70-45-51770 $ 13,554.81 1/31/2025
South G and Samoa Beautification & Safety
Improvements Project -
257696 GHD Inc. 101-70-45-51770 $ 1,957.29 1/31/2025
South G and Samoa Beautification & Safety
Improvements Project -
257697 GR Sundberg Inc. 219-70-45-57600 $ 179,760.30 1/31/2025 2024 Arcata Grind Out & Inlay Project 257698 Guy Rents Inc 207-50-45-55600 $ 661.77 1/31/2025 open po for rental equipment 257699 Hach Chemical Company 662-60-67-53500 $ 94.88 1/31/2025 OPO Lab Supplies 257699 Hach Chemical Company 662-60-67-53500 $ 71.55 1/31/2025 OPO Lab Supplies 257700 Hdl Coren & Cone 101-20-07-51778 $ 2,400.00 1/31/2025 OPO FY 24-25 Contract Services Property
Tax
257701 Hensels Hardware 101-40-21-54200 $ 11.96 1/31/2025 POLICE SUPPLIES 257701 Hensels Hardware 101-40-21-54200 $ 29.90 1/31/2025 POLICE SUPPLIES 257702 Hooven & Company Excavating 101-70-81-57613 $ 146,359.71 1/31/2025 Carlson Park Improvements Project 257703 Humboldt Outfitters 101-60-89-54200 $ 4,930.67 1/31/2025 2025 Youth Basketball T-Shirts 257704 Humboldt Termite & Pest Control 101-50-61-55400 $ 72.00 1/31/2025 pest control 257704 Humboldt Termite & Pest Control 101-50-85-51770 $ 82.00 1/31/2025 BUILDINGS OPO FY 24/25 - TRANSIT & CITY

HALL SERVICES
257705 Kernen Construction 101-00-00-21090 $ (3.43) 1/31/2025 open po for aggregate 257705 Kernen Construction 207-50-45-53800 $ 3.43 1/31/2025 open po for aggregate 257705 Kernen Construction 207-50-45-53800 $ 2,074.11 1/31/2025 open po for aggregate 257705 Kernen Construction 207-50-45-53800 $ 493.00 1/31/2025 open po for aggregate 257705 Kernen Construction 207-50-45-53800 $ 14.44 1/31/2025 open po for aggregate 257705 Kernen Construction 101-00-00-21090 $ (14.44) 1/31/2025 open po for aggregate 257706 Logan Luis Roselli 101-10-77-51790 $ 1,250.00 1/31/2025 Rosselli Media Management 257707 Mad River Union 101-10-05-51300 $ 85.00 1/31/2025 Mad River Union 257707 Mad River Union 101-10-05-51300 $ 130.00 1/31/2025 Mad River Union - Legal Ads 257708 McKinleyville Community Servic 661-60-64-54000 $ 1,828.16 1/31/2025 FY 24/25 Water Purchases 257709 Mendes Supply Co 101-50-85-53600 $ 179.14 1/31/2025 BUILDINGS OPO FY24/25 - janitorial 257709 Mendes Supply Co 101-50-85-55300 $ 48.39 1/31/2025 BUILDINGS OPO FY24/25 - equip. maint. 257709 Mendes Supply Co 101-50-85-53600 $ 293.03 1/31/2025 BUILDINGS OPO FY24/25 - janitorial 257710 Microbac Laboratories Inc 662-60-67-51742 $ 150.00 1/31/2025 OPO WW Lab Testing and Analysis 257710 Microbac Laboratories Inc 662-60-67-51742 $ 158.00 1/31/2025 OPO WW Lab Testing and Analysis

257710 Microbac Laboratories Inc 662-60-67-51742 $ 316.00 1/31/2025 OPO WW Lab Testing and Analysis 257710 Microbac Laboratories Inc 661-60-64-53500 $ 63.00 1/31/2025 OPO W Lab QC 257710 Microbac Laboratories Inc 662-60-67-51742 $ 350.00 1/31/2025 OPO WW Lab Testing and Analysis 257711 Mission Linen Ind.Inc. 771-50-57-51500 $ 93.86 1/31/2025 open po for linen service 257711 Mission Linen Ind.Inc. 207-50-45-51770 $ 5.43 1/31/2025 open po for medical supply cabinet 257711 Mission Linen Ind.Inc. 661-50-63-51770 $ 5.42 1/31/2025 open po for medical supply cabinet 257711 Mission Linen Ind.Inc. 662-60-67-54200 $ 10.85 1/31/2025 257711 Mission Linen Ind.Inc. 662-60-67-51500 $ 154.22 1/31/2025 OPO Weekly Linens 257712 Mosher Riley 771-50-57-51400 $ 322.00 1/31/2025
257712 Mosher Riley 771-50-57-51400 $ 500.00 1/31/2025
257713 National Plant Services INC. 662-70-65-57500 $ 68,374.16 1/31/2025 Construction for 2024 Arcata Sanitary
Sewer CCTV Project
257714 Norman's Dry Cleaners 101-40-21-51500 $ 31.74 1/31/2025 UNIFORM CLEANING 257715 Ortega Chris 204-40-21-51420 $ 408.00 1/31/2025
257716 Pace Engineering INC 661-60-64-57300 $ 1,929.00 1/31/2025 Engineering Design and Project
Management Services for Alliance
257717 Pace Supply Corp 661-60-64-57500 $ (1,479.00) 1/31/2025 OPO Meters 257717 Pace Supply Corp 661-50-63-53900 $ 1,092.70 1/31/2025 257717 Pace Supply Corp 661-60-64-57500 $ 1,640.60 1/31/2025 OPO Meters 257718 Perry Merritt 101-10-03-51400 $ 218.00 1/31/2025 257719 Peterson Collision Repair 771-50-57-55100 $ 12.65 1/31/2025 OPEN PO FOR REPIARS 257719 Peterson Collision Repair 771-50-57-55100 $ 4,743.37 1/31/2025 OPEN PO FOR REPIARS 257719 Peterson Collision Repair 101-00-00-21090 $ (12.65) 1/31/2025 OPEN PO FOR REPIARS 257720 Raftelis Financial Consultants Inc 101-10-15-51770 $ 1,125.00 1/31/2025 Executive Coaching Service 257720 Raftelis Financial Consultants Inc 101-10-15-51770 $ 437.50 1/31/2025 Executive Coaching Service 257721 safetybygeorge LLC 207-50-45-51400 $ 233.33 1/31/2025 OPO Monthly Safety Trainings and
Consultations
257721 safetybygeorge LLC 661-60-64-51400 $ 233.33 1/31/2025 OPO Monthly Safety Trainings and
Consultation
257721 safetybygeorge LLC 662-60-67-51400 $ 233.34 1/31/2025 OPO Monthly Safety Trainings and
Consultation
257722 SHN Consulting Engineers & Geologists Inc 213-30-13-58007 $ 4,571.25 1/31/2025 Butcher Slough Site Investigation and
Human Health Risk Assessme
257723 Shred Aware LLC. 101-40-21-51770 $ 128.28 1/31/2025 SHREDDING SERVICES 257724 Sinnott Scott 662-60-67-51400 $ 321.00 1/31/2025 257725 Stericycle Inc. 662-60-67-51770 $ 56.68 1/31/2025 OPO Monthly Sharps Pick up 257726 Vahey Andrew 661-60-64-51400 $ 76.00 1/31/2025
257727 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 118.05 1/31/2025 open po for fuel 257727 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 1,505.28 1/31/2025 open po for fuel 257727 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 483.18 1/31/2025 open po for fuel 257727 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 1,873.56 1/31/2025 open po for fuel 257727 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 47.90 1/31/2025 open po for fuel 257728 Williams Scotsman Inc. 662-60-67-57601 $ 1,208.91 1/31/2025 ES Temporary Office 257729 Accurate Testing Services 101-10-15-51702 $ 110.00 2/7/2025 Accurate Testing Services - Physicals 257730 Advanced Display & Signs 101-70-81-57613 $ 267.78 2/7/2025 Carlson Park Interpretive Signage 257731 Almquist Lumber Company 101-50-85-57600 $ 0.64 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 101-00-00-21090 $ (0.64) 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 101-00-00-21090 $ (0.05) 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 101-00-00-21090 $ (0.06) 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 101-50-85-57600 $ 0.06 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 101-50-85-57600 $ 37.68 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 101-50-85-57600 $ 72.21 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 101-50-85-57600 $ 73.20 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 662-60-67-55400 $ 135.21 2/7/2025 Parks OPO FY24/25 - Marsh Related
Expenses
257731 Almquist Lumber Company 101-50-85-57600 $ 0.05 2/7/2025 BUILDINGS OPO FY24/25 257731 Almquist Lumber Company 101-50-85-57600 $ 98.90 2/7/2025 BUILDINGS OPO FY24/25 257732 American Hospital Management 101-10-15-51702 $ 611.64 2/7/2025 Occupational Health - Physicals 257733 Arcata Stationers 101-40-21-53300 $ 126.81 2/7/2025 OFFICE SUPPLIES 257734 Arcata Used Tire & Wheel 771-50-57-54600 $ 25.00 2/7/2025 open po for tires 257735 Badger Meter Inc 661-60-64-51770 $ 132.00 2/7/2025 OPO Monthly Meter Services 257736 Bobcat of Chico 771-50-57-54400 $ 2,376.76 2/7/2025 open po for parts 257736 Bobcat of Chico 771-50-57-54400 $ 168.00 2/7/2025 open po for parts 257737 Brant Electric 101-50-85-51770 $ 235.00 2/7/2025 BUILDINGS OPO FY24/25 257737 Brant Electric 101-50-85-51770 $ 875.87 2/7/2025 BUILDINGS OPO FY24/25 257738 CA Dep Of Justice 101-40-21-52522 $ 1,876.98 2/7/2025 CLETS LINE

257739 Cal Poly Sponsored Programs Foundation 662-60-67-51728 $ 5,672.11 2/7/2025 AMRI Annual Contract FY24/25 257739 Cal Poly Sponsored Programs Foundation 662-60-67-51728 $ 4,019.72 2/7/2025 AMRI Annual Contract FY24/25 257740 Cummins Sales and Service 771-50-57-55100 $ 462.00 2/7/2025 open po for repairs 257741 Eureka Rubber Stamp 101-40-21-51500 $ 7.92 2/7/2025 NAME TAGS/MISC 257742 Fedex 662-60-67-53100 $ 702.37 2/7/2025 OPO Shipping 257743 GHD Inc. 210-70-48-51770 $ 12,882.73 2/7/2025 A&M Trail Project Contract - CIP Tag 48-07 257743 GHD Inc. 101-70-45-51770 $ 3,532.21 2/7/2025
South G and Samoa Beautification & Safety
Improvements Project -
257743 GHD Inc. 210-70-45-51770 $ 49,724.24 2/7/2025
Phase 2 / PS&E for Sunset Ave. & US 101
Interchange Improvements
257743 GHD Inc. 210-70-48-57200 $ 6,720.66 2/7/2025 A&M Trail Project Contract - CIP Tag 48-07 257743 GHD Inc. 210-70-45-51770 $ 14,312.44 2/7/2025 Sunset & LK Wood Improvement contract 257743 GHD Inc. 210-70-45-51770 $ 9,619.16 2/7/2025
South G and Samoa Beautification & Safety
Improvements Project -
257744 GR Sundberg Inc. 210-70-45-57600 $ 245,490.60 2/7/2025 Old Arcata Rd Improvements Project 257745 Hach Chemical Company 662-60-67-53500 $ 228.67 2/7/2025 OPO Lab Supplies 257745 Hach Chemical Company 662-60-67-53500 $ 283.25 2/7/2025 OPO Lab Supplies 257746 Harper Ford Country 771-50-57-54400 $ 3.52 2/7/2025 open po for parts 257746 Harper Ford Country 771-50-57-54400 $ 87.31 2/7/2025 open po for parts 257746 Harper Ford Country 771-50-57-54400 $ 17.48 2/7/2025 open po for parts 257747 Hensels Hardware 101-50-85-57600 $ 27.11 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-81-53900 $ 8.67 2/7/2025 Parks OPO FY24/25 - Office 257747 Hensels Hardware 101-50-81-53600 $ 13.01 2/7/2025 Parks OPO FY24/25 - Janitorial 257747 Hensels Hardware 101-50-81-53900 $ 10.84 2/7/2025 Parks OPO FY24/25 - Office 257747 Hensels Hardware 101-10-01-52108 $ 63.90 2/7/2025 Hensels Ace Hardware-- Graffiti Abatement
Supplies Winkler
257747 Hensels Hardware 101-50-85-55400 $ 47.72 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-55400 $ 6.50 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-81-53900 $ 20.15 2/7/2025 Parks OPO FY24/25 - Office 257747 Hensels Hardware 101-50-81-53900 $ 39.04 2/7/2025 Parks OPO FY24/25 - Office 257747 Hensels Hardware 101-50-85-55300 $ 39.98 2/7/2025 BUILDINGS OPO FY24/25 - equip.
maintenance
257747 Hensels Hardware 101-50-85-55400 $ 18.43 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-55400 $ 49.88 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-81-53900 $ 17.34 2/7/2025 Parks OPO FY24/25 - Office 257747 Hensels Hardware 101-50-85-55300 $ 43.38 2/7/2025 BUILDINGS OPO FY24/25 - equip.
maintenance
257747 Hensels Hardware 101-50-81-54200 $ 17.34 2/7/2025 Parks OPO FY24/25 - Other Dept. Supplies 257747 Hensels Hardware 101-50-85-57600 $ (15.18) 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-85-57600 $ 10.39 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-81-55400 $ 21.16 2/7/2025 Parks OPO FY24/25 - Buildings/Grounds
Maint.
257747 Hensels Hardware 662-60-67-55400 $ 6.50 2/7/2025 NR OPO FY24/25 257747 Hensels Hardware 101-50-81-55400 $ 55.92 2/7/2025 Parks OPO FY24/25 - Buildings/Grounds
Maint.
257747 Hensels Hardware 101-50-85-57600 $ 1.04 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-85-55400 $ 63.98 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-55400 $ 10.83 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-55400 $ 56.38 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-57600 $ 1.28 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-85-55400 $ 23.40 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-55400 $ 4.98 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-40-21-54200 $ 63.90 2/7/2025 POLICE SUPPLIES

257747 Hensels Hardware 101-50-81-53900 $ 43.38 2/7/2025 Parks OPO FY24/25 - Office 257747 Hensels Hardware 662-60-67-55400 $ 13.00 2/7/2025 NR OPO FY24/25 257747 Hensels Hardware 101-10-01-52108 $ 11.96 2/7/2025 Hensels Ace Hardware-- Graffiti Abatement
Supplies Winkler
257747 Hensels Hardware 101-50-85-55400 $ 17.99 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-55400 $ 6.50 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-57600 $ 50.52 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-85-55400 $ 70.06 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-85-55400 $ 42.60 2/7/2025 BUILDINGS OPO FY24/25 -
building/grounds maint.
257747 Hensels Hardware 101-50-81-54200 $ 10.84 2/7/2025 Parks OPO FY24/25 - Other Dept. Supplies 257747 Hensels Hardware 101-50-85-57600 $ 15.98 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-85-57600 $ 152.52 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-85-57600 $ 23.40 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-85-57600 $ 4.33 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-85-57600 $ 15.18 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-81-53900 $ 10.84 2/7/2025 Parks OPO FY24/25 - Office 257747 Hensels Hardware 101-50-81-53900 $ 35.78 2/7/2025 Parks OPO FY24/25 - Office 257747 Hensels Hardware 101-50-85-57600 $ (23.40) 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-10-01-52108 $ 29.90 2/7/2025 Hensels Ace Hardware-- Graffiti Abatement
Supplies Winkler
257747 Hensels Hardware 101-50-81-55400 $ 22.52 2/7/2025 Parks OPO FY24/25 - Buildings/Grounds
Maint.
257747 Hensels Hardware 101-50-85-57600 $ 1.09 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257747 Hensels Hardware 101-50-81-55400 $ 22.75 2/7/2025 Parks OPO FY24/25 - Buildings/Grounds
Maint.
257748 Humboldt County Sheriff 101-40-25-52528 $ 4,907.00 2/7/2025 257749 Humboldt Termite & Pest Control 101-50-61-55400 $ 72.00 2/7/2025 pest control 257750 Humboldt Transit Authority 663-50-91-54700 $ 983.27 2/7/2025 Fuels 257751 Infosend Inc 661-60-64-53100 $ 1,405.62 2/7/2025 24-25 FY OPO Inforsend Postage 257751 Infosend Inc 662-60-67-53100 $ 1,405.63 2/7/2025 24-25 FY OPO Infosend Postage 257751 Infosend Inc 101-00-00-21090 $ (0.58) 2/7/2025 24-25 FY OPO Infosend Printing 257751 Infosend Inc 101-00-00-21090 $ (0.58) 2/7/2025 24-25 FY OPO Inforsend Postage 257751 Infosend Inc 662-60-67-53100 $ 0.57 2/7/2025 24-25 FY OPO Infosend Postage 257751 Infosend Inc 662-60-67-51770 $ 518.14 2/7/2025 24-25 FY OPO Infosend Printing 257751 Infosend Inc 661-60-64-51770 $ 518.14 2/7/2025 24-25 FY OPO Infosend Printing 257751 Infosend Inc 662-60-67-51770 $ 0.58 2/7/2025 24-25 FY OPO Infosend Printing 257751 Infosend Inc 101-00-00-21090 $ (0.57) 2/7/2025 24-25 FY OPO Infosend Postage 257751 Infosend Inc 101-00-00-21090 $ (0.58) 2/7/2025 24-25 FY OPO Infosend Printing 257751 Infosend Inc 661-60-64-53100 $ 0.58 2/7/2025 24-25 FY OPO Inforsend Postage 257751 Infosend Inc 661-60-64-51770 $ 0.58 2/7/2025 24-25 FY OPO Infosend Printing 257752 Kernen Construction 207-50-45-53800 $ 2,561.12 2/7/2025 open po for aggregate 257752 Kernen Construction 207-50-45-53800 $ 17.83 2/7/2025 open po for aggregate 257752 Kernen Construction 101-00-00-21090 $ (17.83) 2/7/2025 open po for aggregate 257753 McMaster-Carr 662-60-67-55300 $ 63.07 2/7/2025 OPO Equipment Maintenance 257753 McMaster-Carr 662-60-67-55300 $ 113.37 2/7/2025 OPO Equipment Maintenance 257754 Mendes Supply Co 101-50-85-53600 $ 574.01 2/7/2025 BUILDINGS OPO FY24/25 - janitorial 257755 Microbac Laboratories Inc 662-60-67-51742 $ 294.00 2/7/2025 OPO WW Lab Testing and Analysis 257755 Microbac Laboratories Inc 662-60-67-51742 $ 316.00 2/7/2025 OPO WW Lab Testing and Analysis 257755 Microbac Laboratories Inc 662-60-67-51742 $ 158.00 2/7/2025 OPO WW Lab Testing and Analysis 257756 Miller Farms Nursery Inc 101-50-81-55300 $ 79.77 2/7/2025 Parks OPO FY24/25 - equip maint. 257756 Miller Farms Nursery Inc 101-50-81-55300 $ 0.08 2/7/2025 Parks OPO FY24/25 - equip maint. 257756 Miller Farms Nursery Inc 101-00-00-21090 $ (0.08) 2/7/2025 Parks OPO FY24/25 - equip maint. 257756 Miller Farms Nursery Inc 101-50-81-55300 $ 0.23 2/7/2025 Parks OPO FY24/25 - equip maint. 257756 Miller Farms Nursery Inc 101-50-81-55300 $ 42.11 2/7/2025 Parks OPO FY24/25 - equip maint. 257756 Miller Farms Nursery Inc 101-00-00-21090 $ (0.23) 2/7/2025 Parks OPO FY24/25 - equip maint. 257757 Mission Linen Ind.Inc. 207-50-45-51770 $ 5.42 2/7/2025 open po for medical supply cabinet 257757 Mission Linen Ind.Inc. 662-60-67-54200 $ 10.85 2/7/2025 257757 Mission Linen Ind.Inc. 661-60-64-51500 $ 153.79 2/7/2025 OPO Weekly Linens 257757 Mission Linen Ind.Inc. 212-30-11-55400 $ 94.24 2/7/2025 Mop/Rag Service (Foodworks) 257757 Mission Linen Ind.Inc. 771-50-57-51500 $ 90.61 2/7/2025 open po for linen service 257757 Mission Linen Ind.Inc. 212-30-11-55400 $ 23.75 2/7/2025 Mop/Rag Service (Foodworks)

257757 Mission Linen Ind.Inc. 661-50-63-51770 $ 5.43 2/7/2025 open po for medical supply cabinet 257758 Montrose Environmental Group Inc 662-60-67-51742 $ 905.00 2/7/2025 OPO WW Lab Testing and Analysis 257759 Municipal Maintenance Equipment Inc 662-50-65-55300 $ 2,621.96 2/7/2025 open po for maintenance on vactor 257760 Neste Renewable Solutions US Inc. 212-30-11-55400 $ 1,625.00 2/7/2025 Grease Trap and Cooking Oil Service
(Foodworks)
257761 Northern CA Gloves 101-50-81-51500 $ 112.20 2/7/2025 Parks OPO FY24/25 257762 Northern Humboldt U.H.S.D 207-50-45-51770 $ 163.54 2/7/2025 FY24/25 Veg. Maint. & Litter/Graffiti
Removal
257762 Northern Humboldt U.H.S.D 662-60-67-51770 $ 163.54 2/7/2025 FY24/25 Veg. Maint. & Litter/Graffiti
Removal
257763 Phoenix Group Information Systems 101-40-23-54200 $ 295.00 2/7/2025 PREFERENTIAL PARKING MGT 257764 Post-Haste Mail Center Inc 101-60-89-52524 $ 35.00 2/7/2025 257765 Shelter John 662-60-67-55400 $ 1,920.00 2/7/2025 Little Lakes clean-up project 257765 Shelter John 101-70-81-57613 $ 638.19 2/7/2025 Little Lakes clean-up project 257765 Shelter John 245-30-35-58500 $ 520.39 2/7/2025 Solid Waste Cleanup Services 257766 SHN Consulting Engineers & Geologists Inc 101-70-45-51770 $ 5,598.50 2/7/2025 Material Testing for Old Arcata Road 257766 SHN Consulting Engineers & Geologists Inc 101-70-45-51770 $ 341.70 2/7/2025 Material Testing for Old Arcata Road 257766 SHN Consulting Engineers & Geologists Inc 101-70-81-57300 $ 5,248.80 2/7/2025 SHN Ball Park Improvement Contract 2023 -
Design & Construction
257766 SHN Consulting Engineers & Geologists Inc 101-70-45-51770 $ 480.10 2/7/2025 Material Testing for Old Arcata Road 257766 SHN Consulting Engineers & Geologists Inc 101-70-45-51770 $ 543.40 2/7/2025 Material Testing for Old Arcata Road 257767 Shred Aware LLC. 101-10-05-54200 $ 63.02 2/7/2025 Shred Bin Servicing Rates 257768 Springbrook Holding Company LLC 661-60-64-53400 $ 64.00 2/7/2025 24-25 FY OPO Civic Pay Transaction Fees 257768 Springbrook Holding Company LLC 662-60-67-53400 $ 64.00 2/7/2025 24-25 FY OPO Civic Pay Transaction Fees 257769 Tehama Tire 771-50-57-54600 $ 66.44 2/7/2025 open po for tires 257770 The Mill Yard 101-50-81-55400 $ 11.92 2/7/2025 Parks OPO FY24/25 257770 The Mill Yard 101-50-85-57600 $ 16.25 2/7/2025 BUILDINGS OPO FY24/25 257771 Thrifty Supply Company 101-50-85-55400 $ 364.89 2/7/2025 BUILDINGS OPO FY24/25 257772 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 339.19 2/7/2025 open po for fuel 257772 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 804.42 2/7/2025 open po for fuel 257772 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 41.96 2/7/2025 open po for fuel 257772 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 494.91 2/7/2025 open po for fuel 257772 Valley Pacific Petroleum Services Inc 771-50-57-54700 $ 1,751.40 2/7/2025 open po for fuel 257773 Zumar Industries Inc 209-50-55-54200 $ 179.81 2/7/2025 257774 A. T. & T. 775-10-71-51200 $ 66.99 2/7/2025 STANDARD PHONE CHARGES; FEB25 257775 AT&T 775-10-71-51200 $ 749.29 2/7/2025 STANDARD PHONE CHARGES; JAN25 257775 AT&T 101-40-21-51200 $ 96.37 2/7/2025 STANDARD PHONE CHARGES; JAN25 257776 Bagg Julie 101-00-00-46360 $ 80.00 2/7/2025 CANCELLATION OF PICKLEBALL CLASSES 257777 Bas Properties Inc 662-00-00-46830 $ 2,148.00 2/7/2025

LOWER SEWER LATERAL PASSED
INSPECTION. RETURN DEPOSIT: 737 G ST
257778 CA Building Standards Commission 101-00-00-42300 $ (35.30) 2/7/2025 BSASRF FEES; 10/1-12/31/24 (LESS

RETAINER)
257778 CA Building Standards Commission 550-00-00-24150 $ 353.00 2/7/2025 BSASRF FEES; 10/1-12/31/24 (LESS

RETAINER)
257779 Damonte Darius 662-60-67-51500 $ 229.41 2/7/2025 MOUNTAIN 600 DANNER BOOTS 257780 Department of Conservation Div. of Admin. Service 550-00-00-24050 $ 2,078.97 2/7/2025

STRONG MOTION INSTRMENT'N & SEISMIC

HAZARD MAPPING FEE
257780 Department of Conservation Div. of Admin. Service 101-00-00-42300 $ (103.95) 2/7/2025

STRONG MOTION INSTRMENT'N & SEISMIC

HAZARD MAPPING FEE
257781 Employment Development Department 101-10-17-52060 $ 7,817.00 2/7/2025 4TH QUARTER EDD BALANCE; LETTER ID:

L1228871376
257782 Eureka Rubber Stamp 101-30-11-54200 $ 12.24 2/7/2025

PLANNING COMMISSIONER NAME PLATE

FOR AMANDA HICKEY
257783 Fanning Keller 570-00-00-24157 $ 76.00 2/7/2025 CASH FOUND IN WALLET 257784 Franchise Tax Board 101-00-00-22109 $ 95.92 2/7/2025 PR Batch 00001.02.2025 Franchise Tax
Board
257785 Humboldt County Association of Governments 210-70-48-51770 $ 1,318.63 2/7/2025 JULY 1 2024 - SEPT 30 2024 257785 Humboldt County Association of Governments 210-70-48-51770 $ 516.56 2/7/2025 SAMSIP PLANNING 257785 Humboldt County Association of Governments 210-70-48-51770 $ 573.41 2/7/2025 OCT 1 2024 - DEC 30 2024 257786 Humboldt Domestic Violence Services 101-00-00-23070 $ 300.00 2/7/2025 DEPOSIT REFUND: REDWOOD LODGE
RENTAL; 2/2/25

257787 Humboldt Termite & Pest Control 101-40-21-51770 $ 49.00 2/7/2025

PEST CONTROL SERVICES FOR CORP YARD

STORAGE
257788 IT Management Corp. 775-10-71-51200 $ 1,375.76 2/7/2025 PHONE SERVICE 257789 Jacoby Creek Water Dist 661-00-00-46711 $ 2,208.16 2/7/2025 JACOBY CREEK BILLING; SERVICE PERIOD:

DEC24
257790 Judy Davis Insurance Services Inc 101-00-00-16900 $ 725.00 2/7/2025 FLOOD INSURANCE FOR DEBBIE KABLE 257791 Kadlecik Laura 101-50-41-51500 $ 187.37 2/7/2025 REIMBURSEMENT FOR SAFETY VEST 257792 Mad River Union 233-70-48-57600 $ 600.00 2/7/2025

NOTICE TO CONTRACTORE FOR ISAACSON

SUSTAINABLE TRANSPORT PROJECT
257792 Mad River Union 661-70-63-57500 $ 600.00 2/7/2025 LEGAL AD NOTICE TO CONTRACTORS;

PLUNKETT WATER LINE PROJECT
257792 Mad River Union 101-70-45-57601 $ 600.00 2/7/2025 LEGAL AD IN 1/15 & 1/22 EDITIONS 257792 Mad River Union 661-70-63-57500 $ 600.00 2/7/2025 LEGAL AD NOTICE TO CONTRACTORS.

STEEL WATERLINE PROJECT
257793 Operating Engineers No 3 101-00-00-22113 $ 2,077.00 2/7/2025 PR Batch 00001.02.2025 Union Dues 257794 O & M Industries Inc 101-50-85-51770 $ 154.00 2/7/2025 CITY HALL HVAC SERVICE FOR BLOWER 257795 Pacific Gas & Electric Co 212-30-11-55400 $ 3,890.52 2/7/2025 ACCT: 9015588019-9; JAN25 257796 UBEO West LLC 775-10-71-53300 $ 855.95 2/7/2025

PRINTER MAINTENANCE CONTRACT

CHARGES
257796 UBEO West LLC 101-20-07-53210 $ 168.90 2/7/2025

PRINTER MAINTENANCE CONTRACT

CHARGES
257796 UBEO West LLC 101-40-21-53300 $ 291.90 2/7/2025

PRINTER MAINTENANCE CONTRACT

CHARGES
257797 REMIF 661-60-64-50990 $ 143.20 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(DENTAL); FEB25
257797 REMIF 101-40-21-50990 $ (2,150.00) 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(MEDICAL); FEB25
257797 REMIF 559-00-00-24059 $ 681.02 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(DENTAL); FEB25
257797 REMIF 101-40-21-50990 $ (56.84) 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(DENTAL); FEB25
257797 REMIF 559-00-00-24059 $ 13,696.89 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(MEDICAL); FEB25
257797 REMIF 101-00-00-22205 $ 3,392.02 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(DENTAL); FEB25
257797 REMIF 101-40-21-50990 $ (113.68) 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(DENTAL); FEB25
257797 REMIF 559-00-00-24059 $ 160.15 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(VISION); FEB25
257797 REMIF 101-00-00-22205 $ 12,538.68 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(DENTAL); FEB25
257797 REMIF 661-60-64-50990 $ 18.20 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(VISION); FEB25
257797 REMIF 101-00-00-22204 $ 731.65 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(VISION); FEB25
257797 REMIF 101-00-00-22204 $ 2,302.30 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(VISION); FEB25
257797 REMIF 101-00-00-22203 $ 8,440.10 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(MEDICAL); FEB25
257797 REMIF 101-00-00-22203 $ 9.10 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(VISION); FEB25
257797 REMIF 101-00-00-22203 $ 207,347.01 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(MEDICAL); FEB25
257797 REMIF 101-00-00-22203 $ 71.60 2/7/2025

INVOICE FOR SELF-FUNDED PLAN
(DENTAL); FEB25
257798 Logan Luis Roselli 101-10-77-51790 $ 1,350.00 2/7/2025 RMM MARKETING AND PRESS SERVICES;
FEB25
257799 Secretary Of State 101-40-21-51400 $ 40.00 2/7/2025 TARON BROWN: NOTARY PUBLIC EXAM
FEE
257800 Six Rivers Running Club 101-00-00-23070 $ 120.00 2/7/2025 DEPOSIT REFUND: D ST NEIGHBORHOOD
CTR RENTAL; 1/25/25

257801 Kees Amber LK 101-30-11-54200 $ 40.00 2/7/2025

SCREENPRINTING FOR DEPARTMENT

CLOTHING
257801 Kees Amber LK 212-30-11-55400 $ 32.00 2/7/2025

SCREENPRINTING FOR DEPARTMENT

CLOTHING
257802 SWRCB 661-50-63-51600 $ 120.00 2/7/2025
RENEWAL FEE FOR D1 DRINKING WATER

CERTIFICATION
257803 Optimum 775-10-71-51210 $ 90.00 2/7/2025 REDWOOD PARK; FEB25 257804 Trojan Technologies 662-60-67-55300 $ 1,355.17 2/7/2025 ACTICLEAN 257805 Weatherford Kiara 101-00-00-23070 $ 300.00 2/7/2025 DEPOSIT REFUND: REDWOOD LODGE
RENTAL; 1/25/25
311811 Payroll Misc $ 1,529.85 2/7/2025
311812 Payroll Misc $ 1,595.78 2/7/2025
311813 Payroll Misc $ 245.80 2/7/2025
311814 Payroll Misc $ 545.02 2/7/2025
311815 Payroll Misc $ 2,166.14 2/7/2025
311816 Payroll Misc $ 269.85 2/7/2025
311817 Payroll Misc $ 480.09 2/7/2025
311818 Payroll Misc $ 1,400.19 2/7/2025
311819 Payroll Misc $ 6,012.00 2/7/2025
311820 Payroll Misc $ 173.86 2/7/2025
311821 Payroll Misc $ 193.29 2/7/2025
311822 Payroll Misc $ 42.05 2/7/2025
311823 Payroll Misc $ 194.08 2/7/2025
311824 Payroll Misc $ 163.51 2/7/2025
311825 Payroll Misc $ 165.01 2/7/2025
311826 Payroll Misc $ 295.07 2/7/2025
311827 Payroll Misc $ 329.44 2/7/2025
311828 Payroll Misc $ 44.04 2/7/2025
311829 Payroll Misc $ 120.12 2/7/2025
311830 Payroll Misc $ 600.57 2/7/2025
311831 Payroll Misc $ 40.03 2/7/2025
311832 Payroll Misc $ 294.25 2/7/2025
311833 Payroll Misc $ 599.11 2/7/2025
311834 Payroll Misc $ 118.41 2/7/2025
311835 Payroll Misc $ 64.76 2/7/2025
311836 Payroll Misc $ 64.76 2/7/2025
ACH PERS Misc $ 83,942.05 2/7/2025
ACH Payroll Deductions ACH Misc $ 157,956.31 2/7/2025
ACH CA State Disbursement Unit 101-00-00-22109 $ 27.69 1/31/2025 PR Batch 00018.01.2025 California Child
Support Order
ACH CA State Disbursement Unit 101-00-00-22109 $ 27.69 2/7/2025 PR Batch 00001.02.2025 California Child
Support Order
ACH Payroll Misc $ 289,892.81 2/7/2025
Total $ 1,882,971.82

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Netra Khatri, City Engineer
PREPARER: Mara Grow, Administrative Specialist
DATE: February 19, 2025
TITLE: Approve Project & Award a Contract of $156,980 for Hyland St. Improvement Project to R.A.O. Construction Co., Inc.; Authorize City Engineer to Increase Contract by up to $15,698 (10%); and Authorize City Manager to Execute All Applicable Documents.

RECOMMENDATION:

It is recommended that the Council:
1) Approve the project plans and award a construction contract for Hyland Street Improvement project to R.A.O. Construction Co., Inc. in the amount of $156,980.00; 2) Authorize the City Engineer to increase the contract amount by up to 10 percent ($15,698 for a total amount not to exceed $172,678.00) to allow for any unforeseen contingencies or additional work; and
3) Authorize the City Manager to execute all applicable documents.

INTRODUCTION:

The scope of work is part of the Old Arcata Road (OAR) Project on the City’s Capital Improvements Program (CIP) list and includes various sidewalk, drainage, and pedestrian improvements along the block of Hyland Street east of Old Arcata Road, focused on increasing pedestrian accessibility, safety, and connectivity.

BACKGROUND:

This project represents the remaining scope of work developed as part of the OAR Project. The improvements on Hyland Street were part of an additive alternate during the bidding of the OAR Project which was declined due to high cost.

Since the plans and environmental studies were already completed as part of the OAR Project, the City has decided to bid and complete this section of sidewalk improvement as a standalone project.

DISCUSSION:

This project was first advertised for bids on January 15, 2025, on the City’s website, with legal notices published in the Mad River Union on that date and on January 22, 2025, as well. Sealed bids

were received until 10:00 a.m. on February 6, 2025. Four (4) sealed bids were received by the deadline:

Sr. No. Contractor Name Total Bid
1 R.A.O. Construction Co. Inc. $156,980.00
2 Hooven & Co., Inc. $180,059.10
3 G R Sundberg, Inc. $199,317.50
4 Mercer-Fraser Company $255,255.00
See Attachment A, an itemized bid tabulation sheet, for a summary of bids received.

It is recommended the Council award a contract to the lowest bidder, R.A.O. Construction Co. Inc. If a contract is presently awarded, work will commence on or after February 20, 2025, and should be completed within 30 working days after starting. Prior to issuing the Notice to Proceed to the Contractor, public notifications will be made by the City and the Contractor to potentially impacted residents and businesses to inform them of construction activities, the potential for traffic impacts and possible parking restrictions (that will be minimized to the extent possible). The area of work impacts and is impacted by pick up and drop off at nearby Jacoby Creek School and construction is recommended to be limited to Spring or Summer break.

ENVIRONMENTAL REVIEW (CEQA):

City staff completed the Environmental Review (CEQA) for the project in 2022 and filed a Notice of Determination (NOD) on February 17, 2022; State Clearing House No. 2021010176.

BUDGET/FISCAL IMPACT:

The previous Additive Alternate for this project through the OAR Project was $374,540 which was determined too costly to proceed. As a result of a separate bid for this scope of work a cost savings of $217,560.00 is anticipated, excluding contingency.

The Hyland Street Improvement project is supported through City Streets funds (Measure G). Funds for this project are budgeted under this FY 24-25 as follows:

Account
Number/Agency
Responsible
Amount Account Name
101-70-45-57601 $172,678.00 Measure G: Capital – Other Improvements (FY24-25)
If contingency or extra work funds are needed, they will be funded out of the same account.

ATTACHMENTS:

A. BID SUMMARY 2025 Hyland Street Improvements (PDF)

Bid Summary
Agency: City of Arcata ATTACHMENT A
Project: Hyland Street Improvement Project
Bid Opening Date: Thursday, February 6th, 2025 10 a.m.
1 Mobilization 1 LS $25,000.00 $25,000.00 $10,000.00 $10,000.00 $4,800.00 $4,800.00 $15,000.00 $15,000.00 2 Temporary Traffic Control 1 LS $24,483.00 $24,483.00 $10,000.00 $10,000.00 $7,800.00 $7,800.00 $10,000.00 $10,000.00 3 Construction Staking 1 LS $3,000.00 $3,000.00 $3,000.00 $3,000.00 $5,000.00 $5,000.00 $5,500.00 $5,500.00 4 Water Pollution Control & Final Stabilization 1 LS $8,000.00 $8,000.00 $3,000.00 $3,000.00 $2,800.00 $2,800.00 $3,000.00 $3,000.00 5 Lead Compliance 1 LS $2,500.00 $2,500.00 $8,000.00 $8,000.00 $6,606.00 $6,606.00 $2,000.00 $2,000.00 6 Concrete Sidewalk/Driveway Demolition and Removal 405 SF $21.00 $8,505.00 $5.00 $2,025.00 $8.30 $3,361.50 $14.00 $5,670.00 7 AC Pavement Demolition and Removal 2777 SF $8.00 $22,216.00 $2.00 $5,554.00 $1.80 $4,998.60 $2.00 $5,554.00 8 Earthwork, Clearing, and Grubbing 1 LS $15,000.00 $15,000.00 $20,000.00 $20,000.00 $6,000.00 $6,000.00 $21,000.00 $21,000.00 9 Adjust Water Meter/Sewer Clean Out Cover to Grade 3 EA $1,000.00 $3,000.00 $900.00 $2,700.00 $215.00 $645.00 $1,500.00 $4,500.00 10 Relocate Mail Box, Address Marker 1 LS $1,100.00 $1,100.00 $1,000.00 $1,000.00 $1,175.00 $1,175.00 $2,600.00 $2,600.00 11 Relocate Roadside Sign, 1-Post 1 EA $800.00 $800.00 $800.00 $800.00 $892.00 $892.00 $750.00 $750.00 12 Hot Mix Asphalt (Type A) 0.55 TON $5,000.00 $2,750.00 $1,000.00 $550.00 $4,363.64 $2,400.00 $1,650.00 $907.50 13 Minor Concrete (Sidewalk) 1414 SF $29.00 $41,006.00 $18.00 $25,452.00 $22.50 $31,815.00 $31.00 $43,834.00 14 Vehicular Driveway Concrete 812 SF $35.00 $28,420.00 $20.00 $16,240.00 $48.00 $38,976.00 $42.00 $34,104.00 15 Install Cleanout of Sewer Lateral 1 EA $2,000.00 $2,000.00 $2,500.00 $2,500.00 $3,500.00 $3,500.00 $1,200.00 $1,200.00 16 Drainage Inlet (Type G1) 2 EA $6,000.00 $12,000.00 $5,000.00 $10,000.00 $6,000.00 $12,000.00 $4,300.00 $8,600.00 17 Plastic Pipe (12-Inch PVC SDR 26) 63 LF $300.00 $18,900.00 $150.00 $9,450.00 $130.00 $8,190.00 $175.00 $11,025.00 18 Minor Concrete (Type A2 Curb) 341 LF $75.00 $25,575.00 $49.00 $16,709.00 $100.00 $34,100.00 $53.00 $18,073.00 19 Removal of Stormdrain and 3 Drainage Inlets 1 LS $11,000.00 $11,000.00 $10,000.00 $10,000.00 $5,000.00 $5,000.00 $6,000.00 $6,000.00 MATCH $255,255.00 MATCH $156,980.00 MATCH $180,059.10 MATCH $199,317.50 Mercer-Fraser Company
Unit Price Total
$255,255.00
RAO Construction Co, Inc GR Sundberg, Inc
Unit Price Total
$156,980.00
Hooven & Co, Inc
Unit Price Total Unit Price Total
$180,059.10 $199,317.50
Actual Total Base Bid (Calculated based on submitted unit price for each item.) Total Base Bid As Written on Submitted Bid Schedule
Item No. Description Quantity Units

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Netra Khatri, City Engineer; David Caisse, Assistant City Engineer PREPARER: Mara Grow, Administrative Specialist
DATE: February 11, 2025
TITLE: Approve Plans & Award Contract of $481,870 to R.A.O. Construction Co., Inc. for Isaacson S.T.I. Improvement Project-Phase 2; Authorize City Engineer to Increase Contract by up to $731,870; and Authorize City Manager to Execute all Applicable Documents.

RECOMMENDATION:

It is recommended that the Council:
1) Approve the project plans and award a construction contract for the Isaacson Sustainable Transportation Infrastructure (STI) Improvement Project-Phase 2 to R.A.O. Construction Co., Inc., in the amount of $481,870.00;
2) Authorize the City Engineer to increase the contract amount by up to $731,870.00 to allow for any unforeseen contingencies or additional work; and
3) Authorize the City Manager to execute all applicable documents.

INTRODUCTION:

This project is listed on the City’s Capital Improvements Program (CIP) list and includes various roadways, drainage, bicycle and pedestrian improvements throughout the city, focused on increasing pedestrian accessibility, safety, and connectivity between the Sorrel Place multi-family housing development, transit, and other key destinations throughout the City of Arcata.

BACKGROUND:

This project represents the next phase of the Isaacson STI Improvement Project. The initial phase was completed in 2023, funded in part by an Affordable Housing and Sustainable Communities (AHSC) Program Grant for the Sorrel Place housing project.

With additional budget available, we are utilizing these funds to complete this next phase of the project. Like the initial phase, this effort focuses on enhancing bicycle and pedestrian connectivity and accessibility.

In addition, as the low bid came in below the available grant funds, we are requesting that the remaining grant funds be made available at the City Engineer’s discretion toward implementing further bicycle and pedestrian improvements in the project vicinity.

DISCUSSION:

This project was first advertised for bids on January 15, 2025, on the City’s website and with legal notices published in the Mad River Union on that date and on January 22, 2025 as well. Sealed bids were received until 10:00 a.m. on February 6, 2025. Four (4) sealed bids were received by the deadline:

Sr. No. Contractor Name Total Bid
1 R.A.O. Construction Co. Inc. $481,870.00
2 G R Sundberg, Inc. $879,999.00
3 Mercer-Fraser Company $880,880.00
4 Hooven & Co., Inc $907,943.40
See Attachment A, an itemized bid tabulation sheet, for a summary of bids received.

It is recommended the Council award a contract to the lowest bidder, R.A.O. Construction Co. Inc. If a contract is presently awarded, work will commence on or after March 5, 2025, and should be completed within 60 working days after starting. Prior to issuing the Notice to Proceed to the Contractor, public notifications will be made by the City and the Contractor to potentially impacted residents and businesses to inform them of construction activities, the potential for traffic impacts and possible parking restrictions (that will be minimized to the extent possible).

ENVIRONMENTAL REVIEW (CEQA):

The California Environment Quality Act (CEQA) determination for the sidewalk and paving portion of the project is a categorical exemption pursuant to CEQA Guidelines Section 15301(c), for the restoring and rehabilitating of existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities, involving negligible or no expansion of use beyond that presently existing.

BUDGET/FISCAL IMPACT:

The Isaacson STI Improvement Project -Phase 2 is supported through a grant from the Affordable Housing and Sustainable Communities (AHSC) Program Grant. Funds for this project are budgeted under this FY 24-25 as follows:

Account
Number/Agency
Responsible
Amount Account Name
233-70-48-57600 $789,731 *AHSC Grant
If contingency or extra work funds are needed, they will be funded out of the same account.

ATTACHMENTS:

A. BID SUMMARY 2025 Isaacson STI Project- Phase 2 (PDF)

Bid Summary
Bid Opening Date: Thursday, February 6, 2025 10 a.m.

Item
No. Description
Approx.

Quantit
y
Unit Unit Price Total Unit Price Total Unit Price Total Unit Price Total 1 Mobilization and Demobilization 1 LS $86,000.00 $86,000.00 $33,000.00 $33,000.00 $13,900.00 $13,900.00 $53,000.00 $53,000.00 2 Water Pollution Control 1 LS $10,000.00 $10,000.00 $3,000.00 $3,000.00 $3,700.00 $3,700.00 $8,800.00 $8,800.00 3 Traffic Control 1 LS $35,000.00 $35,000.00 $37,000.00 $37,000.00 $51,000.00 $51,000.00 $76,000.00 $76,000.00 4 Clearing and Grubbing 1 LS $18,137.00 $18,137.00 $10,000.00 $10,000.00 $28,512.00 $28,512.00 $48,400.00 $48,400.00 5 Portland Cement Concrete (PCC) Curb & Gutter Demolition and Disposal 1,112 LF $15.00 $16,680.00 $2.00 $2,224.00 $18.00 $20,016.00 $72.00 $80,064.00 6 Portland Cement Concrete (PCC) Sidewalk Demolition and Disposal 8,041 SF $9.00 $72,369.00 $2.00 $16,082.00 $3.40 $27,339.40 $10.00 $80,410.00 7 Asphalt Concrete Driveway Section 210 SF $90.00 $18,900.00 $15.00 $3,150.00 $22.00 $4,620.00 $146.00 $30,660.00 8 Adjust Water/Sewer/Clean-outs/Bollards to grade 13 EA $1,000.00 $13,000.00 $500.00 $6,500.00 $478.00 $6,214.00 $1,400.00 $18,200.00 9 Earthwork (Cut and Fill) 1 LS $20,514.00 $20,514.00 $15,000.00 $15,000.00 $74,700.00 $74,700.00 $23,600.00 $23,600.00 10 Portland Cement Concrete (PCC) Sidewalk 4" 7,500 SF $20.00 $150,000.00 $13.00 $97,500.00 $36.50 $273,750.00 $19.00 $142,500.00 11 Portland Cement Concrete (PCC) Sidewalk 6" 1,570 SF $30.00 $47,100.00 $18.00 $28,260.00 $45.00 $70,650.00 $29.00 $45,530.00 12 Portland Cement Concrete (PCC) Curb 220 LF $80.00 $17,600.00 $30.00 $6,600.00 $92.00 $20,240.00 $40.00 $8,800.00 13 Portland Cement Concrete (PCC) Curb & Gutter 1,660 LF $88.00 $146,080.00 $49.00 $81,340.00 $85.00 $141,100.00 $44.00 $73,040.00 14 Truncated Domes 865 SF $75.00 $64,875.00 $50.00 $43,250.00 $44.00 $38,060.00 $54.00 $46,710.00 15 Under Sidewalk Drain 105 LF $275.00 $28,875.00 $225.00 $23,625.00 $422.00 $44,310.00 $518.00 $54,390.00 16 Signage 13 EA $800.00 $10,400.00 $700.00 $9,100.00 $467.00 $6,071.00 $223.00 $2,899.00 17 Thermoplastic Pavement Markings 2,000 SF $12.00 $24,000.00 $8.50 $17,000.00 $11.00 $22,000.00 $11.25 $22,500.00 18 Surface Mount Bicycle Rack Installation 8 EA $3,400.00 $27,200.00 $800.00 $6,400.00 $350.00 $2,800.00 $1,468.00 $11,744.00 19 Class II Aggregate Base 8 CY $450.00 $3,600.00 $200.00 $1,600.00 $144.00 $1,152.00 $180.00 $1,440.00 20 Storm Drain Inlet 3 EA $5,000.00 $15,000.00 $5,000.00 $15,000.00 $6,500.00 $19,500.00 $4,100.00 $12,300.00 21 Storm Drain Inlet Modification 1 EA $8,500.00 $8,500.00 $3,500.00 $3,500.00 $4,000.00 $4,000.00 $3,700.00 $3,700.00 22 Storm Drain Piping 125 LF $370.00 $46,250.00 $175.00 $21,875.00 $265.00 $33,125.00 $280.00 $35,000.00 23 Thermoplastic Pavement Striping 32 LF $25.00 $800.00 $27.00 $864.00 $37.00 $1,184.00 $9.75 $312.00 BASE BID ITEM INFORMATION G R Sundberg, Inc.
$907,943.40 $879,999.00
Mercer-Fraser Company Hooven & Co., Inc. R.A.O. Construction Co., Inc.

Total Base Bid As Written on Submitted Bid Schedule
Total Base Bid (Calculated based on submitted unit price for each item.) Agency: City of Arcata
Project: Isaacson STI Improvements - Phase 2
$880,880.00 $481,870.00
$880,880.00 $481,870.00
$907,943.40 $879,999.00

ATTACHMENT A

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Rhea Varley, City Clerk
PREPARER: Rhiannon Lewis-Stephenson, Deputy City Clerk
DATE: February 19, 2025
TITLE: Approve an Annual Proclamation Designating February as Black History Month and an Annual Proclamation in Recognition of Human Trafficking Awareness in the City of Arcata; and Add Both Proclamations to the Council-Approved List.

RECOMMENDATION:

It is recommended that the Council:
1) Approve an annual proclamation designating February as Black History Month in the City of Arcata;
2) Approve an annual proclamation in recognition of Human Trafficking Awareness in the City of Arcata; and
3) Add the proclamations to the Council-Approved List.

INTRODUCTION:

On February 5, 2025, the City of Arcata proclaimed February 2025 as Black History Month.

Recently, the Equity Arcata Manager, Monique Harper-Desir, brought this to staff, with a request to have this proclamation added to the City’s annual proclamation list (the Council-Approved Proclamation List).

On February 21, 2024, the City of Arcata designated a proclamation in recognition of Human Trafficking Awareness in the City of Arcata. On February 5, 2025, the City was contacted by Sharon E. Sligh, President of Soroptimist International of Arcata, Inc, with a request to have this proclamation added to the City’s annual proclamation list.

BACKGROUND/DISCUSSION:

On February 5, 2025, the City Council of the City of Arcata proclaimed February 2025, as Black History Month. This observance honors the rich cultural heritage, resilient spirit, and significant contributions of Black Americans to the history and progress of our nation and urges all residents to amplify the voices of Black leaders and organizations, and to promote equity and inclusion in all areas of our society.

On February 21, 2024, the City Council of the City of Arcata announced a proclamation in recognition of Human Trafficking Awareness in the City of Arcata. This observance honors the principle that all people are created with the inalienable right of freedom and calls upon the citizens of Arcata to recognize the vital role they can play in ending all forms of trafficking and to support

the Soroptimist International Clubs of Humboldt County as they raise awareness through education and other efforts to stop human trafficking.

For these proclamations to be added to the annual list, it must be approved by the Council during a regular City Council meeting as an item on the Consent Calendar pursuant to the City Officials’ Protocol Manual 2024.

POLICY IMPLICATIONS:

There are no policy implications.

BUDGET/FISCAL IMPACT:

There is no fiscal impact.

ATTACHMENTS:

A. Black History Month Proclamation for Annual Approval (PDF) B. Human Trafficking Awareness Proclamation for Annual Approval (PDF)

Proclamation
In Recognition of
Black History Month February 2025
WHEREAS, Black Liberation Month, also known as Black History Month and African American Heritage Month, is a time to honor the rich cultural heritage, resilient spirit, and significant contributions of Black Americans to the history and progress of our nation; and WHEREAS, this month provides an opportunity to acknowledge and celebrate the enduring legacy of the survivors of slavery, whose strength and perseverance laid the foundation for the generations that followed, and whose stories remind us of the ongoing struggle for equality and justice; and WHEREAS, Black Americans have made immeasurable contributions to our society in the fields of art, science, education, business, civil rights, and beyond, shaping the fabric of our communities and the nation as a whole; and
WHEREAS, it is imperative to recognize that the fight for equity and justice continues, as Black Americans and people of African descent still face systemic racism and inequality in many areas of life, including education, healthcare, housing, and economic opportunities; and WHEREAS, we are called to support and uplift the organizations, individuals, and communities dedicated to preserving and celebrating Black history and culture, and to creating a more inclusive and equitable future for all; and
WHEREAS, the City Council acknowledges and commends the work of local Black organizations and initiatives, including The Umoja Center for Pan African Excellence, The NAACP, HC Black Music and Arts, B Black, Black to Our Roots, Youth Arts Will Succeed (YAWS), Black Humboldt, and the dozens of local Black- and Brown-owned businesses that serve as cultural, economic, and social pillars in our community;
NOW, THEREFORE, BE IT PROCLAIMED, that the City Council of Arcata does hereby proclaim February 2025 as BLACK LIBERATION MONTH, BLACK HISTORY MONTH, and AFRICAN AMERICAN HERITAGE MONTH and encourages all residents to honor the contributions of Black Americans, reflect on the history of slavery and its lasting impact, and take action to combat systemic racism in our community, not just this February but every day. The City Council of Arcata urges all residents to participate in and support local Black History Month events, to amplify the voices of Black leaders and organizations, and to promote equity and inclusion in all areas of our society.

Dated: February 5, 2025
Alexandra Stillman, Mayor

Proclamation
In recognition of
Human Trafficking Awareness
WHEREAS, the United States was founded upon the principle that all people are created with the inalienable right of freedom, and added the 13th Amendment to the Constitution making slavery illegal; and
WHEREAS, slavery within the United States today is most often found in the form of human trafficking, which weakens our social fabric; increases violence and organized crime; and debases our humanity; and
WHEREAS, victims of human trafficking are typically forced to work in various forms of labor exploitation including, but not limited to commercial sex acts, drug processing and distribution and other services induced through force, fraud, or coercion; and WHEREAS, due to its isolating nature, many individuals locally and across the globe are unaware that trafficking exists in Humboldt County and neighboring counties; and WHEREAS, it is estimated that more than 20 million men, women, and children around the world are victims of human trafficking; and
WHEREAS, California is the state with the highest rate of human trafficking; and WHEREAS, indigenous trafficking is at an all-time high; and WHEREAS, Soroptimist International of Arcata, “Serving the Mad River Area” are working to abolish human trafficking through education, advocacy, and collaboration.

NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of Arcata, herby calls upon the citizens of Arcata to recognize the vital role they can play in ending all forms of trafficking and to support the Soroptimist International Clubs of Humboldt County as they raise awareness through education and other efforts to stop human trafficking.

Dated: February 21, 2024

Meredith Matthews
Mayor

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Netra Khatri, City Engineer
PREPARER: Mara, Grow, Administrative Specialist
DATE: February 12, 2025
TITLE: Adopt Resolution No. 245-32 Accepting a Public Utility Easement on a Portion of Assessor's Parcel No. 502-031-057; and Authorize the City Manager to Execute all Applicable Documents.

RECOMMENDATION:

It is recommended that the City Council adopt Resolution No. 245-32 accepting a Public Utility Easement on a portion of Assessor's Parcel No. 502-031-057; and Authorize the City Manager to execute all applicable documents.

INTRODUCTION:

In 2018, the City applied for and received a grant from the California Office of Emergency Services (CalOES) to complete the Plunkett Road Waterline Retrofit Project (project). Phase One, which included preliminary engineering and environmental documentation, was completed in 2020. Phase Two, covering the final design and construction, began in 2023.

The project has a total funding amount of approximately $2.2 million, consisting of a $1.7 million grant and a $0.5 million match. The design phase was completed in late 2024, and the project is currently in the bidding stage.

As part of the project, we plan to upgrade existing booster station #10 serving the Plunkett Road waterline, which requires additional space for the new booster station structure. Since 2018, we have been communicating with the property owners of 4549 Jacoby Creek Road (APN 502-031-057), who has agreed to grant the necessary permanent easement for the upgraded booster station facilities as well as a temporary construction easement for staging and storage of equipment and material for the rest of the project. Since this is a federally funded project, the easement value was appraised according to federal procurement standards, and the property owner has accepted the appraised value.

BACKGROUND:

The City provides water and manages two public water systems: the City of Arcata water system and the Jacoby Creek Water District (JCWD) water system. Through a contractual agreement, the City sells water directly to JCWD customers, maintains and repairs the JCWD distribution system, and ensures compliance with regulatory requirements, including monthly reporting and water sampling.

The proposed project aims to minimize the risk of water loss and the associated reduction in fire protection for approximately 116 homes in the Plunkett Road area of the JCWD water system.

ENVIRONMENTAL REVIEW (CEQA):

As the project is federally funded, FEMA has determined that this project is Categorically Excluded from the need to prepare either an Environmental Impact Statement or Environmental Assessment in accordance with FEMA Instruction 108-1-1 and FEMA Directive 108-1-1 as authorized by DHS Instruction Manual 023-01-001-01, Revision 1. Categorical Exclusion CATEX N7 (Federal Assistance for Structure and Facility Upgrades) has been applied.

BUDGET/FISCAL IMPACT:

The utility easement is being conveyed at the fair appraised value of $10,250 to the City. This cost is reimbursable via grant and within the amount allocated for this project for FY 24-25.

ATTACHMENTS:

A. Resolution No. 245-32
B. Easement Exhibits

RESOLUTION NO. 245-32

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCATA ACCEPTING AN UTILITY EASEMENT ON A PORTION OF ASSESSORS PARCEL NO 502-031-057 WHEREAS, the City of Arcata requires dedication of an easement for the maintenance of a booster station at 4549 Jacoby Creek Road and incidents thereto, laying over and across that portion of the parcel as described in the attached “Exhibit A”; and WHEREAS, the City has the necessity to obtain the easement in order to maintain City’s water infrastructure;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arcata that it hereby accepts the easements conveyed by Dennis McDonald and Patricia McDonald trustees of the McDonald Family Living Trust dated January 30, 2008, attached as “Exhibit A.” This Resolution shall be effective upon its adoption.

Dated: ____________, 2025
ATTEST: APPROVED:
_______________________ ____________________
City Clerk, City of Arcata Mayor, City of Arcata

CLERK'S CERTIFICATE
I hereby certify that the foregoing is a true and correct copy of Resolution No. 245-32 passed and adopted at a regular meeting of the City Council of the City of Arcata, County of Humboldt, State of California, held on the_19th __ day of February_, 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTENTIONS:
________________________________
City Clerk, City of Arcata

RECORDING REQUESTED BY
AND WHEN RECORDED RETURN TO:

City of Arcata
Engineering Department
736 F Street
Arcata, CA 95521
Exempt from recording fees
Govt. Code Section 27383

EASEMENT DEED
APN: 502-031-057
Dennis McDonald and Patricia McDonald trustees of the McDonald Family Living Trust dated January 30, 2008, owner(s) of the lands described in Instrument No. 2015- 0165379-2, Official Records of Humboldt County, herein referred to as GRANTOR, Hereby grants to
The City of Arcata, a municipal corporation, herein referred to as GRANTEE, An easement appurtenant to the land and benefitting Successors and Assigns for the purposes of ingress and egress to the City of Arcata booster station and in the erecting, construction, installing, and laying and thereafter using, operating, inspecting, repairing, maintaining, replacing and removing the booster station, water pipe line and appurtenances thereto, over, under, across and through that real property described in attached Exhibit A Page 1 and illustrated on attached Exhibit A Page 2.

Dennis McDonald and Patricia McDonald trustees of the McDonald Family Living Trust dated January 30, 2008, Owner(s)
By:

Dennis McDonald, Trustee
By:

Patricia McDonald, Trustee

EXHIBIT A
PAGE 1
All that real property situated in the southwest quarter of Section 11, Township 5 North, Range 1 East, Humboldt Meridian, County of Humboldt, State of California, a portion of which is over the lands of McDonald as described in Instrument No. 2015-016537-2, Official Records of Humboldt County, described as follows:

BEGINNING on the north line of said lands of McDonald at a point 14.14 feet westerly of the northwest corner of the Jacoby Creek Pump Station parcel shown on Book 39 of Surveys, Page 74, Records of Humboldt County, said northwest corner being occupied by a ¾” iron pipe with plastic plug stamped LS3431 as shown thereon;
THENCE leaving said line South 01°56'10" West 40.00 feet; THENCE South 88°03'50" East 40.00 feet;
THENCE North 44°00'00" East 26.40 feet to the southwesterly right of way of Jacoby Creek Road, a County road 40 feet in width, as described in Book 345, Page 636, Official Records of Humboldt County, recorded June 28, 1955;
THENCE along said right of way North 46°56'45" West 31.02' feet to the easterly projection of said north line of McDonald;
THENCE along said line North 88°03'50" West 34.32 feet to the POINT OF BEGINNING.

The BASIS OF BEARINGS for this description is the California State Plane Coordinate System (CCS83), Zone 1, Epoch 2010.00, with a convergence angle of -01°19'58" using a combination factor of . 999895 and ellipsoid height of -94’ at NGS control point PID LV1180, designation ARP, at Eureka’s Murray Field.

Bearings and distances used herein are grid based on a GPS control survey originating at NGS Station PID LV1180. Rotate grid bearings herein counterclockwise 01°19'58" to obtain geodetic (true) bearings. Multiply grid distances herein by the reciprocal of the combination factor (1.000105) to obtain "ground" distances. Rotate bearings on Book 39 of Surveys, Page 74 clockwise 01°21'15" to match the bearing basis used herein. Said north line of McDonald is defined herein by the ¾” iron pipes with plastic plugs stamped LS3431 shown on Book 39 of Surveys, Page 74 as 20.00 feet apart.

The California state plane coordinates for the POINT OF BEGINNING cited herein are:

Northing: 2192740.14 Easting: 5996779.85

END OF DESCRIPTION
Dated: September 19, 2024
Prepared by David J. Ryan, LS 6212
Professional Land Surveyor

PRELIMINARY

McDonald
2015-016537-2
APN 502-031-57
Property line shown on 55 R/S 139
Parcel A
(20.00')
N 88°03'50" W
S 88°03'50" E
S 01°56'10" W

34.32'

40.00'

40.00'

14.14'
N 46°56'45" W
N 44°00'00" E

31.02'

26.40'
R/W
- 3/4" iron pipe from 39 R/S 74
(20.00') - Dimension from 39 R/S 74
Jacoby Creek Water District
Booster Station Easement
In the southwest quarter
Section 11 T5N R1E HM
unincorporated area of the
County of Humboldt
If the information shown on this page
differs from Exhibit A, Page 1, the
information within Page 1 is to be
controlling.

Dated: September 19, 2024
Prepared by David J. Ryan, LS 6212
Professional Land Surveyor
Booster (345-OR-636)
40' wide
Station
Easement Jacoby Creek Road
Utman
1716 OR 842
APN 502-021-04

POINT OF

BEGINNING

EXHIBIT A
PAGE 2
SCALE: 1' = 20'

--------------
----------------------

CERTIFICATEOFACCEPTANCE
This is to certify that the interests in real property conveyed by this easement deed from Dennis McDonald and Patricia McDonald trustees of the McDonald Family Living Trust dated January 30, 2008 to the City of Arcata,a Municipal Corporation, are hereby accepted by the undersigned officer or agent on behalf of the City Council of the City of Arcata pursuant to authority conferred by Resolution No. of the City Council of the City of Arcata adopted on ,and Grantee consents to
recordation thereof by its duly authorized officer.

Dated -------

CITY OFARCATA
By Merritt Perry, City Manager

ACKNOWLEDGMENT
State of California
County of _,
On -------- before me,
(insert name and title of the officer)
personallyappeared
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s),or the entity upon behalf of which the person(s) acted, executed the instrument.

I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.

WITNESS my hand and official seal.

Signature-------------(Seal)
A notary public or other officer completingthis
certificate verifies only the identity of the individual who signed the document to which this certificate is
attached, and not the truthfulness,accuracy, or
validity of that document.

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Emily Sinkhorn, Director of Environmental Services PREPARER: Brigitte Price, Administrative Specialist
DATE: February 19, 2025
TITLE: Approve the Purchase of One Trailer Mounted Master Mix Asphalt Recycler in the Amount of $79,902.45; Award Purchase Contract to Stepp Manufacturing Co.; and Authorize the City Manager to Execute All Applicable Documents.

RECOMMENDATION:

It is recommended that the Council:
1) Approve the purchase of one Trailer Mounted Master Mix Asphalt Recycler in the amount of $79,902.45 (including tax and freight);
2) Award purchase contract to Stepp Manufacturing Co.; and 3) Authorize the City Manager to execute all applicable documents.

INTRODUCTION:

The FY 2024/2025 budget for the Central Garage Fund prioritizes an investment in vehicle and heavy equipment replacements to ensure continuity of services throughout the City’s departments.

The Central Garage budget for fiscal year 2024-25 includes the purchase of one Trailer Mounted Master Mix Asphalt Recycler.

BACKGROUND/DISCUSSION:

The FY 2024-25 budget for the Central Garage Fund prioritizes accumulated reserves to fund much needed replacement vehicles and heavy equipment. Additionally, the City is restoring funding levels to rebuild the replacement cost reserves for future vehicle and equipment purchases. Several City departments require replacement or additional fleet vehicles to carry out their day-to-day work and improve the efficiency of their operations.

The City used OMNIA Partners’ cooperative purchasing contract #05-77 to secure a quote from Stepp Manufacturing Co. for the Trailer Mounted Master Mix Asphalt Recycler. The City currently transports removed pavement grindings to local businesses to be recycled. This new equipment would enable a portion of grindings to be immediately reused by City staff for projects and street repairs while at any project site, saving the City resources, funding and time. For more information, you can view the equipment webpage at https://steppmfg.com/product/asphalt-recyclers/smmtmaster-mix-trailer-recycler/.

BUDGET/FISCAL IMPACT:

This equipment purchase cost was budgeted within the Vehicle Maintenance activity (57) for fiscal year 2024/25. The total cost for this equipment is $79,902.45 and is available in the Vehicle Capital account 771-50-57-57900 New/Used Vehicles.

ATTACHMENTS:

A. Asphalt Recycler Quote – Stepp Manufacturing Co.

TO Scott Lackey DEALER
PHONE/FAX 707-822-5951 ADDRESS
EMAIL [email protected] CITY/STATE/ZIP
END CUSTOMER: City of Arcata CONTRACT

DATE EARLIEST SHIP
2/10/2025 300-360 DAYS ARO
ITEM # QTY UNIT TOTAL LINE TOTAL
SMMT SMMT Trailer Mounted Master Mix 1 56,295.00 56295.00 Compactor Plate Carrier 1 2,377.00 2,377.00
Flush Mounted Strobe Lights (set of 2) 1 999.00 999.00
Tool Box 10" x 10" x 24" 1 535.00 535.00
Stainless Steel Tool holders 2 184.00 368.00
Washdown System 1 1,097.00 1097.00
Hose Reel for Washdown 1 822.00 822.00
Shovel Cleaning Compartment 1 1,069.00 1069.00
Material Additive Bin 1 745.00 745.00
LP Hand Torch w/ 20# LP Bottle 1 1,203.00 1203.00
Hose Reel for Hand Torch 1 1,207.00 1207.00
Options to Consider:

Kubota Diesel Engine in lieu of Honda 9,842.00
Engine Enclosure 2,146.00
LED Lights 577.00
NOTE: CANNOT PROCESS ORDER UNTIL SPECIFIED Subtotal $ 66,717.00 PAINT: HIGHWAY ORANGE Sales Tax at 8.5% $ 5,670.95
LIGHT PLUG: 7 PIN RV % Demo Discount $ -
HITCH: 3" Pintle % Multi-Unit Disc. $ -
% Tax $ -
Freight 7,514.50
Total Due $ 79,902.45
Please remit back a signed copy to process the quote as an order to [email protected] Special Instructions:

Ordered By Signature
Approved By Signature
INTERNAL USE ONLY:

Stepp Order # Down Payment Amount:

Date Ordered Credit Card Card Type
Delivery Date Card Number:

P. O. # On Terms X
Ship Via Letter of Credit

SMMT BROCHURE
All prices herein quoted are exclusive of sales, use, and other excise taxes. All such taxes, and any other taxes measured in whole or part, by gross receipts applicable to this transaction are to be borne by the purchaser. All export, import, and other duties, tariffs, and customs shall be paid for by the purchaser. If exemption is claimed by the purchaser from any of the foregoing, the purchaser shall furnish satisfactory proof of such exemption. *Please note: This quote is valid for 60 days from the above date.

Stepp Manufacturing Co., Inc. 12325 River Road North Branch MN 55056 Ph: 651-674-4491 Fax: 651-674-4221 FOB

FACTORY

DESCRIPTION

SALES REPRESENTATIVE

DOUG JOHNSON
Each base unit includes: Diesel Burner System with Flame-out Protection, Burner Timer, Hydraulic Drive Mixer and Hydraulic Driven Conveyor driven by Honda Gasoline Engine, 2 Light LED System and Electric Brakes
736 F ST
ARCATA, CA 95521
OMNIA 05-77
QUOTE SMMT25-17 WWW.STEPPMFG.COM
[email protected] / VP Sales
[email protected] / Inside Sales Coordinator

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Tabatha Miller, Finance Director
PREPARER: Tabatha Miller, Finance Director
DATE: February 19, 2025
TITLE: Adopt Resolution No. 245-33 Establishing and Approving an Interfund Loan Policy.

RECOMMENDATION:

It is recommended that the Council adopt Resolution No. 245-33 establishing and approving an Interfund Loan Policy.

INTRODUCTION:

The practice of interfund loans is a recognized and necessary aspect of municipal finance. Such loans are typically short-term in nature and allocate resources between individual funds for working cash purposes. Arcata regularly uses short-term, less than one-year, loans between funds to provide cash for reimbursable grant projects or programs.

BACKGROUND:

At the February 5, 2025, City Council meeting, staff introduced the possibility of providing a loan from the City’s Wastewater Fund to the City’s Water Fund to provide cash to complete the planned Steel Waterline Replacement Project, which is currently in the bid process and has been in the City’s Capital Improvement Program (CIP) for at least twenty years. At $14.5 million, the current engineer’s estimate for the Steel Waterline Replacement Project is significantly higher than the $5 million cost estimate originally planned for in the City’s last Water Rate Study. As a result, the Water Fund does not have sufficient cash reserves to pay for the $14.5 million project. The proposed loan would allow the project to move forward with secured funds to pay the expenses.

Approval of the proposed Interfund Loan Policy does not approve the loan from the Wastewater Fund to the Water Fund. However, it does put in place a requirement that interfund loans exceeding one year must be approved by the City Council with explicit requirements to safeguard the cash from the lending or source fund.

Recommended practice for municipalities that utilize interfund loans, particularly those that exceed the one-year time frame, is to adopt a policy, so that interfund loans fall within legal principles and generally accepted account practices. Good policy generally sets forth the following conditions:

1. Interfund loans are not used to solve ongoing structural deficits.

2. The lending or source fund has sufficient unreserved resources, and the term of the loan will not hinder the accomplishment of any function or project for which the source fund was established.

3. The receiving fund has an identified repayment source and funding stream.

4. The loan is approved by the City Council and its terms including maturity date, interest charged, and payment due dates are established in writing.

5. Documented controls are in place to ensure that the terms of interfund loans are followed and met.

Interfund loans are distinguished from interfund transfers, in which repayment to the source fund is not expected within a reasonable time, if ever.

DISCUSSION:

Because the City has utilized short-term interfund loans and is considering a larger and longer-term interfund loan between the Water and Wastewater Enterprise Funds, best practice for the City is to adopt a policy that can provide structure, and ensure such loans are legal, in compliance with generally accepted accounting practices and transparent to the public.

The Proposed Interfund Loan Policy (attached) provides for long-term interfund loans but places restrictions on such loans to ensure that they are beneficial to the City as a whole and do not place the lending fund in a position that would compromise the accomplishment of any function or project.

Per the proposed policy these long-term loans cannot exceed 10 years, must have an established repayment schedule, pay the loaning fund interest at the current investment rate of return and have an identified revenue stream for repayment. Further, the loan payment from the loaning (source) fund and the lending fund must be included in the annual budget and cannot be used to solve an ongoing structural deficit.

Comparing the City’s proposed Interfund Loan Policy to other jurisdictions, it is consistent regarding the requirements although more conservative than a number of policies that allow for loan periods up to 30 years and adjustments to the interest charged to a set amount that may be less than what invested funds are earning. That said, there are policies that limit interfund loans to the term of a typical bridge which is generally limited to 3 years and provides temporary financing until long-term financing can be secured.

Staff believe that the proposed policy provides a good balance that safeguards money in both the lending and receiving funds, provides flexibility that can save the City money and time, confirms that both funds are protected, and the loan does not hinder the functions of either fund.

ENVIRONMENTAL REVIEW (CEQA):

This action is not a “Project” subject to the California Environmental Quality Act (CEQA) because it does not qualify as a “Project” under Public Resource code Sections 21065 and 21080 and Section 15378(b) of Title 14 of the California Code of Regulations.

BUDGET/FISCAL IMPACT:

Adoption of the policy itself does not impact the budget or the fiscal state of the City. However, the policy’s requirements will provide the City Council and members of the public an opportunity to be made aware of interfund loans longer than one year. These longer-term interfund loans would likely benefit the City but could also pose potential risks to the budget and fiscal status of the source or lending fund.

ATTACHMENTS:

A. Resolution No. 245-35 Establishing and Approving an Interfund Loan Policy B. Proposed City of Arcata Interfund Loan Policy

RESOLUTION NO. 245-33

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCATA ADOPTING

THE INTERFUND LOAN POLICY
WHEREAS, applicable state law and generally accepted accounting practices allow for loans between a local government’s funds; and
WHEREAS, the practice of interfund loans, in which one City fund lends cash to another for specific purposes and with the requirement for repayment, is a recognized and necessary aspect of municipal finance; and
WHEREAS, interfund loans are distinguishable from interfund transfers, that do not require repayment; and
WHEREAS, interfund loans are typically short-term in nature and constitute an allocation of resources between individual funds for working cash purposes; and WHEREAS, the City of Arcata has regularly utilized short-term interfund loans for Councilapproved reimbursable grants and projects and other temporary timing differences in cash flows and these short-term working capital loans are recorded in the City’s financial system and reviewed each year by the City’s outside audit firm; and
WHEREAS, within the parameters of an established Interfund Loan Policy, the City may benefit by saving money and added flexibility from lending cash from one fund to another for periods longer than one year, so long as the lending fund is not hindered in accomplishing any function or project for which the fund was established and the interfund loan is not used to solve an ongoing structural budget issue.

NOW, THEREFORE, BE IT RESOLVED, that the City Council adopts the attached Interfund Loan Policy.

DATED:

ATTEST: APPROVED:
___________________________ __________________________
City Clerk, City of Arcata Mayor, City of Arcata

CLERK'S CERTIFICATE

I hereby certify that the foregoing is a true and correct copy of Resolution No.245-33, passed and adopted at a regular meeting of the City Council of the City of Arcata, Humboldt County, California, held on the 19th day of February, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTENTIONS:
___________________________
City Clerk, City of Arcata

City of Arcata
Administrative Policies and Procedures
Subject: Interfund Loans
Effective Date: Upon Approval by City Council
Originating Department: Finance Department

INTRODUCTION
Interfund loans are the lending of cash from one City fund to another for a specific purpose and with a requirement for repayment. The practice of interfund loans is a recognized and necessary aspect of municipal finance. Such loans are of shorter term than traditional debt financing and constitute the allocation of resources between individual funds for working capital purposes.

I. PURPOSE
The purpose of this policy is to document the methods used by the City to demonstrate prudent financial management over interfund loans. The Policy:

1.1 Requires City Council approval, except for short-term working capital loans of less than one year; and

1.2 Permits short-term working capital loans of one year or less to provide working capital to cover Council-approved reimbursable grants and projects, and other temporary timing differences in cash flow.

II. POLICY

2.1 Long-term Loan
City Council approval of long-term interfund loans (over one year) will include the following terms of the loan:
 Purpose of the interfund loan
 Identification of the source fund
o Availability of unrestricted funds in the source fund o Review of multi-year plans for use of source fund cash o Analysis of legal or contractual restrictions
 Repayment of the interfund loan
o Repayment has an identified payment source and funding stream o Specific repayment schedule and maturity date included when the City Council approves the interfund loan
o Loans for a term of 10 years or less
o Interest is imposed a rate equal to investment earnings for the cash, if loan did not occur

February 19, 2025 Page 2 City of Arcata Interfund Loan Policy o Repayment amount must be included in the annual budget for both loaning and receiving funds
 Other Considerations
o Feasibility of repayment
o Relationship between source and receiving funds
o The benefit to the City of Arcata residents, businesses and community of the project, services or from purpose of the loan
o Cost savings of borrowing internally
o Potential risks if the loaned funds are needed by the source fund before the end of the loan term
o Other potential mechanisms to address the funding need should be analyzed and considered prior to resorting to an interfund loan

2.2 Short-term Loan
Short-term interfund loans for working capital to provide cash for Council-approved reimbursable grants and projects, are permitted. Short-term working capital loans are also permitted for temporary timing differences in cash flows. Short-term are to be documented in the City’s financial system at the end of each fiscal year.

2.3 Prohibited Uses
 Interfund loans will not be used to solve ongoing structural budget issues  Interfund loans will not hinder the accomplishment of any function or project for which the lending fund was established

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: David Loya, Director of Community Development
PREPARER: Sara Channell, Community Development Specialist II DATE: February 19, 2025
TITLE: Public Scoping Hearing on Potential Projects the City May Submit for Funding Under the State Community Development Block Grant (CDBG) 2025 Notice of Funds Availability (NOFA).

RECOMMENDATION:

It is recommended that the Council:
1) Hold a Public Hearing and receive comments on potential projects for funding under the 2025 CDBG Notice of Funds Availability (NOFA);
2) Direct Staff to contact stakeholders to determine eligibility and competitiveness of potential projects; and
3) Direct Staff to return to the Council if the City is eligible to apply, to determine which programs or projects to apply for.

INTRODUCTION:

City staff anticipate that the State Department of Housing and Community Development (HCD) will release the 2025 CDBG NOFA in mid-2025. Staff recommend the Council consider the project list (Attachment A) and direct staff to return with an analysis and recommendation for CDBG activities.

This hearing is required to receive public input regarding projects the City should consider applying for.

BACKGROUND:

Previous CDBG NOFA’s had availability of approximately $34 million in federal funding. Of this $34 million, $20,500,000 housing and economic development projects and programs, while $9,000,000 is set aside for planning and public services. An additional $2,500,000 is set aside for local administration.

The City currently has two active CDBG grants, one for Economic Development and Planning activities, utilizing this funding for its Business Assistance and Microenterprise loan programs, and one for Planning and Technical Assistance for the planning and feasibility of a Valley West Neighborhood Center.

DISCUSSION:

For the 2025 fiscal year, we anticipate that the CDBG NOFA will encompass the following activities; Enterprise Fund, Housing, Public Improvement, Public Service, Planning and Technical Assistance, and Colonia and Native American Eligible Activities.

In the previous CDBG NOFA, the Application limits were as follows:
 Public Service and Planning activities up to $300,000 were eligible under a Competitive Application process.
 Housing Program and Economic Development Program activities were eligible under an Over the Counter (OTC) Application process with funding limits up to $3.3 million for Projects, $1.5 million for Housing Programs, and $1.5 million for Economic Development Programs.

Jurisdictions were eligible to apply for up to three applications, which included one OTC Project, one OTC Program and one Competitive Applications; one OTC Project and two Competitive Applications; or one OTC Program and two Competitive Applications.

Applications are rated and ranked competitively. Points are awarded in four main categories:

Need/Benefit, Readiness, Jurisdictional Capacity/Past Performance, and State Objective points.

CDBG will target specific programs and projects by giving bonus points to applications meeting specific State Objectives. More detail on the parameters of the 2025 NOFA will be made available once it is released.

POLICY IMPLICATIONS:

The CDBG program has been used in a variety of projects and programs implementing the City Council’s goals and priority projects over the years. This funding is critical to funding affordable housing, public facilities, the City’s business loan programs, housing rehabilitation programs, and a variety of other public benefit projects. The City must maintain a Certified Housing Element of the General Plan to be eligible for CDBG funds.

ENVIRONMENTAL REVIEW (CEQA):

Environmental review levels are reviewed for each activity. Some projects or programs may be exempt, as noted for each proposed activity (see Attachment A).

BUDGET/FISCAL IMPACT:

The matching funds requirements vary by program and are not required of all activities. Staff will provide a thorough analysis of match and fiscal impact when the projects are determined for the grant.

ATTACHMENTS:

A. Potential CDBG Projects List

Attachment A

K:\ComDev\2 Redev\2 Grants\_CDBG\2025_CDBG\Public Participation\1_CC 2-19-25 1st Public Hearing (Scoping)C:\Program Files\eSCRIBE\TEMP\19573655378\19573655378,,,Attachment A-Potential CDBG Projects List.docx

ATTACHMENT A

COMMUNITY DEVELOPMENT BLOCK GRANT
POTENTIAL ACTIVITIES – PROGRAMS AND PROJECTS

ACQUISITION OF REAL PROPERTY

1. Project: Purchase and Development of Affordable Housing Project Project Proponent: Danco Communities
NEPA Environmental Review Level: Unknown
Estimated Cost: Total: $25,000,000 CDBG: $622,000
Description: Funding for the purchase and development of property for an affordable housing mixed-use project at 1622 Old Arcata Road (APN: 500-191-002).

ECONOMIC DEVELOPMENT ACTIVTIES

1. Program: Business Assistance and Microenterprise Loan Program Program Proponent: City of Arcata
NEPA Environmental Review Level: Categorically Excluded Subject to Section 58.5 Estimated Cost: $500,000
Description: The City would apply for up to $500,000 for the Business Assistance Loan Program and Microenterprise Loan and Grant Program. Funds would be used to continue the City’s Business Assistance and Microenterprise Programs.

2. Program: Façade Improvement Program
Program Proponent: City of Arcata
NEPA Environmental Review Level: Environmental Assessment Estimated Cost: Unknown
Description: The Façade Improvement Program would encourage property owners and businesses to improve the exterior appearance of their buildings and storefronts.

3. Project: Aldergrove Industrial Park Lot Development
Project Proponent: City of Arcata
NEPA Environmental Review Level: Environmental Assessment Estimated Cost: $500,000 - $1,000,000
Description: The City owns two (2) available parcels (APN’s: 507-251-040, -039) in the Aldergrove Industrial Park that are approximately one (1) acre in size each. The City’s Economic Development Committee has discussed the possibility of building a condominiumstyle business development on one or more of the parcels. The City may construct this type of building, then sell each condominium type unit to a small business or microenterprise.

HOUSING AND COMMUNITY DEVELOPMENT ACTIVITIES

Attachment A

K:\ComDev\2 Redev\2 Grants\_CDBG\2025_CDBG\Public Participation\1_CC 2-19-25 1st Public Hearing (Scoping)C:\Program Files\eSCRIBE\TEMP\19573655378\19573655378,,,Attachment A-Potential CDBG Projects List.docx

1. Project: Bayview Courtyard Rehabilitation
Project Proponent: Elizabeth Matsumoto
NEPA Environmental Review Level: Unknown
Estimated Cost: $2,000,000
Description: Funding to rehabilitate Bayview Courtyard affordable senior housing development.

2. Program: Homeownership Assistance and Housing Rehabilitation Program Program Proponent: City of Arcata
NEPA Environmental Review Level: Categorically Excluded Subject to Section 58.5 Estimated Cost: $200,000 – $400,000
Description: The City would apply for up to $600,000 for the Homeownership Assistance and Housing Rehabilitation Combo Program. Funds would be used to continue the City’s Homebuyer Assistance Program and Housing Rehabilitation Program.

PLANNING AND TECHNICAL ASSISTANCE ACTIVITIES

1. Program: Economic Development Strategic Plan Update (Planning & Technical) Program Proponent: City of Arcata
NEPA Environmental Review Level: Exempt
Estimated Cost: Unknown
Description: The Economic Development Strategic Plan is outdated and needs to be updated.

2. Program: Foodworks Expansion (Planning & Technical)
Program Proponent: City of Arcata
NEPA Environmental Review Level: Exempt
Estimated Cost: Unknown
Description: The City’s Foodworks Culinary Center is at capacity and has potential for expansion on-site. This request would be a planning and technical application to determine feasibility and need for expansion.

3. Project: Workforce Housing Reuse (Planning and Technical) Project Proponent: Unknown
NEPA Environmental Review: unknown
Estimated Cost: Unknown
Description: The project proponents are interested in development of workforce housing. The request would be for financial assistance for the planning for this type of housing.

PUBLIC FACILITIES

1. Project: Sea Level Rise Shoreline Revetment
Project Proponent: City of Arcata Community Development NEPA Environmental Review Level: Unknown

Attachment A

K:\ComDev\2 Redev\2 Grants\_CDBG\2025_CDBG\Public Participation\1_CC 2-19-25 1st Public Hearing (Scoping)C:\Program Files\eSCRIBE\TEMP\19573655378\19573655378,,,Attachment A-Potential CDBG Projects List.docx Estimated Cost: Unknown
Description: Assist with funding for shoreline revetments that will be necessary due to sea level rise. The focus of this project would be areas adjacent to Jolly Giant Creek.

2. Project: Behavioral Health Triage Center
Project Proponent: Connie Stewart
NEPA Environmental Review Level: Unknown
Estimated Cost: Total: $24,200,000 CDBG: $1,000,000
Description: Assist with the development costs associated with developing a new Behavioral Health Triage Center.

2. Project: Arcata House Partnership Shelter Rehabilitation Project Proponent: Darlene Spoor
NEPA Environmental Review Level: Unknown
Estimated Cost: Unknown
Description: Renovations are various shelters run by Arcata House Partnership, including addition of ADA compliant bathrooms, kitchen renovations, and roof repairs.

PUBLIC IMPROVEMENTS

1. Project: Inflow and Infiltration (I and I) elimination (City owned and maintained) Project Proponent: City of Arcata Public Works
NEPA Environmental Review Level: Categorically Excluded Estimated Cost: Total: $185,000 CDBG: $150,000
Description: The City has previously applied for funding through CDBG to replace sewer main lines and sewer laterals from the sewer main line to the clean-out at the property line for low-income households. However, due to this project only benefiting approximately 52% Low-Income household, it was not competitive enough to be awarded a grant.

PUBLIC SERVICES ACTIVITIES

1. Project: Homeless Services for Operations at Arcata House Partnership Annex One Stop Project Proponent: Darlene Spoor
NEPA Environmental Review Level: Unknown
Estimated Cost: Unknown
Description: Fund Arcata House Partnership’s homeless services, allowing the organization to continue providing essential services despite expected reduction in other funding sources.

2. Project: Homeless Services for Operations at The Grove and West Village Studios.

Project Proponent: Darlene Spoor and Danco Communities
NEPA Environmental Review Level: Unknown
Estimated Cost: Unknown

Attachment A

K:\ComDev\2 Redev\2 Grants\_CDBG\2025_CDBG\Public Participation\1_CC 2-19-25 1st Public Hearing (Scoping)C:\Program Files\eSCRIBE\TEMP\19573655378\19573655378,,,Attachment A-Potential CDBG Projects List.docx Description: Fund Arcata House Partnership’s homeless services, allowing the organization to continue providing essential services despite expected reduction in other funding sources.

STAFF REPORT – CITY COUNCIL MEETING
TO: Honorable Mayor and City Council Members
FROM: Merritt Perry, City Manager
PREPARER: Rhiannon Lewis-Stephenson, Executive Assistant/Deputy City Clerk DATE: February 19, 2025
TITLE: Review and Approve Revisions to the City Officials’ Protocol Manual; and Consider Adoption of Resolution No. 245-34 Establishing Format and Procedures for the City Council Meeting Agenda.

RECOMMENDATION:

It is recommended that the Council:
1) Review staff-recommended revisions and updates to the current City Officials’ Protocol Manual (2024).
2) Provide any additional changes or revisions;
3) Approve changes or direct staff to return with a final revised City Officials’ Protocol Manual at a future meeting for approval; and
4) If changes are approved, adopt Resolution No. 245-34 Establishing Format and Procedures for the City Council Meeting Agenda.

INTRODUCTION:

Three changes to the City Council Protocol Manual are being proposed based on input from Councilmembers and staff that include:
 Restructuring the order of the agenda to move Council reports to the end of the meeting  Eliminating the category for items removed from the consent calendar  Reducing the amount of time allowed for public comment from three minutes to two minutes Per Chapter 9, Section 9.01 of the City Council Protocol Manual, the City Council will review and revise the City Council Protocol Manual as needed.

BACKGROUND:

The City Council has prepared its own Protocol Manual to assist the Council by documenting accepted practices and clarifying expectations. Administration of City Council business is greatly enhanced by the agreement of the City Council and staff to uphold a standard of best practices that is outlined and available as a reference for public officials and the public to review and reference.

While attempting to not be overly restrictive, procedures are established so that expectations and practices can be clearly articulated to support Councilmembers in their process steps and actions.

DISCUSSION:

The recommended changes are indicated in the attached document using Microsoft Word track changes, with colored underlining indicating recommended additions and strikeout indicating recommended deletions. Any changes approved by the council will be incorporated into the updated protocol manual. Additionally, Resolution No. 245-34 incorporates changes to the Council agenda outline reflecting the most recent updates to the City Officials’ Protocol Manual that were approved by a majority vote in March 2024, as well as the current proposed changes.

The proposed changes and reason for the changes are described below:
 It was requested by a council member that the agenda be reordered to move council reports to the end of the meeting, where they had traditionally been on the agenda. “Staff Reports” would remain where they are currently located on the agenda.  Staff is requesting the agenda item for “Items Removed from the Consent Calendar” be eliminated and that items that are pulled from the Consent Calendar during a meeting be handled under the Consent Calendar item. The reason for this change is to eliminate difficulties with the new meeting agenda software.
 It was requested by a councilmember that the amount of time allowed for public comment be reduced from three minutes to two minutes for all items, not just during the Early Oral and Written Communication Item.

This is also an opportunity for the Council to provide any additional changes or revisions to be incorporated into the Manual.

COMMITTEE/COMMISSION REVIEW:

N/A
ENVIRONMENTAL REVIEW (CEQA):

N/A
BUDGET/FISCAL IMPACT:

None.

ATTACHMENTS:

A. 2025.02.19 Draft Protocol Manual Redline Version
B. Resolution No. 245-34 Council Agenda Outline

City Officials’ Protocol Manual
2024
A Framework for Good Governance

CHAPTERS PAGE
Introduction and Overview 1
Arcata City Council General Powers & Responsibilities 6 Support Provided to the City Council 17
FinancialMatters 20
Communications 22
Conflicts and Liability 25
Interactions with City Staff 29
City Council Meetings 35
Protocol Administration 45
Appendix 46
Arcata City Council
Meredith Matthews
Alex Stillman
Sarah Schaefer
Stacy Atkins-Salazar
Kimberley White

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CHAPTER ONE—Introduction and Overview...................................................................... 1

1.1—Council-Manager Form of Government ..........................................1

1.2—Purpose of City Council Protocol Manual........................................2

1.3—Overview of Basic Documents.........................................................2

1.4—Orientation of New City Officials....................................................4 CHAPTER TWO—Arcata City Council General Powers and Responsibilities ......................6

2.1—Arcata City Council, Generally.........................................................6

2.2—Role of Councilmembers.................................................................6

2.3—Selection of Mayor and Vice-Mayor...............................................8

2.4—Role of Mayor.................................................................................9

2.5—Vice-Mayor, Absence of Mayor and Councilmembers....................9

2.6—Resignation of Mayor or Vice-Mayor..............................................9

2.7—Emergency Response......................................................................9

2.8—Appointment of Officers...............................................................10

2.9—Boards, Commissions, Committees and Task Forces ....................10

2.10 —Service on Outside Boards..........................................................16 CHAPTER THREE—Support Provided to City Officials ..................................................... 17

3.1—Staff/Clerical Support....................................................................17

3.2—Office Equipment..........................................................................17

3.3—Meeting Rooms.............................................................................18

3.4—Mail Deliveries ..............................................................................18

3.5—Council Library ..............................................................................19

3.6—Inappropriate Actions...................................................................19 CHAPTER FOUR—Financial Matters................................................................................ 20

4.1—Council Compensation ..................................................................20

4.2—Budget ..........................................................................................20

4.3—Financial Disclosure.......................................................................20

4.4—Travel Policy and Procedures........................................................20

4.5—City Credit Card Policy...................................................................21 CHAPTER FIVE—Communications ...................................................................................22

TABLE OF CONTENTS

5.1 —Overview.......................................................................................22

5.2 —Correspondence from Councilmembers.......................................22

5.3 —Local Ballot Measures...................................................................22

5.4—Proclamations ...............................................................................23

5.5—California Public Records Act ........................................................23 CHAPTER SIX—Conflicts and Liability .............................................................................25

6.1—Ethics, AB 1234 Ethics Training .....................................................25

6.2—Conflicts of Interest.......................................................................25 CHAPTER SEVEN—Interactions with City Staff................................................................29

7.1—Overview.......................................................................................29

7.2—Council-Manager Form of Government........................................29

7.3—Non-Interference by City Council..................................................30

7.4—City Council/City Manager Relationship .......................................30

7.5—City Council/City Staff Relationship ..............................................31

7.6—City Council/City Attorney Relationship........................................31

7.7—Roles and Information Flow..........................................................32

7.8—Dissemination of Information .......................................................33

7.9—Magnitude of Information Request ..............................................33

7.10 —Staff Relationship to Advisory Bodies.........................................33

7.11 —Restrictions on Political Involvement by Staff ........................34

7.12—Council Attendance Policy ..........................................................34 CHAPTER EIGHT—City Council Meetings.........................................................................35

8.1—Meeting Schedule.........................................................................35

8.2—Public Notice of Meetings and Hearings.......................................35

8.3—Emergency Meetings....................................................................36

8.4—Special Meetings...........................................................................36

8.5—Study Sessions ..............................................................................37

8.6—Placing Items on the Agenda.........................................................37

8.7—Development of the Agenda.........................................................38

8.7.1 —Public Comments During the Meeting ......................................38

8.8—Video/DVD, Web Streaming and Audio Recording of Meetings...39

8.9—Order of Business..........................................................................39

8.10 —Council Action.............................................................................41

8.11 —Legislative and Quasi-Judicial Actions of the Council..................41

8.12 —General Parliamentary Procedure ..............................................42

8.13—Presentations at Meetings..........................................................42

8.14—Meeting Decorum ......................................................................43 CHAPTER NINE—Protocol Administration.......................................................................45

9.1—Biennial Review ............................................................................45

9.2—City Attorney as Protocol Advisor.................................................45

9.3—Applicability of Protocol Manual...................................................45 City Council Protocol Manual--APPENDIX .......................................................................46

Protocol Manual
Page | 1
As a public official, you not only establish important and often critical policies for the community of Arcata, you are also a member of a public corporation having an annual budget of several million dollars. The scope of services and issues addressed by the city organization go well beyond those frequently reported in the newspaper or discussed at City Council meetings.

Basic Definitions

1. Chair is the individual authorized by law, the Arcata Municipal Code or City policy to oversee, direct and preside over the public meeting of the City Council, Planning Commission, or any other City board, commission, or committee.

2. City Council is the governing body of the City of Arcata, comprised of five (5) Councilmembers of whom one (1) is selected to be the Mayor and one (1) is selected to be the Vice-Mayor.

3. City Official is an elected or appointed member of the Arcata City Council or Arcata Planning Commission, or any other City board, commission, or committee established by ordinance or City Council policy.

4. City Clerk is the Arcata City Clerk, and the associated duties and responsibilities of the City Clerk are those denoted in this Manual, unless otherwise required by State law or the Arcata Municipal Code.

1.1 —Council-Manager Form of Government
The City of Arcata has a Council-Manager form of government. As described in the Arcata Municipal Code and the Government Code of California, certain responsibilities are vested in the City Council and the City Manager. Basically, this form of government prescribes that a City Council’s role is that of a legislative policy-making body which determines not only the local laws that regulate community life, but also determines public policy and gives direction to the City Manager to administer the affairs of the city government in a businesslike and prudent manner. (See generally, Arcata Municipal Code. Title II and California Government Code § 34000, et seq.).

The City of Arcata was incorporated in 1858. At that time, the separately elected City Clerk was the administrative officer for municipal affairs. There was also a separately elected City Treasurer. The City Council established Arcata as a Council-Manager form of government in 1958 and hired its first City Manager that year.

Shortly after that, the position of City Clerk was changed from elected to appointed and the City Treasurer position was changed to the appointed Finance Director position.

CHAPTER ONE—Introduction and Overview

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Page | 2

1.2 —Purpose of City Council Protocol Manual
The City has prepared this Manual to assist Councilmembers and other City Officials by documenting accepted practices and clarifying expectations. This Manual should serve as a reference on adopted practices and procedures pertaining to Arcata City Council meetings, meetings of Boards, Commissions, or Advisory Groups, provide an overview of City operations, Council powers and responsibilities, expected behavior and decorum from Councilmembers, other elected or appointed officials, and the public, as well asrelated matters.

While attempting not to be overly restrictive, procedures are established so that expectations and practices can be clearly articulated to guide City Officials in their actions.

This Manual supersedes any other manuals which govern the Council, Boards, Commissions, or Advisory Groups, and the handling of their meetings.

1.3 —Overview of Basic Documents
This Protocol Manual provides a summary of important aspects of City Officials’ activities. However, it cannot incorporate all material and information necessary for undertaking the business of City Officials. Many other laws, plans, and documents exist which bind City Officials to certain courses of action and practices. The following is a summary of some of the most notable documents that establish City Official direction.

A.Codes of the State of California
The state laws contain many requirements for the operation of city government and administration of public meetings throughout the state. Arcata is a “general law city” which means it operates under applicable general laws of the state. As a general law city of the state of California, Arcata is vested with all the powers of incorporated cities as set forth in the California Constitution and the applicable California state laws.

B. Arcata Municipal Code
The Municipal Code containslocal laws and regulations adopted by ordinances. Title II of the Code addresses the role and relationship of the City Council, Mayor, and Vice-Mayor. It also describes the organization of the Council, Board, Commissions, and Advisory Group meetings, and the responsibilities and appointment of certain City staff positions, advisory boards, and commissions. In addition to these administrative matters, the Municipal Code contains a variety of laws including, but not limited to, zoning standards, health and safety regulations, traffic regulations, building standards, and revenue and finance policies.

C. Council’s Goals&Priority Projects
The City Council sets both long-term and short-term goals for the City each spring. The goal-setting

Protocol Manual
Page | 3
process includes a review of the previous year’s goals including progress toward completion and updating. The budget is then written with the objective of working toward completion of those goals.

D. Annual Budget
The annual budget is set for the fiscal year beginning July 1 and ending June 30. It is the primary tool and road map for accomplishing the goals of the City. The budget document isthe result of one of the most important processes the City undertakes. By adopting the annual budget, the City Council makes policy decisions, sets priorities, allocates resources, and provides the framework for government operations. Study sessions on the budget are generally held in May and public hearings and adoption in June.

E. Annual Financial Audit
The annual financial audit includes the financial statements of the City of Arcata for the fiscal year. It includes the financial condition of the City as reflected in the balance sheet, the results of operations as reflected in income statements, an analysis of the uses of City funds, and related footnotes. The annual financial audit includes statements for the various groups of funds and a consolidated group of statements for the City as a whole. The City Council hasthe responsibility of hiring an independent auditor, and of reviewing and accepting the audit.

F. General Plan
A state-mandated General Plan addresses the City’s long-range planning needs relative to land use, transportation, economic development, and other planning elements. The City’s General Plan is reviewed on an ongoing basis, but mandatory elements may only be revised four times a year. Certain amendments necessary for affordable housing development are notsubject to thislimitation. (California Government Code § 65358).

G. Five‐year Capital Improvement Plan
The Five-year Capital Improvement Program serves as a guide for determining priorities, planning, financing, and construction of capital projects which add to, support, or improve the physical infrastructure, capital assets, or productive capacity of City services.

H. Disaster Preparedness /Emergency Operations
The City maintains an Emergency Operations Plan that outlines actions to be taken during times of extreme emergency. The City Manager served as the designated Director of Emergency Services. Upon request by the Director of Emergency Servicesthe City Council may proclaim the existence or the threatened existence of a Local Emergency. The City Council may be called upon during an emergency to establish policiesrelated to

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a specific incident. The chain of command is asfollows:

The City Manager isthe Director of Emergency Services. If the City Manager is not available, the Police Chief is designated followed by the City Engineer, the Director of Environmental Services and Director of Community Development.
(See Arcata Municipal Code Title II, Chapter 6, §§ 2700–2709)

1.4 —Orientation of New City Officials
It is important for the new and incoming City Officials to gain an understanding of the full range of services and programs provided by the City. As Councilmembersjoin the Council or other City Officialsjoin their respective Commission, Board, or Committee, The City Manager’s office staff coordinates with Department Directors for members to tour facilities and meet with key staff. At any time, if there are facilities or programs about which City Officials would like more information, arrangements will be made to increase awareness of these operations. City Councilmembers and certain City Officials are required to receive Ethics AB1234 training and Harassment Prevention/Abusive Conduct Training asrequired by State Law. City Officials are encouraged to seek out training in local municipal governance, racial equity/race awareness, City financing, California environmental regulatory framework, economic development, and other applicable municipal trainings.

A. Council Orientation
As new members join the City Council, the following orientation will be provided to each member in a timely manner.
a. The City Manager will host an orientation program to distribute materials outlining City policies and protocols.
b. The City Manager will facilitate a meeting with the City Attorney for conflict-of-interest training, review of current legal matters, and a review of parliamentary procedures. c. The City Manager will arrange a meeting with Human Resources prior to the first pay period to cover information reviewed with all City employees (e.g., benefits elections, I-9, retirement options, etc.).
d. The City Manager will arrange meetings with Department Heads to be briefed on current projects within their Department, to receive an update on labor negotiations, and to tour City facilities.
e. The City Manager will arrange an opportunity for "ride-alongs" with the Arcata Police Department.
f. The City Manager's Office staff will arrange a meeting for a briefing on various aspects of City

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Hall, including, but not limited to, travel procedures, email, phone service, elected officials’ role during emergencies and disasters, etc.
g. The City Manager will provide information for attendance at the League of California Cities' New Mayors and Council Members Academy.

B. Boards, Commissions, and Advisory Members Orientation Newly appointed advisory body members receive a copy of this handbook and should become familiar with the work of the body on which they are about to serve. Each newly appointed member should contact the advisory body’s staff liaison for an introduction to current issues. A review of the previous meeting minutes will also give the new member an overview of the body’s work.

Upon appointment, members of the Planning Commissioners are required by the Political Reform Act and the City’s Conflict of Interest Code to file annual Statements of Economic Interests(Fair Political Practices Commission Form 700) with the City Clerk. This form must also be completed and filed when assuming and leaving office.

The Planning Commission members are required to complete two hours of training in ethics principles and laws every two years and when first assuming office. These trainings are offered online and periodically within Humboldt County. Course completion certificates need to be filed with the City Clerk.

Photo courtesy of Leslie Scopes Anderson

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2.1—Arcata City Council, Generally
Fundamentally, the powers of the City Council are to be utilized for the good of the community and itsresidents; and to provide forthe health,safety, and general welfare of the residents. The City Council isthe policy-making and law-making body of the City. State law and local ordinances define the powers and responsibilities of the Council.

It is important to note that the Council acts as a body. No member has any extraordinary powers beyond those of other members. While the Mayor has some additional ceremonial and presiding officer responsibilities as described below, when it comesto establishing policies, voting, and in other significant areas, all members are equal. It is also important to note that policy is established by at least a majority vote of the Council. While individual members may disagree with decisions of the majority, a decision of the majority does bind the Council to a course of action. Councilmembers should respect adopted Council policy. In turn, it is the staff’s responsibility to ensure the policy of the majority of the Council is upheld.

The actions of staff to pursue the policy direction established by a majority of the Council do not reflect any bias against Councilmembers who hold a minority opinion on an issue.

A. Council Non‐Participation in Administration
In order to uphold the integrity of the Council-Manager form of government and to provide proper checks and balances, members of the City Council shall refrain from becoming directly involved in the administrative affairs of the City unless directed by a majority of the Council to participate in a policy or project. Asthe Council isthe policy-making body and the maker of local laws, itsinvolvement in enforcement of ordinances would only damage the credibility of the system.

2.2—Role of Councilmembers
Members of the Arcata City Council are collectively responsible for establishing policy, adopting an annual budget, and providing vision and goalsto the City Manager. The following outline is a brief description of the various duties of Councilmembers. The description is not intended to be comprehensive, but rather it is an effort to summarize the primary responsibilities of the Council.

CHAPTER TWO—Arcata City Council General
Powers and Responsibilities

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Summary of Council Duties and Responsibilities as Provided in, but not limited to, State Law

1. Councilmembersserve as the:
a. City Council
b. Governing Body for the Successor Agency to the Arcata Community Development Agency
c. City of Arcata Joint Powers Financing Authority
d. Personnel Board

2. Establish Policy, through motion, resolution or ordinance to, for example:
a. Adopt annual goals and objectives
b. Establish priorities for public services
c. Adopt/amend the operating and capital budgets
d. Establish procurement policies
e. Adoptresolutions

3. Enact Local Laws
a. Adopt ordinances

4. Supervise AppointedOfficials
a. Appoint City Manager and City Attorney
b. Evaluate performance of City Manager and City Attorney c. Establish boards, commissions, committees and task forces d. Make appointmentsto such bodies
e. Provide direction to advisory bodies

5. MakeDecisions, Give Direction
a. Study problems
b. Reviewalternatives
c. Determine best course of public policy
d. Callspecial elections as necessary

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.3—Selection of Mayor and Vice-Mayor
The Council rotates/selects the Mayor and Vice-Mayor each year during a regular or special meeting in December. In election years, the Mayor and Vice-Mayor will be selected during the City Council meeting in which election results are certified. The City Council believes that experience as a Councilmember will assist those who are selected to serve as Mayor or Vice-Mayor and has outlined a process that provides Councilmembers an opportunity to gain experience in cycles of governing prior to assuming their respective offices. Rotation to Vice-Mayor is based on the length of time a councilmember has served since last being elected mayor and if needed the total vote count of his/her last election and works as follows:

1. The Vice-Mayor rotates to the position of Mayor.

2. The member with the most continuous time of service on the Council who has not previously served as Mayor during this service period will be selected as Vice-Mayor.

3. If two or more members have equal time of continuous service, the member who received the highest number of votes at his/her election shall be selected.

4. If a Councilmember is appointed to fill a mid-term vacancy, that Councilmember will go to the bottom of the rotational list.

5. Incumbent Councilmembers, when re-elected, do not begin anew at the bottom of the list, but rather retain their placement in the rotation.

6. A Councilmember may decline to serve as Mayor or Vice-Mayor. In this case, the office would pass to the next Councilmember on the list. The Councilmember who declined may drop back one position in the rotation.

7. When the Council reorganizes, the outgoing Mayor will nominate the Vice-Mayor to succeed him/her. The newly appointed Mayor will then nominate the next Councilmember in the rotational sequence to serve as Vice-Mayor for the coming year.

The process described above shall guide the Council’s selection of the Mayor and Vice-Mayor; however, a majority of the City Council retains the authority to disregard the process and select any member of the City Council for these positions.

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2.4—Role of Mayor
A. Presiding Officer
The Mayor serves asthe presiding officer, unless otherwise delegated, acts as chair at all meetings of the City Council, and performs all such other duties consistent with the office as may be imposed by the Council. The Mayor and a representative of the Council set the Agenda for regular and special Council meetings. The Mayor or a majority of the Council call all special meetings. The Mayor may participate in all deliberations of the Council in the same manner as any other member and is expected to vote in all proceedings unless a conflict of interest exists. During Council proceedings, the Mayor facilitates discussion, gauges direction, and listens for majority support prior to calling for a vote on a motion. The Mayor does not possess any power of veto. State law allows the Mayor to move or second an action. As a matter of Arcata tradition, the Mayor typically does not make a motion and will only second a motion in rare and unusual circumstances (California Government Code §§ 36801–36815). A list of the typical routine functions of the Mayor is included in Appendix I.

B. Ceremonial Representative and Other Duties of the Mayor The responsibility to act as the City Council’s ceremonial representative at public events and functions has been assigned to the Mayor. However, all Councilmembers are encouraged to participate. The Mayor may initiate and execute certificates of appreciation and recognition, and Council approved proclamations.

2.5—Vice-Mayor, Absence of Mayor and Councilmembers
In the absence of the Mayor, the Vice-Mayor shall perform the duties of the Mayor. When both the Mayor and Vice-Mayor are absent, the Mayor will designate another Councilmember to serve as Acting Mayor, who shall, for the term of such absence, have the powers of the Mayor. [See 7.12]

2.6—Resignation of Mayor or Vice-Mayor
If the Mayor or Vice-Mayorresigns, the City Council willselect a new Mayor or Vice-Mayor using the procedures set out in section 2.3.

2.7—Emergency Response
The City Council has extraordinary powers for the protection of persons and property within the City in the event of an emergency. The City Council may proclaim the existence of an emergency. If the City Council is not in session, the Director of Emergency Services may proclaim the existence of an emergency, which proclamation shall be reviewed and ratified by the City Council within seven (7) days (Arcata Municipal Code, Title II, Chapter 6, § 2703).

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.8—Appointment of Officers
The City Council is responsible for appointing two positions within the City organization-- the City Manager and the City Attorney. The City Manager and the City Attorney serve at the pleasure of the Council. The City Manager is responsible for all personnel within the City organization.

1. City Manager: Is an employee of the City and has an employment agreement which specifies terms of employment, including an annual evaluation by the City Council. The City Manager shall be the administrative head of the City government under the direction of the City Council, except as otherwise provided in the Arcata Municipal Code. They shall be responsible for the efficient administration of all the affairs of the City which are under the City Manager’s control. In addition to their general powers as administrative head, and not as a limitation thereon, it shall be the City Manager’s duty and the City Manager shall have the powers listed in the Arcata Municipal Code.

2. City Attorney: City Attorney services will be provided by contract. The City attorney attends City Council meetings asrequested, as well as other meetings at the request of the City Council or City Manager, as deemed necessary.
.9—Boards, Commissions, Committees and Task Forces
Boards, commissions, committees, and task forces provide a great deal of assistance to the Arcata City Council when formulating public policy and transforming policy decisions into action. The City has several standing boards, commissions and committees. In addition, special purpose task forces are often appointed by the City Council to address specific issues of interest on a limited duration basis.

These ad hoc committees are dissolved upon completion of the intended task. Committees and task forces are purely advisory to the Council and, in some situations, staff. Commissions have final decisionmaking authority, subject to appeal to the City Council, but may also serve in an advisory capacity in certain situations. The Board of Permit Appeals makes final decisions on matters arising under the Uniform Building Code and its final decisions are not subject to review by the City Council.

Each City board, commission, committee and task force acts as a political body conducting public business and, therefore, follows the same rules as does the City Council. Each body’s decisions and recommendations are determined by at least a majority vote of the membership. While individual members may disagree with decisions of the majority, a decision of the majority binds the body to a course of action.

The procedures established in this Manual reflect the policy of the City Council regarding the appointment of volunteers to the various bodies of the City. The establishment of these procedures ensures that well-qualified, responsible, and willing residents are given the opportunity to serve the City and participate in the governance of their community.

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The City Council is specifically empowered to create all boards, commissions, committees and task forces, pursuant to the provisions of the Arcata Municipal Code, asthe Council deems necessary or advisable. In the exercise of this power, it isthe desire of the City Council to establish a consistent policy in its decision-making role to equitably evaluate those citizens of the community who demonstrate a desire to serve on such boards, commissions, committees, or task forces(Arcata Municipal Code Title II, Chapter 3).

A. Application Process
Any person interested in serving on an advisory body is invited to complete an application form and submit it to the City Manager’s Office. When a vacancy occurs, a vacancy is posted on the City website, and applications are accepted. The applications are forwarded to all members of the City Council.

Forfull-term vacancies, the filing period is as determined byOrdinance. For all vacancies, the City Clerk will:

1. Advertise vacancies.

2. Invite the incumbents whose terms are expiring to consider being reappointed.

3. Accept applications.

4. Prepare interview packets for Councilmember review prior to the Council interview period, including: 1) A list of current membership; 2) A list of current vacancies and term expirations; 3) A summary of the duties and responsibilities of the vacant position on the Commission or Committee; 4) The applications; and 5) Recommendations from the staff liaison outlining needed expertise on the Commission or Committee, if any.

B. Qualifications
To serve on a City of Arcata advisory body, an appointee must be either a resident or must either live or work within the Arcata Planning area. Exceptions are members of the Board of Permit Appeals, the Historic Landmarks Committee, and the Forest Management Committee.

Appointees may serve on one board, committee or commission at a time. The exception to this is Transactions and Use Tax Oversight Committee members, who may serve concurrently on other City advisory bodies and Task Forces as they are developed. City Council members may not serve on any advisory body during their terms on the Council.

C. Council Action

1. The Council may interview each applicant, at a time and place to be designated by the Council.

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The Council reserves the right to make appointments without conducting interviews.

2. The Council may appoint a sub-committee to review applications or conduct interviews of applicants and make recommendations to the full Council for appointment.

3. After applicants are evaluated, the Council will deliberate and reach a decision at its earliest convenience.

4. The City Clerk will notify each applicant of the decision of the Council and provide a copy of the City Commission/Committee Handbook for new members. The City Clerk will also notify the commission/committee’s staff liaison of the Council’s decision. The staff liaison will notify the chair of the Council’s decision and will contact the new member and provide orientation prior to the next scheduled meeting.

5. All Council interviews, deliberations and actions to appoint members to boards, committees and commissions are subject to the Ralph M. Brown Act (state open meetings act, attached as Appendix B), and as such, must be noticed and open to the public.

D. Resignations
Vacancies occurring in themiddle of a term shall be filled by appointment forthe unexpired portion of the term in the same manner provided herein for initial appointment [Arcata Municipal Code, Title II, Chapter 3, § 2202(C)] and California Government Code Section 36512.

In general, when a vacancy occurs on the City Council, the Council has two options and 60 days to decide how to act. The Council may either appoint a successor or call a special election to fill the vacant seat.

Option One: The Council may within 60 days from the commencement of the vacancy appoint a successor to fill the vacant seat. If the Council chooses to seek an appointment, the process is up to the Council, and can begin with a call for applications for the Council to begin the appointment process.

How long the appointed successor holds office depends on when the vacancy arose. If the vacancy arises during the second half of the term, the appointed successor holds office for the remainder of the original term, If the vacancy arises during the first half of the term, the appointed successor holds office until the next regular municipal election.

Option Two: The Council may within 60 days from the commencement of the vacancy call a special election to fill the vacant seat. The election must be held at the next regularly established election date at least 114 days after calling the election. An elected successor holds office for the remainder of the original term.

E. Councilmembers' Roles and Relationships with City Bodies

1. Because the Council has the ability to review decisions made by the commissions and recommendations made by committees and task forces, Councilmembers shall not be appointed to City boards, commissions, committees, or task forces concurrent with their term of office.

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2. Unlessspecifically authorized by a majority vote of a quorum of the Council, no Councilmember shall be authorized to testify before or direct the work of any board, commission, committee or task force of the City.

3. If a Councilmember is testifying in such a capacity pursuant to the above provision, testimony should be undertaken in such a manner as to assure public confidence in the decision-making process and avoid the appearance of bias, prejudice, or improper influence. Toward this purpose, the following protocol should be observed:
a. Councilmembers shall not testify in matters pending before any commission, committee, or task force that will receive, or could potentially receive, future appeal or review before the City Council. Violation of this protocol shall require the Councilmember to disqualify his or herself from participating in any appeal or review proceedings before the City Council.
b. Except in matters directly involving personal interests, Councilmembers, in their capacity as private residents, should abstain from providing testimony or influencing decisions in matters pending before any City board, commission, committee or task force that will receive, or could potentially receive, future review or other action before the Council. Where a Councilmember elects to provide such testimony, the following rules shall apply:
(i) The Councilmember shall declare at the outset and upon the record that the Councilmember is present in his or her private capacity as an interested resident, and not on behalf of or at the request of the City Council. (ii) The Councilmember shall refrain from stating or implying that the Councilmember’s position or opinion is that of the City Council. (iii) The Councilmember shall refrain from directing City staff or the advisory body to take any action on behalf of the Councilmember. (iv) The Councilmember shall observe any rules of procedure or protocol that apply to any other private resident testifying before the advisory board. (v) The Councilmember shall disqualify him or herself from participating in the matter should it come before the Council for review and/or decision.

For additional information regarding The Ethical Hazards of Council Members Attending Other Board Meetings–See Appendix J.

F. Department Liaisons
The City Manager overseesthe work of all the City departments and appoints a staff liaison from the

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appropriate department to help each of the advisory bodiesin carrying out their mission. The liaison coordinates all activity between the commission or committee and the City Council.

Advisory body members should report changes in personal information (address, phone number, email, etc.) to the liaison in a timely fashion asimportant information is sometimes distributed to members on short notice. It is also important for membersto inform the liaison of any planned absencesin advance of meetings to avoid a lack of quorum.

City advisory body liaisons are assigned from the following departments:

Community Development & Planning 822-5955
Historic Landmarks Committee
Planning Commission
Engineering Division 822-5957
Boards of Permit Appeals
Transportation Safety Committee
Environmental Services Department 822-8184
Energy Committee
Forest Management Committee
Parks and Recreation Committee
Wetlands & Creeks Committee
Finance Department 822-5951
Transactions and Use Tax Oversight Committee
Police Department 822-2428
Public Safety Committee – This function is currently being filled through quarterly reports and an annual plan of public meetings on campus and in the community.

G. Terms of Office
The terms of office for advisory board members are staggered to avoid a complete change of membership at one time. The lengths of terms are as follows:

Board Members: Four years
Commission Members: Four years
Committee Members: Three years
H. Officers
Members of each advisory body elect a chair and vice-chair. Boards elect officers once every four

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years. Commissions and committees elect officers annually at the first regularly scheduled meeting of each fiscal year, which begins on July 1.

I. City Board, Commission and Committee Members’ Roles and Relationships with other City Bodies

1. Because commissions and boards may at timesreview the recommendations of other commissions as well as committees and task forces, commissioners and board members shall not be appointed to other City boards, commissions or committees. Commissioners and board members may be appointed to task forces concurrent with their terms of office.

2. In furtherance of the goals set out in 2.8(D)(3), above, to assure public confidence in the decisionmaking process and avoid the appearance of bias, prejudice, or improper influence, members of boards, commissions, committees and task forces shall observe the following protocol:
a. Ordinarily the decision of a board, commission, committee or task force is conveyed to other City bodies or the City Council through the designated staff liaison to the City’s other boards, commissions, committees, and task forces.

If, however, a board, commission, committee or task force believesits decision requires explanation, or will generate questions by the members of the body to which the decision is being referred, that board, commission, committee or task force may, by formal action of the body, designate one of its members to appear as a representative before the body to which the decision is referred. The designated representative will be allowed to deliver the decision of his or her board, commission, committee or task force and answer questions by participating in the delivery of the staff report to the other body.
b. When an appointed member of a board, commission, committee or task force elects to provide personal testimony to another City body or the City Council, the following rules shall apply:
(i) The member shall declare at the outset and upon the record that the member is present in his or her private capacity as an interested resident, and not on behalf of or at the request of the body to which they are appointed.
(ii) The member shall refrain from stating or implying that the member’s position or opinion is that of the body to which they are appointed.
(iii) The member shall refrain from directing City staff or the body to which they are appointed to take any action on behalf of the member.
(iv) The member shall observe any rules of procedure or protocol that apply to any other private citizen testifying before the City bodies or the City Council. (v) Members of boards and commissions who chose to provide personal testimony before other City bodies may be required to disqualify themselves from participating in that

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matter should it come before his or her board or commission for review and/or decision if issues of bias would prevent the board or commission from impartial decision-making.

J. Meeting Dates
Except where noted, all advisory bodies meet on a monthly or bi-monthly basis on days listed below. (Asterisks denote committees that meet in odd months only (Jan., Mar., May, July, Sep., Nov.) Board/Committee/Commission Meeting Day Time
Arcata Foundation By Call of the Chair TBA
Boards of Permit & Handicapped Appeals As Necessary TBA City Council First and Third Wednesday 6:00 p.m.

Energy Committee* Third Monday 5:30 p.m.

Forest Management Committee * Second Thursday 7:00 a.m.

Historic Landmarks Committee* Third Thursday 4:00 p.m.

Parks and Recreation Committee* Second Wednesday 6:00 p.m.

Planning Commission Second and Fourth Tuesday 5:30 p.m.

Public Safety Committee TBA Fourth Wednesday TBA6:00 p.m.

Transactions and Use Tax Oversight Committee By Call of the Chair TBA Transportation Safety Committee Third Tuesday 4:30 p.m.

Wetlands and Creeks Committee* Third Tuesday 5:30 p.m.

K. Annual Reportsto the City Council/Study Sessions
The City Council will schedule study sessions with the different advisory bodies when needed or as requested in writing to the Mayor by the advisory body chair. In addition, each committee and commission is responsible for making an annual report to the City Council on its work activity.

2.10—Service on Outside Boards
Councilmembers are often requested to serve on outside boards, councils, commissions, or committees.

This type of representation serves to facilitate communication and provide interaction with other governmental bodies. The City Council appoints membersto some of these groups on an as-needed or asrequested basis.

Councilmembers participating in policy discussions at regional meetings should consider past positions or decisions of the Council. Often outside board decisions require regional opinions to be considered and an appointee is apprised of new information that the Council would not have considered, therefore it is understood that the board appointee will exercise independent decision-making based on the facts and situation at the time of the decision. Councilmembers may speak before other entities outside the City, but should identify whether they are appearing as a representative of the City. Personal positions, when given, will be identified and not represented as the position of the City.

Assignment and direction of staff in relation to regional meetings are at the discretion of the City Manager.

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3.1—Staff/Clerical Support
Staff and administrative support to City Councilmembers is provided through the City Manager’s Office. Secretarial services provided include distributing mail and email, scheduling appointments and receiving messages. All other City Official requestsforstaffservices are made by request to the City Manager or appropriate Department Director who will assign the appropriate staff member. Sensitivity to the workload of support staff is appreciated and turnaround time will vary depending on current work assignments.

3.2—Office Equipment
To enhance City Officials’ service to the community and their ability to communicate with staff and the public, the City provides meeting facilities and office equipment for City business.

An iPad will be issued to each Councilmember. The Information Technology Division will ensure all appropriate software is installed and will also provide an orientation in the use of computers and related software. Lost, stolen, or damaged devices must be reported to the Information Technology Deputy Director within one (1) working day of discovery.

A City issued cell phone shall be provided by the City for the Mayor. The Information Technology Division will ensure all appropriate applications and connections are programmed and will also provide an orientation in the use of the phone. Lost, stolen, or damaged devices must be reported to the Information Technology Deputy Director within one (1) working day of discovery.

It is important to note that all letters, memoranda, and interactive electronic communication (email; text) involving City Councilmembers and members of advisory boards and commissions, the subject of which relates to the conduct of government or the performance of any governmental function, with a few exceptions specified in the Public Records Act, are public records.

A. Business and Personal Use of City Equipment
The City’s electronic equipment and information systems are intended for professional business use by City Officials in the performance of their duties. Personal use of City equipment is prohibited.

B. Photocopy Machines and Other Equipment

1. Photocopy Machines. Councilmembers are provided a code number for use of the CHAPTER THREE—Support Provided to City
Officials

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photocopier for City business.

2. Other equipment. Except as provided herein, in no event shall a City Official take City property to their home.

C. Monitoring, Enforcement and Penalties

1. City information systems or storage media are the property of the City of Arcata. The City retains the right to access, copy, change, alter, modify, destroy, delete or erase this property without prior notice to City Officials. The City retains the right to monitor and audit email and internet usage. The right to use these technologies does not include the right to privacy.

2. Deleted documents, messages and data may be retrieved from a variety of points in the net- work. Councilmembers should assume that electronic evidence discovery might recover deleted or unsaved data.

3. City Officials’ use of a personal internet account on City equipment, and City Officials’ use of a City internet account on personal equipment are to be arranged through the City Manager and are subject to the provisions of this policy. City Officials should be aware that their personal email and electronic files could be reviewed as part of a public records request.

3.3—Meeting Rooms
City Officials may utilize the meeting space provided in the Transit Center. Use of other meeting rooms, including the conference room located at City Hall, may be scheduled through the City Manager’s Office.

3.4—Mail Deliveries
Members of the City Council receive mail and other materials that are delivered primarily through the use of mailboxes located in the City Council’s office. The City Manager’s staff disseminates mail to individual Council mailboxes. Staff do not open mail addressed to individual Councilmembers. General correspondence addressed to the Mayor and/or Councilmembers as a whole will be opened and delivered to the Council General Box.

Councilmembers are encouraged to check mailboxes often. In addition, City staff will email, telefax or personally deliver time-sensitive materials to a Councilmember’s home or office, if appropriate.

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3.5—Council Library
A library of current City plans, implementation programs, and the Arcata Municipal Code is located in the City Council’s office. These documents are for reference and are not to be removed from the office.

Copies can be made available for individual Councilmembers upon request to the department of origin.

3.6—Inappropriate Actions
The Council has delegated the City Manager the responsibility to discuss, on behalf of the full Council, any perceived or inappropriate action by a Councilmember. The City Manager will discuss with the Councilmember the action and suggest a more appropriate process or procedure to follow. After this discussion, if further inappropriate action continues, the City Manager will report the concern to the Mayor or to the full Council as needed.

Photo courtesy of Humboldt State University

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4.1—Council Compensation
State law and the Municipal Code provide for payment of a modest honorarium and supplemental benefits to members of the City Council. State law sets the level of compensation (California Government Code § 36516 and Arcata Municipal Code, Title II, Chapter 1, § 2010).

Councilmembers may waive their monthly salaries as provided by state law; however, they may not elect to assign their salary to any person or entity, including a charitable organization.

4.2—Budget
The annual City budget includes appropriations for expenses for Councilmembers to undertake official City business. Funding provided includes membership in professional organizations, attendance at conferences or educational seminars, and purchase of publications and office supplies.

4.3—Financial Disclosure
Candidates for the office of Councilmember and Public Officials appointed to any Commission or Board shall file Statements of Economic Interests (Fair Political Practices Commission Form 700) with the City Clerk together with the candidate’s nomination papers (California Government Code §§ 87201 and 87202).

Councilmembers must file Statements of Economic Interests (FPPC Form 700) within 30 days of assuming or leaving office, and every year while in office covering the previous 12 months, or the period since the previous statement was filed under Government Code § 87202 or 87203 (California Government Code § 87201–87204).

Statements of Economic Interests are available for public inspection.

4.4—Travel Policy and Procedures
The City Council has, by resolution, adopted a travel policy (Appendix C). Councilmembers, staff, and appointed officials will be reimbursed for all “approved travel” as defined in the City Travel Policy only up to the amount of an individual’s funds allocated for travel/training. If a Councilmember desires to exceed his or her allocated annual travel budget, prior to travel they may submit a written request to the City Manager for a reallocation of another Councilmember’s unused travel balance. The City Manager will confirm that the reallocation is approved by the Councilmember donating the unused budget allocation and that the reallocation is in the best interest of the City.
“Approved Travel” means pre-authorized travel to attend training or conferences, or other City Council-directed travel activities.

CHAPTER FOUR—Financial Matters

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A. Pre‐authorization of Travel/Training
Councilmembers and appointed officials traveling on City business that involves an overnight stay shall submit a Travel/Training Authorization Form to the City Manager for pre-approval. In advance of making travel arrangements, Councilmembers must check account balances, complete a Travel/Training Authorization Form and make all travel arrangements with the City Manager’s Office Exeucitve Assistant.

The travel authorization form will include a complete estimate of the costs of the trip, including conference registration, transportation, and per diem. The travel authorization form will also include the purpose of the trip, the dates of travel, and other pertinent details.

In advance of any travel on City business, a Travel/Training Authorization Form must be submitted to and signed by the City Manager. The City Manager authorizes:
a. Overnight travel by elected or appointed officials
b. Use of a rental vehicle by elected or appointed officials c. Out-of-state travel by elected or appointed officials B. Authorization for Reimbursement of Travel Expenses
Within 10 days of the close of the authorized travel period, a final itemized Travel/Training Authorization Form, including all receipts and expense reimbursement requests, must be submitted to the City Manager’s Executive Assistant, who will prepare for signature by the City Manager, final approval, and processing. The City Manager’s Office Executive Assistant will process and submit authorized travel reimbursement requests to the Finance Department.

4.5—City Credit Card Policy
Card Issuance. The Finance Department issues each Councilmember a City credit card. Use of City credit cards is set forth in the City Credit Card Policy (Appendix D).

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5.1—Overview
Perhaps the most fundamental role of a Councilmember is communication—communication with the public to assess community opinions and needs; communication to share the vision and goals of the City with constituents; and communication with staff to provide policy direction and to gain an understanding of the implications of various policy alternatives.

Because the City Council performs as a body (that is, acting based on the will of the majority as opposed to individuals), it is important that general guidelines be understood when speaking for the Council.

Equally important, when members are expressing personal views and not those of the Council, the public should be so advised.

5.2 —Correspondence from Councilmembers
Members of the City Council will often be called upon to write lettersto residents, businesses, or other public agencies. Typically, the Mayor will be charged with transmitting the City’s position on policy matters to outside agencies on behalf of the City Council. Individual members of the Council will often prepare letters for constituents in response to inquiries, or to provide requested information. City letterhead is available for this purpose and staff can assist in the preparation of such correspondence.

City Council membersshould neverspeak on behalf of the City orthe Council.

On occasion, members may wish to correspond on an issue on which the Council has yet to take a position or about an issue for which the Council has no position. In these circumstances, members should clearly indicate that they are not speaking for the City Council as a whole, but for themselves as one member of the Council. City letterhead and office support may be utilized in these circumstances.

Councilmembers may occasionally be asked to prepare letters of recommendation for community members seeking employment or appointment. It is inappropriate for Councilmembers to make a recommendation or utilize City letterhead or their Council titles for such letters without approval of the majority of Council.

5.3 —Local Ballot Measures
At times, initiatives that affect City Council policy may be placed on the ballot. There are restrictions regarding what actions the City may take on ballot measures. Specifically, state statutes prohibit the City from using its personnel, equipment, materials, buildings, or other resources to influence the outcome of elections.

What the City can do is distribute informational reports or pamphlets for the purpose of informing the public of the facts of an issue.

CHAPTER FIVE—Communications

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5.4—Proclamations
Proclamations are issued by the City Council as a ceremonial commemoration of an event or issue.

Proclamations are not statements of policy. Proclamations are a manner in which the City can make special recognition of an individual, event, or issue.

Proclamations can be directly made if they have been listed on the Council Approved Proclamations List (Appendix E). All proposed proclamations not on the annually approved list must first be approved by the Council during a regular City Council meeting as an item on the Consent Calendar. If the proclamation is expected to be an annual event, the Consent Calendar item description shall include the phrase "and add proclamation to the Council-approved list." The decision to add or not to add a proclamation to the approved list shall be made following consultation between the City Manager and the Mayor when the Council meeting agenda is being prepared. Requests for new proclamations should be directed to the City Manager’sOffice staff atleastfour weeks priorto themeeting at which the requestor would like it read.

Proclamations not requested for two years will automatically be deleted from the list of preapproved proclamations.

5.5—California Public Records Act
To ensure that public disclosure of communications submitted to and by elected and appointed officials complies with the California Public Records Act and the Ralph M. Brown Act (state open meetings laws), the City has adopted the following guidelines:

A. Communications,Generally
All letters, memoranda, and electronic communicationsinvolving City Councilmembers and members of boards, commissions, committees and task forces, containing information relating to the conduct of the public’s business may be public records and subject to public disclosure, with a few exceptions as outlined in the Public Records Act. Public requests for copies of such communications are initiated with the City Clerk, who has a system for processing such requests.

B. WrittenCommunications
Written letters and memoranda received by the City referring to a specific agendum, addressed to a Councilmember or the Council as a body, will be provided to all City Councilmembers and the public, and a copy kept according to the City’s Records Retention Schedule.

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C. ElectronicCommunications

1. Informal messages that do not contain information relating to the conduct of the public’s business and are not prepared, owned, used, or retained by the City do not constitute a public record. Users should delete these messages once their administrative purpose is served.

2. All other messagesthat relate to the conduct of the public’s business constitute a public record.

Such records are subject to public inspection and copying unless specifically exempted from disclosure; users may either print a copy of the record and create hard copy file for retention according to the City’s Records Retention Schedule, or create an electronic subject folder to retain it in accordance with the City’s Records Retention Schedule.

3. Email communications that are intended to be shared among three or more Councilmembers, whether concurrently or serially, must be considered in light of the Ralph M. Brown Act (state open meetings act). If the intended purpose of the email is to create a collective concurrence, the electronic discussion should not occur.

4. Email should be used cautiously when seeking legal advice or to discuss matters of pending litigation or other “confidential” City business. In general, email is discoverable in litigation, and even deleted email is not necessarily removed from the system. Confidential email communications should not be shared with individuals other than the intended recipients or the attorney-client privilege protecting the document from disclosure may be waived.

5. Email between Councilmembers and between Councilmembers and staff shall not be transmitted to the public or news media without the submission of a public records request with the City Clerk.

6. Email shall not be used for personal use since Councilmembers’ conventional email addresses include the City’s “return address.”

7. Electronic communications that meet the California Public Records Act definition of a public record made to or from a Councilmember’s privately owned device(s) may be subject to public disclosure.

8. Electronic communications during a public meeting are strongly discouraged because they prohibit the public from observing or participating in the Council’s public discussion and may violate the Brown Act.

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6.1—Ethics, AB 1234 Ethics Training
The City maintains a commitment to conducting business according to the highest achievable ethical standards. Recognizing that ethical dilemmas may arise and that public officials must make difficult choices after careful consideration of competing public, personal and/or private interests at stake, the Council has adopted a code of ethical conduct which is attached as Appendix F.

The City Manager is subject to a professional code of ethics as a member of the International City/ County Management Association (ICMA). These principles appear in the appendix of this manual, as Appendix G. It should be noted that this code binds the City Manager to certain practices that are designed to ensure actions are in support of the City’s best interests. Violations of such principles can result in censure by the ICMA.

State law (California Government Code § 53235, et seq.) requires public officials to complete two hours of training in ethics principles and laws every two years. In addition to Councilmembers, Arcata requires the training of all Planning Commissioners, its City Manager, its department directors, and some of its mid-managers. Additionally, the City Council encourages all committee and board members to complete the training. Biennial ethics training is provided locally. Alternatively, the League of California Cities offers AB 1234 training, often in conjunction with League conferences or other training workshops, and online training is offered through the Fair Political Practices Commission. Certificates of course completion are kept on file by the City Clerk.

6.2—Conflicts of Interest
There are numerous sources of conflicts of interest that may require a Councilmember to disqualify himself or herself from participating in decision-making. The Political Reform Act controls financial conflicts of interest of public officials. The Political Reform Act is one of the most complicated laws affecting local government. This law is implemented and enforced by the Fair Political Practices Commission (FPPC) which has issued comprehensive implementing regulations. To understand the PRA’s impact on a Councilmember’s actions, it is suggested that members discuss the law and potential conflicts with the City Attorney or a private attorney.

In general, under the PRA, public officials are prohibited from making, participating in or in any way attempting to use their official position to influence a governmental decision in which they know or have reason to know they have a financial interest (California Government Code § 87100). A “public official” is defined as including every member, officer, employee or consultant of the state or local government agency (California Government Code § 82048).

CHAPTER SIX—Conflicts and Liability

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A. Applicability
Under the PRA, an official has a financial interest if it is reasonably foreseeable that a decision will have a material financial effect, distinguishable from its effect on the public generally, on the official, a member of his or her immediate family, or on any of the following:

1. Any business entity in which the public official has a direct or indirect investment worth $2,000 or more (California Government Code § 87103(a); 2 California Code of Regulations § 18700(c)(6)(A)).

2. Any real property in which the public official has a direct or indirect interest worth $2,000 or more (California Government Code § 87103(b), 2 California Code of Regulations § 18700(c)(6)(B)).

3. Any source of income other than gifts or certain loans aggregating $500 or more provided to the public official within 12 months prior to the time of the decision (California Government Code § 87103(c); 2 California Code of Regulations § 18700(c)(6)(C)).

4. Any business entity in which the public official is a director, officer, partner, trustee, employee, or holds any position of management (California Government Code § 87103(d); 2 California Code of Regulations § 18700(c)(6)(D)).

5. Any gift totaling $470 (adjusted biennially by the FPPC) or more provided to, received by or promised within 12 months prior to the decision (2 California Code of Regulations §§ 18703.4, 18704-18961).

B. Analysis
In general, the FPPC suggests that a four-part analysis be followed in applying the conflict-of-interest rules:

1. Step One: Isit reasonably foreseeable that the governmental decision will have a financial effect on any of the financial interests listed above (2 California Code of Regulations § 18700(d)(1))? If the financial interest is a named party to or the subject of the governmental decision, the financial effect on the public official’s interest is reasonably foreseeable. If not a named party or subject of the decision, the financial effect on the interest will be reasonably foreseeable if there is a realistic probability of a financial effect.

2. Step Two: Will the reasonably foreseeable financial effect be material (2 California Code of Regulations § 18700(d)(2))? Materiality is determined in reference to the specific financial interest involved.

3. Step Three: Can the public official demonstrate that the material financial effect on the public official’s financial interest is indistinguishable from the effect on the public generally (2 California Code of Regulations § 18700(d)(3))? This requires establishing that at least 25% of certain

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population segments are all affected, and that the effect on the governmental official’s interest is not unique compared to the segment.

4. Step Four: If after applying the three step analysis and determining that the public official has a conflict of interest, they may not make, participate in making, or in any way attempt to use his or her official position to influence a governmental decision.

C. Conflict of Interest Code
The City is required to adopt and maintain a Conflict of Interest Code. This code is found in the Arcata Municipal Code at Title 2, Chapter 8. Under state law, the code must be reviewed every two years and amended as circumstances change. The City’s code must be consistent with minimum requirements of the Political Reform Act (California Government Code §§ 87300-87313).

D. Disqualification and Disclosure
When the agenda item is called, a City Councilmember who has a conflict of interest is required to publicly state that a conflict of interest exists, describe the nature of the economic interest giving rise to the conflict, disqualify himself or herself, and leave the room. Ideally, Councilmembers will become familiar enough with the sources of conflicts to determine in advance whether disqualification is necessary. However, if a Councilmember becomes aware of a potential conflict only during the meeting, it is perfectly appropriate for the Councilmember to ask for a break in order to discussthe matter with the City Attorney. If any Councilmember questions a potential conflict of interest related to another Councilmember, a recess may be called at the request of the Councilmember who may have a conflict to allow discussion of the issue with the City Attorney to determine if there is a conflict. If the Councilmember decides a conflict exists, that Councilmember may not participate in any aspect of the decision making, including discussing the matter with City staff. When a conflict of interest arises involving a matter on the consent calendar portion of the agenda, the Councilmember is not required to leave the room, unlessthat item is pulled from the consent agenda for separate discussion.

E. Legally Required Participation
In the event that a decision cannot be made because a majority of the Council is disqualified due to conflicts of interest, the PRA allows the minimum number of Councilmembers necessary to constitute a quorum to return and participate in the decision to the minimum extent required. The Councilmembers permitted to participate must be chosen through a random process (California Government Code § 87101).

F. Advice on Conflict of Interest
The City Attorney may provide advice to a Councilmember about the existence of a conflict of interest. However, advice given by the City Attorney does not protect the Councilmember from an enforcement action by the FPPC. A Councilmember may seek a formal written opinion from the Fair

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Political Practices Commission on a particular set of facts. Such an opinion letter would provide protection from an enforcement action arising under the same set of facts.

G. Other Sources of Conflict
In addition to the Political Reform Act, state law prohibits Councilmembers from entering into contracts with the City. (California Government Code § 1090) In general, this type of conflict is not subject to remedy through the disqualification of the interested Councilmember but must instead be entirely avoided by the Council. There are, however, numerous exceptions to this provision that would allow the Council to enter certain contracts after disqualification of the interested Councilmember, and those should be reviewed with the City Attorney on a case-by-case basis (California Government Code § 1090).

H. Incompatibility of Offices
In general, California law prohibits public officials from simultaneously holding more than one public office when the functions or responsibilities of the two offices have the potential for overlapping. This prohibition arises from a concern over the potential clash of two public offices held by a single official with potentially overlapping public duties. The Legislature may, however, expressly authorize through legislation the holding of two offices notwithstanding the fact that the dual holding would otherwise be prohibited. For example, the Legislature has exempted local agency formation commissions, the Coastal Commission, joint powers agencies, and transportation corridor agencies.

I. Revolving Door Policies
For a period of one year after leaving office, state law prohibits Councilmembers and chief administrators from acting as an agent or attorney for any other person by appearing formally or informally, orally or in writing, before the Council or any of its commissions, or committees if the appearance or communication is made for the purpose of influencing administrative or legislative action, or influencing any action or proceeding involving the issuance of, amendment to, award of, or revocation of a permit, license, grant, or contract, or the sale or purchase of goods or property (California Government Code § 87406.3).

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7.1 —Overview
City Council policy is implemented through dedicated and professional staff. Therefore, it is critical that the relationship between Council and staff be well understood by all parties so policies and programs may be implemented successfully. To support effective relationships, it is important that roles are clearly recognized.

7.2 —Council-Manager Form of Government
Arcata has a Council-Manager form of government. Basically, with this structure, the City Council’s role is to establish City policies and priorities. The Council appoints a City Manager to implement those policies and undertake the administration of the organization.

The City Manager is appointed by the City Council to enforce its laws, to direct the daily operations of City government, to prepare and monitor the principal budget, and to implement the policies and programs initiated by the City Council. The City Manager is responsible to the City Council, rather than to individual Councilmembers, and directs and coordinates the various departments. The City Manager is responsible for appointing all department directors and authorizing all other personnel positions. The City Council authorizes positions through the budget process; based upon that authorization, the City Manager makes the appointments.

The Council-Manager form of government is outlined in the California Government Code. The powers and duties of the City Manager include:
 Generally, supervise over the administrative affairs of the City  Appoint and remove at any time any department directors and employees  Attend all meetings of the Council at which the Manager’s attendance may be required by that body [Arcata Municipal Code. § 2107(d)]
 See that all laws and ordinances are faithfully executed, subject to the authority which the Council may grant the Mayor to maintain law and order in times of emergency  Recommend for adoption by the Council such measures as the Manager may deem necessary or expedient
 Prepare and submit to the Council such reports as may be required by that body, or as deemed advisable to be submitted
 Keep the Council fully advised of the financial condition of the City and itsfuture needs  Prepare and submit to the Council a proposed budget for the fiscal year, and be responsible for its administration upon adoption
CHAPTER SEVEN—Interactions with City Staff

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 Perform such other duties asthe Council may determine by ordinance orresolution  Implement and administer City Council policy

7.3 —Non-Interference by City Council
The City Council is to work through the City Manager when dealing with administrative services of the City.

In no manner, either directly or indirectly, shall a Councilmember become involved in, or attempt to influence, personnel matters that are under the direction of the City Manager. No member of the Council shall, by suggestion or otherwise, attempt to influence or coerce the City Manager concerning appointments to City offices or employment. Nor shall the City Council be involved in, or influence, the purchase of any supplies beyond the requirements of the City’s procurement code/procedures.

Except for the purpose of inquiry, the Council and its members will deal with the administrative service solely through the City Manager or designee, and neither the Council nor any commission, committee or member of a board shall give an order to, try to influence, coerce or direct, either formally or informally, any subordinate of the City Manager.

The City Council delegates to the City Manager the responsibility to discuss with any Councilmember, on behalf of the full Council, any perceived or inappropriate interference or encroachment of administrative services. The City Manager will discuss with the Councilmember the action and suggest a more appropriate process or procedure to follow. If inappropriate action continues after this discussion, the City Manager will report the concern to the full Council. The Council, on a case-by-case basis, will establish what, if any, corrections and/or sanctions are appropriate.

7.4 —City Council/City Manager Relationship
The employment relationship between the City Council and City Manager honors the fact that the City Manager is the chief executive of the City. All dealings with the City Manager, whether in public or private, should respect the authority of the City Manager in administrative matters. Disagreements should be expressed in policy terms, rather than in terms that question satisfaction with or support of the City Manager.

The City Manager respects and is sensitive to the policy responsibilities of the City Council and acknowledges that the final responsibility for establishing the policy direction of the City is held by the City Council.

A. Performance Evaluation
The City Council isto evaluate the City Manager on an annual basis to ensure that both the City Council and City Manager are in agreement about performance and goals based upon mutual trust and common objectives.

The City Manager’s performance is evaluated in the following areas: Leadership, teamwork, job knowledge, attitude, accountability, empowerment, communication, problem-solving skills, quality of service, safety/risktaking, implementation and administration of adopted Council policy.

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7.5 —City Council/City Staff Relationship
City Councilmember contact with City staff members, in respect of staff’s personal time will be during regular business hours and through City standard forms of communication (email, phone and appointment), except in the case of an emergency. Unless matters are urgent, communications outside of normal working hours are not expected to be responded to immediately.

7.6 —City Council/City Attorney Relationship
Pursuant to recommendation of the City Manager, the City Council shall make provision for obtaining legal counsel for the City, either by appointment of a City Attorney on a full-time or part-time basis, or by any reasonable contractual arrangement for such professional services. The City Attorney is a contract employee appointed by the City Council. The City Attorney is the legal advisor for the Council, its committees, commissions and boards, the City Manager, and all City officers and employees with respect to any legal question involving an official duty or any legal matter pertaining to the affairs of the City. The general legal responsibilities of the City Attorney are to:

1. Provide legal assistance necessary for formulation and implementation of legislative policies and projects;

2. Represent the City’s interest, as determined by the City Council, in litigation, administrative hearings, negotiations, and similar proceedings;

3. Prepare or approve asto form ordinances, resolutions, contracts, and other legal documents to best reflect and implement the purposes and intentions of the City Council; and

4. Keep City Council and staff apprised of court rulings and legislation affecting the legal interests of the City.

It is important to note that the City Attorney does not represent individual members of the Council, but rather the City Council as a whole. Accordingly, with the exception of conflict-o f-interest inquiries, in questionsinvolving pending or upcoming matters, or protocol and procedure, the City Attorney'sservices are engaged and directed through the majority of the Council. Individual Councilmembers may seek advice or assistance from the City Attorney on other matters while exercising their best judgment on the most efficient and appropriate use of his/her resources. The City Attorney’s performance is reviewed as provided by the services retention contract.

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7.7 —Roles and Information Flow
A. Council Roles
The full City Councilretainsthe authority to accept, reject, or amend the staffrecommendation on policy matters.

Members of the City Council must avoid intrusion into those areas that are the responsibility of staff.

Individual Councilmembers may not intervene in staff decision making, the development of staff recommendations, scheduling of work, and executing department priorities without the prior knowledge and approval of the City Council as a whole. This is necessary to protect staff from undue influence and pressure from individual Councilmembers, and to allow staff to execute priorities given by management and the Council as a whole without fear of reprisal. If a Councilmember wishes to influence the actions, decisions, recommendations, workloads, work schedule, or priorities of staff, that member must prevail upon the Council to do so as a matter of Council policy.

B. Accessto Information
The City Manager is the information liaison between the Council and City staff. Requests from Councilmembers for information are to be directed to the City Manager and will be responded to promptly.

The information requested will be copied to all members of the Council so that each member may be equally informed. The sharing of information with the City Council is one of the City Manager’s highest priorities.

There are limited restrictions controlling when information cannot be provided. The City is legally bound not to release certain confidential personnel information. Likewise, certain aspects of police department affairs (e.g., access to restricted or confidential information related to crimes) may not be available to members of the City Council.

C. Staff Roles
The Council recognizes the primary functions of staff as executing Council policy and actions taken by the Council, and keeping the Council informed. Staff is obligated to take guidance and direction only from the City Manager or Department Director. This direction followsthe policy guidance of the City Council as a whole. Staff is directed to reject any attempts by individual Councilmembers to unduly direct or otherwise pressure them into making, changing, or otherwise influencing recommendations.

City staff will make every effort to respond in a timely and professional manner to all requests for information or assistance made by individual Councilmembers provided that, in the judgment of the City Manager, the request is not of a magnitude, either in terms of workload or policy, that it would be more appropriately assigned to staff through the direction of the full City Council.

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7.8 —Dissemination ofInformation
In addition to regular, comprehensive memoranda written by the City Manager directly to the City Council concerning all aspects of City operations (exclusive of confidential personnel issues), all Councilmembers receive copies of all correspondence received by the City Manager that will assist them in their policy-making role. The City Manager also provides other documents to the Council on a regular basis, such as status reports, executive summaries, and agendas of all City commission and committee meetings and weekly senior staff meetings.

A variety of methods are used to share information with the Council. Workshops and study sessions are held to provide detailed presentations of matters. The City Manager’s open-door policy allows individual Councilmembers to meet with the Manager on an impromptu or one-on-one basis.

7.9 —Magnitude ofInformation Request
Any information, service-related needs, or policy positions perceived as necessary by individual Councilmembers that cannot be fulfilled based upon the above guidelines should be considered as an item for the agenda of a City Council meeting. If so directed by an action of the Council, staff will proceed to complete the work within a Council-established timeline.

7.10 —Staff Relationship to Advisory Bodies
Staff support and assistance may be provided to the City’s boards, commissions, committees and task forces. These bodies, however, do not have supervisory authority over City employees. While staff may work closely with advisory bodies, staff members remain responsible to their immediate supervisors and, ultimately, the City Manager. The members of the commissions, boards, or committees are responsible for the functions of the advisory body. The chairperson is responsible for committee compliance with the municipal code and/or committee bylaws. Staff members are to assist the advisory body chair to ensure appropriate compliance with state and local laws and regulations.

Staff support includes: (1) preparation of a summary agenda and appropriate notice after approval by the chairperson; (2) preparation of reports providing a brief background of the issues, a list of alternatives, recommendations, and appropriate backup materials, if necessary; and (3) preparation of minutes of advisory body meetings. Advisory body members should have sufficient information to reach decisions based upon a clear explanation of the issues.

Advisory bodies wishing to communicate recommendations to the City Council shall do so through adopted Council agenda procedures as outlined in § 8.06(B) of this manual. In addition, when an advisory body wishes to correspond with an outside agency, correspondence shall be reviewed and approved by the City Council.

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7.11 —Restrictions on Political Involvement by Staff
Arcata is a nonpartisan local government. Professional staff formulates recommendations in compliance with Council policy for the good of the community, not influenced by political factors. For this reason, it is very important to understand the restrictions of political involvement of staff.

By working for the City, staff members do not surrender their right to be involved in political activities.

Employees may privately express their personal opinions. They may register to vote, sign nominating or recall petitions, and they may vote in any election.

7.12—Council Attendance Policy
If a Councilmember intends to be absent from the City for more than 24 hours, they shall notify the City Manager of such absence and its duration.

A. Vacancy for Nonattendance
Understate law, if a Councilmember is absent without permission from all regular City Council meetingsfor 60 days consecutively from the last regular meeting they attended, their office becomes vacant and shall be filled as any other vacancy [California Government Code § 36513(a)].

At the start of each City Council meeting, the City Clerk, or designee, will call the roll. Any absent Councilmember who has called the Mayor or City Manager’s Office before 5:00 p.m. on the day of the meeting to advise of such absence may request to be excused by the City Council.

Arcata City Hall

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The City Council’s collective policy and law-making powers are put into action at the Council meetings. It is here that the City Council conducts its business. The opportunity for citizens to be heard, the availability of local officials to the residents, and the openness of Council meetings all lend themselves to the essential democratic nature of local government.

8.1—Meeting Schedule
Regular City Council meetings are held the first and third Wednesdays of each month at 6:00 p.m., in the Council Chamber, 736 F Street, Arcata. By a majority vote of the Council, meetings not completed by 10:30 p.m. will be continued to the following Thursday at 6:00 p.m. in the Council Chamber.

8.2—Public Notice of Meetings and Hearings
Pursuant to the California Government Code, cities are charged with establishing a procedure for notifying the public of upcoming hearings and the preliminary agenda for the forthcoming council meeting. The procedure followed by the City of Arcata is as follows:

A. Notices
Except where a specific means of notifying the public of a public hearing is otherwise provided by law or ordinance, notice of upcoming public hearings before the City Council or the City’s boards and commissionsshall be given by one publication of a notice containing the time, place, date,subject, and body before whom the hearing isto be held, in the City’s official newspaper consistent with state law.

B. Preliminary Agenda for City Council Meeting
The public shall be notified of the agenda for the forthcoming regular City Council meeting by the posting of a copy of the agenda in the following public places in the City at least 72 hours in advance of a regular meeting and 24 hours in advance of a special meeting:
 Bulletin Board Outside the F Street Entrance to Arcata City Hall 736 F Street
Arcata, California 95501
 On the City’s Website at www.CityofArcata.org
CHAPTER EIGHT—City Council Meetings

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A copy of the agenda will also be made available to the public asfollows:
 Arcata Branch, Humboldt County Library
C. Duties of City Clerk
The City Clerk is directed to publish notices and post agendas as required by § 8.2 of the Arcata City Council Protocol Manual and the California Government Code.

8.3—Emergency Meetings
State Law permits the Council to hold an emergency meeting without providing advance 24-hour notice when prompt action is necessary due to the disruption or threatened disruption of public facilities during an emergency situation. Emergency situations are those matters immediately affecting the public health, safety and welfare of the community (California Government Code § 54956.5).

8.4—Special Meetings
Special meetings may be called by the Mayor or by the Vice-Mayor or Acting Mayor in the absence of the Mayor. Additionally, a majority of the members of the Council may call a special meeting, provided that the majority has not engaged in substantive consideration of the proposed special meeting agenda item(s) at a non-noticed meeting. Generally, the City Clerk will prepare a notice of special meeting to be signed by the Mayor, or all members of the majority, calling the special meeting, and will provide written notice at least 24 hours in advance to each member of the Council, local newspaper of general circulation, and radio or television station which has on file with the City a written request to be notified of special meetings. The special meeting notice will also be posted on the City’s website. The call and notice shall specify the time and place of the special meeting and the business to be transacted.

The notices provided in thissection may be dispensed in the event a meeting is called to deal with specified types of extreme emergencies when prompt action is necessary due to the disruption or threatened disruption of public facilities.

At all regular and special meetings, public comment is invited during a public hearing before or during consideration of any item on the agenda. Public comment is appropriate on any matter within the jurisdiction of the City Council.

The California Government Code addresses the subject of special meetings. For special meetings, only those items specifically listed on the agenda may be discussed, considered, or decided.

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Placing Items on the Agenda—8.06

8.5—Study Sessions
The City Council may meet informally in a study session. The study session isthe forum used by the Council to review forthcoming programs of the City, to receive progress reports on current issues, or to receive similar information from the City Manager and others.

All discussions and conclusions held during a study session are of an informal nature. Although no final action is taken while in a study session, a majority of the Council may give City staff preliminary directions on what to bring back to the Council for later consideration. Such direction given at a study session does not in any way obligate a Councilmember to vote in a particular way if the item is later brought back to the Council for further review.

8.6—Placing Items on the Agenda
A. City Council Agenda Planning

1. Council membersshall have the opportunity to request an item be placed on the agenda during an open Council meeting and with concurrence of at least one other Councilmember, the request shall be honored.

2. Any Councilmember may request that an item be placed on a City Council agenda by submitting a written request to the City Manager and current Mayor. The written should include:

1. A summary of the information that will be presented to the City Council;

2. A concise statement of the specific action the City Council will be asked to take on the item; and,

3. A statement of the reasons why the requesting party believes it is appropriate and within the jurisdiction of the City Council to consider this subject matter and to take the requested action.

All requested items are reviewed by the Mayor and the councilmember assigned to agenda setting meeting and placed on an agenda as soon as reasonable time is available.

B. Advisory Bodies and Civic Organizations
Advisory bodies of the City Council and other civic agencies (e.g., Chamber of Commerce, Humboldt Film Commission) may submit items for Council consideration by submitting a written request, as outlined in paragraph A. City Council Agenda Planning above, to the City Manager or City Clerk at least 15 working days prior to the meeting, to be considered by the Mayor and City Manager for placement on an agenda.

C. Members ofthe Public

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A member of the public may request an item be placed on a future agenda while addressing the City Council during a regular meeting. If the issue is placed on the agenda, the City Clerk will notify the requesterso that they may plan to attend the meeting.

D. Emergency or OtherItems Added to the Agenda
Emergency items may be added to an agenda in accordance with state law. The reason(s) for adding an emergency item to the agenda shall be announced publicly at the meeting, and the issue shall be included in the minutes of the meeting. Adding emergency items to an agenda at the meeting requires a 4/5ths vote by the Council after determining that there is need to take immediate action and that the need for action came to the City’s attention after posting of the agenda [California Government Code § 54954.2(b)].

8.7—Development of the Agenda
Staff is required to submit a staff report for each topic of discussion on the City Council agenda. The deadline forsubmitting these reports and documentation is 3:00 p.m. on Wednesday of the week prior to the date of the meeting for which the item is scheduled.

The agenda packet will usually be available for the Councilmembers, staff, public and media on the Friday prior to the Council Meeting.

8.7.1 —Public Comments During the Meeting
All writings, documents, or electronic communications relating to any item on the agenda, received after distribution of the Council agenda packet and prior to the Council meeting, shall be distributed to the entire City Council and made available for public inspection during normal business hours at Arcata City Hall (California Government Code § 54957.5).

After the Council has had an opportunity to discuss an item and ask questions of staff and presenters, the Mayor will call for public comment. The public speaker's role is to provide additional information focused on the item being considered that will assist the Council in making its final decision on the matter. Speakers providing writings or documents to the City Council during the Council meeting are asked to present at least eight (8) copies to the City Clerk for distribution and to retain for the meeting record.

The City’s basic standard isto provide three two (32) minutes per speaker for all business items.  The Mayor may modify the amount of time members of the public are allocated for individual comments, depending on the number of speakers. They may limit the number of speakers and/or the time each speaker can speak.
 A change to the amount of time allocated for individual comments on a particular agenda item or during a particular comment period will apply equally to all speakers during that agenda item or comment period.

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 Members of the public may not cede time for comments to other members of the public.

8.8—Video/DVD, Web Streaming and Audio Recording of Meetings City Council meetings, except study sessions, some special meetings and those meetings or portions of meetings conducted in closed session pursuant to the California Government Code, are broadcast live over several platforms. Digital video files are kept for the sole purpose of being able to rebroadcast the meetings on the Community Access Channel and web meetings are archived on the City’s website. Both forms of broadcast meetings are for the convenient viewing by Arcata residents, are not the permanent record of City Council proceedings, and are only retained consistent with state law.

8.9—Order of Business
The Mayor, or in the Mayor’s absence the Vice-Mayor, presides over all meetings of the City Council, and after determining that a quorum is present, calls the meeting to order. In the absence of the Mayor and Vice-Mayor, the City Clerk shall call the Council to order, whereupon temporary Mayor Protem shall be elected by the members of the Council present.

I. Land Acknowledgment
II. Flag Salute
Those in attendance are asked to join the Council in reciting the Pledge of Allegiance.

III. Roll Call
The City Clerk, or designee, takes roll and announces the presence or absence of individual Councilmembers.

IV. CeremonialMatters
Requestsfor proclamations, other than those listed on the Council-approved list, will be approved by the Mayor through the agenda setting process.

V. Reports by Commission/Committee
At thistime, the Council may receive a report from a City commission or committee.

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VI. Council and Staff Reports
All reports shall be specifically limited to items relating to City business and shall not request or lead to action by the Council at this meeting.

VII. Oral andWrittenCommunication [Early ‐Time Limited] This 15-minute time period is provided for people to address the Council on matters not on the agenda. Speakers addressing the Council during this time may be limited to two minutes. This item is continued through itemXIII where speakers are allotted 3 2minutes atthe end ofthemeeting. Speakersmay elect to speak during either time slot but as one agenda item speakers may only speak during one Oral Communications period.

VIII. Meeting of the Successor Agency to the Community Development Agency At thistime the City Council presides asthe governing body for the Successor Agency to the Community Development Agency of the City of Arcata in accordance with Health and Safety Code Section 34172(d)(1) and City of Arcata Resolution No. 112-10.

IX. Consent Calendar
All matters on the Consent Calendar are considered to be routine by the City Council and are enacted on one motion. If discussion is required, that item is removed from the Consent Calendar and considered separately. At the end of the reading of the Consent Calendar, Councilmembers may remove an item. Members of the public may comment on any items remaining on the consent calendar in the comment period before the vote.

X. Items Removed from the Consent Calendar
Itemsremoved from the Consent Calendar are heard at this time.

XI.X. Old Business
XII.XI. New Business
XIII.XII. Oral and Written Communications [continued]
This time is provided for people to address the Council or submit written communications on matters not on the agenda. At the conclusion of all oral communications, the Council may respond to statements. Any request that requires Council action will be set by the Council for a future agenda or referred to staff. Speakers addressing the Council may be limited to three two minutes, and a time limit on the overall length of Oral Communications may be imposed.

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XIII. Council Reports
All reports shall be specifically limited to items relating to City business and shall not request or lead to action by the Council at this meeting.

XIV. Dates of Future Meetings and Future Agenda Items
XV. Closed Session: Litigation, Personnel and/or Real Estate XVI. Closed Session Reports
XVII. Adjournment
The City Council makes every attempt to end meetings by 10:30 p.m. If there are new business items started after 10:30 p.m. the Mayor will check in with the Council to confirm there is interest to take up the new item(s) while considering if members of the public are still waiting to comment or if they have lost members of the public from the meeting planning on making public comment on the item(s).

8.10—Council Action
The City Council exercises legislative authority through a simple motion, an amendment to a motion, adoption of a resolution, or adoption of an ordinance. Depending on the item, staff reports will generally attempt to present appropriate motions, with options, for the Council to make. The City Council is encouraged to review the staff recommendations and use presented options as a template when making a motion. In most situations, a majority of the members’ present is adequate to adopt a motion, however this is not always the case, and staff will advise the Council when either a super majority or majority of the entire body is required. In addition, in most situations a voice vote is all that is required for Council action; however, staff will advise the Council when a roll call vote is required. Motions should be concise and give clear directions to staff.

Although finality in action is an important principle in government, there may be occasions when the Council wishes to reconsider a motion it has previously passed. In such circumstances, a motion to reconsider may be made either at the meeting where the item was first voted upon, or at the very next meeting of the Council. A motion to reconsider brought forward at the following meeting of the Council will require proper notice on the agenda. A motion to reconsider an item previously voted on can be made only by a Councilmember who voted in the majority.

8.11—Legislative and Quasi-Judicial Actions of the Council The Council can take both legislative and quasi-judicial action. In general, the Council acts in a legislative capacity when it takes action to adopt policies, plans, and ordinances of general application. In these situations, a Councilmember may rely on any information they lawfully obtain when participating in a decision-making process. In contrast, the Council will also act in a quasi-judicial capacity when it acts on matters that implicate constitutionally protected property and liberty interests. These types of actions Formatted: Font color: Auto
Formatted: Indent: Left: 1.12", No bullets or
numbering

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generally involve land use entitlements and other types of permits, licenses, etc.

The distinction between legislative and quasi-judicial activity is especially important because of the rights that are given to the applicant. Specifically, an applicant in a quasi-judicial matter is entitled Council. In order to ensure these rights are satisfied, the Council must disclose all ex parte communication it receives; that is, information or evidence a Councilmember obtains from outside the Council hearing on the matter. Additionally, Councilmembers may be called upon to answer questions about potential bias.

8.12—General Parliamentary Procedure
Parliamentary procedures set the agreed-upon standard for conducting business. For general guidance, the Council will follow Rosenberg’s Rules of Order, attached as Appendix H. Certain processes are subject to state code and must be complied with. The Council will accept directions from the City Manager, City Clerk and the City Attorney on the code. When necessary to resolve issues that may arise over the process, the Mayor will refer to the City Attorney and/or City Manager who will act as the Parliamentarian. Upon such advice, the Council will vote and follow the decision of the majority.

8.13—Presentations at Meetings
Presentations are not allowed during Oral and Written Communications. The Mayor may establish reasonable time restrictions on presentations from members of the public that take into consideration the complexity of the subject matter, the number of other members of the public wishing to address the Council, and the number of other items on the agenda to which the Council must attend. Members of the public who wish to utilize electronic media in their presentations must coordinate in advance with the City Manager or his/her designee. The City Manager may establish reasonable rules on the public’s use of electronic media, to minimize disruption of Council meetings, including the requirement of advance notice and/or submission of presentation data to ensure all compatibility issues are resolved before the Council meeting. Electronic media presentations are subject to time restrictions as established by the Mayor.

Subject to any electronic media presentation rules established by the City Manager, the public may use the City’s projector in the Council Chamber to assist in making their electronic presentations.

Photo courtesy of Chris Santos

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8.14—Meeting Decorum
Meetings of the City Council shall be conducted in an orderly manner to ensure that the public has a full opportunity to be heard and that the deliberative process of the Council is retained. Pursuant to California Government Code section 36813, the City Council may establish rules for the conduct of its proceedings. The Mayor may establish reasonable time restrictions on presentations from members of the public that take into consideration the complexity of the subject matter, the number of other members of the public wishing to address the Council, and the number of other items on the agenda to which the Council must attend.
 Councilmembers and City Officials: Members of the City Councilshall not by conversation or other means delay or interrupt the Council proceedings or disrupt any other member while speaking. Councilmembers shall fully participate in public meetings, in both the open and closed sessions, while demonstrating respect and courtesy to others. City Officials shall stay focused, stay on topic and act efficiently during public meetings. They shall refrain from interrupting other speakers or otherwise interfering with the orderly conduct of the meetings.
 By a majority vote, councilmembers may admonish, reprimand, or censure other Councilmembers or any other City official for egregious violation of civil norms or other misconduct, asfurther elucidated below.  “Admonishment” means a formal reminder of the rules and is appropriate for allegations of a violation of law or City policy. An admonishment is not disciplinary in nature. “Reprimand” means a formal reminder that is appropriate when the Council finds that a Councilmember has committed misconduct but determines that the misconduct does not rise to the level of requiring censure. “Censure” means a formal resolution to reprimand an individual Councilmember for misconduct and is a disciplinary action.

Any City official facing admonishment, reprimand, or censure must be given notice and opportunity to respond to the accusation. The Council can limit by a super majority vote a member’s assigned positions to liaison or council leadership positions.
 Persons Addressing the Council. Public comment communications are opportunities for the public to formally address the Council as a whole, for matters that are on the agenda or those that cannot be handled during regular working hours of the City government. Comments shall be made in an orderly manner and shall not include personal, impertinent, slanderous or profane remarks to any member of the Council, staff or general public. Commenters shall wait patiently in the designated area for their turn to speak.
 Audience Members. Audience members shall not engage in disorderly or boisterous conduct including the utterance of loud or threatening / abusive language, whistling, stamping of feet, cheering or jeering, excessive clapping or snapping which disrupts, disturbs or otherwise impedes the orderly conduct of any Council meeting.
 Per California Government Code section 54957.95, Mayor, or presiding officer of a non-City Council meeting, ortheir designee may remove, or cause the removal of, an individual for disrupting the meeting.

Prior to removing an individual, the presiding member or their designee shall warn the individual that

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their behavior is disrupting the meeting and that their failure to cease their behavior may result in their removal. The presiding member or their designee may then remove the individual if they do not promptly cease their disruptive behavior. “Disrupting” means engaging in behavior during a meeting of a legislative body that actually disrupts, disturbs, impedes, or renders infeasible the orderly conduct of the meeting and includes, but is not limited to: a failure to comply with reasonable and lawful regulations adopted by a legislative body pursuant to any law; and engaging in behavior that constitutes use of force or a true threat of force. A “True threat of force” means a threat that has sufficient indicia of intent and seriousness, that a reasonable observer would perceive it to be an actual threat to use force by the person making the threat.

Members of the public are permitted to bring signs to public meetings as long as they remain in the designated sign area and do not block anyone’s view of the meeting. Commenters may not bring signs into the waiting area for public comment.

Councilmembers and other City Officials are discouraged from wearing political attire or bringing political signs to City Council Meetings, in order to preserve the public’s faith in a non-partisan local government.

For strategies on maintaining efficient and orderly council meetings see Appendix K: Dealing with Disruptions at Public Meetings. Legal and Practical Considerations. Renne Sloan Holtzman Sakai LLP report to the League of California Cities, 2015.

Photo courtesy of Britton Latham

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9.1—Biennial Review
The City Council will review and revise the City Council Protocol Manual as needed. The City Council will specifically review/revise, the Protocol Manual every July following a City Council election.

9.2—City Attorney as Protocol Advisor
The City Attorney and/or City Manager shall assist the Mayor and serve as an advisor for interpreting the City Council’s adopted Protocol Manual.

9.3—Applicability of Protocol Manual
The City Council Protocol Manual shall apply when the Council is sitting as another entity or agency. When sitting as another entity, the role of Mayor and Vice-Mayor shall be interchangeable with the Chair and Vice-Chair, or President and Vice-President.

Photo courtesy of Humboldt State University
CHAPTER NINE—Protocol Administration

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PAGE
A— List of City Plans A-1
B— Ralph M. Brown Act
(Gov Code Sections 54950—54963)
B-1
C—City of Arcata Travel Policy C-1
D— City of Arcata Credit Card Policy D-1
E— Council Approved Proclamations List E-1
F— City of Arcata Code of Ethics F-1
G— ICMA Code of Ethics G-1
H— Rosenberg’s Rules of Order H-1
I— Typical and Routine Mayoral Functions I-1
J— The Ethical Hazards of City Council Members Attending J-1 Other Board Meetings
K— Dealing with Disruptions at Public Meetings K-1
City Council Protocol Manual--APPENDIX

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APPENDIX
A— List of City Plans

APPENDIX A P a g e |1

CITY OF ARCATA PLANS
CITY MANAGER’S OFFICE

POLICE DEPARTMENT

CITY PLAN MANDATED SOURCE OF

MANDATE

ADOPTED REVISION
City of Arcata Emergency Operations
Plan
Yes State OES /
FEMA
2008, 2021 Mandated

ENGINEERING DEPARTMENT

CITY PLAN MANDATED SOURCE OF

MANDATE

ADOPTED REVISION
ADA Transition Plan Yes Federal
Requirement
January 1993 Due Now -
In Progress
Transportation Development Plan (5-
Year A&MRTS)
Yes State & Federal
Requirement
July 2006 July 2011
5-Year Capital Improvement Plan Yes State
& Good Practice
2010 Annually
Pedestrian and Bicycle Management
Plan
No but required
to be competitive
for State Active
Transportation
Program funding
2010 Humboldt County
Association of
Government’s
Regional Bicycle
Plan 2018

COMMUNITY DEVELOPMENT DEPARTMENT

CITY PLAN MANDATED SOURCE OF

MANDATE

ADOPTED REVISION
General Plan: 2020 Yes State 2000 Currently under
review for 20-
year planning
horizon revision
Housing Element Yes State July 2014 –
Adopted
August 2014 -
Certified
2027
Economic Development Strategic
Plan
No City General Plan 2010
Homeless Services Plan No City General Plan 2007
West End Specific Plan No 2018

CITY PLAN MANDATED SOURCE OF

MANDATE

ADOPTED REVISION
Injury and Illness Prevention
Program (IIPP)
Yes State (SB 198)
CalOSHA
1991 Under Revision

P a g e | 2

ENVIRONMENTAL SERVICES

CITY PLAN MANDATED SOURCE
OF

MANDATE

ADOPTED REVISION
A.D.A. Transition Plan (Open Space
Section)
Yes Federal 1993
California Accidental Release
Prevention Program:

Risk Management Plan City of Arcata
Water and Wastewater Facilities
Yes Federal and
State
2001 2016
Community Greenhouse Gas
Reduction Plan
No 2006
Creeks Management Plan No 1992
Drainage Master Plan No 1997
Forest Management Plan (Arcata
Community Forest/Jacoby Creek
Forest)
No 1994 Revision anticipated for
end of 2021/beginning
of 2022
Household Hazardous Waste Plan Yes State 1992
Non-Industrial Timber Management
Plan
Yes State 1999 Revision anticipated for
end of 2021/beginning
of 2022
Northern Spotted Owl Management
Plan
Yes Federal Pending
Open Space Protection Program and
Acquisition Matrix
No 1993
Parks and Recreation Master Plan
and Demographic Update
Yes State 1979 1994 & 2010
Pesticide Reduction Plan (2004) No 2004
Sanitary Sewer Management Plan Yes State 2012 2018
Source Reduction and Recycling
Element (1992)
Yes State 1992
Stormwater Pollution Reduction Plan Yes State 2005 State Mandate for MS4’s replaced the City
plan in 2012
Trust Lands Use Plan Yes State 1993 2012
Urban Water Management Plan Yes State 2005 2016, 2021
Zero Waste Action Plan No 2017
Arcata Gateway Area Plan No Pending Under development
Revised 10/2021

APPENDIX
B— Ralph M. Brown Act
(Gov Code Sections 54950—54963)

APPENDIX B P a g e | 1
THE RALPH M. BROWN ACT
“California’s sunshine law”
California Government Code sections 54950-54963

GOVERNMENT CODE - GOV
TITLE 5. LOCAL AGENCIES [50001 - 57607]
( Title 5 added by Stats. 1949, Ch. 81. )
DIVISION 2. CITIES, COUNTIES, AND OTHER AGENCIES [53000 - 55821] ( Division 2 added by Stats. 1949, Ch. 81. )
PART 1. POWERS AND DUTIES COMMON TO CITIES, COUNTIES, AND OTHER AGENCIES [53000 - 54999.7]
( Part 1 added by Stats. 1949, Ch. 81. )
CHAPTER 9. Meetings [54950 - 54963]
( Chapter 9 added by Stats. 1953, Ch. 1588. )
54950.

In enacting this chapter, the Legislature finds and declares that the public commissions, boards and councils and the other public agencies in this State exist to aid in the conduct of the people’s business. It is the intent of the law that their actions be taken openly and that their deliberations be conducted openly.

The people of this State do not yield their sovereignty to the agencies which serve them. The people, in delegating authority, do not give their public servants the right to decide what is good for the people to know and what is not good for them to know. The people insist on remaining informed so that they may retain control over the instruments they have created.
(Added by Stats. 1953, Ch. 1588.)
54950.5.

This chapter shall be known as the Ralph M. Brown Act.
(Added by Stats. 1961, Ch. 115.)
54951.

As used in this chapter, “local agency” means a county, city, whether general law or chartered, city and county, town, school district, municipal corporation, district, political subdivision, or any board, commission or agency thereof, or other local public agency.
(Amended by Stats. 1959, Ch. 1417.)
54952.

As used in this chapter, “legislative body” means:

APPENDIX B P a g e | 2
(a) The governing body of a local agency or any other local body created by state or federal statute.
(b) A commission, committee, board, or other body of a local agency, whether permanent or temporary, decisionmaking or advisory, created by charter, ordinance, resolution, or formal action of a legislative body. However, advisory committees, composed solely of the members of the legislative body that are less than a quorum of the legislative body are not legislative bodies, except that standing committees of a legislative body, irrespective of their composition, which have a continuing subject matter jurisdiction, or a meeting schedule fixed by charter, ordinance, resolution, or formal action of a legislative body are legislative bodies for purposes of this chapter.
(c) (1) A board, commission, committee, or other multimember body that governs a private corporation, limited liability company, or other entity that either:
(A) Is created by the elected legislative body in order to exercise authority that may lawfully be delegated by the elected governing body to a private corporation, limited liability company, or other entity.
(B) Receives funds from a local agency and the membership of whose governing body includes a member of the legislative body of the local agency appointed to that governing body as a full voting member by the legislative body of the local agency.
(2) Notwithstanding subparagraph (B) of paragraph (1), no board, commission, committee, or other multimember body that governs a private corporation, limited liability company, or other entity that receives funds from a local agency and, as of February 9, 1996, has a member of the legislative body of the local agency as a full voting member of the governing body of that private corporation, limited liability company, or other entity shall be relieved from the public meeting requirements of this chapter by virtue of a change in status of the full voting member to a nonvoting member.
(d) The lessee of any hospital the whole or part of which is first leased pursuant to subdivision (p) of Section 32121 of the Health and Safety Code after January 1, 1994, where the lessee exercises any material authority of a legislative body of a local agency delegated to it by that legislative body whether the lessee is organized and operated by the local agency or by a delegated authority. (Amended by Stats. 2002, Ch. 1073, Sec. 2. Effective January 1, 2003.) 54952.1.

Any person elected to serve as a member of a legislative body who has not yet assumed the duties of office shall conform his or her conduct to the requirements of this chapter and shall be treated for purposes of enforcement of this chapter as if he or she has already assumed office.
(Amended by Stats. 1994, Ch. 32, Sec. 2. Effective March 30, 1994. Operative April 1, 1994, by Sec. 23 of Ch. 32.) 54952.2.
(a) As used in this chapter, “meeting” means any congregation of a majority of the members of a legislative body at the same time and location, including

APPENDIX B P a g e | 3
teleconference location as permitted by Section 54953, to hear, discuss, deliberate, or take action on any item that is within the subject matter jurisdiction of the legislative body.
(b) (1) A majority of the members of a legislative body shall not, outside a meeting authorized by this chapter, use a series of communications of any kind, directly or through intermediaries, to discuss, deliberate, or take action on any item of business that is within the subject matter jurisdiction of the legislative body. (2) Paragraph (1) shall not be construed as preventing an employee or official of a local agency, from engaging in separate conversations or communications outside of a meeting authorized by this chapter with members of a legislative body in order to answer questions or provide information regarding a matter that is within the subject matter jurisdiction of the local agency, if that person does not communicate to members of the legislative body the comments or position of any other member or members of the legislative body.
(3) (A) Paragraph (1) shall not be construed as preventing a member of the legislative body from engaging in separate conversations or communications on an internet-based social media platform to answer questions, provide information to the public, or to solicit information from the public regarding a matter that is within the subject matter jurisdiction of the legislative body provided that a majority of the members of the legislative body do not use the internet-based social media platform to discuss among themselves business of a specific nature that is within the subject matter jurisdiction of the legislative body. A member of the legislative body shall not respond directly to any communication on an internet-based social media platform regarding a matter that is within the subject matter jurisdiction of the legislative body that is made, posted, or shared by any other member of the legislative body.
(B) For purposes of this paragraph, all of the following definitions shall apply:
(i) “Discuss among themselves” means communications made, posted, or shared on an internet-based social media platform between members of a legislative body, including comments or use of digital icons that express reactions to communications made by other members of the legislative body. (ii) “Internet-based social media platform” means an online service that is open and accessible to the public.
(iii) “Open and accessible to the public” means that members of the general public have the ability to access and participate, free of charge, in the social media platform without the approval by the social media platform or a person or entity other than the social media platform, including any forum and chatroom, and cannot be blocked from doing so, except when the internet-based social media platform determines that an individual violated its protocols or rules. (c) Nothing in this section shall impose the requirements of this chapter upon any of the following:
(1) Individual contacts or conversations between a member of a legislative body and any other person that do not violate subdivision (b). (2) The attendance of a majority of the members of a legislative body at a conference or similar gathering open to the public that involves a discussion of issues of general interest to the public or to public agencies of the type represented by the legislative body, provided that a majority of the members do not discuss among themselves, other than as part of the scheduled program, business of a

APPENDIX B P a g e | 4
specified nature that is within the subject matter jurisdiction of the local agency.

Nothing in this paragraph is intended to allow members of the public free admission to a conference or similar gathering at which the organizers have required other participants or registrants to pay fees or charges as a condition of attendance. (3) The attendance of a majority of the members of a legislative body at an open and publicized meeting organized to address a topic of local community concern by a person or organization other than the local agency, provided that a majority of the members do not discuss among themselves, other than as part of the scheduled program, business of a specific nature that is within the subject matter jurisdiction of the legislative body of the local agency. (4) The attendance of a majority of the members of a legislative body at an open and noticed meeting of another body of the local agency, or at an open and noticed meeting of a legislative body of another local agency, provided that a majority of the members do not discuss among themselves, other than as part of the scheduled meeting, business of a specific nature that is within the subject matter jurisdiction of the legislative body of the local agency. (5) The attendance of a majority of the members of a legislative body at a purely social or ceremonial occasion, provided that a majority of the members do not discuss among themselves business of a specific nature that is within the subject matter jurisdiction of the legislative body of the local agency. (6) The attendance of a majority of the members of a legislative body at an open and noticed meeting of a standing committee of that body, provided that the members of the legislative body who are not members of the standing committee attend only as observers.
(d) This section shall remain in effect only until January 1, 2026, and as of that date is repealed.
(Amended by Stats. 2020, Ch. 89, Sec. 1. (AB 992) Effective January 1, 2021. Repealed as of January 1, 2026, by its own provisions. See later operative version added by Sec. 2 of Stats. 2020, Ch. 89.) 54952.2.
(a) As used in this chapter, “meeting” means any congregation of a majority of the members of a legislative body at the same time and location, including teleconference location as permitted by Section 54953, to hear, discuss, deliberate, or take action on any item that is within the subject matter jurisdiction of the legislative body.
(b) (1) A majority of the members of a legislative body shall not, outside a meeting authorized by this chapter, use a series of communications of any kind, directly or through intermediaries, to discuss, deliberate, or take action on any item of business that is within the subject matter jurisdiction of the legislative body. (2) Paragraph (1) shall not be construed as preventing an employee or official of a local agency, from engaging in separate conversations or communications outside of a meeting authorized by this chapter with members of a legislative body in order to answer questions or provide information regarding a matter that is within the subject matter jurisdiction of the local agency, if that person does not communicate to members of the legislative body the comments or position of any other member or members of the legislative body.

APPENDIX B P a g e | 5
(c) Nothing in this section shall impose the requirements of this chapter upon any of the following:
(1) Individual contacts or conversations between a member of a legislative body and any other person that do not violate subdivision (b). (2) The attendance of a majority of the members of a legislative body at a conference or similar gathering open to the public that involves a discussion of issues of general interest to the public or to public agencies of the type represented by the legislative body, provided that a majority of the members do not discuss among themselves, other than as part of the scheduled program, business of a specified nature that is within the subject matter jurisdiction of the local agency.

Nothing in this paragraph is intended to allow members of the public free admission to a conference or similar gathering at which the organizers have required other participants or registrants to pay fees or charges as a condition of attendance. (3) The attendance of a majority of the members of a legislative body at an open and publicized meeting organized to address a topic of local community concern by a person or organization other than the local agency, provided that a majority of the members do not discuss among themselves, other than as part of the scheduled program, business of a specific nature that is within the subject matter jurisdiction of the legislative body of the local agency. (4) The attendance of a majority of the members of a legislative body at an open and noticed meeting of another body of the local agency, or at an open and noticed meeting of a legislative body of another local agency, provided that a majority of the members do not discuss among themselves, other than as part of the scheduled meeting, business of a specific nature that is within the subject matter jurisdiction of the legislative body of the local agency. (5) The attendance of a majority of the members of a legislative body at a purely social or ceremonial occasion, provided that a majority of the members do not discuss among themselves business of a specific nature that is within the subject matter jurisdiction of the legislative body of the local agency. (6) The attendance of a majority of the members of a legislative body at an open and noticed meeting of a standing committee of that body, provided that the members of the legislative body who are not members of the standing committee attend only as observers.
(d) This section shall become operative on January 1, 2026. (Repealed (in Sec. 1) and added by Stats. 2020, Ch. 89, Sec. 2. (AB 992) Effective January 1, 2021. Section operative January 1, 2026, by its own provisions.)
54952.3.
(a) A legislative body that has convened a meeting and whose membership constitutes a quorum of any other legislative body may convene a meeting of that other legislative body, simultaneously or in serial order, only if a clerk or a member of the convened legislative body verbally announces, prior to convening any simultaneous or serial order meeting of that subsequent legislative body, the amount of compensation or stipend, if any, that each member will be entitled to receive as a result of convening the simultaneous or serial meeting of the subsequent legislative body and identifies that the compensation or stipend shall be provided as a result of convening a meeting for which each member is entitled to

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collect compensation or a stipend. However, the clerk or member of the legislative body shall not be required to announce the amount of compensation if the amount of compensation is prescribed in statute and no additional compensation has been authorized by a local agency.
(b) For purposes of this section, compensation and stipend shall not include amounts reimbursed for actual and necessary expenses incurred by a member in the performance of the member’s official duties, including, but not limited to, reimbursement of expenses relating to travel, meals, and lodging. (Added by Stats. 2011, Ch. 91, Sec. 1. (AB 23) Effective January 1, 2012.) 54952.6.

As used in this chapter, “action taken” means a collective decision made by a majority of the members of a legislative body, a collective commitment or promise by a majority of the members of a legislative body to make a positive or a negative decision, or an actual vote by a majority of the members of a legislative body when sitting as a body or entity, upon a motion, proposal, resolution, order or ordinance. (Added by Stats. 1961, Ch. 1671.)
54952.7.

A legislative body of a local agency may require that a copy of this chapter be given to each member of the legislative body and any person elected to serve as a member of the legislative body who has not assumed the duties of office. An elected legislative body of a local agency may require that a copy of this chapter be given to each member of each legislative body all or a majority of whose members are appointed by or under the authority of the elected legislative body. (Amended by Stats. 1993, Ch. 1138, Sec. 7. Effective January 1, 1994. Operative April 1, 1994, by Sec. 12 of Ch. 1138.)
54953.
(a) All meetings of the legislative body of a local agency shall be open and public, and all persons shall be permitted to attend any meeting of the legislative body of a local agency, except as otherwise provided in this chapter. (b) (1) Notwithstanding any other provision of law, the legislative body of a local agency may use teleconferencing for the benefit of the public and the legislative body of a local agency in connection with any meeting or proceeding authorized by law. The teleconferenced meeting or proceeding shall comply with all otherwise applicable requirements of this chapter and all otherwise applicable provisions of law relating to a specific type of meeting or proceeding. (2) Teleconferencing, as authorized by this section, may be used for all purposes in connection with any meeting within the subject matter jurisdiction of the legislative body. All votes taken during a teleconferenced meeting shall be by rollcall. (3) If the legislative body of a local agency elects to use teleconferencing, it shall post agendas at all teleconference locations and conduct teleconference meetings in

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a manner that protects the statutory and constitutional rights of the parties or the public appearing before the legislative body of a local agency. Each teleconference location shall be identified in the notice and agenda of the meeting or proceeding, and each teleconference location shall be accessible to the public. During the teleconference, at least a quorum of the members of the legislative body shall participate from locations within the boundaries of the territory over which the local agency exercises jurisdiction, except as provided in subdivisions (d) and (e). The agenda shall provide an opportunity for members of the public to address the legislative body directly pursuant to Section 54954.3 at each teleconference location.
(4) For the purposes of this section, “teleconference” means a meeting of a legislative body, the members of which are in different locations, connected by electronic means, through either audio or video, or both. Nothing in this section shall prohibit a local agency from providing the public with additional teleconference locations.
(c) (1) No legislative body shall take action by secret ballot, whether preliminary or final.
(2) The legislative body of a local agency shall publicly report any action taken and the vote or abstention on that action of each member present for the action. (3) Prior to taking final action, the legislative body shall orally report a summary of a recommendation for a final action on the salaries, salary schedules, or compensation paid in the form of fringe benefits of a local agency executive, as defined in subdivision (d) of Section 3511.1, during the open meeting in which the final action is to be taken. This paragraph shall not affect the public’s right under the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1) to inspect or copy records created or received in the process of developing the recommendation.
(d) (1) Notwithstanding the provisions relating to a quorum in paragraph (3) of subdivision (b), if a health authority conducts a teleconference meeting, members who are outside the jurisdiction of the authority may be counted toward the establishment of a quorum when participating in the teleconference if at least 50 percent of the number of members that would establish a quorum are present within the boundaries of the territory over which the authority exercises jurisdiction, and the health authority provides a teleconference number, and associated access codes, if any, that allows any person to call in to participate in the meeting and the number and access codes are identified in the notice and agenda of the meeting.
(2) Nothing in this subdivision shall be construed as discouraging health authority members from regularly meeting at a common physical site within the jurisdiction of the authority or from using teleconference locations within or near the jurisdiction of the authority. A teleconference meeting for which a quorum is established pursuant to this subdivision shall be subject to all other requirements of this section.
(3) For purposes of this subdivision, a health authority means any entity created pursuant to Sections 14018.7, 14087.31, 14087.35, 14087.36, 14087.38, and 14087.9605 of the Welfare and Institutions Code, any joint powers authority created pursuant to Article 1 (commencing with Section 6500) of Chapter 5 of Division 7 for the purpose of contracting pursuant to Section 14087.3 of the Welfare

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and Institutions Code, and any advisory committee to a county-sponsored health plan licensed pursuant to Chapter 2.2 (commencing with Section 1340) of Division 2 of the Health and Safety Code if the advisory committee has 12 or more members.
(e) (1) A local agency may use teleconferencing without complying with the requirements of paragraph (3) of subdivision (b) if the legislative body complies with the requirements of paragraph (2) of this subdivision in any of the following circumstances:
(A) The legislative body holds a meeting during a proclaimed state of emergency, and state or local officials have imposed or recommended measures to promote social distancing.
(B) The legislative body holds a meeting during a proclaimed state of emergency for the purpose of determining, by majority vote, whether as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees.
(C) The legislative body holds a meeting during a proclaimed state of emergency and has determined, by majority vote, pursuant to subparagraph (B), that, as a result of the emergency, meeting in person would present imminent risks to the health or safety of attendees.
(2) A legislative body that holds a meeting pursuant to this subdivision shall do all of the following:
(A) The legislative body shall give notice of the meeting and post agendas as otherwise required by this chapter.
(B) The legislative body shall allow members of the public to access the meeting and the agenda shall provide an opportunity for members of the public to address the legislative body directly pursuant to Section 54954.3. In each instance in which notice of the time of the teleconferenced meeting is otherwise given or the agenda for the meeting is otherwise posted, the legislative body shall also give notice of the means by which members of the public may access the meeting and offer public comment. The agenda shall identify and include an opportunity for all persons to attend via a call-in option or an internet-based service option. This subparagraph shall not be construed to require the legislative body to provide a physical location from which the public may attend or comment.
(C) The legislative body shall conduct teleconference meetings in a manner that protects the statutory and constitutional rights of the parties and the public appearing before the legislative body of a local agency. (D) In the event of a disruption which prevents the public agency from broadcasting the meeting to members of the public using the call-in option or internet-based service option, or in the event of a disruption within the local agency’s control which prevents members of the public from offering public comments using the call-in option or internet-based service option, the body shall take no further action on items appearing on the meeting agenda until public access to the meeting via the call-in option or internet-based service option is restored. Actions taken on agenda items during a disruption which prevents the public agency from broadcasting the meeting may be challenged pursuant to Section 54960.1.
(E) The legislative body shall not require public comments to be submitted in advance of the meeting and must provide an opportunity for the public to address the legislative body and offer comment in real time. This subparagraph shall not be

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construed to require the legislative body to provide a physical location from which the public may attend or comment.
(F) Notwithstanding Section 54953.3, an individual desiring to provide public comment through the use of an internet website, or other online platform, not under the control of the local legislative body, that requires registration to log in to a teleconference may be required to register as required by the third-party internet website or online platform to participate.
(G) (i) A legislative body that provides a timed public comment period for each agenda item shall not close the public comment period for the agenda item, or the opportunity to register, pursuant to subparagraph (F), to provide public comment until that timed public comment period has elapsed.
(ii) A legislative body that does not provide a timed public comment period, but takes public comment separately on each agenda item, shall allow a reasonable amount of time per agenda item to allow public members the opportunity to provide public comment, including time for members of the public to register pursuant to subparagraph (F), or otherwise be recognized for the purpose of providing public comment.
(iii) A legislative body that provides a timed general public comment period that does not correspond to a specific agenda item shall not close the public comment period or the opportunity to register, pursuant to subparagraph (F), until the timed general public comment period has elapsed.
(3) If a state of emergency remains active, or state or local officials have imposed or recommended measures to promote social distancing, in order to continue to teleconference without compliance with paragraph (3) of subdivision (b), the legislative body shall, not later than 30 days after teleconferencing for the first time pursuant to subparagraph (A), (B), or (C) of paragraph (1), and every 30 days thereafter, make the following findings by majority vote:
(A) The legislative body has reconsidered the circumstances of the state of emergency.
(B) Any of the following circumstances exist:
(i) The state of emergency continues to directly impact the ability of the members to meet safely in person.
(ii) State or local officials continue to impose or recommend measures to promote social distancing.
(4) For the purposes of this subdivision, “state of emergency” means a state of emergency proclaimed pursuant to Section 8625 of the California Emergency Services Act (Article 1 (commencing with Section 8550) of Chapter 7 of Division 1 of Title 2).
(f) This section shall remain in effect only until January 1, 2024, and as of that date is repealed.
(Amended by Stats. 2021, Ch. 165, Sec. 3. (AB 361) Effective September 16, 2021. Repealed as of January 1, 2024, by its own provisions. See later operative version added by Sec. 4 of Stats. 2021, Ch. 165.) 54953.
(a) All meetings of the legislative body of a local agency shall be open and public, and all persons shall be permitted to attend any meeting of the legislative body of a local agency, except as otherwise provided in this chapter.

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(b) (1) Notwithstanding any other provision of law, the legislative body of a local agency may use teleconferencing for the benefit of the public and the legislative body of a local agency in connection with any meeting or proceeding authorized by law. The teleconferenced meeting or proceeding shall comply with all requirements of this chapter and all otherwise applicable provisions of law relating to a specific type of meeting or proceeding.
(2) Teleconferencing, as authorized by this section, may be used for all purposes in connection with any meeting within the subject matter jurisdiction of the legislative body. All votes taken during a teleconferenced meeting shall be by rollcall. (3) If the legislative body of a local agency elects to use teleconferencing, it shall post agendas at all teleconference locations and conduct teleconference meetings in a manner that protects the statutory and constitutional rights of the parties or the public appearing before the legislative body of a local agency. Each teleconference location shall be identified in the notice and agenda of the meeting or proceeding, and each teleconference location shall be accessible to the public. During the teleconference, at least a quorum of the members of the legislative body shall participate from locations within the boundaries of the territory over which the local agency exercises jurisdiction, except as provided in subdivision (d). The agenda shall provide an opportunity for members of the public to address the legislative body directly pursuant to Section 54954.3 at each teleconference location. (4) For the purposes of this section, “teleconference” means a meeting of a legislative body, the members of which are in different locations, connected by electronic means, through either audio or video, or both. Nothing in this section shall prohibit a local agency from providing the public with additional teleconference locations
(c) (1) No legislative body shall take action by secret ballot, whether preliminary or final.
(2) The legislative body of a local agency shall publicly report any action taken and the vote or abstention on that action of each member present for the action. (3) Prior to taking final action, the legislative body shall orally report a summary of a recommendation for a final action on the salaries, salary schedules, or compensation paid in the form of fringe benefits of a local agency executive, as defined in subdivision (d) of Section 3511.1, during the open meeting in which the final action is to be taken. This paragraph shall not affect the public’s right under the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1) to inspect or copy records created or received in the process of developing the recommendation.
(d) (1) Notwithstanding the provisions relating to a quorum in paragraph (3) of subdivision (b), if a health authority conducts a teleconference meeting, members who are outside the jurisdiction of the authority may be counted toward the establishment of a quorum when participating in the teleconference if at least 50 percent of the number of members that would establish a quorum are present within the boundaries of the territory over which the authority exercises jurisdiction, and the health authority provides a teleconference number, and associated access codes, if any, that allows any person to call in to participate in the meeting and the number and access codes are identified in the notice and agenda of the meeting.

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(2) Nothing in this subdivision shall be construed as discouraging health authority members from regularly meeting at a common physical site within the jurisdiction of the authority or from using teleconference locations within or near the jurisdiction of the authority. A teleconference meeting for which a quorum is established pursuant to this subdivision shall be subject to all other requirements of this section.
(3) For purposes of this subdivision, a health authority means any entity created pursuant to Sections 14018.7, 14087.31, 14087.35, 14087.36, 14087.38, and 14087.9605 of the Welfare and Institutions Code, any joint powers authority created pursuant to Article 1 (commencing with Section 6500) of Chapter 5 of Division 7 for the purpose of contracting pursuant to Section 14087.3 of the Welfare and Institutions Code, and any advisory committee to a county-sponsored health plan licensed pursuant to Chapter 2.2 (commencing with Section 1340) of Division 2 of the Health and Safety Code if the advisory committee has 12 or more members.
(e) This section shall become operative January 1, 2024. (Repealed (in Sec. 3) and added by Stats. 2021, Ch. 165, Sec. 4. (AB 361) Effective September 16, 2021. Operative January 1, 2024, by its own provisions.)
54953.1.

The provisions of this chapter shall not be construed to prohibit the members of the legislative body of a local agency from giving testimony in private before a grand jury, either as individuals or as a body.
(Added by Stats. 1979, Ch. 950.)
54953.2.

All meetings of a legislative body of a local agency that are open and public shall meet the protections and prohibitions contained in Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof.
(Added by Stats. 2002, Ch. 300, Sec. 5. Effective January 1, 2003.) 54953.3.

A member of the public shall not be required, as a condition to attendance at a meeting of a legislative body of a local agency, to register his or her name, to provide other information, to complete a questionnaire, or otherwise to fulfill any condition precedent to his or her attendance.

If an attendance list, register, questionnaire, or other similar document is posted at or near the entrance to the room where the meeting is to be held, or is circulated to the persons present during the meeting, it shall state clearly that the signing, registering, or completion of the document is voluntary, and that all persons may attend the meeting regardless of whether a person signs, registers, or completes the document.
(Amended by Stats. 1981, Ch. 968, Sec. 28.)

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54953.5.
(a) Any person attending an open and public meeting of a legislative body of a local agency shall have the right to record the proceedings with an audio or video recorder or a still or motion picture camera in the absence of a reasonable finding by the legislative body of the local agency that the recording cannot continue without noise, illumination, or obstruction of view that constitutes, or would constitute, a persistent disruption of the proceedings. (b) Any audio or video recording of an open and public meeting made for whatever purpose by or at the direction of the local agency shall be subject to inspection pursuant to the California Public Records Act (Chapter 3.5 (commencing with Section 6250) of Division 7 of Title 1), but, notwithstanding Section 34090, may be erased or destroyed 30 days after the recording. Any inspection of an audio or video recording shall be provided without charge on equipment made available by the local agency.
(Amended by Stats. 2009, Ch. 88, Sec. 57. (AB 176) Effective January 1, 2010.) 54953.6.

No legislative body of a local agency shall prohibit or otherwise restrict the broadcast of its open and public meetings in the absence of a reasonable finding that the broadcast cannot be accomplished without noise, illumination, or obstruction of view that would constitute a persistent disruption of the proceedings. (Amended by Stats. 1994, Ch. 32, Sec. 6. Effective March 30, 1994. Operative April 1, 1994, by Sec. 23 of Ch. 32.) 54953.7.

Notwithstanding any other provision of law, legislative bodies of local agencies may impose requirements upon themselves which allow greater access to their meetings than prescribed by the minimal standards set forth in this chapter. In addition thereto, an elected legislative body of a local agency may impose such requirements on those appointed legislative bodies of the local agency of which all or a majority of the members are appointed by or under the authority of the elected legislative body.
(Added by Stats. 1981, Ch. 968, Sec. 29.)
54954.
(a) Each legislative body of a local agency, except for advisory committees or standing committees, shall provide, by ordinance, resolution, bylaws, or by whatever other rule is required for the conduct of business by that body, the time and place for holding regular meetings. Meetings of advisory committees or standing committees, for which an agenda is posted at least 72 hours in advance of the meeting pursuant to subdivision (a) of Section 54954.2, shall be considered for purposes of this chapter as regular meetings of the legislative body.

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(b) Regular and special meetings of the legislative body shall be held within the boundaries of the territory over which the local agency exercises jurisdiction, except to do any of the following:
(1) Comply with state or federal law or court order, or attend a judicial or administrative proceeding to which the local agency is a party. (2) Inspect real or personal property which cannot be conveniently brought within the boundaries of the territory over which the local agency exercises jurisdiction provided that the topic of the meeting is limited to items directly related to the real or personal property.
(3) Participate in meetings or discussions of multiagency significance that are outside the boundaries of a local agency’s jurisdiction. However, any meeting or discussion held pursuant to this subdivision shall take place within the jurisdiction of one of the participating local agencies and be noticed by all participating agencies as provided for in this chapter.
(4) Meet in the closest meeting facility if the local agency has no meeting facility within the boundaries of the territory over which the local agency exercises jurisdiction, or at the principal office of the local agency if that office is located outside the territory over which the agency exercises jurisdiction. (5) Meet outside their immediate jurisdiction with elected or appointed officials of the United States or the State of California when a local meeting would be impractical, solely to discuss a legislative or regulatory issue affecting the local agency and over which the federal or state officials have jurisdiction. (6) Meet outside their immediate jurisdiction if the meeting takes place in or nearby a facility owned by the agency, provided that the topic of the meeting is limited to items directly related to the facility.
(7) Visit the office of the local agency’s legal counsel for a closed session on pending litigation held pursuant to Section 54956.9, when to do so would reduce legal fees or costs.
(c) Meetings of the governing board of a school district shall be held within the district, except under the circumstances enumerated in subdivision (b), or to do any of the following:
(1) Attend a conference on nonadversarial collective bargaining techniques. (2) Interview members of the public residing in another district with reference to the trustees’ potential employment of an applicant for the position of the superintendent of the district.
(3) Interview a potential employee from another district. (d) Meetings of a joint powers authority shall occur within the territory of at least one of its member agencies, or as provided in subdivision (b). However, a joint powers authority which has members throughout the state may meet at any facility in the state which complies with the requirements of Section 54961. (e) If, by reason of fire, flood, earthquake, or other emergency, it shall be unsafe to meet in the place designated, the meetings shall be held for the duration of the emergency at the place designated by the presiding officer of the legislative body or his or her designee in a notice to the local media that have requested notice pursuant to Section 54956, by the most rapid means of communication available at the time.
(Amended by Stats. 2004, Ch. 257, Sec. 1. Effective January 1, 2005.)

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54954.1.

Any person may request that a copy of the agenda, or a copy of all the documents constituting the agenda packet, of any meeting of a legislative body be mailed to that person. If requested, the agenda and documents in the agenda packet shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C.

Sec. 12132), and the federal rules and regulations adopted in implementation thereof. Upon receipt of the written request, the legislative body or its designee shall cause the requested materials to be mailed at the time the agenda is posted pursuant to Section 54954.2 and 54956 or upon distribution to all, or a majority of all, of the members of a legislative body, whichever occurs first. Any request for mailed copies of agendas or agenda packets shall be valid for the calendar year in which it is filed, and must be renewed following January 1 of each year. The legislative body may establish a fee for mailing the agenda or agenda packet, which fee shall not exceed the cost of providing the service. Failure of the requesting person to receive the agenda or agenda packet pursuant to this section shall not constitute grounds for invalidation of the actions of the legislative body taken at the meeting for which the agenda or agenda packet was not received. (Amended by Stats. 2002, Ch. 300, Sec. 6. Effective January 1, 2003.) 54954.2.
(a) (1) At least 72 hours before a regular meeting, the legislative body of the local agency, or its designee, shall post an agenda containing a brief general description of each item of business to be transacted or discussed at the meeting, including items to be discussed in closed session. A brief general description of an item generally need not exceed 20 words. The agenda shall specify the time and location of the regular meeting and shall be posted in a location that is freely accessible to members of the public and on the local agency’s Internet Web site, if the local agency has one. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof. The agenda shall include information regarding how, to whom, and when a request for disability-related modification or accommodation, including auxiliary aids or services, may be made by a person with a disability who requires a modification or accommodation in order to participate in the public meeting.
(2) For a meeting occurring on and after January 1, 2019, of a legislative body of a city, county, city and county, special district, school district, or political subdivision established by the state that has an Internet Web site, the following provisions shall apply:
(A) An online posting of an agenda shall be posted on the primary Internet Web site homepage of a city, county, city and county, special district, school district, or political subdivision established by the state that is accessible through a prominent, direct link to the current agenda. The direct link to the agenda shall not be in a contextual menu; however, a link in addition to the direct link to the agenda may be accessible through a contextual menu.